Art Group Wanstead – Constitution and Rules

1. Type of organisation

Art Group Wanstead is a not-for-profit, unincorporated voluntary association. 

2. Aims of Art Group Wanstead  (AGW)
AGW exists to provide opportunities for professional and amateur artists to show their work in and around Wanstead, and for residents and others in Wanstead and the borough of Redbridge to see the talent that is on their doorstep. The group is to provide a hub where various groups and classes can link up, help each other, inspire each other and build a stronger local community. AGW aims to help promote the various art classes, groups and clubs, catering for Wanstead people, and to encourage more involvement in art, which may include demonstrations, talks and workshops. The group also wants to help attract more visitors to Wanstead, to help boost footfall and trade in its village high street. For its first decade, the group organised annual art trails with up to 85 venues. That may be an opportunity that new organisers will be able to re-introduce at some time in the future.

3. Art 
The definition of Art includes any visual arts and may include audio arts, digital art, crafts and design.  

4. Participation
Participation in Art Group Wanstead is not restricted to residents of Wanstead but members must have close bonds with the area –  often living, working or attending a class in the area. 

5. Art events

A regular event is the Wanstead Festival held each September, with AGW being given a section for displays, workshops and demos. Pop-up art displays and events are arranged at various times of the year when opportunities arise. 

6. Membership of AGW
Membership is free (kept under review)  and is open to local keen amateur and professional artists through registration with Art Group Wanstead. Online forms are available through the website. 

When registering, members must indicate that they agree to abide by the constitution. 

Art Group Wanstead will keep membership details confidential. They will use the details for the purposes of managing Art Group Wanstead activities and will not pass them on to other organisations. 

In the event that an application for membership is opposed by any AGW member, the matter will be considered by the committee and founder of AGW.  

7. Organisation of Art Group Wanstead

General meetings, project meetings, organising committee meetings and relaxed meet-ups (often at coffee shops)  are  held.  General meetings and other  meetings will be held as frequently as the committee members see fit to organise events.

An annual general meeting will be held each spring for members. The date, time and location will be published at least two weeks in advance through the compiled Art Group Wanstead mailing list. The quorum attendance Is seven for the AGM to go ahead.

The agenda will also be sent via the AGW mailing list. Minutes will be taken and copies sent to all members. Members, artists, organisers and supporters may attend organising meetings. 

Members are eligible to vote at general meetings.  Supporters and representatives of the providers of venues may attend organising meetings but cannot vote unless they are AGW members.  

Decisions at general organising meetings will be made by general consensus, or if requested by any member present, by a majority vote of those who are eligible to vote, with a casting vote by the chair.  Decisions and action points will be minuted and published on the website.  

Members will appoint persons to a committee to the roles that are needed in order to organise the arts group. The names of committee members will be recorded in minutes of meetings.

Committee members: 
As a minimum, the organising committee will consist of people in the roles that are needed to demonstrate that Art Group Wanstead is a bona fide organisation, for example to funders and in order to operate a bank account.  As an absolute minimum the roles will be: 

Co-ordinator – chair of committee meetings
Treasurer

Minute taker.

These roles must be appointed by a majority vote at an annual general meeting or a meeting open to all members which has been publicised at least two weeks in advance through the AGW mailing list. Any roles may be shared by two or more people. 

There should be at least three signatories for Art Group Wanstead’s bank account at all times, one of whom must be the Treasurer and all must be current members. Cheques must be always be signed by at least two members, as it will not be possible for all three people to always be available. The names of new signatories must be reported to a general meeting and minuted. The bank must be informed of any changes of signatories by the Treasurer or another signatory as soon as reasonably practicable.  

Committee members, who have been properly appointed and approved by members may meet as frequently as they see fit in addition to general meetings.  Dates, times and locations of committee meetings will be agreed among committee members. The content and decisions of the committee meetings will be minuted and reported back to the next general meeting. The committee can meet without the co-ordinator by the consent of the co-ordinator.  

We also have a leadership team – valued members and tutors who do not want committee positions but take key roles in organising events, displays, workshops etc for AGW. These individual volunteers help carry the workload. Each role is carried out with the approval of the committee and co-ordinator. The length of time people help may vary. However, the committee and co-ordinator may ask a leadership team volunteer to step down at any time.

Project group meetings, selection panels, working parties or sub committees may be set up as necessary at the suggestion of any member. The purpose of any such sub-group must be agreed by the co-ordinator or at a general organising meeting. The sub-group must consist only of members of Art Group Wanstead. Non-members may be asked to attend for specific reasons and these arrangements must be agreed in advance by the committee or co-ordinator. The dates, times and locations of the groups will be arranged among those who need to meet and will be notified in advance to the co-ordinator. The content and decisions of group meetings must be reported by an attendee of the group to the co-ordinator as soon as reasonably practicable / or at a general meeting and will be minuted at a general meeting. 

8. Representing AGW

Members must not meet with other artists, the council or other organisations, groups or individuals as representatives of AGW without the express permission of the co-ordinator or minuted agreement at a meeting.  

9. Finances 
No one can incur any expenditure for or on behalf of AGW without the express agreement of an organising committee meeting or in immediate/ emergency circumstances by written agreement of the chair and treasurer (or by email exchange, copied to the AGW mailing list). Any immediate/ emergency expenditure must be reported to the next following general meeting or committee meeting and must be minuted.  

The committee will open a bank account for Art Group Wanstead.  Names of signatories to the bank account will be recorded in committee minutes.  Bank  statements will be sent to the co-ordinator and will be shown at the next committee after receipt of the statement.  

The committee may raise funds for AGW by various means and will pay all money received into the Art Group Wanstead bank account. 

Supporters may make donations to the committee at any time.   All donations of money must be paid into the bank account. 

One of the main duties of the annual general meeting and the committee is to ensure that there is a named Treasurer and that there are at least  three signatories, including the Treasurer, who are all registered members at all times. If a signatory leaves the membership then a replacement must be found immediately and the Bank must be informed. 

10. Services for the group 
No member of the management committee may serve as an employee (full time or part time) of the association, and no member of the management committee may be given any remuneration by the association for carrying out his/her duties as a member of the management committee.

Where a management committee member provides services to the association or might benefit from any remuneration paid to a connected party for such services, then

(a) the maximum amount of the remuneration must be specified in a written agreement and must be reasonable

(b) the management committee members must be satisfied that it would be in the interests of the association to enter into the arrangement (taking account of that maximum amount)

11. Publicity for the group and events
Publicity includes posters, flyers and articles for group events. Members must obtain permission from the treasurer and organiser for any moneys to be spent. 
Any publicity material must always be checked for accuracy, clarity and quality before it is sent for printing. if possible ask the group’s co-ordinator to check it. Once done please send the amended copy to her. This helps avoid errors.
The group may be able to produce some templates to make this job easier.

12. Insurance and risks

Art Group Wanstead committee will take out suitable annual public liability insurance for general purposes. Each artist taking part in an event must assess whether to take out their own insurance.

The committee will put suitable health and safety policies and procedures in place that all members must agree to abide by. 

13. Leaving AGW

An artist may withdraw their membership at any time by emailing the co-ordinator or mail@artgroupwanstead.com Alternatively, members can leave by just clicking the ‘Unsubscribe’ option at the bottom of Art Group Wanstead group emails.

Committee members may leave at any time. They may resign verbally at a meeting and the minutes must record the resignation or they may resign by writing to the co-ordinator or emailing to mail@artgroupwanstead.com

14. Termination of membership 

Art Group Wanstead may, by a two-thirds majority vote of committee members and leadership team members present at the meeting, terminate or suspend the membership of any individual(s) if they have good reason to believe it is in the best interests of the group to do so. Good reasons include, but are not limited to, disruptive behaviour, breach of the group’s code of conduct, or actions contrary to the aims of the group.

The founder or main coordinator can temporarily suspend any member facing a termination procedure until that process ends.

Before a vote on termination is taken, the member(s) concerned must be given at least 21 days’ notice in writing (email qualifies). This notice must state the proposal to terminate their membership and set out the specific reasons it is being proposed. 

The affected member(s) shall be given a reasonable opportunity to make written representations before a final decision or vote is reached.

The committee’s written decision, along with the reasons for it, shall be sent to the member(s) (email qualifies) within seven days of the meeting where the final vote took place. There is no automatic right to an oral hearing or to a right to appeal.
0 This AGW termination of membership  procedure closely follows government guidelines.

15. Disbanding Art Group Wanstead
Art Group Wanstead can be disbanded, if necessary.  A move to disband the organisation can be proposed by the co-ordinator or by any member in writing or by email to the co-ordinator.  A meeting will be called to discuss the disbanding. The date, time, location and purpose of the meeting will be published at least two weeks in advance through the AGW mailing list. The decision will be by majority vote at the meeting, with a casting vote by the chair.  

Any money remaining in the AGW bank account or held by AGW organising committee members will be given to another agreed registered charity with similar aims (e.g. another local art group). The bank account will be closed by the Treasurer.    

16. AGW identity 
Supporters, including representatives of the providers of venues, may meet with artist-members and/or members of the organising committee and undertake tasks for Art Group Wanstead only under the direction of the organising committee. 
Members must not state that they represent Art Group Wanstead unless there is express written permission of the co-ordinator or minuted agreement of a meeting.  

No one may use the AGW logo or name without the express agreement of the co-ordinator or organising committee (in writing or recorded in minutes of organising committee meetings).  

AGW does not own or benefit from the works exhibited without the express permission of the artist.   

AGW is not responsible for loss or damage to artists’ work or for any harm to artists or members of the public or to their property caused by the work of participating artists. 

Any fees and donations may be in cash or paid by cheques made out to Art Group Wanstead

Art Group Wanstead constitution, originally adopted 21st February, 2011 

Amended and updated, 8th September, 2026