The Governing Document of Sustainable Ottery

Name

The name of the organisation is Sustainable Ottery (‘the organisation’). It is part of the Transition Town Network.

Administration

The law of England and Wales shall govern the organisation. Subject to the matters set out below the organisation and its property shall be administered and managed in accordance with the governing document by the members of the Steering Group.

Vision

Our vision is of a thriving Ottery St Mary where:

local people play a key role in determining their own futurethere is sufficient local, meaningful constructive employmentthe town is self sufficient in staples such as food and energythere is a sustainable local economy and a vibrant community.

Mission Statement

Our mission

[who we are … what we do … how we’ll achieve our vision]

We are a group of local people working to create a sustainable community, a greener, healthier, more connected place to live, much less dependent on resources and solutions from outside the local area. We stimulate debate on how we can adapt to the twin threats created by increasing competition for finite resources such as oil and of climate change. We inspire local people to get involved and take action to create a sustainable and resilient future for the town. We do this by organising events and by forming a range of working groups to tackle specific issues.We build connections, seek best practice, identify skills we need and adept our learning to suit the needs of Ottery.We recognise the valuable part everyone can play in taking our vision forward and welcome his or her involvement.

Our values include:

Inclusivity, inspiration, determination, passion, transparency

Aims

To enable/encourage the local community of Ottery St Mary & surrounding villages (area of benefit) to take whatever actions are required to mitigate the effects of ‘Peak Oil’ (the term used to describe when oil, natural gas and other fossil fuels are no longer plentiful and cheap) and climate change. It is envisaged that this will require relocalisation of employment, transport, energy, shopping, food production, production of goods and entertainment among others. This relocalisation will reduce carbon emissions and result in a life that is more socially connected and more equitable. The Transition Town model will be used as far as it is appropriate to the area of benefit.

Objectives

 a)Education/Awareness Raising of the threats & implications of climate change and declining availability of fossil fuels to the area of benefit, the surrounding area of East Devon and UK in general. Also, of the actions that can be taken both individually and collectively to reduce the area of benefit’s dependency on fossil fuels, reduce carbon emissions and make the area of benefit more sustainable in the long term.

 b)Encourage local residents and traders to come together into working groups and develop plans and actions to reduce carbon emissions and dependency on fossil fuels of the area of benefit. The working groups will cover areas such as transport, energy use, food production, art and creativity, communications & finance but are not restricted to this list. The collective output of the working groups will help formulate the Energy Descent Action Plan to deal with the period leading up to and following Peak Oil. It is a plan for the transitional period of decreasing energy, of how to get to the revitalised/resilient economy and a sustainable community.

c)Build partnerships and cooperation with:

  i)local government structures such as Ottery St Mary Town Council, Parish Councils, the East Devon County Council and the Devon County Council,

  ii)local trading structures such as the Ottery St Mary Chamber of Commerce,

  iii)local groups already working to promote a more sustainable community such as Recycling in Ottery (RIO) and Otter Rotters,

  iv)local churches and other community associations in the area of benefit

  v)local pre, primary & secondary schools, youth groups,

  vi)other community based groups elsewhere in Devon & UK committed to promoting more sustainable communities, reducing use of fossil fuels and reducing carbon emissions,

  vii)any other organisation that is felt appropriate by the Steering Group or any working group.

 d)Set up community interest companies or other not for profit organisation for community benefit to further the aim or objectives of Sustainable Ottery. This could be an Energy Service company, a Carshare club, food cooperative, and community farm but not restricted to this list.

 e) To encourage and value the participation and involvement of all members of the community

In furtherance of the Aims and Objectives but not otherwise, the Steering Group may exercise the following powers:

 a)power to raise funds and to invite and receive contributions provided that in raising funds the steering group shall conform to any relevant requirements of the law;

 b)power to buy, take on lease or exchange any property necessary for the achievement of the Aims or Objectives and to maintain and equip it for use;

 c)power subject to any constraints required by law to sell, lease or dispose of all or any part of the property of the Organisation;

 d)power subject to any constraints required by law to borrow money and to charge all of any of the property of the Organisation with repayment of the money so borrowed;

 e)power to employ such staff as are necessary for the proper pursuit of the Aims & Objectives;

  f)power to cooperate with other charities, organisations, voluntary bodies and statutory authorities operating in furtherance of the aim and objectives or of similar aims & objectives and to exchange information and advice with them;

 g)power to establish or support any charitable trust, associations, institutions, community interest companies or any other organisation for community benefit formed for the main aim or any of the objectives;

 h)power to appoint and constitute such working groups as the Steering Group may think fit;

  i)power to do all such other lawful things as are necessary for the achievement of the Aims and Objectives.

Membership/Supporters

Membership is open to everyone in the area of benefit. A person will be considered a Member if they take an active part in at least one of the working groups and attend at least one working group meeting a year. A Supporter is somebody or institution who has given his or her contact address (either email or physical) and elects to receive the Newsletter that is sent out on a regular basis.

Steering Group (Board of Directors)

The Steering Group is responsible for ensuring that the working groups are working towards the vision, aims and objectives of Sustainable Ottery.

•The Steering Group consists of at least one representative of each working group. Each working group must elect one member and a deputy to be the Steering Group representatives so that someone is available to attend the Steering Group meeting every time they are held.

•Meetings should be held at least 10 times a year.

•Each working group must send a representative.

•4 members must be present to form a quorum.

•The Steering Group members will be known as Directors and will elect a Chairperson and a Secretary who will stand for a period of one year.

•Decisions will be agreed, preferably by consensus, otherwise by a show of hands.

•Steering Group members cannot be paid for the work they do for Sustainable Ottery.

Annual General Meeting (AGM)

•An Annual General Meeting will be called once a year.

•Anyone living in the area of benefit is entitled to attend, but voting will be restricted to people the Steering Group considers Members

Income/Expenditure

•This is the responsibility of the Finance working group and the Steering Group.

•The Finance working group is responsible for keeping proper accounts, bringing them to the Steering Group meeting at least 4 times a year.

•Accounts should be audited or examined annually according to current law by a qualified person who is not a member. The accounting year shall run from 5th April to 4th April.

•A bank account shall be opened in the name of the organisation and the signatures of two Steering Group members will be needed for cheques to be drawn on the account.

•The Finance working group will also provide support for fund raising applications if needed.

Communications working group responsibilities

•Raising awareness

•Liaising with other organisations

•Ensuring good internal & external communications

•Providing advice on communication issues and ensuring the consistency of Sustainable Ottery’s message.

Guidelines for Working Groups

We hope that working groups will be spontaneous and creative places where ideas flow, and lead to action. So that they don’t get bogged down in process, or knocked off track and so Sustainable Ottery sticks to its principles of transparency and openness, we ask that all working groups consider:

•that their key task is to establish a vision for an Ottery St Mary which is sustainable in terms of energy, resources and social structures in relation to their specialist field, and to design actions, projects and a timetable to achieve that vision. These will form their section of the Ottery St Mary Energy Descent Action Plan.

•establishing a core of people who steer it, and who meet regularly (recommended minimum of monthly)

•remaining open to whomever else wants to come

•regularly recording its business on the website

•taking full advantage of their relevant section of the SO website, using the SO branding in its publicity materials, and checking with others to ensure that press releases are evenly spread over time and do not clash. They need to post the minutes of their monthly meetings on the website.

•They must send a representative to Steering Group meetings, keeping the Steering Group informed of activities so that they can promote them through its email bulletin and to ensure that working group events do not clash.

•continually asking itself “who isn’t here that should be here?” and “what skills do we need”, exploring new avenues by which new people with relevant skills can be drawn into the group.

•regularly inviting people with expertise in a relevant field, to provide perspective and insight

•thinking whether there are any ways in which they can raise money to replace any they need from SO’s central pot to organise an event etc, and keeping accounts for each event.

We welcome people who want to start new working groups.

Before they start recruiting, we ask that they state how it fits in with Sustainable Ottery’s aims.