The Mutual Aid Group’s name is Hangleton Mutual Aid.
2. THE PURPOSES OF THE MUTUAL AID GROUP IS:
The purposes of the Mutual Aid Group is to provide support and guidance to the Hangleton and Knoll neighbourhood throughout the Covid-19 pandemic.
This is done through several ways including a) grocery shopping and delivery, b) pharmacy collection and delivery, c) a phone buddy system, d) the central food hub
3. CARRYING OUT THE PURPOSES
In order to carry out the Mutual Aid Group purposes, the trustees have the power to:
a) raise funds, receive grants and donations, b) apply funds to carry out the work of the Mutual Aid Group, c) co-operate with and support other charities, organisations and Mutual Aid Group’s with similar purposes, d) do anything which is lawful and necessary to achieve the Mutual Aid Group’s purposes.
1) The Mutual Aid Group shall be managed by a committee of Coordinators who have been appointed.
2) Hangleton Mutual Aid Group has the following officers:
The chairperson - Sharon Roberts
The vice chairperson - Martin Raeburn
The secretary - Carrie Hardwick
The treasurer - Joanna Van Rooyen
3) A trustee must be a member of the Mutual Aid Group or the nominated representative of an organisation that is a member of the Mutual Aid Group .
4) A trustee may not appoint anyone to act on his or her behalf at a meeting of the trustees.
5) No one may be appointed a trustee if he or she would be disqualified from acting as a trustee under the provisions of clause
5. DISQUALIFICATION AND REMOVAL OF TRUSTEES
A trustee must cease to hold office if he or she:
1) is disqualified from acting as a trustee by virtue of section 86 of the Charities Act (Northern Ireland) 2008 (or any statutory re-enactment or modification of that provision);
2) ceases to be a member of the Mutual Aid Group;
3) in the written opinion, given to the trustees, of a registered medical practitioner treating that person, has become physically or mentally incapable of acting as a Mutual Aid Group trustee and may remain so for more than three months;
4) resigns as a trustee by notice to the Mutual Aid Group (but only if at least two trustees will remain in office when the notice of resignation is to take effect); or
5) is absent without the permission of the trustees from all their meetings held within a period of six consecutive months and the trustees resolve that his or her office be vacated.
1) Everyone within the area of Hangleton and Knoll has the right to Mutual Aid and therefore membership is inclusive of every resident.
2) To manage the aid for residents across the Hangleton and Knoll area certain information will be kept on record and accessed only by trustee’s, (the name, address and job will be passed to the volunteer who would be assisting) these details include:
The full name of the individual
The full address of the individual
A contact telephone number of the individual (if available)
An email address of the individual (if available)
Whether the individual is high risk
What assistance the individual needs
7. ANNUAL GENERAL MEETING - AGM
1) The AGM must be held bi-weekly, with two days notice given to all members telling them what is on the agenda. Minutes must be kept of the AGM.
2) There must be at least 10 members present at the AGM for there to be quorum.
3) Every member has one vote.
8. TRUSTEE MEETINGS
1) Trustees must hold at least one meeting a week. At their first meeting after the AGM information obtained must be acted upon. Trustees may act by majority decision.
2) At least 3 trustees must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.
3) A meeting of the trustees will be held on zoom or by suitable alternative means agreed between the trustees in which all participants may communicate simultaneously with all other participants.
4) If trustees have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.
5) The trustees may appoint up to additional trustees as the need arises these will be made known at the AGM meetings.
6) The trustees may make reasonable additional rules to help run the Mutual Aid Group. These rules must not conflict with this constitution or the law.
9. WRITTEN RESOLUTIONS
1) A resolution in writing signed by all the trustees on a matter will be as valid and effectual as if it had been passed at a meeting of the trustees duly convened and held and may consist of several documents in like form each signed by one or more trustees. The date of a written resolution will be the date on which the last trustee entitled to vote signs.
2) A resolution which is approved by email in accordance with this clause will be as valid and effectual as if it had been passed at a trustee meeting duly convened and held, provided the following conditions are complied with:
a) such a resolution must be approved by email by all the trustees entitled to vote on the matter;
b) approval must be received by the person nominated in advance by the trustees for that purpose (the “Recipient”); and
c) approval from a trustee must be sent from a registered email address which has been previously notified by that trustee to the Mutual Aid Group as intended for use by that trustee for the purpose.
3) Following receipt of all responses on any resolution, the Recipient shall circulate a further email to all of the trustees confirming whether the resolution has been formally approved by the trustees in accordance with this clause.
4) The date of a resolution shall be the date of the email from the Recipient confirming formal approval.
10. MONEY AND PROPERTY
1) Money and property must only be used for the Mutual Aid Group’s purposes.
2) Trustees must keep accounts. The most recent annual accounts can be seen by anybody on request.
3) Trustees cannot receive any money or property from the Mutual Aid Group, except to refund reasonable out of pocket expenses, unless permitted by law.
4) Money must be held in the Mutual Aid Group’s bank account.
5) The Mutual Aid Group uses Square to take payments
6) The Mutual Aid Group uses Expend Pre paid cards for volunteers to use when taking a pharmacy or shopping request. These will be topped up from the central account and have a fully traceable inbuilt auditing software that allows the Trustees to see where the money has been spent.
7) At least three named signatories are needed to authorize payments and each transaction will need two signatures.
11. GENERAL MEETINGS
If the trustees consider it is necessary to change the constitution, or wind up the Mutual Aid Group, they must call a General Meeting so that the membership can make the decision. Trustees must also call a General 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. Minutes must be kept.
1) Winding up - any money or property remaining after payment of debts must be given to a Mutual Aid Group with similar purposes to this one.
2) Changes to the Constitution - can be made at AGMs or General Meetings. No change can be made that would make the organisation no longer a Mutual Aid Group.
3) Trustees may also call a General Meeting to consult the membership.
12. SETTING UP THE MUTUAL AID GROUP
This constitution was adopted on 04th April 2020 by the Mutual Aid Group’s trustees