Constitution - Dogs Of Paddington Old Cemetery Community Group

1. Name

The name of the group shall be Dogs of Paddington Old Cemetery (DOPOC)

2. Aims

The aims of Dogs of Paddington Old Cemetery will be:

●       To bring together the community of those who walk dogs in Paddington Old Cemetery (POC), and those who appreciate the presence of dogs and their owners.

●       To oppose any attempts by Brent to exclude all dogs from POC and/or to demand use of leads without justification.

●       To ensure that people who walk dogs are at all times respectful to other users, recognizing that this is a working cemetery as well as a green space.

●       To support the activities of Friends of Paddington Old Cemetery in keeping this historic green space for all to enjoy

●       To promote knowledge sharing, mutual support and friendship among our members.

3. Membership

Membership is open to anyone who:

●       supports the aims of DOPOC

●       is willing to share their contact details on the DOPOC WhatsApp group

●       respects the privacy of the group discussions, and understands that this group is not suitable for advertising services for commercial gain

Membership will begin as soon as the application to join the WhatsApp group has been approved by one of the administrators.

There is no membership fee

The list of members will be the membership of the WhatsApp group.

Members may leave the WhatsApp group at any time.

4. CODE OF CONDUCT

All members of the group agree not to use language and behaviour inciting discrimination or violence, and language and behaviour advocating hate. Anyone contravening this or breaking the equal opportunities policy or advertising for commercial gain may be removed from the group. The individual concerned can request to rejoin the membership, which will be considered by the administrators.

Members of the group will respect others’ points of view, ideas and opinions, even if they do not agree.

Members are welcome to make suggestions but will avoid telling others what they "must" or "should" do.

In Paddington Old Cemetery, members of the group will respect the voluntary Code of Conduct for dog owners and walkers (https://www.dogsofpoc.co.uk/).

5. Equal Opportunities

Dogs of Paddington Old Cemetery will not discriminate on the grounds of sex, race, national and social origin, birth or language, sexual orientation, health and disability, gender identity and sex characteristics, religious or political belief, pregnancy or maternity, marital status or age.

6. Officers and committee

The business of the group will be carried out by a Committee that has initially self-assembled but may in future be elected. The Committee will meet as necessary and not less than four times a year.

The Committee will consist of 8 members. Up to 2 additional members may be co-opted onto the committee at the discretion of the committee.

The members include officers with roles as follows:

●       Chair, who shall chair both general and committee meetings

●       Secretary, who shall be responsible for the taking of minutes and the distribution of all papers

●       Social media secretary, who shall be responsible for social media

●       Treasurer who shall be responsible for maintaining accounts

In the event of an officer standing down during the year a replacement will be substituted.

The Committee meetings will be open to any member of DOPOC wishing to attend, who may speak buts not vote.

7. Meetings

7.1. Annual General Meetings

An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM.

All members will be notified via the WhatsApp group at least 3 weeks before the date of the meeting, giving the venue, date and time.

Nominations for the committee may be made to the Secretary before the meeting, or at the meeting.

The quorum for the AGM will be 10% of the membership or 10 members, whichever is the greater number.

At the AGM:-

●       The Committee will present a report of the work of DOPOC over the year.

●       The officers and Committee for the next year will be elected.

●       Any proposals given to the Secretary at least 7 days in advance of the meeting will be discussed.

7.2 Committee Meetings

Committee meetings may be called by the Chair or Secretary. Committee members must receive notice of meetings at least 7 days before the meeting.

The quorum for Committee meetings is three Committee members.

8. Rules of Procedure for meetings

All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.

If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the chair of the meeting shall have an additional casting vote.

9. Finances

Initially, DOPOC has worked entirely voluntarily and all costs have been borne personally by Officers.  If subsequently desirable for the purposes of the group, an account will be set up in accordance with best practice for community groups.

10. Amendments to the Constitution

Amendments to the Constitution may only be made at the Annual General Meeting.

Any proposal to amend the Constitution must be given to the Secretary in writing, notified via the WhatsApp group. The proposal must then be circulated with the notice of meeting.

Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.

11. Dissolution

If a meeting, by simple majority, decides that it is necessary to close down the group it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the group.

12. Officers of DOPOC for 2025:

Chair: Eleni Chalmers

Secretary: Christine Maggs

Social media: Cordelia Uys

Treasurer: Eric Schneider

Systems: Joe Tilley

Legal adviser: Dasha Sobornova

Community advisor: Bertrand Pierson

Meetings organizer: Sam Wallace

13. Legal and Regulatory Compliance

Incorporation of Legal Status

DOPOC is established as an unincorporated association and operates in accordance with UK laws governing such organisations.

Safeguarding Policy

DOPOC commits to safeguarding the welfare of all individuals participating in its activities, in accordance with UK safeguarding regulations and best practices.

Health and Safety Statement

DOPOC will take reasonable steps to ensure the safety of its members and the public during its activities, in compliance with UK health and safety legislation.

Data Protection Compliance

DOPOC will process and store members' personal data in compliance with UK GDPR. Members' data will be used solely for group activities and will not be shared with third parties without explicit consent.

Conflict of Interest Policy

Committee members must declare any personal or financial interests that may conflict with their responsibilities within DOPOC. The Committee will decide on appropriate actions to manage such conflicts.

Asset Ownership and Management

All assets acquired by DOPOC shall be owned collectively by its members and managed by the Committee on behalf of the group. Disposal of assets requires the approval of the Committee.

Grievance and Disciplinary Procedures

Members may raise grievances or complaints with the Secretary, who will bring the matter to the Committee for resolution. Disciplinary actions will be taken only after a fair hearing and with the opportunity for the member to respond.

LEGAL ADVISOR ROLE

The Legal Adviser shall ensure that DOPOC complies with applicable laws and provides guidance on legal matters affecting the group.

Equality Act Compliance

DOPOC commits to upholding the principles of the Equality Act 2010, ensuring inclusivity and fairness in all its activities and interactions, and also to relevant European conventions.

DOPOC Steering Committee

9 November 2024