The Group was established early in 2020 during the Covid Pandemic, and was constituted in July of that year. Members had become very concerned at the intransigence of the organisations dealing with the replacement of the Village Hall. Members’ priority was the retention of a very generous grant, provided by the Armed Forces Covenant Grant Trust, in the midst of mismanagement by other organisations. Sadly, Members’ interventions were seen as being provocative. As a result, the grant was returned in 2023, seven years after it had been awarded and replacement of the Hall is uncertain.
Providing a replacement Hall continues to be the Group’s main priority. Its Members stand ready to work with other organisations, but only if they are prepared to use some realism and common sense. However, as of March 2023, the Hall is under threat of closure. It must be saved and revitalised to continue to serve the residents of Debden well into the future.
Community Group Constitution
1. Group name.
The Community Group is known as the “Debden Residents’ Community Group”.
[the Group]
2. Purposes and Aims.
a. To seek the views of Members on all pertinent aspects of village life.
b. To independently monitor the performance of other organisations within the village to
ensure transparency of their actions and draw any shortcomings to their attention.
c. To encourage Members to organise public social activities in the village.
d. To link with others to help protect and improve the quality of village life.
3. Group powers.
In order to carry out the purposes and aims of the Group, its Members have power to:
a. Raise funds, receive grants and donations.
b. Apply for funds to carry out the work of the Group.
c. Co-operate with and support other organisations with similar purposes and aims.
d. Do anything which is lawful and necessary to achieve the purposes and aims.
4. Membership.
Membership of the Group is open to residents within the parish of Debden who are
prepared to support the work of the Group.
Residents who attended the inaugural meeting and completed a membership slip will
become Founder Members immediately. New Members should be invited or introduced
by at least two existing Members of the Group and approved by the Committee.
Every Member shall have one vote at General Meetings.
Membership can be renewed annually.
Members should pay an annual subscription of £2.00.
5. Management Committee.
The Group shall be managed by a Committee of not more than ten Members who are
appointed at the Annual General Meeting (AGM) of the Group.
The Committee will be responsible for appointing Officials to serve as Chairperson,
Deputy Chairperson, Secretary and Treasurer from among its Members at the first
Committee meeting, which must be held within 7 days following an AGM.
The Committee may remove a person’s membership if they believe it is in the best
interest of the Group. The Member has the right to be heard by the Committee before
the decision is made.
If, before the next AGM, an Official’s position becomes vacant, for whatever reason,
the Committee may appoint another Member to fill the vacancy.
Page 1 of 3 DRCG Constitution 1.1.docx5. Management Committee (continued).
Duties of the Chairperson are:
a. To preside at meetings of the Committee and the Group.
b. As may be required by the Committee, to act as spokesperson on public occasions
or when presentations are being made on behalf of the Group to public bodies.
Duties of the Secretary are:
a. To prepare in consultation with the Chairperson the agenda for the meetings of the
Committee.
b. To take and keep minutes of all meetings.
c. To collect and disseminate information on all matters affecting the Group.
Duties of the Treasurer are:
a. To supervise the financial affairs of the Group.
b. To ensure that proper accounts are kept with regard to all monies received by and
paid out by the Group.
c. To make regular reports to the Committee on the financial status of the Group.
6. Committee Meetings.
Committee Members must hold at least three meetings each year.
At least four Committee Members must be present at every meeting to be able to take
decisions.
Members may attend any Committee meeting, but should inform the Secretary in
advance of the meeting, so that sufficient seating can be provided.
Minutes shall be kept for every meeting.
Voting at Committee meetings shall be by a show of hands. If there is a tied vote,
then the Chairperson shall have a second vote.
7. Finance, Money, Property and Equipment.
Money, equipment and property must only be used for the Group’s purposes.
The Group must keep accounts. The most recent annual accounts can be seen by
anybody on request.
Members cannot receive any money from the Group, except to refund volunteer
expenses.
Money must be held in the Group’s bank account.
All Officials will be required to be signatories to the Group’s bank account. The
signatories must not be from the same household and must not be related.
All cheques issued must be signed by any two signatories, one of which should be that
of the Treasurer.
Page 2 of 3 DRCG Constitution 1.1.docx8. Annual General Meeting.
The Group shall hold an Annual General Meeting (AGM) in the month of July. All
Members shall be given at least 14 days notice of the AGM and shall be entitled
to attend and vote.
The business of the AGM shall be:
a. A report from the Chairperson on the Group’s activities over the year.
b. A report from the Treasurer on the finances of the Group.
c. Election of a new Management Committee.
d. Any other business.
The quorum for the Annual General Meeting and any General meetings shall be one
fifth of the membership.
9. Special Meetings.
If the Committee considers it necessary to change the constitution, or wind up the
Group, they must call a Special Meeting so that the membership can make a decision.
The Committee must also call a Special Meeting if they receive a written request from
the majority of Members.
All Members must be given 14 days notice and told the reason for the meeting.
All decisions require a two-thirds majority of the Members present and Minutes must
be kept.
In the event of winding up the Group, any money, equipment or property remaining
after payment of debts must be disposed of and the money distributed to charities in
Debden.
Members may call a Special Meeting to consult on membership.
10. Changes to the Constitution.
Changes to the Constitution can only be made at AGM’s or Special Meetings
11. Adoption of the Community Group Constitution.
This constitution was adopted on 27th July 2020 by the Committee of
Founder Members. They will be in the post until the first AGM, which must be held
within one year of this date. Thereafter the provisions of sections 5, 9 and 10 will apply.
Page 3 of 3 DRCG Constitution 1.1.docx