UNINCORPORATED ASSOCIATION OF CHARITABLE TRUST
Redford Village Hall is a small charity with annual income normally under £5,000. The charity was registered with the Charity Commission in 1998, number 1070861 and the declaration for a Charitable Trust has been digitally recorded. The Trust has the reference EW70102 with HMRC Charities Online. It does not own the building or employ people. The following are the principles of the constitution:
The charity’s name is: Redford Village Hall
2 THE PURPOSES OF THE CHARITY ARE:
The maintenance and upkeep of the village hall building for use by the local community, principally for public meetings. Enable social events that provide cohesion, inclusion and community spirit in a dispersed, sparsely populated rural area.
The charity shall be managed by a committee of trustees who are appointed at the Annual General Meeting (AGM) of the charity.
4 CARRYING OUT THE PURPOSES
In order to carry out the charitable purposes, the trustees have the power to:
(1) Raise funds, receive grants and donations
(2) Apply funds to carry out the work of the charity
(3) Co-operate with and support other charities with similar purposes
(4) Do anything which is lawful and necessary to achieve the purposes
5 MEMBERSHIP OF MANAGEMENT COMMITTEE
The charity shall have a membership. People who support the work of the charity and are aged 18 or over, can apply to the trustees to become a member of the Management Committee. Once accepted by the trustees, membership lasts for 3 years and may be renewed. The trustees will keep an up-to-date membership list.
The trustees may remove a person’s membership if they believe it is in the best interests of the charity or if they resign their membership. The member has the right to be heard by the trustees before the decision is made and can be accompanied by a friend.
6 ANNUAL GENERAL MEETING - AGM
(1) The AGM must be held every year, with 14 days notice given to all members by sending out an agenda. Minutes must be kept of the AGM.
(2) There must be at least 4 members of the Management Committee present at the AGM.
(3) Every member has one vote.
(4) The trustees shall present the annual report (TAR) and accounts, prepared by the designated Treasurer or Responsible Financial Officer. The TAR and Annual Return will be submitted to the Charity Commission online. Accounts will be uploaded to the Commission for exceptional financial periods where income is greater than £25,000.
(5) Any member may stand for election as a trustee.
(6) Members shall elect between 3 and 10 trustees to serve for the next year. They will retire at the next AGM but may stand for re-election.
7 TRUSTEE MEETINGS
(1) Trustees must hold at least 3 meetings each year. At their first meeting after the AGM they will elect a chair, treasurer and secretary. Trustees may act by majority decision.
(2) At least 3 trustees must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.
(3) If trustees have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.
(4) During the year, the trustees may appoint up to 2 additional trustees. They will stand down at the next AGM.
(5) The trustees may make reasonable additional rules to help run the charity. These rules must not conflict with this constitution or the law.
8 MONEY AND PROPERTY
(1) Money and property must only be used for the charity’s purposes.
(2) Trustees must keep accounts. The most recent annual accounts can be seen by anybody on request.
(3) Trustees cannot receive any money or property from the charity, except to refund reasonable out of pocket expenses.
(4) Money must be held in the charity’s bank accounts. All cheques must be signed by 2 trustees.
9 GENERAL MEETINGS
If the Trustees consider it is necessary to change the constitution, or wind up the charity, they must call a General Meeting so that the membership can make the decision. Trustees must also call a General Meeting if they receive a written request from the majority of members. All members must be given 14 days notice and told the reason for the meeting. All decisions require a two-thirds majority. Minutes must be kept.
(1) Winding up - any money or property remaining after payment of debts must be given to a charity with similar purposes to this one.
(2) Changes to the Constitution - can be made at AGMs or General Meetings. No change can be made that would make the organisation no longer a charity.
(3) General Meeting - called on written request from a majority of members.
(4) Trustees may also call a General Meeting to consult the membership
Revision 1, issued December 2015