Spitalfields Community Group (SCG)
1. Name
The Group shall be known as “Spitalfields Community Group” hereinafter referred to as “the Group”.
2. Aim
The aim of the Group is to promote and protect the rights and amenities of those who live or work in Spitalfields and/or own property in Spitalfields.
3. Objectives
The objectives of the Group shall be to:
a) capture the commitment, support and enthusiasm within our community to enhance the quality of living in Spitalfields;
b) represent and connect different geographic and demographic areas of Spitalfields
c) be socially cohesive, and bring the community together in a spirit of mutual co-operation
d) create a united, energetic and equitable front, within our group, to the agencies that influence and take decisions that relate to life in Spitalfields;
e) encourage and monitor any initiatives to improve local amenities and facilities within Spitalfields;
f) represent the interests of local residents in consultation with relevant bodies and authorities;
g) provide real benefits to members of the Group;
h) do all such other things as in the opinion of the Committee may further the above objectives
and in summary, to be representative, cohesive, collegiate, approachable, transparent and accountable.
4. Membership
a) Membership shall be open, irrespective of nationality, race, colour, sex, political or religious beliefs (as long as they support the aims and objectives as stated above) to all who live or work in Spitalfields and/or own property in Spitalfields, or who have an interest in the aims of the Group.
b) Membership of the Group shall be open to anyone as defined in para “a” above, and shall also be open to anyone who is interested in the aims of the Group and who is proposed and seconded by two existing members and elected by a majority of those present and voting at either a Committee Meeting or at a General meeting of the Group.
c) Anyone who lives or works in Spitalfields and/or owns property in Spitalfields, or who has an interest in the aims of the Group can register by notifying a member of the Committee and is henceforth defined as a member.
d) It shall be a condition of membership that members at all times conduct themselves in a reasonable manner at meetings or in premises used by the Group. Any member can be excluded or expelled for breach of this condition, or for any other conduct contravening the objectives of the Group, by a majority of those present and voting at any Committee or General Meeting. Any member so excluded shall have the right of appeal at the following General Meeting.
e) The Group shall be non-party political.
Register of Members’ Commercial Interests
f) All members on joining the Group must declare any commercial interests (eg: property development, retail sales, et al). A register of such interests will be maintained by the membership Secretary.
g) At any meeting where a member has a potential conflict of interest with the subject under discussion, the member must declare that interest and may be requested not to attend the meeting during that discussion.
5. Finance
The Group shall keep proper accounts of all income and expenditure. The Treasurer may open a bank account in the name of the Group. All cheques issued in the name of the Group shall be signed by the Treasurer and one other nominated Officer or Committee Member.
6. Subscriptions/Finances
a) The Annual General Meeting shall ratify what subscriptions (if any) shall be paid by members. The method of collection and the amount will be set by the Committee and agreed at a General Meeting. In the event of subscriptions being levied, only paid up members can vote at meetings.
b) Any subscriptions or other monies raised by or on behalf of the Group shall only be applied in furtherance of the objectives of the Group.
7. Affiliations
The Group shall have the power to affiliate to any organisation providing it is of direct benefit to the Group.
8. Notice of meetings
a) Notice of meetings (where required) shall be advertised by a method approved by the Committee and shall include the date, time and place of the meeting and agenda of matters to be discussed.
b) Notices for the AGM shall include the proposed agenda. The Notice will also state whether the officers/committee members are ready to stand again for election, and will explain that other members are entitled to stand for election to any post on the committee.
9. Meetings
The decisions of General Meetings of the Group shall be binding on the Committee. All decisions shall be taken by a simple majority of full members present and entitled to vote. No person shall exercise more than one vote, notwithstanding that they may have been appointed to represent two or more interests. In the event of the Group charging an annual subscription, only paid up members shall be entitled to vote. In the case of equality of votes, the Chairperson shall have a second or casting vote. The quorum for General Meetings shall be not less than ten members.
Annual General Meetings
The Committee shall call an Annual General Meeting of the Group each year and within 15 months of the last AGM, advertised as in paragraph 8. Not less that 14 days’ notice shall be given.
At this meeting:
a) the Committee shall give an Annual Report of the Group;
b) the Committee shall give accounts of the Group for the previous year;
c) the Officers and Committee for the next year shall be elected;
d) any proposals submitted to the Secretary in writing, not less than seven days in advance of the meeting, shall be discussed;
e) emergency items/business can be discussed by a majority decision of those present and voting at the AGM.
(The removal of Officers/Committee Members may generally only be carried out at the Annual General Meeting. However, where the need arises this may be done by the Committee and must then be ratified at the next SGM or AGM).
Special General Meetings
The Secretary shall call a Special General Meeting at the request of a majority of the Committee, or on receipt of a written petition by no less than 10 members of the Group giving reasons for their request. The Secretary shall give not less than 14 days’ notice of the holding of a Special General Meeting to all members, which shall take place within 28 days of the receipt of the request or petition.
Social Meetings
The Group will aim to hold a meeting open to all members once every 3 months, to include:
a) an update on the Group’s activities
b) a speaker on a topic of local interest
c) an opportunity for members to meet socially.
10. Committee Members/Officers
The Committee shall conduct the business of the Group. The Committee shall consist normally of a Chairperson, Deputy Chairperson, Treasurer, Meetings Secretary, Membership Secretary, Faith Representative, and up to six other Committee members who should represent the various geographic areas of Spitalfields. The Committee can at its discretion create special roles for Committee Members.
11. Responsibilities of Officers
The Chairperson
Shall normally call and conduct the meetings of the Group. The Chairperson will normally lead the representation of the Group members to all external bodies. The Chairperson will ensure that the Group maintains an up-to-date record of the priority issues of the members, and will also ensure that appropriate sub-committees are set up to tackle such issues.
The Chairperson may delegate any such responsibilities to other members of the Committee or members of the Group as appropriate.
The Deputy Chairperson
Shall deputise for the Chairperson when the Chairperson is not available, and/or undertake specific responsibilities as assigned by the Chairperson.
The Deputy Chairperson will also take over from the Chairperson in any discussions where the Chairperson may have a conflict of interest on the subject under discussion.
The Treasurer
Shall keep proper accounts of income and expenditure and report on them or deliver them up as required by the Committee or the Residents’ meeting. Such accounts shall be audited by a qualified accountant or another member appointed by the Committee and ratified by the membership at the subsequent Annual General Meeting.
The Meetings Secretary
Shall be responsible for the convening of all meetings and the giving of the prescribed notice to members and shall ensure that a proper record is kept at all meetings of the Group and its Committee in the form of minutes.
The Membership Secretary
Shall be responsible for maintaining the records and contact details of members of the Group, and will also maintain the Register of members’ Commercial Interests.
The Faith Representative
Shall be the Rector of Christchurch (or his representative) and shall be responsible for ensuring that all faiths are represented on the Committee. To this end he shall chair a sub-committee including at minimum representatives of the Brick Lane Mosque and the Sandy’s Row Synagogue.
12. Committee Meetings
(a) the Committee shall aim to meet monthly (bar August)but in any case will meet as necessary and not less than four times a year. Committee meetings shall be open to any member of the Group wishing to attend who may speak but not vote. The quorum for Committee meetings shall be two officers and a minimum of three other Committee members.
(b) the Committee may temporarily fill any vacancy arising among the Officers of the Group from its other members and may also co-opt members to the Committee if required subject to ratification by the next General Meeting of members.
13. Election of Committee Members
a) Committee Members shall be elected annually at the Group’s AGM
b) subject to paragraph (c) below, if no alternative members have been proposed for any vacancy/vacancies the committee may be re-elected “en bloc” at the AGM if that be the will of the members present
c) when any officer or committee member has served for a continuous period of three years since their last election, he/she/they must specifically stand for re-election at that year’s AGM. The office(s) and/or committee post(s) must be advertised as due for re-election in the Notice of that AGM. This Notice shall give details of the post(s), state whether the existing member(s) is/are standing again for election, and invite alternative nominations should any other member(s) wish to stand for election.
14. Constitutional Changes
Any proposal to alter this constitution must be submitted to the Secretary of the Group not less than 28 days before the Annual General Meeting at which it is to be discussed. To be valid, the signatures of at least ten members must support such a proposal. Not less than 14 days notice shall be given of such a meeting, together with the wording of any proposed alteration. Any such alteration shall require approval of a majority of those present and voting at the meeting.
15. Dissolution
(a) If the Committee decides (or if a Committee no longer exists then if any five members of the Group decide) that the Group should be dissolved, they shall give notice, advertised as per Section 8, of a meeting at which the matter shall be discussed. For the sole purpose of dissolution a quorum need not apply, and the Group may be dissolved by a two-thirds majority of those present.
(b) The assets, financial and otherwise, remaining when the Group has satisfied its liabilities, shall be applied for such purposes ancillary to the objectives, as the meeting shall decide.
