CONSTITUTION & RULES Of the Conservation Volunteers of St Mellons and Trowbridge (CVST) This document outlines the parameters under which this collective operates:

 

 

1. The name of the society shall be CONSERVATION VOLUNTEERS OF ST MELLONS AND TROWBRIDGE (CVST).

 

2. PRELIMINARY

i. The expression “the Society” means the Society constituted by these rules.

ii. The expression “Executive Committee” means the Executive Committee for the time being of the Society as thereafter constituted.

iii. The expression “Secretary” and “Treasurer” means the Hon. Secretary and Hon. Treasurer for the time being of the Society.

iv. The expression “this Constitution” and “these Rules” include any amendment thereof for the time being in force.

v. The expression “public open space” shall refer to the area of St Mellons and Trowbridge as outlined on the map entitled “St Mellons and Trowbridge Map” with red line boundaries’ drawn on. Copies are held by Cardiff County Council and the Society Secretary.

 

3. OBJECTIVES

i. To protect, conserve, and enhance the public open space within the wards of St Mellons and Trowbridge, as a place of freedom, recreation, and enjoyment for the long-term benefit of all sections of the community. ii. To increase & protect the biodiversity of these public open spaces.

iii. To work in partnership with Cardiff County Council statutory bodies, voluntary groups and gather input from local people and representative groups so that these public open spaces can best serve the local community.

iv. To raise the profile of the public open spaces within the wards of St Mellons and Trowbridge through promotion in the local and wider community.

v. To promote the use of the public open spaces for educational purposes for the benefit of the wider community.

vi. The Society is non-profit making and non-political.

 

4. MEMBERSHIP

i. The membership is open to all.

ii. The secretary will keep the membership list and members personal information confidential and only disclosed to others for a purpose permitted by law.

iii. Any data supplied to the Executive Committee will be processed in accordance with Data Protection Act requirements and only process the data for the purpose in which it was supplied.

iv. The membership will be non-political and all members will work for the benefit of the group and for the betterment of the public open spaces within the wards of St Mellons and Trowbridge.

 

5. MEMBERS OF THE SOCIETY SHALL BE ENTITLED TO:

i. Attend events organized by the Society.

ii. To receive any communications and notices giving details of events organized by the Society.

iii. Vote at all general meetings.

 

6. SUBSCRIPTIONS

i. Members are not required to pay a subscription fee. The executive committee retain the right to review subscriptions and pricing from time to time. If the executive committee choose to opt for a paid subscription, then members shall pay in accordance with the scales laid out by the executive committee. Any member liable to pay a subscription shall be deemed to have resigned if the subscription has not been paid by the 30th June each year, such subscriptions may be waived or abated at the discretion of the executive committee.

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7. MEETINGS

i. There shall be an Annual General Meeting of members held not later than four months after the end of each financial year. All members shall be entitled to receive notice of, attend and speak at such meetings. The following business shall be transacted:

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a) The election of Chairperson. The Chairperson will be nominated by and will already be a member of the Executive Committee.

b) Election of Secretary and Treasurer.

c) The optional election of Vice Chairperson, Membership Secretary and Communications Secretary.

d) Election of the Executive Committee.

e) Receipt of the annual report of the Executive Committee.

f) Receipt of the audited statement of accounts. g) Any other business subject to 24 days’ notice in writing shall have been given to the Secretary.

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ii. Any General meeting shall have a quorum of five members or 10% of the membership (whichever is greater). If a convened General Meeting does not achieve a quorum within half hour of the starting time it shall be re-convened by Notice to all members within 28 days and may then proceed with a quorum of three members.

iii. Voting at all meetings shall be by simple majority on show of hands.

iv. The Chairperson shall have casting vote at all meetings.

v. Each member (including one member each of any one family, group, or organization in membership) present will be entitled to cast one vote. No proxy votes will be allowed.

vi. Extraordinary Meetings of the Society can be held in the following circumstances:

 

a) The Secretary receives written requisition signed by no less than 25% of the membership of the society or at the request of the Executive Committee

b) The Secretary gives notice of an Extraordinary Meeting within seven days of receipt.

c) The requisition shall specify the business to be transacted and no other business shall be conducted at the meeting.

 

8. EXECUTIVE COMMITTEE

i. The Executive Committee shall be responsible for the general administration, management and control of the affairs and property of the Society.

ii. The Executive Committee shall consist of the Chairperson, Secretary (who shall take the minutes), Treasurer and up to four additional members with a quorum of three members.

iii. Each member of the Executive Committee shall have one vote. Voting at meetings shall be by show of hands with a simple majority.

iv. Every matter shall be determined by a majority of votes of the Executive Committee present. In the case of equality of votes the Chairperson of the meeting shall have a second or casting vote.

v. The Executive Committee shall have the power to co-opt any member of the Society to be a member of the Executive Committee and to fill any casual vacancy.

vi. The Executive Committee shall have the power to appoint advisors.

 

9. FINANCE

i. The Society shall have the power to raise subscriptions from individuals, families, and groups, and to receive money by way of donations, legacies, grant, and any other sources.

ii. Such subscriptions may be prescribed from time to time by the Executive Committee.

iii. The Society’s financial year shall run from 1st April to 31st March.

iv. The income and property of the Society shall be applied solely to the objects of the Society. Cheques and withdrawals from the Society’s account(s) shall be authorized by two of the named signatories from the Executive Committee.

v. The income and property of the Society shall be applied solely to the objects of the society.

vi. All funds received from charitable trust and other grant-awarding bodies shall be used solely for the purpose for which the grant was obtained, and for which the Society shall maintain separate records and audited accounts.

vii. Funds received by way of grants for specific purposes shall not be deemed to be for the unique benefit of charities, local and regional authorities, third party contributors, corporations or individuals who donate such funds.

 

10. RIGHT OF VETO

i. Cardiff County Council, as the landowner, retains the right to veto any decision made by the Society concerning site management if an appropriate Council Officer(s) deem the following:

 

a) The decisions are considered contrary to the objectives of the society.

b) The decision results in a perceived increased risk to the health and safety of users of the site and conditions affecting local residents.

c) The decisions are considered to detrimentally effect biodiversity.

d) The decision is carried out without the consent of an appropriate Council Officer(s).

 

11. INFORMALITIES

i. No action or decision of the Executive Committee or any meeting of the Society shall be invalidated by reason only of informality, failure to appoint or defect in appointment or neglect in any service of notice or in any matter or matters of procedure, unless in the opinion of the Executive Committee such informality or neglect has resulted in a situation which is unjust.

 

12. NOTICES

i. Any notice required to be given by these rules shall be deemed to be duly given if left at or sent by pre-paid post addressed to the address or to an email address (if delivery receipt received) that member last notified to the Secretary.

 

13. AMENDMENTS

i. Alterations to this Constitution shall be made only upon the recommendation of the Executive Committee and in consultation with Cardiff County Council.

ii. At least 28 days’ notice of proposed constitutional amendment(s) shall be given to the Secretary before the Annual General Meeting.

iii. It shall be approved by the majority of not less than two thirds of the voting members attending the Annual General Meeting of the Society.

 

14. DISSOLUTION

i. The Society may be dissolved only by an AGM or by special meeting of the membership called for that purpose upon the recommendation of the Executive Committee.

ii. The Society may be dissolved by a two thirds majority of members present and voting at an Annual General Meeting or Special General Meeting of the Society confirmed by a simple majority of members voting at a further Special General Meeting held not less than 14 days after the previous meeting.

iii. If a motion for dissolution of the Society is to be proposed at an Annual General Meeting or a Special General Meeting, this motion shall be referred to specifically when notice of the meeting is given.

iv. In the event of the dissolution of the Society there remains after payment of all expenses and the settling of all liabilities, properly incurred, any residual property or money, this shall not be paid to or distributed among the members of the Society but shall be given or transferred to such one or more charitable institutions having objectives similar to or reasonably similar to those of the Society within the wards of St Mellons and Trowbridge as shall be chosen by the Executive Committee and approved by the meeting of the Society at which the decision to dissolve the Society is confirmed.

 

15. PRELIMINARY EXECUTIVE COMMITTEE As elected by majority vote in the first General Meeting of the Conservation Volunteers of St Mellons and Trowbridge on the 14th May 2024: