The Constitution of Treemendous York

(adopted at meeting on 28th April 2023)

Treemendous York Partnership is a voluntary not-for-profit group supported by City of York Council. We act as a facilitator, offering expertise on a voluntary basis, free of charge, to those who subscribe to our "green" agenda.

  1. Objectives
    1. To protect, care for and plant trees in the York area
    2. To encourage landowners to be partners in woodland creation.
    3. To increase tree & hedgerow planting for public benefit in the York area.
    4. To raise the voice of the importance of trees in tackling biodiversity loss, carbon reduction and climate change mitigation.
    5. To encourage volunteer engagement and to support community initiatives to establish resilience and sustainability.
    6. To advise, influence and comment on policies and strategic issues that affect tree canopy, and collaborate with the City of York Council (CoYC) and other organisations to further our objectives
  2. Powers
    Treemendous shall have the following powers, which may be exercised only in promoting the objectives:
    1. To raise and hold funds.
    2. To work with other groups.
    3. To promote the work of the group and its activities.
    4. To hire or buy equipment.
    5. To work with volunteers, and advisers.
    6. To do any other activity within the law which allows the group to meet its objectives.
    7. To set up such sub-groups as and when is deemed necessary to further the objectives of the group.
  3. Membership
    1. Membership of Treemendous shall be open to individuals over the age of 18 who are interested in furthering the objectives of the group.
    2. Membership is free and lasts for two years.
    3. Every member shall have one vote.
    4. The group will keep an up-to-date list of members and volunteers that will be renewed every two years.
    5. The Management Committee may remove a person’s membership if they believe it is in the best interests of the group. The member has the right to be heard by the Management Committee before the decision is made and can be accompanied by an advocate or friend.
    6. Membership will cease if:
      • The member resigns in writing
      • The member fails to attend at least 2 meetings in a one year period.
  4. General Meetings
    1. Treemendous will hold an Annual General Meeting (AGM) every year, to discuss the activities and management of the group.
    2. Annual accounts will be presented at the AGM
    3. Voting by members shall be open and decided by simple majority by a show of hands, with the chair having a casting vote if necessary.
    4. An Extraordinary General Meeting (EGM) may be called to discuss urgent matters. 10% of the Treemendous members need to request an EGM for it to take place.
    5. Notice of all meetings will be given to members in advance, at least 21 days before the meeting is to be held.
    6. Meetings will be held regularly and at the discretion of the Management Committee.
    7. Meetings will be held in accessible venues and/or formats.
    8. Minutes will be taken at all meetings and be distributed to the membership after the meetings.
    9. Observers can attend meetings in a non-voting capacity at the discretion of the Management Committee.
  5. Management Committee
    1. The Management Committee is the body responsible for the management of the group and shall meet as required but not less than four times a year.
    2. The Management Committee shall include a Chair, Secretary and Treasurer, plus up to 5 other members who will take on roles as decided by the Management Committee.
    3. The Chair, Secretary and Treasurer roles shall be decided at the meeting at which this Constitution is adopted, along with other Committee Members, and will stand until the first AGM. Thereafter, all Committee Members shall be decided by the AGM in the same manner.
    4. All Committee Members shall retire from office at the AGM but may be requested to take office again at the same AGM.
    5. The Treasurer shall keep an account of all income and expenditure and shall present examined accounts at the AGM.
    6. At least three Management Committee members must be present for a Management Committee meeting to take place.
    7. The Management Committee may co-opt additional Committee members as may from time to time be necessary to further the Objects of the group.
    8. A Committee member can step down at any General Meeting if they give at least 21 days’ notice that they intend to leave.
    9. Management Committee roles are not open to elected members (Councillors) of the CoYC.
  6. Finances
    1. There shall be a bank account in the name of the group.
    2. Three members shall be authorised by the AGM, or in exceptional circumstances by a General Meeting, to authorise payments.
    3. Payments must be authorised by two of these signatories, who must not be related.
    4. The income and property of the group shall be applied only in furtherance of the objectives.
    5. Any expenditure must be agreed in advance by two members of the Committee and invoices and/or receipts kept.
    6. Income and expenditure shall be kept by the Treasurer, and may be submitted for independent inspection, and must be presented at the AGM. They shall always be available for inspection by any member with 21 days’ notice.
  7. Amendments to the Constitution
    1. Changes can be put forward for consideration at the AGM or at an EGM, after 21 days’ notice.
    2. Changes can be voted for by a simple majority of those attending the meeting by show of hands, with the Chair having a casting vote.
    3. The Committee would not accept proposed changes which would fundamentally alter the objects of the group as defined in Section 2 above.
  8. Dissolution
    1. If the group decides to close, an EGM will be called.
    2. Members will be given 21 days’ notice of the meeting and will be informed of the intention to close at the same time.
    3. A majority vote in favour of dissolution is needed, by show of hands
    4. In the event of dissolution, members of the Management Committee shall be responsible for the winding up of the affairs of the group. After payment of all debts and liabilities, the group shall transfer all remaining assets to another local voluntary, community, or other like-minded group with similar objects.
  9. Adoption of the constitution

    This constitution was adopted by the members present at the meeting held on:

    Date: 28th April 2023