Our Constitution

The group shall be called “Shipley Eco-Action Group”. (SEAG)
Our ethics and values will reflect EARTH CARE, PEOPLE CARE, FAIR SHARE

Aims of the group

  • To improve the wellbeing of the local area while engaging with nature and community projects.
  • To educate the volunteers in the principles and practice of permaculture.
  • To promote practical conservation through volunteers for the benefit of the public. 
  • To network with existing local and national environmental organisations.

To fulfil these aims:

  1. SEAG will undertake practical conservation work and environmental education. 
  2. Other activities, in furtherance of the aims or for the benefit of the group, shall also be undertaken from time to time as the members see fit.
  3. Money shall be raised when necessary for carrying out the aims of SEAG.

The area served is principally the area of Shipley Parish, Ilkeston, Cotmanhay and Heanor but projects and activities may be undertaken elsewhere as is seen fit by the members.


  1. SEAG membership shall be open to anyone interested in taking an active part in the work of the organisation. We are an inclusive group.
  2. Members of the group are anyone who signs up to the SEAG newsletter email list or volunteers at Shipley Woodside Community Garden or other SEAG projects.
  3. Members are expected to respect the values and ethics of the group.

Management and Committee Meetings

  1. Officers shall be appointed as are required to conduct the administration of the group. These will include, but not exclusively, a Chairperson, Secretary, and a Treasurer. 
  2. These officers shall oversee the day-to-day running of SEAG and shall be answerable to meetings of members.
  3. The management committee ’the committee’ may temporarily fill officer vacancies should they arise until the next AGM.
  4. Committee officers will be elected at the AGM and will serve for a period of 12 months.
  5. The committee may delegate aspects of decision making to a sub-committee which may consist of members and external parties. Any decisions made by sub-committees remain the responsibility of the committee.
  6. The committee shall hold regular meetings at least four times a year to discuss its policy and administration. All officers shall be invited to these meetings, and each officer will have one vote.
  7. Certain individuals and organisations may be invited to present for the first part of the committee meeting only.

Annual General Meeting (AGM)

  1. Must be held every 12 months.
  2. Will hear committee reports on progress, present the accounts and be open to questions from members.
  3. Will elect committee members for a one year term.
  4. Will vote on any changes to the Constitution.
  5. All members will be notified by the Secretary at least 14 days before the date of the meeting.
  6. Will give all members an opportunity to discuss proposals for action.

Voting And The Quorum

When voting:

  1. Every officer and member is entitled to a single vote.
  2. Proposals will be passed if a simple majority is achieved.
  3. Members may send a vote by proxy with prior notification to the Secretary.
  4. Any proposal or amendment must be seconded by a member before voting; and 
  5. If no consensus is achieved during discussions and a vote is needed, it shall be recorded with a simple show of hands.
  6. In the event of an equal vote, the Chair shall have a second ‘casting’ vote.


No  Meeting or AGM can take place without at least four of the Committee being present.


  1. Any money raised shall be used to further the aims of the group and for no other purpose.
  2. A bank account will be opened in the name of the group.
  3. Accounts shall be kept by the Treasurer and verified by a competent person. A statement of accounts shall be presented at the AGM.
  4. No member shall derive any financial benefit from the group, except for payment of ‘reasonable expenses’ or payment for professional or other services provided at a market rate.
  5. No money will be paid out in the name of the group without a receipt or invoice being presented.
  6. The group shall maintain insurance for volunteers on its projects, and for injuries to third parties and damage to property. It shall also obtain Employers’ liability insurance if and when it is deemed necessary.

Duties of an officer

The duties of the officers shall be:

  1. To ensure the Chair conducts the meetings; in the absence of the Chair, the Secretary will conduct meetings of the Committee; in their absence, another Committee member shall assume the duties of Chair.
  2. To ensure the Secretary’s responsibility for convening meetings, notifying members and taking responsibility for recording key action points during meetings.
  3. To ensure the Treasurer’s responsibility for payment and receipt of finances and keeping a record of all transactions, and
  4. Ensuring any change in the roles of its officers is passed by a majority vote of the Committee.

Constitution amendments

1. This constitution shall only be amended at the AGM or at an extraordinary meeting. 


If the group, by general consent of its members, cease to exist, all assets shall pass to a nominated local community and environmental project.

ADOPTED ON 02/11/2023

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