This is a DRAFT Constitution, subject to amendment and ratification by the committee.
1. Name
The name of the organisation shall be Wraysbury and Horton Resilience, hereinafter referred to as “the Group.”
2. Purpose
The Group is established for the public benefit to:
• Strengthen community resilience in response to emergencies, economic challenges, and social issues.
• Promote self-sufficiency, sustainability, and mutual aid within the community.
• Provide support, training, and access to information to help individuals and organisations prepare for and respond to crises.
• Foster community cohesion, well-being, and inclusivity through volunteer-led initiatives.
• Work in partnership with local services, charities, and authorities, including Citizens Advice, to improve access to support and information.
3. Membership
• Membership is open to individuals and organisations who support the aims of the Group.
• Members must adhere to the Code of Conduct (see Section 11).
• The Group reserves the right to suspend or remove members who breach its values, safeguarding principles, or professional conduct expectations.
• Volunteers providing advice or support must undertake relevant training and hold an enhanced DBS certificate.
• Volunteers wishing to give advice and be registered with Citizens Advice Advisernet must agree to undertake all required training, and to be available to give advice for a minimum of seven advice sessions in any 13 week quarter. An advice session being any single advertised or regular event.
4. Governance and Structure
The Group shall be governed by a Management Committee consisting of at least:
• Chairperson* – Leads the Group and represents it publicly.
• Vice-chair* – Deputises for the Chairperson.
• Secretary – Manages records, correspondence, and minutes.
• Treasurer* – Oversees finances and financial reporting.
• Safeguarding Lead* – Ensures compliance with safeguarding policies.
• Compliance Lead* – Ensures compliance with regulatory authorities and group policies
• Additional Committee Members – Representing specific interest groups e.g. Parish Councils, or covering key areas such as specific risks, volunteer management, communications etc
• Committee members (except Secretary) shall serve terms of 4 years but may be re-appointed by a majority vote of the committee.
• The Secretary shall have rolling membership, but can be removed by majority vote of committee members at a committee meeting comprising a minimum 2/3 of all committee members..
• The Chairperson & Vice-chair shall be appointed biennially at the first meeting every second year by a majority vote of committee members. Only existing committee members can be considered for these roles.
• Wraysbury Parish Council may appoint their Resilience Lead, and an Officer responsible to the council for aspects of local flooding to The Management Committee. These appointed persons cannot serve as officers of the group to avoid conflict of interests. Their term will run in accordance with their elected term as parish councillors.
• Horton Parish Council may appoint their Resilience Lead to The Management Committee, however they cannot serve as officers of the group to avoid conflicts of interests. Their term will run in accordance with their elected term as parish councillors.
• The Committee may co-opt additional members as needed with 2/3 majority.
* – Denotes an “Officer” of the committee
• An individual can hold multiple offices or roles, e.g. The Treasurer can also be Chairperson, but the primary consideration should always be the effective running of the group.
• We will maintain a Register of Interests for all committee members, updated annually. Members must recuse themselves from any discussions where they have a financial conflict of interest, whether with a party listed in the register or any other relevant entity.
4.2 Subcommittees and Working Groups
The Group may establish subcommittees to focus on e.g:
• Specific Emergency Response & Planning (e.g. Flooding)
• Mental Health & Well-being
• Financial Resilience & General Advice Provision and Access
All subcommittees must report to the Management Committee and follow Group policies.
4.3 Decision-Making
• Decisions shall be made by majority vote at meetings.
• A quorum for Committee meetings shall be at least six members, in addition to at least one officer (Chair, Vice-chair, Safeguarding Lead or Treasurer).
• Where it is not possible to convene a meeting in person, a virtual meeting is valid, with same requirements for a quorum.
• Where a decision needs to be made in an emergency, the officers can collectively make that decision, but it must be discussed and verified at the next meeting of the whole committee.
• Extraordinary General Meetings (EGMs) may be called with 14 days’ notice to members.
5. Meetings
• An AGM shall be held each year to review activities, and discuss future plans.
• The Committee shall meet at least quarterly.
• Non-committee members may be invited to join a specific meeting at the discretion of the Chairperson & Vice-chair.
• Minutes shall be recorded and made available to members by The Secretary.
6. Finance & Accountability
• The Treasurer will be responsible to The Group to manage all financial affairs.
• The Treasurer shall prepare an annual financial report.
• No individual member shall financially benefit from the Group, except for reasonable expenses incurred in their role.
• The group will have public liability insurance covering its advisory and support role, other groups with whom we work will be expected to have their own suitable cover.
7. Safeguarding & DBS Requirements
• The Group is committed to protecting vulnerable individuals and will comply with safeguarding best practices.
• Any member providing advice, using the Vulnerable List, signposting, or offering support services must:
1. Hold a valid enhanced DBS certificate.
2. Complete relevant training in safeguarding and advice provision.
3. Adhere to Citizens Advice quality standards when providing information.
8. Compliance & Data Protection
• The Group will comply with General Data Protection Regulation (GDPR) and other relevant legal requirements.
• Personal data shall be securely stored and used only for Group purposes.
9. Partnerships & Information Access
• The Group shall work with local charities, statutory services, and advisory bodies, including Citizens Advice, to provide accurate information to the community.
• Any advice or signposting services must follow Citizens Advice guidelines and refer individuals to appropriate professionals when necessary.
10. Amendments to the Constitution
• Changes to this Constitution may be made at an EGM with a two-thirds majority of all permanent committee members vote.
• Members must receive at least 21 days’ notice of proposed amendments.
11. Code of Conduct
All members, volunteers, and Committee members must adhere to the following:
11.1 Respect & Inclusion
• Treat all individuals with respect, dignity, and fairness.
• Ensure an inclusive environment, free from discrimination, harassment, or bullying.
• We will work to support all residents, members and committee members in a positive, constructive and non-judgemental way, leading by example to improve ourselves, The Group & our community.
11.2 Confidentiality
• Maintain confidentiality of any sensitive information shared within the Group.
• Follow data protection regulations when handling personal information.
11.3 Professional Conduct
• Act in a manner that upholds the reputation of Wraysbury and Horton Resilience, both in personal interactions and via social media or other communication channels.
• Avoid conflicts of interest and disclose any potential conflicts to the Committee.
11.4 Advice & Information Standards
• Only provide advice or signposting within your level of training and authority.
• Ensure all advice is accurate, impartial, and compliant with Citizens Advice guidelines.
• Anyone giving advice must hold an enhanced DBS certificate and receive ongoing training.
11.5 Safeguarding Responsibilities
• Report any safeguarding concerns immediately to the Safeguarding Lead.
• Prioritise the safety and well-being of vulnerable individuals at all times.
12. Dissolution
• The Group may be dissolved by a two-thirds majority vote of all permanent committee members at an EGM.
• Any remaining funds shall be donated to a local charity or organisation with similar aims, as agreed by members.