Constitution for the Olive Branch Community Garden

1. CONSTITUTION
1 NAME
The group’s name is THE OLIVE BRANCH COMMUNITY GARDEN
2 THE AIMS OF THE GROUP SHALL BE -
1 To promote a cohesive and inclusive community spirit
2 To promote healthy lifestyle choices
3 To share life-skills and learning
4 To support wherever possible those in need within our community
5 To encourage all concerned to participate in the group activities
3 COMMITTEE MEMBERS
The group shall be managed by the committee members who are appointed at the
Annual General Meeting (AGM) of the group. An up to date list of the committee
members will be maintained.
4 CARRYING OUT THE AIMS
In order to carry out the aims, the committee members have the power to:
1 Raise funds, receive grants, donations and take out insurances
2 Apply funds to carry out the work of the group
3 Co-operate with and support other charities with similar purposes
4 Do anything which is lawful and necessary to achieve the purposes
5 Organise courses and events

2. 5 MEMBERSHIP
1 Any person 18 or over who is interested in volunteering to help the group
achieve its aims and abide by the policies of the group may become a 'Friend
of the Olive' and entitled to attend meetings and have their opinion heard.
Formal records of the Friends will not be maintained (due to the groups
inherent informal structure) apart from the visitors book which will also be
made available on open days when visitor numbers will be noted.
2 The committee members may revoke a person’s Friendship status of the
group if they believe it is in the best interests of the group. The Friend has
the right to be heard by the committee members before the decision is made
and can be accompanied by an associate.
3 Friendship shall be available to anyone without regard to gender, race,
nationally, disability, sexual preference, religion or belief.
6 ANNUAL GENERAL MEETING - AGM
1 The AGM must be held annually, with 14 days notice given to all
committee members and Friends. Agendas will be produced and minutes kept
and posted at the Olive.
2 There must be at least 3 committee members present at the AGM.
3 Every committee member has one vote.
4 The committee members shall present the annual report and accounts.
5 Any Friend may stand for election as a committee member.
6 The group shall elect between 3 and 12 committee members to serve for the
next year. They will retire at the next AGM but may stand for re-election.
7 COMMITTEE MEETINGS
1 At the first AGM the Friends will elect a chair, treasurer, secretary and
additional committee members. Committee members may act by majority
decision. Committee members must hold at least 6 meetings each year.
2 At least 3 committee members must be present at the meeting to be able to
take decisions.
3 Agendas will be produced and minutes kept and posted at the Olive.
4 If committee members have a conflict of interest they must declare it and
leave the meeting while this matter is being discussed or decided.
5 During the year, the committee members may appoint up to 2 additional
Friends to the committee subject to a maximum of 12. They will stand down
at the next AGM.
6 The committee members may make reasonable additional policies to help
administer the group. These policies must not conflict with this constitution or
the law.

3. 8 MONEY AND PROPERTY
1 Money and property must only be used for the group’s purposes.
2 The committee must keep accounts. The most recent annual accounts can
be seen by anybody on request.
3 Committee members cannot receive any money or property from the group,
except to refund reasonable out of pocket expenses.
4 Except for petty cash, money must be held in the groups bank account
5 All cheques must be signed by the treasurer and one other committee
member.
6 Any purchase over £50 needs to be approved by the treasurer and one
other committee member, and anything over £250 needs committee
approval.
9 GENERAL MEETINGS
If the committee members consider it is necessary to change the constitution, or
wind up the group, they must call a General Meeting so that the majority can make
the decision.
Committee members must also call a General Meeting if they receive a written
request from the majority of Friends.
All Friends must be given 14 days notice and told the reason for the meeting. All
decisions require a two thirds majority.
Agendas will be produced and minutes kept and posted at the Olive.
1 Winding up - any money or property remaining after payment of debts must
be given to a group with similar purposes to this one.
2 Changes to the Constitution - can be made at AGMs or General Meetings.
No change can be made that would make the organisation no longer a group.
3 General Meeting - called on written request from a majority of Friends.
4 Committee members may also call a General Meeting to consult the
Friends.

4. 10 SETTING UP THE GROUP
This constitution was adopted on 22 January 2016 by the people whose signatures
appear below. They are Friends of the group and will be the committee members
until the AGM, which must be held within one year of this date.
Sign and print contact details below
Chairperson:
Colin Hargreaves ….......................................................................................
…....................................................................................
Secretary:
Robert Staton …....................................................................................
…....................................................................................
Treasurer:
Rebekah White ........................................................................................
…......................................................................................
Other committee members:
Tessa Lynn …......................................................................................
…......................................................................................
Linda Schrader …......................................................................................
…......................................................................................
Klayr Lynch …......................................................................................
…......................................................................................
Judy Cole …......................................................................................
…......................................................................................
Marie Nayart
…......................................................................................
…......................................................................................

5. Brian Sell …......................................................................................
…......................................................................................
Adam Donovan …......................................................................................
…......................................................................................
William Robertson ….....................................................................................
….......................................................................................
Vacant …......................................................................................
….......................................................................................
First revision 04 June 2016
DATED …..............................................
A copy of this constitution to be kept at the Olive
EXPLANATORY NOTES
The typical duties of the principle committee members outlined below are intended to help
clarify their usual roles. However any committee member can volunteer to adopt a task in
a particular situation.
No one individual has overall control of the group, all major decisions are to be made by
the committee.