The Friends of Harmers Wood Trust

Preamble

The Friends of Harmers Wood Trust is a non-profit making company limited by guarantee run by its members with a Board of Directors. The Trust manages Harmers Wood Trust, Helsby, Cheshire within the boundaries shown on its title deeds. The Trust shall be completely independent of any other organisation.

Aims

‘The Friends of Harmers Wood Trust ’

is a Trust (hereafter known as the‘FHWT ’) that manages Harmers Wood Trust in Helsby, Cheshire, England for the good of the local community.
shall have a Board of Directors (hereafter known as ‘the Board’).
shall make safe all quarries within its boundaries and thereafter safely manage access to them.
shall allow the public full access to all parts of the Wood Trust for the pursuit of leisure activities in a responsible manner.
shall encourage biodiversity of flora, fauna and wildlife in Harmers Wood Trust.
shall to the best of its ability protect Harmers Wood Trust from pollution.
shall encourage the education of local children on environmental issues.
shall research and publish information about the environment, history and archaeology of Harmers Wood Trust.

Membership

Membership of Harmers Wood Trust is open to all residents living in the Parish of Helsby, Frodham and Alvanley. The Secretary shall send a letter or card confirming membership, which may be required to be shown at the AGM before votes take place.
The FHWT Board of Directors who has the right to refuse membership if such an individual does not agree to the Rights and Responsibilities of Membership.
The FHWT Board of Directors have the right to terminate a membership at any time if after a majority vote
Rights and Responsibilities of Membership:-

Members have the right to be invited to all Board of Director Meetings.
Members have the right of access to Harmers Wood Trust at any time.
Members have the right to vote on motions proposed by the Board of Directors or by motions proposed by 10% or more of the membership.
Members are responsible to constructively support the aims of the Trust.

Board of Directors

The Trust Board of Directors shall be known as ‘The Board’.
The Board cannot sell or lease any part of Harmers Wood Trust.
The Board have no right to borrow money.
The Board shall be elected by secret ballot by its Members at the AGM. In the event of a tied vote for a Board Member further votes by secret ballot can be taken until the Board is constituted.
The Board has the right to co-opt a maximum of four additional members after a majority vote that has full voting rights.
The Board after a majority vote have the right to remove any individual Board member if they: -

Fail to attend three consecutive meetings.
Or are deemed not support the aims of the Trust.

The Annual General Meeting shall elect officers to ‘the Board’ including the Chairperson, Vice Chairperson, Secretary, Treasurer, Accounts Auditor, and Land Manager.
The Board shall include 10 representatives of the local residents, to include principal investors, one member of The Parish Council and or one member of SREP if possible. Representatives on the Board may also be officers. Each Board Member shall have one vote at Board meetings.
The Board shall only meet with a minimum quorum of four Board Members.
The Board can create committees for the specific intention of managing day-to-day projects. Each committee shall report its activities to Board meetings.
The Board can employ staff to manage Harmers Wood Trust.
The Board shall appoint a non-voting qualified legal adviser.
The Board can agree fund raising activities.
The Board shall liaise with other environmental groups.

Roles and responsibilities

The Chairperson shall chair all meetings. In the Chair’s absence the Vice Chairperson shall chair meetings. If neither the Chairperson nor Vice Chairperson can attend the meeting the meeting shall be rearranged. The Chairperson shall act as public spokesperson for the Trust when dealing with the media. The Chairperson shall represent the Trust in dealing with other third parties such as private companies, voluntary groups and the District Council. The Chairperson shall report to the next Board meeting all communications with third parties and the media.
The Secretary shall take notes at each meeting and make available full minutes at the following meeting. By agreement with the Board the Secretary shall issue a summary of each meeting to the local media. The Secretary shall issue to each Member in writing an agenda seven days before the following meeting. The Secretary after consultation with the Board produce an Annual Report available to all Members and the public. A copy shall be placed in Helsby Library with seven days of the AGM taking place.
The Treasurer shall maintain a set of accounts of all income and expenditure and produce a set of Annual Accounts to be included in the Annual Report. The accounts shall remain in credit at all times. The Treasurer shall manage all fundraising activities.
The Accounts Auditor shall audit the Annual Accounts and co-sign the accounts if satisfied with the accuracy of the accounts.
The Land Manager shall manage Harmers Wood Trust day to day and ensure it is safe and accessible for the use by Member’s and the public.
Other Board Members shall assist in fulfilling the Aims of the Trust.

Meetings

Board meetings shall take place with seven days notice to Members. Notice to the Board and to Members shall be in writing or by email. Each meeting shall be publicised on at least one Parish notice board and/or in the local press.
All Board meetings are open to Members to attend.
All Board meetings shall take place within or close to the Parish of Helsby.
The Board shall meet at least once every two months.
The Annual General Meeting shall every twelve months elect the Board. The AGM shall agree the dates of the meetings of the Board. Meetings dates may only be altered or rearranged if the Board is inquorate of if an emergency meeting is required. Each Board Member shall individually or collectively give a report to the AGM either in writing or verbally.
Other Trust meetings may be convened by the Chairperson as required but no motions may be considered or agreed.

Motions

A motion shall be submitted to the Secretary fourteen days before a publicised Board meeting.
The Secretary shall distribute copies of all motions to Board Members with meeting agendas.
Motions may only relate to Harmers Wood Trust.
The Board shall decide if a motion may be voted on. All votes on motions shall be binding on the Board.
The Chairperson shall not vote on a motion. However, in the event of a tied vote on a motion the Chairperson shall have the casting vote.

Harmers Wood Trust activities

The public have full rights of access to Harmers Wood Trust.
By written agreement of the Board activities at the Wood Trust may include walking, running, and rock climbing. Activities shall not significantly damage the environment of Harmers Wood Trust.
Activities inside the quarry areas shall not be allowed until they are deemed to be safe for use by the Board following completion of the Quarry Safety Plan. The Board shall agree at its first meeting to produce a Quarry Safety Plan to quickly make safe the sandstone quarries. The Quarry Safety Plan shall include a drawing showing the location of each quarry. The Board shall oversee the implementation of the Quarry Safety Plan.
Parking of cars shall be allowed at the entrance of the Wood Trust and adjacent to the Wood Trust providing that the highway is not obstructed.
Members of the public found to be engaged in anti-social behaviour including making excessive noise, dropping litter, illicit drug use or damaging the environment of Harmers Wood Trust shall be barred from future access.
Young people shall be encouraged to use Harmers Wood Trust in a responsible manner and increase their knowledge and understanding of the Wood Trust’s biodiversity.
Harmers Wood Trust shall be suitably fenced if necessary and signposted.
The Board shall assess how the biodiversity of Harmers Wood Trust may be increased.