CONSTITUTION OF THE GRAYSHOTT SQUARE GROUP
1. Name
The name of the Group is the “Grayshott Square Group” (GSG).
2. Aims and Objectives
(a) To improve the design and make recommendations for the refurbishment of the Village Square, Headley Road, Grayshott, Hampshire.
(b) To liaise and work with those residential and commercial property owners who are affected by refurbishment of the Village Square.
(c) To liaise and work with other appropriate village groups and residents.
(d) To apply for grants and seek other funding including donations and endowments for the refurbishment of the Village Square.
(e) To assist the owners of the Village Square(The Grayshott Parish Council) to help deliver the vision of the project and refurbishment of the Village Square.
3. Powers
(a) To raise funds to achieve the Aims and Objectives
(b) To use a variety of promotional media and events to promote it’s activities.
(c) To seek designs and ideas from any appropriate source to achieve the Aims and Objectives.
(d) To work with the Grayshott Parish Council to engage architects, specialist builders, sub contractors or others to achieve the Aims and Objectives.
(e) To open and maintain a bank or building society account in the name of GSG
(f) To invest responsibly any sums not required as working capital
4. Membership
(a) Membership is open to any individual or organisation who is interested in supporting the aims and objectives
(b) A list of members will be maintain
5. Management Committee
(a) GSG will be managed by a committee of not less than 5 and no more than 10 members, appointed at formation and subsequently elected at the Annual General Meeting
(b) The Committee will appoint Officers including Chairman, Treasurer and Secretary.
(c) At least 4 committee meetings will be held each year with a minimum of 7 days notice being given. Minutes will be taken and circulated to Committee Members.
(d) There must be a quorum of 5 Committee members for any decision to be made at a meeting.
(e) The duties of the Committee will be to achieve the Aims and Objectives in a responsible way
(f) The Committee has the power to co-opt additional members during the year providing that the maximum number on the Committee does not exceed 10
(g) The Committee may delegate any of their powers to Subcommittees which will be responsible for meeting the objectives set for them within the Aims and Objectives
6. Accounts
The Committee will ensure that proper accounts are kept of all monetary transactions of the Group and these accounts will be presented to the Annual General Meeting
7. Annual General Meeting
(a) A General Meeting will be held Annually
(b) Notice of the Meeting will be posted by the Committee on the Parish Council notice board and on grayshott.com giving 14 clear days notice
(c) Any Member wishing to submit an item for discussion must give at least seven days notice, in writing to a member of the Committee
(d) Attendance at the meeting will be open to all those interested in supporting the Aims and Objectives
(e) Only those who have been registered as a member will be entitled to vote. A two thirds majority is required for any decision to be made
(f) There must be a quorum of at least 5 Committee Members and at least 6 other Members in attendance to effect the business of the AGM
(g) The Chairman of the AGM will be the Chairman of the GSG at that time. In his/her absence the GSG committee and members present will, before any business is transacted, appoint a Chairman of the meeting.
8. Extraordinary General Meetings
(a) The Management Committee may call an Extraordinary General Meeting of GSG at any time.
(b) If at least ten members request such a meeting in writing, stating the business to be considered, the Secretary will call such a meeting.
(c) At least twenty one days notice must be given and the notice must state the business to be discussed.
(d) Rules for notice, attendance, voting, quorum and appointment of Chairman will be as in 7 (b), (d), (e), (f) and (g) above.
Dissolution
(a) The GSG will be dissolved should any of the following events occur:
(i) Its aims and objectives are taken on by another body with GSG support and approval.
(ii) The GSG is no longer able to raise the necessary finance to refurbish the Village Square Project.
(iii) Any event which leads the Group to believe that it can no longer achieve its aims and objectives.
(iv) The refurbishment of the Village Squareis completed.
(b) In the event of the GSG being dissolved any assets still remaining in its name will be transferred to Grayshott Parish Council.
9. Constitution
The terms of this Constitution may only be altered by a resolution passed at a General Meeting
Approved and adopted on …18th September 2007
Signed …Colin Thompson…. (Chairman)
Signed …Liz Pennick…….. (Secretary)
