Strawberry Fair Constitution
This document provides the ground rules for decision making when it comes to the Fair:
1. Name
The name of the organisation shall be Strawberry Fair, hereinafter referred to as “the Fair”.2. Objects and Values
2.1 The object of the Fair shall be to hold a Fair, called Strawberry Fair, annually on Midsummer Common, Cambridge, on the first (1st) Saturday in June, for the benefit of the local community, particularly the children. The Fair shall have free entry and entertainments, including music and theatre.
2.2 The Fair shall be a non-political organisation and shall not be affiliated to any political group or publicly express any political views. No Fair member shall represent any political group when engaged on Fair business.
2.3 Strawberry Fair is fully committed to the principles of equality and equity in all of its dealings and manifestations.
3. Membership
3.1 Membership shall be open to all those who subscribe to the objects and values of the Fair, and who agree (by signature) to abide by the policies agreed from time to time by the General Meeting (GM, see 5.5) of the Fair and who work before, during and after the previous Fair. A list shall be prepared by the Secretary at the time of the Fair, which will then be agreed at the Annual General Meeting (AGM) by current members. The list is then valid until the next AGM. Membership may be deferred for one year. A member who wishes to defer membership must inform the Secretary prior to the AGM.
3.2 Individuals shall cease to be members of the Fair: (1) upon the receipt by the Secretary or the Chairperson of a written notification of the intention from the member concerned; (2) when an individual ceases to fulfil membership requirements as defined at 3.1.
Membership may be revoked by a majority vote at a GM, provided that the individual or their representative has had the right to be heard. There shall be the right of appeal to an independent arbitrator appointed by mutual agreement.
4. Powers
The Committee shall be entitled to open and maintain bank accounts, raise and invest funds, borrow money, lease or rent property, employ and pay staff and do all such things as they shall decide are necessary for the achievement of the objects and values of the Fair.
5. Meetings
5.1 The business of the Fair shall be managed by the members acting in General Meeting, hereinafter referred to as the Committee. [SF does not elect a separate Management Committee, all the members accept the legal responsibilities of a Committee member. The General Meeting acts as the Management Committee.]
5.2 Members shall have the right to vote. Non-members may attend all meetings and contribute to all discussions.
5.3 The membership shall consist of not less than 8 and no more than 50 members.
5.4 Annual General Meeting
5.4.1 The Secretary shall give notice to all members of the Fair the date, time and place of the Annual General Meeting at least 4 weeks before the date of the AGM.
5.4.2 The first meeting of each year’s Fair shall be considered the Annual General Meeting. The business of the AGM shall be to receive an Annual Report and Accounts, to agree the new Committee of the Fair, to accept the resignation of the Officers and other such business as the Committee shall decide.
5.5 General Meetings (also known as Committee meetings)
5.5.1 A General Meeting may be called by the Secretary giving at least two weeks notice to all members of the date, time and place of the meeting, together with the details of the business to be laid before the Committee.
5.5.2 The accidental omission to give notice to any member shall not invalidate a meeting.
5.5.3 The quorum for meetings of the Committee shall be a third of the members.
5.5.4 Resolutions of the Committee shall made by consensus following the fullest discussion in which all members shall be entitled and allowed to speak freely. By consensus is meant a situation where those not in agreement agree not to maintain an objection. If consensus is still not possible, the matter shall be decided by a majority of votes.
5.6 Extraordinary General Meeting
Any member of Strawberry Fair can call an Extraordinary General Meeting by collecting the signatures of ten per cent of the membership of the Fair and requesting the Secretary to convene a meeting. If the Secretary does not or will not call the meeting the individual member can then convene a meeting. Members should be notified of the meeting as per General Meetings and the objects of the meeting should be stated in the notification. Any such meeting shall limit itself to decisions relating to the matter in hand. All findings and decisions must be reported to the Committee at the next GM.
6. Sub-Committees
The Committee shall have the power to set up subcommittees, working parties, and ad hoc committees to address specific tasks that may be raised during the lifetime of the Fair. The Committee will establish the purposes, membership and regulations relating to such sub-committees. All acts and proceedings of such committees shall be reported back to the Committee at the next GM.
7 Officers
The Committee shall elect a Chairperson, Vice-Chairperson, Secretary and Treasurer who shall serve for one year and retire at the following AGM of the Fair.
8. Duties of the Officers
8.1 The Chairperson or Vice-Chairperson shall chair all General Meetings. In the event of neither being available an alternative Chairperson (for that meeting only) may be agreed by members present.
8.2 In the event of a needing an urgent decision in a shorter time period than the two weeks notice required for a General Meeting, the Chairperson is authorised to make decisions on behalf of the Committee. The Chairperson must use all means possible to consult as many members as possible, including calling a meeting where feasible. Any such meeting shall limit itself to decisions relating to the matter in hand. Any decisions must be reported back to the Committee in full at the next GM.
8.3 The Secretary shall keep a true and accurate record of all decisions of the Committee, and shall be responsible for keeping a proper record of minutes of the Committee meetings
8.4 The Treasurer shall keep a record of all monies received and expended by the Fair and produce accounts for the Annual General Meeting of the Fair.
9. Accounts & Finance
All monies made by or on behalf of the Fair shall be kept in Bank accounts in the name of Strawberry Fair and will require the signatures of two Committee members for its withdrawal. All monies kept in such bank accounts shall be used for the perpetuation of the Fair, its objects and values and no other purpose.
10. Alterations to the Constitution
The Constitution may be altered by a two-thirds majority vote at a General Meeting of the Fair provided all members have been sent written or e-mail notification of the proposed change(s) at least four weeks before the date of the meeting.
11. Winding up/Dissolution
The Fair may be wound up on a three-quarters majority of a general meeting that has been properly called and constituted. After payment of all outstanding debts and liabilities, any surplus or assets remaining shall not be paid or distributed to any individuals but shall be paid or given over to some other group or association having similar objects, values and dissolution clause to that of the Fair.
