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                Constitution of Thorncombe Environment Group

Click here to download a pdf of the TVT Consitution up to 2022

     The original constitution 1986 - 2015


                  Constitution of the

THORNCOMBE ENVIRONMENT GROUP

1. NAME

The name of the group shall be the Thorncombe Environment  Group (TEG) (hereinafter referred to as the Group).

2. AIMS

A) The Group is established for charitable purposes only.

B) In particular the Group is established to:

(i) Encourage and promote across all ages a greater interest in, education and understanding of,

the local environment and its history.

(ii) Protect historic buildings in the Parish of Thorncombe (the Parish), and especially to conserve

the character of the village of Thorncombe and of the other settlements in the Parish

(iii) Safeguard and enhance the countryside in the Parish

(iv) Support nature conservation in the Parish.

(v) Support Climate Change mitigation initiatives

(vi) Promote and support sustainable living within the parish.

(vii) Support appropriate and sustainable development in the Parish.

C) In furtherance of these objects the Group may obtain, collect or receive money by way of

membership, contributions, legacies, donations, grants or other lawful methods, and may make

donations to individuals or organisations on application for reasons that are in accordance with

the Aims of the Group.

3. MANAGEMENT

a) The affairs of the Group shall be managed by a minimum of 6 and a maximum of 10 committee

members.

b) The committee members must all either live or work in Thorncombe Parish, or be closely

associated with the Parish.

c) Committee members shall hold an AGM at which audited accounts must be presented.

d) Committee members shall be elected annually by those members attending the AGM in

accordance with 3b)

e) At the AGM, having been elected, the committee members shall elect from within them the

officers of the Group, namely: a Chair, Vice-Chair, Secretary, Data Protection Officer/Membership

Officer and Treasurer.

f) If for any reason a committee member ceases to hold office, the remaining committee members

may co-opt a committee member who will hold office until the following AGM.

g) Four committee members shall constitute a quorum for all meetings.

h) At such meetings the Chair or Vice-Chair shall preside. In their absence those committee

members present shall, before any business is transacted, elect one of their number to preside

i) The Chair shall have a second or casting vote where there is an equality of votes.

j) Minutes of the Group’s committee meetings, signed by the Chair, shall be kept by the Secretary

and made available to all parishioners on request and published on the website, as well as all

Parish notice boards.

4. AGM – special provisions

The AGM shall be held normally in May, to elect committee, approve the accounts, receive reports

from the Chair, the Treasurer and the Secretary, and conduct any further business. At such meetings

the Chair or Vice-Chair shall preside. In their absence those committee members present shall,

before any business is transacted, elect one of their number to preside. Not less than two weeks

notice of the time and place of the AGM shall be given by the Secretary who shall post notices of

these details in the Parish and on the website, and to the members. Minutes of the meeting shall be

kept and be available to all Parishioners on request, posted on the website, and all Parish Notice

Boards. The outgoing Secretary shall keep the minutes of that meeting.

5. SPECIAL GENERAL MEETINGS

a) A Special General Meeting may be called by resolution of the Committee or by written demand of

not less than 8 members acting together. Normally not less than two weeks notice of the time

and place of the Special General Meeting shall be given by the Secretary who shall post notices of

these details in the Parish and on the website, and to members.

b) At such meetings the Chair or Vice-Chair shall preside. In their absence those committee

members present shall, before any business is transacted, elect one of their number to preside.

Every matter, except as provided for under this Constitution, shall be determined by a majority of

committee present. The Chair of the meeting shall have a second and casting vote where there is

an equality of votes. Minutes of the meeting shall be kept and be available to all Parishioners and

posted on the website and all Parish Notice Boards, and to members.

6. GRANTS

a) TEG may award funds to Parish groups, individuals or organisations for projects which fall within

the aims of the Group. A committee meeting will be held to discuss any applications.

b) If an application for funds should be considered by the committee to be urgent, then the

committee shall organise a committee meeting at the earliest convenient time.

c) The money awarded must be used for the benefit of the Parish only and for the public good, in

such a manner and place that the committee can verify that the funds have been appropriately

used.

d) Decisions on awarding funds shall be reached by majority vote of the committee present. The

Chair shall have a second or casting vote where there is an equality of votes.

e) Nothing shall prevent a committee member applying for funds, provided that such an application

complies with the terms of this constitution. See also section 7 on pecuniary interests.

7. PECUNIARY INTERESTS

If any committee member has a pecuniary interest, or a role within an application/project, in a matter

under discussion, they must declare it and withdraw from the meeting until a decision has been

made. However, he/she shall be entitled to make a statement and answer questions prior to such

withdrawal.

8. FINANCE

a) The income of the Group shall be applied solely towards the promotion of the Aims, subject to

clause 6 g) above. No portion thereof shall be paid or transferred to any member of the

committee, provided that nothing herein shall prevent the payment in good faith of reasonable

expenses incurred by a committee member.

b) The Treasurer shall be responsible for the custody of the funds and for keeping a record of

receipts and payments. An audited statement of accounts shall be presented by the Treasurer at

the AGM.

c) Cheques or electronic transfers shall require the authorisation or signature of two committee

members including the Treasurer.

d) The accounting year shall be from the first day of April to the last day of March.

9. MEMBERSHIP

Any person, from within or outside the parish, may join the Group as a Member. The annual

membership fees shall be set at the AGM.

Membership shall commence from the AGM.

10. DISSOLUTION

The Thorncombe Environmental Group may at any time be dissolved by a resolution supported by a

majority of all the members present at an AGM or SGM. Such resolution shall give instructions for the

disposal of the Group’s assets. Any funds remaining after debts and liabilities have been dealt with

shall be given or transferred to other body or bodies having aims similar to those of the Group. Failing

such body or bodies, then for such charitable purposes as the members shall decide.

11. ALTERATIONS TO THE CONSTITUTION

The rules of the Group may be altered only at an AGM or Special General Meeting by a majority of

Members. Notice of any proposed change must be given to the Secretary in writing at least one

month before the meeting.

This Constitution was adopted at the AGM on 19th May 2022, amended from the original constitution dated May

1995, which itself was amended in March 2003, April 2015 & May 2016