Name
The organisation will be known as the Malvern Walking Festival Committee herein referred to as the Committee.
Aim
The aim of the Committee is to organise and run an annual walking festival to encourage individuals to visit and walk in and around Malvern, an Area of Outstanding Natural Beauty( ANOB), and to enjoy and use the facilities of the town.
Committee Structure
The annual Festival will be run by the Committee of 5 minimum and 9 maximum persons, which shall consist of the following positions — Chairperson, Treasurer, & Secretary. These officers, and the remaining committee members, will offer themselves for re-election [or stand down] at the first post-festival committee meeting annually and will then be responsible for the smooth running of the next year’s Festival.
The officers will also seek other volunteers to serve on the Committee, to assist and undertake specific or ad hoc tasks e.g. publicity, design, IT, membership, projects etc.
All positions will be for one year, with the possibility of re-election.
Committee Meetings
A minimum of 4 Committee meetings will be held each year, with a quorum of at least 3 members attending, to discuss and plan forthcoming Festivals. Minutes will be taken and circulated to the Committee and signed-up Festival walk leaders.
Funding and Finance
The Festival will be a not-for-profit operation funded primarily by charges made to participating walkers. The Committee will also try to access any relevant grants & sponsorship that is available to help achieve our objectives.
The Committee will hold a bank account, currently with Lloyds Bank, and there will be 2 signatories to the account [inc. the Treasurer] to approve each transaction.
Records of income & expenditure will be maintained by the Treasurer and a financial statement will be given at each Committee meeting.
The Committee will decide annually which charities, if any, they wish to support and make members aware of this via the MWF website.
Amendments to the Constitution
Proposals to amend this Constitution can be made by any committee member and must be approved by a two thirds majority of the Committee at the next meeting.
Dissolution
A proposal to dissolve the Malvern Walking Festival must be approved by two thirds of the Committee at a specially convened meeting where at least 28 days notice has been given.
In the event of dissolution, any remaining funds shall be donated to local charities determined by the Committee.
Insurance and Health and Safety Guidance
The Committee will maintain annual Public Liability Insurance for the protection of walkers participating in the Festival. They will also send H&S advice to all walk leaders prior to the commencement of the Festival.
Website and Data Protection
The Committee will maintain a Festival website that carries all the latest information and a facility for booking walks.
The website will also publicise the Data Protection privacy notice relevant to those having booked onto the Festival.
Code of Conduct
The Committee members shall treat each other with respect & courtesy at all times and any discriminatory behaviour may result in expulsion from the committee.
This constitution was adopted by the Malvern Walking Festival Committee on 25th February, 2025.