URG Constitution

1. Name and Scope

  1. The name of the Group shall be “Ulverston Resilience Group”, hereafter referred to as “URG”, or “the Group”.
  2. “Ulverston” encompasses all LA12 postcode areas.

2. Objectives

The objectives of the Group are:

  1. to support the community during and immediately after significant incidents and emergencies, such as setting up and operating a reception centre for evacuees, including provision (or co-ordination) and safe operation of essential equipment such as generators, water boilers, gazebos, tables, signage and lighting.
  2. to organise and/or provide practical support for community events and good causes, such as co-ordinating volunteer rotas for stewarding and other services, and providing safety instructions and equipment, such as pedestrian barriers, signage, radios, hi-viz vests, and fire extinguishers.
  3. to build and maintain a sustained and trusted community engagement via “good-neighbour” activities, random acts of kindness, positive social media discussions, informative newsletters and website, etc.
  4. to sign-post members of the community to other professional and voluntary services which can provide assistance when needed.

3. Powers

In furtherance of the objectives, but not otherwise, the Elected Management Committee may exercise the right to:

  1. Promote and enable the health and wellbeing of the residents of the area, irrespective of age, sex, ethnicity, ability, religion or political view.
  2. Promote factual information by educating, encouraging and assisting the local population to practice government advice and NHS advice and emergency advice working in partnership with similar groups and organisations.
  3. Invite and receive financial contributions and raise funds where appropriate, to finance the work of the Group.
  4. Publicise and promote the work of the Group and other community groups and organisations. Organise conference meetings, community meetings, both live or virtual, as appropriate.
  5. Work with groups of a similar nature and exchange information, advice and knowledge with them, including co-operation with other voluntary bodies, charities, statutory and non-statutory organisations.
  6. Manage volunteers through a secure online database as necessary to conduct activities to meet the objectives.
  7. Take any form of action that is lawful, which is necessary to achieve the objects of the Group.
  8. Insure the Group and its volunteers against reasonable risks and eventualities, including as a minimum: public liability (including libel and slander), employer’s liability, charity trustee indemnity, legal expenses, personal accident, equipment (theft or damage during storage, usage and lending), financial (errors and theft), cyber crime and data breaches.

4. Membership

  1. Non-Voting Membership shall be open to anyone who has an interest in assisting the Group to achieve its community aim and is willing to adhere to the rules of the Group.
  2. Where it is considered Membership would be detrimental to the aims and activities of the Group, the Elected Management Committee shall have the right to refuse Membership, or may terminate or suspend the Membership of any Member by resolution passed at a meeting. Members shall have the right to appeal via an independent adjudicator determined by mutual agreement of the Elected Management Committee.
  3. Any Member of the group may resign his/her Membership by providing the Secretary with written notice.
  4. Voting Members shall be appointed (by a mechanism to be agreed).
  5. A Management Committee shall be elected annually by the Voting Members.

5. Management Committee

  1. The Group shall be administered by an Elected Management Committee of no less than three (3) people and no more than fifteen (15), who must be at least 18 years of age. Management Committee Members will-be elected by the Voting Members for a period of one year, and must be re-elected annually at the Group’s AGM.
  2. Elected Management Committee Members include:
      • Chairperson
      • Vice-Chairperson
      • Treasurer
      • Secretary
      • Other Elected Management Committee Members performing designated roles as deemed necessary

6. Meetings

  1. The Elected Management Committee shall meet as required on a virtual or live platform at least once a month. Meetings shall enable the Group to discuss actions and monitor progress to date, and to consider future developments.
  2. All Elected Management Committee Members shall be given at least four (4) days’ notice by email of when a meeting is due to take place, unless it is deemed as an emergency.
  3. Two-thirds of Elected Management Committee members must be present in a physical and/or virtual manner in order for a meeting to be quorate.
  4. Any Elected Management Committee member who fails to attend a formal Management Committee meeting on three consecutive occasions without an apology or a legitimate reason that is notified to the Secretary in advance of the meeting or as soon as is practicable afterwards, will be deemed to have retired from the Elected Management Committee. They will be reminded of this by the Secretary after the second absence, and formally notified of their retirement after the third absence, and then can only re-join if re-elected.
  5. If a meeting takes place in a physical location, a telephone dial-in and/or video conferencing option should be provided where practicable for those who wish to attend virtually. Zoom is the preferred virtual meetings tool, but other tools may be used by exception.
  6. Meetings of the Elected Management Committee may be recorded, by agreement at the start of each meeting, and the recordings made available to all Elected Management Committee Members. However, recordings may be terminated if the subject matter is sensitive, and would risk breaching GDPR guidelines.
  7. It shall be the responsibility of the Chairperson to Chair all meetings, or a designated deputy in his/her absence. All meeting decisions and actions must be Minuted and accessible to interested parties, subject to GDPR considerations.
  8. The Annual General Meeting (AGM) shall take place no later than three months after the end of the financial year. At least fourteen (14) calendar days’ notice must be given by email to Voting members before the meeting takes place.
  9. All Voting Members are entitled to vote at the AGM. Voting shall be made by a show of hands on a majority basis, physically and/or virtually. In the case of a tied vote, the Chairperson or an appointed deputy shall-make the final decision.

7. Finance

  1. Any money acquired by the Group, including donations, contributions and bequests, shall be paid into an account operated by the Elected Committee Members in the name of the Group.
  2. All funds must be applied to the objectives of the Group and for no other purpose.
  3. Bank accounts shall be opened in the name of the Group. Any deeds, cheques etc relating to the Group’s bank account shall be agreed by at least two (2) of the following committee members: Chairperson; Vice-Chairperson; Treasurer; Secretary.
  4. Authorising income/expenditure transactions shall be the responsibility of the Treasurer, who will be accountable to ensure funds are utilised effectively and that the Group stays within budget. Official accounts shall be maintained, and will be examined annually by a qualified independent auditor who is appointed by the Elected Committee Members, and who is not a member of the Group. An Annual Financial Report shall be presented at the AGM.
  5. The Group’s accounting year shall run from 01 April to 31 March.

8. Amendments to the Constitution

  1. Any amendments to the Constitution must be agreed by a majority vote of Voting Members at a Special General Meeting.
  2. Amendments to this Constitution or requests for dissolution of the Group must be conveyed to the Secretary formally in writing. The Secretary and other Elected Committee Members shall then decide on the date of a Special General Meeting to discuss such proposals, giving Voting Members at least four weeks (28 calendar days) notice.

9. Dissolution

  1. The Group may be dissolved if deemed necessary by the members in a majority vote of Voting Members at a special meeting. Any assets or remaining funds after debts have been paid shall be distributed to relevant local charities and organisations.