Tree Wardens Constitution

• 1. Definitions
• 2. Name of Group
• 3. Terms of Reference
• 4. Membership
• 5. Composition of the Committee
• 6. Apointments of the Committee
• 7. Tenure of Office
• 8. Substitution of Members
• 9. Voting
• 10.Notice of Meeting
• 11.Venue and Time of Meeting
• Tree Wardens Charter

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1. DEFINITIONS

"The Committee" Elected members of Windsor and Maidenhead Tree Warden Group.

"a Tree Warden" shall mean a volunteer normally resident within the Royal Borough of Windsor and Maidenhead with experience and/or enthusiasm relating to tree matters.

2. NAME OF GROUP

The organisation will be known as the Windsor and Maidenhead Tree Warden Group.

3. TERMS OF REFERENCE

To meet the following objectives in accordance with the Windsor and Maidenhead Tree Warden Charter attached.

• To raise the profile of trees within the local community.
• To gather and disseminate information about local trees.
• To help demonstrate and maintain the significance and value of local trees.
• To encourage and promote practical projects associated with trees, woods and hedgerows.

4. MEMBERSHIP

Membership of the group is restricted to Tree Wardens, representatives from the Royal Borough of Windsor and Maidenhead, including the Arboricultural Officer and representatives of the Tree Council.

5. COMPOSITION OF THE COMMITTEE

(1) The Officers shall be Chairman, Vice Chairman, Secretary and Finance Officer.

(2) The Committee will have a total of 10 members comprising up to 8 Tree Warden members and a minimum of 2 representatives from the Royal Borough of Windsor and Maidenhead.

(3) A meeting of the Committee shall be quorate if 5 members are present.

(4) If at any time during any meeting the Chairman declares that there is not a quorum present, the meeting shall stand adjourned.

(5) The consideration of any business not transacted shall be adjourned to a time fixed by the Chairman at the time meeting adjourned, or if (s)he does not fix a time, to the next meeting of the Committee.

(6) If the Chairman and/or Vice-Chairman fails to attend a meeting then the Committee can elect a Chairman and/or Vice-Chairman for the purposes of the duration of the meeting.

6. APPOINTMENTS TO THE COMMITTEE

(1) At their first meeting the Committee shall elect a Chairman, Vice-Chairman, Secretary and Finance Officer.

(2) The Chairman and Vice-Chairman shall hold office for one year from the date of appointment.

(3) At the first meeting following the expiry of one year the Committee shall elect a Chairman and Vice-Chairman.

(4) A Chairman or Vice-Chairman shall cease to hold office

(a) at the expiry of one year following the date of appointment
or
(b) if (s)he resigns his office by written notice given to the Secretary of the Committee
or
(c) if he (s)he ceases to be a member of the Committee

(5) In the event of a casual vacancy occurring in the office of Chairman or Vice-Chairman the Committee shall at their next meeting elect one of their members to fill that vacancy.

(6) A member elected to the position of Chairman or Vice-Chairman in accordance with paragraph 6 (5) shall hold office until the date of the meeting at which the Chairman or Vice-Chairman would have held office had the casual vacancy not occurred.

(7) The Committee shall appoint a person to act as Secretary to the Committee.

(8) The Secretary to the Committee shall carry out the following tasks:

• call the meetings
• prepare the agenda and circulate papers
• take the minutes at each meeting
• distribute minutes and agenda in advance of meetings
• book accommodation for meetings and pay invoices where appropriate.

(9) The finance officer will carry out the following tasks:

• deposit all monies of the Group into bank accounts in thename of the Group with instructions that all withdrawals/payments be authorised by any two of the following three people, Chairman, Finance Officer and nominated Committee Member (not the Secretary)
• keep proper books of accounts at general meetings
• present an annual report at the annual general meeting

7. TENURE OF OFFICE

(1) Persons appointed to be members of the Committee shall hold and vacate office in accordance with the terms of their appointment, for example Chairman and Vice-Chairman.

(2)
(a) No person shall be elected as a member of the Committee for a period exceeding one year.

(b) At the expiry of one year, members shall be eligible for re election.

(c) The one year period commences from the date of their election.

(3) A member may resign from serving the Committee by giving written notice to the Secretary of the Committee.

(4) A member will be deemed to have resigned if he fails to attend three consecutive Committee meetings without submitting apologies. If a member submits apologies, then these shall be considered at each meeting and a decision shall be made by the Committee by casting individual votes as to whether to accept the apologies.

8. SUBSTITUTION OF MEMBERS

Any member may nominate a substitute member to attend meetings of the Committee in their absence.

9. VOTING

(1) At Annual General Meetings, Extraordinary Meetings and Group Meetings, resolutions shall be passed on a simple majority vote of Tree Wardens, Borough representatives and Tree Council representatives or proxies.

(2) Voting shall be recorded to show number of votes for and against and the names of those members who wished to be recorded as abstaining from voting on the questions.

(3) In the event of an equality of votes the Chairman of the meeting shall have second or casting vote, provided that they have already voted on the resolution that resulted in an equality of votes.

10. NOTICE OF MEETING

(1) The Committee shall meet at least three times a year.

(2) A meeting of the Committee shall be called by the Secretary either:

(a) in compliance with the wishes of the Committee at the previous meeting

or

(b) at the request of the Chairman or Vice-Chairman of the Committee or any 3 committee members.

(3) At least 7 working days before the date of the meeting every member shall be given written notice of the meeting signed by the Secretary and a copy of the agenda.

(4) Minutes of meetings will be sent out within 2 weeks of the meeting.

11. VENUE AND TIME OF MEETINGS

(1) Notice of the Annual General Meeting and its agenda of the Windsor and Maidenhead Tree Warden Group convened by the Chairman for the transaction of general business shall be held at the place appointed by the Committee and named in the notice for the meeting.

(2) Any adjustment to the dates, times and place of meeting to that published may be made if it is considered necessary or desirable in the interest of the Committee.

THE CONSTITUTION OF THE WINDSOR AND MAIDENHEAD TREE WARDEN GROUP ADOPTED BY THE COMMITTEE ON 18 JUNE 2002

Signed :

Name :

for the Royal Borough of Windsor and Maidenhead

Signed :

Name :

Tree Warden

Signed :

Name :

Tree Warden

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