Transition Ilford Constitution
1.1. The Organisation will be known as ‘Transition Ilford’ (“the Organisation”).
2.1. The Organisation is a not-for-profit organisation managed by the members of the Steering Group, as provided by Clause 7.
2.2. The financial year end for the Organisation is 31 March.
Ilford is a vibrant town where everyone works together through cooperation, caring and mutual support for the common good and that of our planet. Ilford is a town that recognises the threat of climate change and is working together on the solutions.
We are a practical group of people that run events and activities to (a) build a local community that is interconnected, resilient and self-reliant, (b) where lost skills are rediscovered, shared and new ones learnt (c) promote the wellbeing of all living things.
4.1 To run events and activities that involve diverse community members
4.2 To follow all 3 permaculture elements within all our events and activities: (Earth Care,
People Care, Fair Share.)
4.3 To raise awareness and enable positive lifestyle changes
4.4 To connect up and strengthen existing local green, community initiatives, to encourage new ones, and to link with similar national initiatives
4.5 To promote a resilient local and sharing economy.
5.1. Membership of the Organisation is open to any individual who:
(a) supports the Vision and Mission of the Organisation; (b) agrees that they will complete at least 10 hours of volunteering for one of our projects over a period of 12 months.
5.2. Members can resign at any time by giving written notice to the Secretary.
Membership will be reviewed every year and those who are no longer able to volunteer are removed from the list of members”
5.4. The Secretary will maintain a list of members.
5.5. The Steering Group can seek to end an individual’s membership only if the Steering Group unanimously agrees that the membership should be ended, with the exception of: (i) the individual concerned if a member of the Steering Group; and (ii) any Steering Group member making or connected with the complaint against the individual; and provided that the individual concerned, accompanied by a friend if desired, is given the opportunity to be heard by theSteering Group before a final decision is made.
5.6. The organisation will not discriminate on the grounds of gender, race, colour, ethnic or
national origin, sexuality, disability, religious or political belief, marital status or age.
6. Executive Officers
6.1. (a) At the Annual General Meeting of the Organisation, the members will elect from among themselves a Coordinator; a Treasurer; a Communications Officer; and a Secretary (“the Executive Officers”) with roles and responsibilities as stated in Appendix A. (b) The Executive Officers will take up their offices from the end of that meeting. (c) Members aim to elect from among themselves Vice or support roles for the 4 Executive Officers.
7. Steering Group
7.1. The Steering Group will be made up of: (a) the Executive Officers specified in Clause 6.1;and (b) not less than two, and not more than ten ordinary Steering Group members elected at the Annual General Meeting who will take up their offices from the end of that meeting.
7.2. The Steering Group may, in addition, appoint not more than six members (“Co-opted
7.3. Co-opted Members will be appointed during a Steering Group meeting. Co-opted Members will take up their offices from the end of that meeting, unless the appointment is to fill a future vacancy, in which case the appointment begins on the date the post is vacated.
7.4. All the Steering Group members will retire from office at the beginning of the next Annual General Meeting. They may be re-elected to the same office or another office at the next Annual General Meeting.
7.5. The Steering Group will meet at least six times per year.
7.6. The duties of the Steering Group are: (a) to steer and lead the Organisation in line with the Vision and Mission (b) to monitor and control the affairs of the Organisation; (c) to keep
accurate accounts of the Organisation’s finances through the Treasurer; and (d) to keep
accounting records that facilitate financial reporting on a per Working Group basis (e) for events to be appropriately insured. (f) to represent the Organisation at functions and meetings, and acting as a spokesperson as appropriate
8. Vacation of Office
8.1. Steering Group members will vacate their office upon resignation or upon dismissal from their office by resolution of an Extraordinary General Meeting of the Organisation.
8.2. Upon vacating their office, the departing Steering Group member will hand over the
Organisation's records; books of account; or other relevant documentation to the elected successor. In the event of the Organisation not electing a successor, the documentation will be handed to another Steering Group member.
9. Working Groups
9.1. The Steering Group may, during a Steering Group meeting, form one or more named
Working Groups, each having responsibility for a specific project or special interest area related to the aims of the Organisation.
9.2 The Steering Group will make decisions regarding which Working Groups to set up,
according to our Criteria for Local Projects document (Appendix B).
9.3 The Steering Group will establish a budget for the Working Group, if needed and
9.4. (a) Each Working Group will be led by a Working Group Co-ordinator who may or may not be a Steering Group member but will be a member of the organisation. (b) If the Working Group Co-ordinator is not a member of the Steering Group, and depending on their skills and resources, a Steering Group member will be appointed to oversee the project, perhaps in initial stages.
9.5 The Steering Group will confirm that the event/activity is within insurance terms.
9.6 Working Group members may be volunteers from the community and will be encouraged to become members of the organisation.
9.7. The Working Group Co-ordinator is responsible for:
(a) Giving an update on their project at every Steering Group meeting
(b) Coordinating the activities of the Working Group
(c) Ensuring that the group follows decision making practices which are inclusive and collaborative.
(d)Ensuring that roles and responsibilities among members of the group are clear
(e) Calling regular meetings of the group
(f) Helping the group to vision and plan ahead.
(g) Giving attention to building good relationships in the group and helping to resolve issues between members when they arise.
(h) Facilitating meetings in a participatory and compassionate way
9.8 No Steering Group Member or connected person may be employed by, or receive any remuneration from or receive any other financial benefit from the organisation except for expenses incurred through their duties, for example payment of fares for attending meetings.
10. Annual General Meeting
10.1. The Secretary or other individual specially appointed by the Executive Officers will keep a written record of the proceedings at each meeting.
10.2. The Co-ordinator will act as Facilitator at meetings. If the Co-ordinator is absent from any meeting, the members of the Steering Group present will choose one of their number to beFacilitator before any other business is transacted.
10.3. The Organisation will hold an Annual General Meeting (“AGM”) open to all members and non members within eight months of the financial year end.
10.4. An AGM will be called by the Secretary who will give at least 21 days’ notice of the
meeting to all members.
10.5. The accounting records will be scrutinised by a suitably qualified person who is
independent of the Steering Group and submitted to the members at the AGM.
10.6. Nomination of candidates for election of Executive Officers should be made in writing to the Secretary in advance of the date for the AGM. Late nominations presented after this time may be included at the discretion of the Executive Officers, but the Co-ordinator will have the final say.
10.7. Any member can put forward motions to be discussed or voted on at the AGM provided they are proposed in writing to the Executive Officers at least 14 days before the meeting. Motions presented after this time may be included at the discretion of the Executive Officers, but the Co-ordinator will have the final say.
10.8. The Secretary will circulate the agenda for the meeting to members not less than 7 days before the meeting.
10.9 There will be a quorum when at least one fifth of the number of members of the organisation are present at the meeting”
10.10. The business of each AGM will be to:
10.10.1. welcome and include everyone;
10.10.2 receive and accept the minutes of the previous AGM;
10.10.3. receive and accept the Annual Report of the Steering Group from the Secretary, which will give an account of the work of the Organisation and its activities during the year;
10.10.4. receive and accept the scrutinised accounts for the year from the Treasurer;
10.10.5. elect the Executive Officers of the Organisation;
10.10.6. elect the ordinary Steering Group members;
10.10.7. consider and vote on any proposals to alter this constitution; and
10.10.8. consider and vote on any other business of which due notice has to be given.
11. Extraordinary General Meeting
11.1. If more than one third of the number of Steering Group members notify the Co-ordinator of a wish to hold an Extraordinary General Meeting (“EGM”), then the Executive Officers will arrange an EGM within 28 days, giving as much notice to members as is practicable. The notice will state the business to be discussed.
11.2. The Co-ordinator will act as Facilitator at meetings. If the Co-ordinator is absent from any meeting, the members of the Steering Group present will choose one of their number to beFacilitator before any other business is transacted.
11.3 The Secretary or other individual specially appointed by the Executive Officers will keep a written record of the proceedings at each meeting.
12. Steering Group Meeting
12.1. Steering Group meetings can be attended by any member of the Organisation and by
guests who have been invited by any Steering Group member, having notified an Executive
Officer in advance.
12.2 The meetings will include everyone and pay attention to relationships and the wellbeing of the group as well as the business of the day.
12.3 Only Steering Group members, including Co-opted Members, can vote at Steering Group meetings.
12.4. There will be a quorum when at least one third of the number of members of the Steering Group, or three Steering Group members (whichever is the greater), are present at a meeting.
12.5. At the end of each Steering Group Meeting, a Facilitator and Note Taker shall be agreed for the next Steering Group Meeting.
13. Steering Group Decision Making
In our Steering Group we use a consent based decision making process. When a proposal is made to the group we take the following steps.
Check that the proposal is within the aims and values of Transition Town Ilford
Go round the group in turn to find out each person’s response to the proposal and clarify the proposal if needed. We don’t interrupt but make sure that everyone’s response is heard.
If some members are not happy with the proposal we acknowledge their concern and find out what they would need to address that concern.
We amend the proposal taking account of concerns
We try to get to a point where everyone can go along with a decision even when they may not be entirely in agreement with it.
If it is still not possible to reach an agreement we remind the group of our vision and values and have a moment of silence to reflect on how best we can practice those values in making this decision.
We then return to the proposal to see if we can find a way forward.
As a last resort we take a vote on the decision. This is done in a spirit of cooperation, giving empathy to those who disagree with the decision.
14.1. A bank account will be held in the name of the Organisation.
14.2. The account will have 3 named signatories, where cheques will be signed by any two of the Executive Officers, as provided by Clause 6.
14.3. Where funds permit, reimbursement of members for any reasonable out-of-pocket
expenses incurred on behalf of the Organisation shall be made.
14.4. The Organisation has authorisation to raise funds.
15.1. Dissolution can only occur from a unanimous vote of the Steering Group at an
Extraordinary General Meeting.
15.2. Upon Dissolution any funds in the account of the Organisation will be transferred to a local charitable organisation having similar aims and objectives. The choice of charitable organisation will be agreed unanimously by the Steering Group.
16.1. The constitution was adopted on 04.03.19 by the members of the Steering Group and
subsequently ratified at the first Annual General Meeting of the Organisation on 27.4.19
16.2 Amended at the AGM 7.11.20
16.3 Amended at the AGM 19.05.23
Appendix A – Executive Officer Roles and Responsibilities
The role of the Co-ordinator is to take an overall view of the activities of the Organisation and to carry out the following tasks (either by carrying them out directly or delegating to a Steering Group member and ensuring that they have been carried out):• Planning the annual cycle of Steering Group meetings • Setting agendas for Steering Group meetings • Facilitating Steering Group meetings • Ensuring good participation at meetings by all attended. • Monitoring that decisions taken at meetings are implemented • Bringing participation and clarity to decision-making`
The role of the Secretary is to support the Co-ordinator by ensuring the smooth functioning of the Steering Group. Tasks will include the following (either by carrying them out directly or delegating to a Steering Group member and ensuring that they have been carried out):
• Preparing agendas in consultation with the Co-ordinator • Making all the arrangements for meetings (booking the room, arranging for equipment and refreshments, organising facilities for those with special needs etc.) • Checking that quorum is present • Minuting the meetings and circulating the drafts to all Steering Group members • Circulating agendas and minutes of the AGM and special or extraordinary general meetings • Maintaining an up-to-date list of members, accepting applications and resignations • First point of contact for enquiries
The overall role of a Treasurer is to maintain an overview of the Organisation’s affairs, ensuring its financial viability and ensuring that proper financial records and procedures are maintained • The preparation and presentation of financial reports to the Steering Group • Overseeing, approving and presenting budgets, accounts and financial statements • Ensuring that there is no conflict between any investment held and the aims and objects of the Organisation • Ensuring the Organisation’s compliance with legislation • Making a formal presentation of the accounts at the AGM and drawing attention to important points in a coherent and easily understandable way• Acting as a signatory for the main bank account of the Organisation.
The Communications Officer’s responsibility is to ensure that the following tasks are carried out (either by carrying them out directly or delegating to a SG member): • Ensure that each meeting appoints a person to hold the ‘heart’ and well being of the meeting • Liaising with the media to promote the activities of the Organisation • Assume responsibility forthe content of the Organisation’s public website (www.transitionilford.org) ) • Promotion of events held by the Organisation.
Criteria for Transition Ilford projects and activities - Appendix B
This checklist is to help us decide on the projects we will support. The decision will be taken a tour Steering Group meetings. As according to 9.1 - 9.7 of our Constitution, the projects we accept will be managed by a Working Group that may or may not contain a Steering Group member. All agreed projects will need to report back to the Steering Group.
1. Does the project fit in with our Vision, Aims and Activities as laid out in our Constitution?
2. If a similar project already exists, are we satisfied that this new proposal adds
something tangible that is worth supporting nonetheless?
3. Do we have confidence and evidence that the individual/organisation is trustworthy and genuine?
E.g. We already know them or they are recommended by someone we trust / We consider that the person or project has the skills and resources to carry out the project / We have evidence of former successful actions or projects (not essential for small activities or events)
4. Is it realistic and achievable from our organisational point of view - i.e. do we have the resources/time to support or feel confident to set up an autonomous WorkingGroup?
5. Is the activity/event/project based in Ilford?
6. If not in Ilford, will it bring tangible benefits to Ilford and Ilford residents, or if Ilford groups are involved, will they benefit?
7. If we are providing funding, does the project make good use of our funds? (Separate form to be completed to access funding from TI)
8. Does the proposer of the project/activity agree with it being included in Transition Ilford’s marketing and promotions? (This will be in accordance with photo/video permissions from those involved)
9. We may support other non-Ilford based projects (with attendance, publicity, stall etc)if they fit with our Vision and Mission, depending on the availability of our resources