The Upwey Society Village Charter

1. Our Purpose (The Mission) The Upwey Society exists to protect the unique heritage, natural beauty, and community spirit of Upwey. We serve as a unified voice for our residents, fostering a sense of belonging and ensuring our village remains a vibrant place to live for all generations.

2. Our Vision (The Future) To build a resilient, connected, and sustainable community where every neighbour is valued, local skills are celebrated, and the village is prepared to meet the challenges of the future—from environmental changes to social isolation.

3. Our Values

  • Inclusion: We serve all our members and the wider village, ensuring no one is left behind.

  • Sustainability: We prioritize the long-term health of our environment and our community assets.

  • Integrity: We operate with honesty, making decisions that benefit the village as a whole, rather than any individual interest.

4. Our Commitment to You We pledge to be a "Community-First" organization. This means we will listen to your concerns, protect our shared spaces, and ensure that every penny of your membership fee and funds raised at our events is used transparently to enhance village life.

Committee Working Agreement (Code of Conduct)

1. Collective Responsibility & Authority

  • The Committee is the sole governing body. No individual member, including the Officers, has the authority to make financial or operational commitments on behalf of the Society without a formal Committee vote.

  • Once a decision is reached by majority vote, all members agree to support that decision publicly to maintain a united front.

2. The Role of the Chairperson

  • The Chair is a facilitator. Their role is to ensure meetings are productive, agendas are followed, and every committee member has the opportunity to speak.

  • The Chair shall remain neutral during debates to ensure all perspectives are heard before a vote is taken.

3. Delegation & "Lead Member" Autonomy

  • To ensure efficiency, the Committee will appoint "Lead Members" for specific projects (e.g., Summer Party, Resilience, Finance).

  • Lead Members are granted the autonomy to manage their project within an agreed budget and timeline. They report to the full Committee, not to any single individual.

4. Transparency & Communication

  • Official Society business must be conducted during scheduled meetings or via recorded email chains involving the full committee. "Private" decision-making is not recognized as official.

  • Agendas will be circulated 7 days in advance. Minutes and "Decision Logs" will be circulated within 72 hours of a meeting.

5. Conflict of Interest

  • Members must declare any personal or financial interest in a committee agenda item (e.g., if a meeting or event involves their own property or business). In such cases, the member may be asked to recuse themselves from the vote.

Upwey Society: Project & Event Proposal Form

To be completed for any event or project involving Society funds or the "Upwey Society" name.

1. Project Overview

  • Project Title: (e.g., Summer Music & BBQ)

  • Proposed Date(s): * Lead Member(s) Responsible: (Who is actually doing the work?)

2. Strategic Alignment (The "Village Charter" Test)

  • How does this event benefit our members?

  • How does this fit alongside existing events (e.g., Open Gardens)?

3. Financial Summary

  • Estimated Total Cost: £___________

  • Breakdown of Major Costs: (Band, Food, Insurance, Hire, etc.)

  • Projected Income: (Ticket sales, Bar, etc.)

  • Break-even Point: (How many tickets must we sell to not lose money?)

4. Risk & Governance

  • Venue: (If private land, is there a written agreement for use?)

  • Insurance: Does our current Public Liability cover this specific activity?

  • Health & Safety: Is a formal Risk Assessment required? (Yes/No)

5. Committee Authorization

  • Date Presented to Committee: ________________

  • Committee Vote Results: For: ____ / Against: ____ / Abstain: ____

  • Minute Reference Number: ________________