Constitution of Clean Air Cheltenham

1. Name

The name of the group shall be Clean Air Cheltenham

2. Aims

Clean Air Cheltenham aims to improve the air quality in Cheltenham by:

  • Raising awareness through an annual Multimedia Celebration of Clean Air
  • Liaising with groups pursuing similar aims, such as cycling and environmental groups, tree planting organisations, residents’ associations, and schools
  • Encouraging collaborative action between all agencies concerned with the quality of air in the town, principally those responsible for transport and health care
  • Raising funds to support relevant projects

Clean Air Cheltenham recognises the critical role air quality plays in physical, emotional, mental and spiritual health. The quality of the air is of central importance to the well-being of all, as well as being of particular concern to those who suffer from respiratory disease, to parents and children and to the elderly.

3. Membership

Membership is open to anyone who:

  • is over 16 years old; and
  • who supports the aims of Clean Air Cheltenham

There is no charge for membership. Members join through the website www.cleanaircheltenham.org
by opting in to receive newlsetters and updates

A list of all members will be kept by the membership secretary.

Ceasing to be a member
Members may resign at any time in writing to the secretary and asking for their name to be removed from the membership list.

Any offensive behaviour, including racist, sexist or inflammatory remarks, will not be permitted. Anyone behaving in an offensive way or breaking the equal opportunities policy may be asked not to attend further meetings or to resign from the organisation if an apology is not given or the behaviour is repeated. The individual concerned shall have the right to be heard by the management committee, accompanied by a friend, before a final decision is made.

4. Equal Opportunities

Clean Air Cheltenham will not discriminate on the grounds of gender, race, colour, ethnic or national origin, sexuality, disability, religious or political belief, marital status or age.

5. Officers and committee

The business of the organisation will be carried out by a Committee elected at the Annual General Meeting. The Committee will meet as necessary, and not less than four times a year.

The Committee will consist of up to 8 members, and have a minimum of 3 officers

The officers’ roles are as follows:

  • Chair, who shall chair both general and committee meetings
  • Secretary, who shall be responsible for the taking of minutes and the distribution of all papers
  • Treasurer who shall be responsible for maintaining accounts

In the event of an officer standing down during the year a replacement will be elected by the next General Meeting of members.

The Committee meetings will be open to any member of Clean Air Cheltenham wishing to attend, who may speak but not vote.

6. Meetings

6.1. Annual General Meetings
An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM.

All members will be notified in writing at least 3 weeks before the date of the meeting, giving the venue, date and time.

Nominations for the committee may be made to the Secretary before the meeting, or at the meeting.

The quorum for the AGM will be 10% of the membership or 10 members, whichever is the greater number.

At the AGM:-

  • The Committee will present a report of the work of Clean Air Cheltenham over the year.
  • The Committee will present the accounts of Clean Air Cheltenham for the previous year.
  • The officers and Committee for the next year will be elected.
  • Any proposals given to the Secretary at least 7 days in advance of the meeting will be discussed.

6.2 Special General Meetings
The Secretary will call a Special General Meeting at the request of the majority of the committee or at least eight other members giving a written request to the Chair or Secretary stating the reason for their request.
The meeting will take place within twenty-one days of the request.

All members will be given two weeks notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email or post.

The quorum for the Special General Meeting will be 10% of the membership or 10 members, whichever is the greater number.

6.3 Committee Meetings
Committee meetings may be called by the Chair or Secretary. Committee members must receive notice of meetings at least 7 days before the meeting.

The quorum for Committee meetings is three Committee members.

7. Rules of Procedure for meetings

All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.

If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the chair of the meeting shall have an additional casting vote.

8. Finances

An account will be maintained on behalf of the organisation at a bank agreed by the committee. Three cheque signatories will be nominated by the Committee (one to be the Treasurer).  The signatories must not be related nor members of the same household.
All payments will be signed by two of the signatories.
For cheque payments, the signatories will sign the cheque.

For other payments (such as BACS payments, cash withdrawals, debit card payments or cash payments), a requisition note will be signed by two signatories, and held by the treasurer.

Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting.

All money raised by or on behalf of Clean Air Cheltenham is only to be used to further the aims of the group, as specified in item 2 of this constitution.

9. Amendments to the Constitution

Amendments to the constitution may only be made at the Annual General Meeting or a Special General Meeting.

Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of meeting.
Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.

10. Dissolution

If a meeting, by simple majority, decides that it is necessary to close down the group it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the group.

If it is agreed to dissolve the group, all remaining money and other assets, once outstanding debts have been paid, will be donated to a local charitable organisation.

The organisation will be agreed at the meeting which agrees the dissolution.

This constitution was agreed at the Inaugural General Meeting of Clean Air Cheltenham on Friday 17th July 2020.