CONSTITUTION OF FRIENDS OF COPSE HILL SPINNEY

FRIENDS OF Copse Hill Spinney

Endorsed by the Council: London Borough of Croydon

Adopted by the AGM on: NOTE YET ADOPTED FORMALLY

Latest version amended following the AGM on: AT FIRST MEETING

1 Title and Definition

1.1 The organisation shall be known as Friends of Copse Hill Spinney.

1.2 In the Constitution, the following terms and abbreviations shall have the meaning described below:

• AGM - Annual General Meeting

• EGM - Extraordinary General Meeting

• Borough - London Borough of Croydon

• Council - London Borough of Croydon

• Core Values - Core Values of the Council as defined in Appendix 1.

• Friends - Friends of Copse Hill Spinney

• Members - Friends of Copse Hill Spinney

• Officers - Officers of the Friends of Copse Hill Spinney

• Park - Copse Hill Spinney

2 Guiding Principles

2.1 The Friends of Copse Hill Spinney is an independent organisation and shall not engage in party political activities.

2.2 The Friends recognises the core values of the Council and, where relevant, will assist through its activities in promoting those values.

3 Objectives

3.1 To work in partnership with the Council to maintain the Park as one of the Borough’s Parks.

3.2 To promote the Park with its historical connections:

• As an important part of the local heritage;

• As a Public Open Space within the Metropolitan Green Belt for use for public walks and leisure amenities;

• As a Site of Importance for Nature Conservation or Wildlife, specifically operating under the principles of Nature First as a woodland bird sanctuary and opposing development on or near the site.

• 3.3 To articulate and represent the views of users of the Park to the Council on matters relating to the management of the Park.

• 3.4 To seek to improve the provision of amenities and facilities in the Park, either through public funding or by Public Private Partnership or by fund-raising.

4 Eligibility for Membership

4.1 Membership shall be open to anyone who lives or works in the Borough or uses the Park’s facilities.

4.2 Application for membership should be made in writing to the Treasurer, accompanied by the payment of any appropriate subscription.

4.3 The Treasurer will maintain a Register of Members.

5 Subscription

5.1 Membership is free and without obligation (or set by the Annual General Meeting).

5.2 The subscription of a new member joining in the last three months of the year-end i.e. October, shall cover that member’s subscription for the following year. If ever applied.

6 Committee

6.1 The Friends of Copse Hill Spinney shall be managed by a Committee of Members consisting of the following officers: Chair, Deputy chair, Secretary, Treasurer. The same Member can be Deputy Chair and Treasurer.

6.2 The Committee shall be elected at the AGM (See paragraph 12).

6.3 The Committee may co-opt other Members for specific reasons, but such Members will be non-voting.

6.4 The Committee will also include non-voting member of Council.

7 Powers of the Committee

7.1 The Committee shall have the discretion to conduct and to discharge business on behalf of the Friends and shall present a report to the AGM on its stewardship.

7.2 The Committee shall decide any matter arising from the Constitution and any other matters, except those which must be decided by an Annual or Extraordinary General Meeting.

8 Committee Meetings

8.1 The Committee shall meet as required. Three Members, including officers of the Committee, shall be a quorum.

8.2 The community and conservation team leader of Croydon Council will be invited to attend meetings in an advisory capacity. Ward Councillors and other interested parties may be invited to attend, as appropriate, in an advisory capacity.

8.3 Committee meetings will normally be held in public and will be open to all registered Members, who may attend as observers. Observers may be permitted to speak with agreement of the Chairman.

8.4 It may be necessary for the Committee to conduct its deliberations in private when sensitive business is being considered. In such circumstances, the Chair will ask any observers to leave the room.

8.5 The Secretary shall be advised by Committee Members and by registered Members of agenda items for discussion at Committee at least seven days before the meeting.

9 Annual General Meetings

9.1 Annual General Meetings shall be held within two months of the end of the financial year apart from the first AGM which can be held at any time.

9.2 Notice of meetings will be sent with the agenda to all registered Members, Committee Members, and to the Parks Manager of the Council at least ten days before the date of the meeting.

10 Extraordinary General Meeting

10.1 An Extraordinary General Meeting of the Friends may be called at any time at the discretion of the Committee, or within 14 days of receipt by the Secretary of a requisition to that effect, signed by three Members, or by such percentage as may be agreed by the AGM.

10.2 Every requisition shall specify the business for which the meeting is being convened and no other business shall be transacted at that meeting.

10.3 The Secretary shall aim to give seven days’ notice of such a meeting to every registered Member, with an agenda of the matter(s) to be discussed.

11 Resolutions at Annual and Extraordinary General Meetings

11.1 Resolutions shall be submitted two weeks in advance of meetings and shall be decided by a simple majority of votes recorded in the minutes of the meeting. In the event of a tie, the Chair shall have a second or casting vote.

11.2 Only Members (one vote per Member) shall be entitled to vote on any matter pertaining to the business of the Friends. Members must be present to exercise their right to vote. Proxy voting shall not be permitted.

12 Retirement and re-selection of Committee Officers

12.1 All Committee Officers and Members shall retire annually, but are eligible for re-election.

12.2 Names of candidates for election to all positions, shall be sent in writing or by email to the Secretary, seven days before the AGM. If more names are proposed than are required, election shall be by a vote in accordance with the provisions of paragraph 11.

12.3 All candidates for election to positions must be registered Members.

13 Members’ Liability

13.1 The liability of Members shall be limited to the amount of their annual subscription. No expense shall be incurred in the name of the Friends, unless authorised by the Committee.

14 Resignation of Members

14.1 A registered Member wishing to resign their membership shall give written notice to the Treasurer.

15 Expulsion of Members

15.1 The Committee may expel any Member(s) considered to have misused privileges of the Friends or to have brought the Friends into contempt or disrepute. Such expulsions will take immediate effect and must be by a unanimous resolution of the Committee, subject to a report being made to the following AGM.

15.2 The Member(s) concerned shall have the right of a fair hearing by the Committee before any decision is reached.

16 Accounts

16.1 The Financial Year of the Friends of Copse Hill Spinney shall run from [Insert Start Date e.g., 1st April] to [Insert End Date e.g., 31st March] the following year.

16.2 All money raised by the Friends of Copse Hill Spinney shall be used to further the aims of the Friends of Copse Hill Spinney.

16.3 The Treasurer shall open and maintain all bank accounts in the name of the Friends of Copse Hill Spinney.

16.4 The Treasurer and two other Committee members of the Friends of Copse Hill Spinney shall be authorised signatories, of which any two of the four must sign cheques over £200 on behalf of the Friends.

16.5 The Treasurer/Committee shall have the accounts independently examined within three months of the end of the financial year.

16.6 No member shall benefit financially, other than reasonable reimbursement for out of pocket expenses incurred on behalf of the Friends of Copse Hill Spinney.

17 Dissolution of the Friends

17.1 The Friends may only be dissolved by a resolution passed by a majority of at least 67 percent of the registered membership present and voting at a general meeting called for the purpose of considering such dissolution.

17.2 In the event of dissolution, any balance of cash remaining in hand after the realisation of any assets and payments of any debts, shall be applied to similar purposes, distributed or transferred to institution(s) having similar objectives to those of the Friends, as the Committee shall resolve.

18 Notices

18.1 Notices to Members shall be deemed sufficiently served if sent by ordinary pre-paid post or electronic communication to the last known address on the register of Members.

19 Disputes

19.1 It is the intention that any dispute between the Friends and the London Borough of Croydon should be resolved amicably by discussions.

19.2 In the event that it is not possible to resolve their dispute by discussion, the matter shall be referred to the relevant Area Committee or the Environment, Housing and Regeneration Performance Committee of the Council based on separate reports. The reports should include a statement of the facts of the dispute and a statement of each party’s contentions. The decision of the relevant Area Committee or the Environment, Housing and Regeneration Committee of the Council will be final and binding on both parties, except where the decision is the subject of a requisition to another Committee.

20 Alterations

20.1 Any alterations, amendments to this Constitution may be made at a general meeting convened for the purpose and subject to a simple majority in accordance with the provisions of paragraph 11.

21 Interpretation

21.1 In the event that any question arises about the interpretation of the Constitution or on matters on which the Constitution is silent, the decision of the Chairman will be final.

Appendix 1

CORE VALUES OF THE COUNCIL

Culture, equalities and inclusion

Here at Croydon, our vision of the culture of the council is to “create a collaborative, inclusive and creative environment which allows talent to flourish”.

We nurture and develop our culture through:

• Our core set of values - the foundation of our council

• Running six staff network groups, offering members support and giving staff a voice when it comes to making the big decisions at Croydon

• Driving our Culture Plan overseen by the Culture Board

• A group of engaged and passionate Culture Ambassadors

Culture Board

We have a culture board in place to help achieve our vision through the culture plan.

It recognises the contribution of the staff network groups who sit on the board and supports their work.

The board brings together all that the council does to make sure that we have the right people, with right skills doing the right jobs - so that we can deliver better outcomes for local people.

The board meets bimonthly for two hours, members include:

• Executive leadership team

• The chairs and sponsors of our six staff networks

• Representation from HR, organisation development and communications

Our Values

We are committed to excellence in all we do. Our values reflect the attitude and approach we take to working together to deliver services to our borough.

• One team - Crossing boundaries to work together towards shared goals with colleagues, partners and communities

• Proud to serve - Striving to always do our best for the community, getting the most from limited resources and using taxpayers’ money wisely

• Honest and open - Working hard to build trust by treating everyone with honesty and integrity

• Taking responsibility - Encouraging and supporting each other to take responsibility and show what we can do, learning together and recognising all of our contributions

• Valuing diversity - We make the most of the many perspectives that make Croydon distinctive.

Friends of Copse Hill Spinney

Health and Safety Guidelines

April 2024

Section 1 – Covid

• Do not attend if you have Covid symptoms i.e. a dry cough, a temperature or loss of taste or smell.

• It is recommended that you use hand sanitiser and wash your hands upon returning home.

• Use own gloves if preferred.

• Inform coordinator if you develop Covid symptoms or test positive within 14 days of the activity.

Section 2 – General Guidelines

• Wear suitable footwear – no open toes.

• Wear gloves (if preferred).

• Keep hydrated especially on hot days.

• Be careful on uneven ground.

• Be careful in woodland to avoid scratches, stings and cuts etc.

• Do not pick up needles or syringes. Inform the coordinator immediately.

• Do not touch suspicious drums or containers, inform the coordinator immediately.

• Do not touch faeces.

• Children to be supervised by parents/responsible adult at all times.

• Do not lift heavy or very large items, report to the coordinator.

• Do not use any tools you are uncomfortable with.

• Do not work in any area you are uncomfortable in.

• Report any concerns or training gaps to the coordinator.

Risk Assessment for Volunteer & Maintenance Activities

Friends of Copse Hill Spinney

Assessor’s Name: [Insert Name] | Date: [Insert Date]

Description

• Describe the Location: Copse Hill Spinney (Woodland bird sanctuary and nature reserve in the London Borough of Croydon).

• Describe the Activity: Volunteer woodland maintenance, cutting back overgrown bushes/trees, litter clearing, fence repair, installing bird boxes, and nature surveying.

• Describe the equipment and/or substances being used: Garden and hand tools (wheelbarrows, spades, forks, trowels, rakes, secateurs, loppers), litter picking equipment, gloves, hi-vis tabards.

• Describe the people involved in these activities (and others who might be affected): Team of local volunteers. Public present near or around the woodland reserve while activities take place.

Risk Rating Matrix

L = Likelihood

C = Consequence/Severity

R = Risk Rating

Unlikely = 1

Minor = 1

Low Risk = 1

Possible = 2

Serious = 2

Medium Risk = 2

Probable = 3

Critical = 3

High Risk = 3

Risk Assessment

Description of Hazard

Who might be harmed?

What risk controls are currently in place?

Current Risk Rating (L / C / R)

Further controls needed?

Date to be completed by?

Residual Risk Rating (L / C / R)

LOCATION

Uneven ground and hidden dips – falls or sprains

Volunteer

Warning in H&S guidelines. Advice to wear sturdy footwear and not work in any area where uncomfortable.

2 / 2 / 2

No

N/A

1 / 2 / 1

Woodland – risk of cuts, scratches, and grazes from overgrown vegetation

Volunteer

Warning in H&S guidelines to take care in woodland area.

2 / 2 / 2

No

N/A

1 / 2 / 1

Nettle / insect stings

Volunteer

Warning in H&S guidelines to take care. Wear protective clothing/gloves.

2 / 2 / 2

No

N/A

1 / 2 / 1

ACTIVITIES

Damage to hands

Volunteer

H&S guidelines – advice to wear gloves if preferred.

2 / 1 / 2

No

N/A

1 / 1 / 1

Lifting heavy items (e.g., fallen branches, heavy debris)

Volunteer

Warning in H&S guidelines not to lift heavy/very large items and report concerns to the coordinator.

2 / 2 / 3

No

N/A

2 / 2 / 2

Needles and Syringes

Volunteer

Warning in H&S guidelines not to touch. Immediately inform coordinator.

2 / 2 / 2

No

N/A

1 / 2 / 1

Suspicious drums or containers

Volunteer

Warning in H&S guidelines not to touch. Immediately inform coordinator.

1 / 2 / 2

No

N/A

1 / 1 / 1

Animal Faeces – risk of toxocara canis

Volunteer

Warning in H&S guidelines not to touch.

1 / 2 / 2

No

N/A

1 / 2 / 1

EQUIPMENT & SUBSTANCES

Equipment – risk of Covid infection

Volunteer

Equipment provided, volunteers advised to wear own gloves if preferred.

1 / 2 / 1

No

N/A

1 / 2 / 1

Rubbish Collection

Public

Piled in a safe place not obstructing paths. Liaison with Croydon Council Parks Department for collection.

1 / 1 / 1

No

N/A

1 / 1 / 1

SAFEGUARDING

Safeguarding children

Children

Warning in H&S guidelines that children must be supervised at all times by their parents/responsible adult. Volunteers to wear hi-vis tabards for ease of identification where practicable.

1 / 2 / 1

No

N/A

1 / 1 / 1

COVID ARRANGEMENTS

Risk of infection

Volunteer

Instructions in H&S guidelines: use sanitiser/wash hands, wear own gloves, do not attend if unwell, advise coordinator if positive within 14 days.

1 / 2 / 1

No

N/A

1 / 1 / 1