Constitution

By clicking on one of the links below you will find all the points stated on our community groups constitution. The physical version of this document has been signed by Christopher Tallent (Treasurer), Ednalyn Kernoghan (Chairperson), Patrycja Popławska (Steward) and Marie White (Secretary). 

    • To serve the communities within West Norwich (NR4, NR5 and NR8), by providing for our vulnerable, elderly and in need families and individuals for their essential needs. 
    • To provide food parcels to our vulnerable families and individuals, or elderly and those in need during the pandemic, and beyond.
    • To ensure that the essential needs of inhabitants of sheltered housing in our jurisdiction are provided.
    • Promote wellbeing and reassurance within our community by offering assistance to those deemed vulnerable, elderly or in need for their essential needs, and to assist the continuation of their everyday lives by providing them with the means to be independent.
    • Promote the cause of West Norwich Helping Hands through leafleteering and through our interactive and social media platforms.
    • To work in partnership with local and national organisations, charities and community groups of all backgrounds to ensure our community is inclusive, and without divides and barriers.
    • To work in partnership with local and national organisations, charities and community groups to ensure those within our community, of all backgrounds, who come to us in need receive the professional assistance they need from a partner we work with.
    • To provide a safe space for our vulnerable, elderly and in need within our community through the use of our facilities we manage with our partners.
    • Raise money 
    • Take out insurance
    • Employ staff 
    • Organise courses and events eg. Work with other groups and exchange information
    • Do anything that is lawful which will help it to fulfil its aims
    • Membership of the Group shall be open to any person over 18 or any organisation living or located in the Norfolk area who is interested in helping the Group to achieve its aims, willing to abide by the rules of the Group and willing to pay any subscription agreed by the Management Committee.
    • Membership shall be available to anyone without regard to gender, race, nationality, disability, sexual preference, religion or belief
    • Every individual volunteer administrator shall have one vote at Committee Meetings. Every individual volunteer will have the opportunity to vote at general vote sessions.
    • A volunteer, when their time with us comes to an end, must report first to the Lead of Volunteers Management. No notice is required, and any material provided to perform their role must be returned.
    • The membership of any member may be terminated for good reason by the Management Committee but the member has a right to be heard by the Management Committee before a final decision is made
    • Each member organisation shall appoint a representative to attend meetings of the Group and notify the Group’s Secretary of that person’s name.
  • The Officers of the Management Committee shall be: the Chairperson, the Treasurer, the Steward and the Secretary.
  • The Group shall be administered by a Management Committee of the Officers. 
    1. All Chairpersons will be granted an additional title of officership depending on the role they previously held prior to becoming a Chairperson. This will be decided by the current Chairpersons.
    2. The Chairperson shall Chair all meetings of the Group.
    3. Voting at Management Committee meetings shall be by a voting system. If there is a tied vote all who voted will discuss a possible resolution to the vote, and propose to the Chairpersons their verdict. The Chairpersons will then enact the change of vote due to the tied vote caused by the ballot.
    4. The Management Committee may by a two-thirds majority vote and for a good and proper reason remove any Committee member, provided that person has the right to be heard before a final decision is made.
    5. The Management Committee may appoint another member of the Group as a Committee member to fill a vacancy provided the maximum number is not exceeded.
    • Any money obtained by the Group shall be used only for the Group.
    • Any bank accounts opened for the Group shall be in the name of the Group.
    • Any cheques issued shall be signed by the Treasurer and one other nominated official.
  • The duties of the Chairperson(s) are to: 
        1. chair meetings of the Committee and the Group
        2.  represent the Group at functions/meetings that the Group has been invited to
        3. act as spokesperson for the Group when necessary
  • The duties of the Secretary are to:
      1. take and keep minutes of meetings
      2. collect and circulate any relevant information within the Group
    1. The duties of the Steward are to:
      1. maintain the membership list
      2. deal with correspondence relating to General Meetings and the General Committee
    2. The duties of the Treasurer are to::
      1. supervise the financial affairs of the Group
      2.  keep proper accounts that show all monies collected and paid out by the Group

The Group shall hold an Monthly General Meeting (M.G.M.) on one within the last week of every given month.

  • All members shall be given at least fourteen days’ notice of the M.G.M. and shall be entitled to attend and vote. The quorum for an MGM shall be 6 members, including a chairperson. 
    1. The business of the M.G.M. shall include:
      1. receiving a report from the Chairperson on the Group’s activities over the year
      2. receiving a report from the Treasurer on the finances of the Group
      3. electing a new Management Committee and
      4. considering any other matter as may be decided

A Special General Meeting may be called by the Management Committee or by any of the  members to discuss an urgent matter. The Secretary shall give all members fourteen days’ notice of any Special General Meeting together with notice of the business to be discussed. All members shall be entitled to attend and vote.

Any changes to this Constitution must be agreed by at least two-thirds of those members present and voting at any General Meeting.

The Group may be wound up at any time if agreed by two-thirds of those members present and voting at any General Meeting. In the event of winding up, any assets remaining after all debts have been paid shall be given to another Group with similar aims.