Committee
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Constitution
- Name
- Administration
- Objects
- Powers
- Membership
- Honorary Officers
- Management Committee
- Determination of Membership of Management Committee
- Management Committee Members not to be personally interested
- Meetings and proceedings of the Management Committee
- Receipts and expenditure
- Property
- Accounts
- Annual Report
- Annual Return
- Annual General Meeting
- Special General Meetings
- Procedure at General Meetings
- Notices
- Alterations to the Constitution
- Dissolution
A: Name
The name of the Association is Soham Community Action 4 Youth (SA4Y).
B: Administration
Subject to the matters set out below (SA4Y) and its property shall be administered and managed in accordance with this constitution by the members of the Management Committee, constituted by clause G of this constitution ('the Management Committee').
C: Objects
(SA4Y) s objects ('the objects') are to:
- To promote social inclusion and enable young people to be a positive part of society.
- To focus particularly on young people provide them with choice and equality of opportunity.
- To provide support and positive activities for the young people of Soham (and district).
- To seek to raise funding and support so that youth workers and other professional support can be available to provide positive activities and personal support to the young people of Soham (and district).
D: Powers
In furtherance of the objects but not otherwise the Management Committee shall have power:
- to raise funds and to invite and receive contributions provided that in raising funds the Management Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law;
- to buy, take on lease or in exchange any property necessary for the achievement of the objects and to maintain and equip it for use;
- subject to any consents required by law to sell, lease or dispose of all or any part of the property of (SA4Y);
- subject to any consents required by law to borrow money and to charge all or any part of the property of (SA4Y) with repayment of the money so borrowed;
- [to employ such staff (who shall not be members of the Management Committee) as are necessary for the proper pursuit of the objects and to make all reasonable and necessary provision for the payment of pensions and superannuation for staff and their dependants;]
- to co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance of the objects or of similar charitable purposes and to exchange information and advice with them;
- to establish or support any charitable trusts, associations or institutions formed for all or any of the objects;
- to appoint and constitute such advisory committees as the Management Committee may think fit;
- to do all such other lawful things as are necessary for the achievement of the objects.
E: Membership
- Membership shall be open to:
- individuals who are interested in furthering the work of the Centre, (referred to hereafter as an 'individual member'), and
- individuals aged under 18 who live within the area of benefit and are interested in furthering the Centers work (referred to hereafter as "Committee members")
- associations and organisations, whether corporate or unincorporated which are interested in furthering the Centers work and Statutory Authorities in whose area the area of benefit lies (any such body being called in this constitution a 'member organisation').
- Every individual member and member organisation shall have one vote.
- Each member organisation shall appoint an individual to represent it and to vote on its behalf at meetings of the Centre; and may appoint an alternate to replace its appointed representative at any meeting of the Centre if the appointed representative is unable to attend.
- Each member organisation shall notify the name of the representative appointed by it and of any alternate to the secretary. If the representative or alternate resigns from or otherwise leaves the member organisation, he or she shall forthwith cease to be the representative of the member organisation.
- Youth members shall have the power to elect [3] of their number to represent them at meetings of the Management Committee [and vote at General Meetings].
- The Management Committee may for good reason terminate the membership of any individual or youth member or member organisation: Provided that the individual concerned or the appointed representative of the member organisation concerned (as the case may be) shall have the right to be heard by the Management Committee before a final decision is made.
F: Honorary Officers
At the annual general meeting of (SA4Y) the members shall elect from amongst themselves a chairman, a secretary and a treasurer, who shall hold office from the conclusion of that meeting.
G: Management Committee
- The Management Committee shall consist of no less than 4 members. Members
being made up of various people from:
- the honorary officers specified in the preceding clause;
- 4+ members elected at the annual general meeting including 3 Youth Members who shall hold office from the conclusion of that meeting;
- 2 nominated members appointed as follows: ('one by East Cambs District Council' one by Soham Town Council).
- The Management Committee may in addition appoint not more than [3] co-opted members but so that no-one may be appointed as a co-opted member if, as a result, more than one-third of the members of the Management Committee would be co-opted members. Each appointment of a co-opted member shall be made at a special meeting of the Management Committee called under clause J(1) and shall take effect from the end of that meeting unless the appointment is to fill a place which has not then been vacated in which case the appointment shall run from the date when the post becomes vacant.
- All the members of the Management Committee shall retire from office together at the end of the annual general meeting next after the date on which they came into office but they may be re-elected or re-appointed.
- The proceedings of the Management Committee shall not be invalidated by any vacancy among their number or by any failure to appoint or any defect in the appointment or qualification of a member.
- Nobody shall be appointed as a member of the Management Committee who would if appointed be disqualified under the provisions of the following clause.
H: Determination of Membership of Management Committee
A member of the Management Committee shall cease to hold office if he or she:
- is disqualified from acting as a member of the Management Committee by virtue of section 72 of the Charities Act 1993 (or any statutory re-enactment or modification of that provision);
- becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs;
- is absent without the permission of the Management Committee from all their meetings held within a period of six months and the Management Committee resolve that his or her office be vacated; or
- notifies to the Management Committee a wish to resign (but only if at least three members of the Management Committee will remain in office when the notice of resignation is to take effect).
I: Management Committee Members not to be personally interested
No member of the Management Committee shall acquire any interest in property belonging to (SA4Y) (otherwise than as a trustee for (SA4Y) or receive remuneration or be interested (otherwise than as a member of the Management Committee) in any contract entered into by Management Committee.
J: Meetings and proceedings of the Management Committee
- The Management Committee shall hold at least [three] ordinary meetings each year. A special meeting may be called at any time by the chairman or by any two members of the Management Committee upon not less than four days' notice being given to the other members of the Management Committee of the matters to be discussed but if the matters include an appointment of a co-opted member then not less than twenty-one days' notice must be given.
- The chairman shall act as chairman at meetings of the Management Committee. If the chairman is absent from any meeting, the members of the Management Committee present shall choose one of their number to be chairman of the meeting before any other business is transacted.
- There shall be a quorum when at least one-quarter of the number of members of the Management Committee for the time being or three members of the Management Committee, whichever is the greater, are present at a meeting.
- Every matter shall be determined by a majority of votes of the members of the Management Committee present and voting on the question but in the case of equality of votes the chairman of the meeting shall have a second or casting vote.
- The Management Committee shall keep minutes, in books kept for the purpose, of the proceedings at meetings of the Management Committee and any sub-committee.
- The Management Committee may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings and the custody of documents. No rule may be made which is inconsistent with this constitution.
- The Management Committee may appoint one or more sub-committees consisting of three or more members of the Management Committee for the purpose of making any inquiry or supervising or performing any function or duty which in the opinion of the Management Committee would be more conveniently undertaken or carried out by a sub-committee: provided that all acts and proceedings of any such sub-committees shall be fully and promptly reported to the Management Committee.
K: Receipts and expenditure
- The funds of (SA4Y), including all donations contributions and bequests, shall be paid into an account operated by the Management Committee in the name of (SA4Y) at such bank as the Management Committee shall from time to time decide. All cheques drawn on the account must be signed by at least two members of the Management Committee (aged 18 or over).
- The funds belonging to (SA4Y) shall be applied only in furthering the objects.
L: Property
- Subject to the provisions of sub-clause (2) of this clause, the Management
Committee shall cause the title to:
- all land held by or in trust for (SA4Y) which is not vested in the Official Custodian for Charities; and
- all investments held by or on behalf of (SA4Y);
- If a corporation entitled to act as custodian trustee has not been appointed to hold the property of (SA4Y), the Management Committee may permit any investments held by or in trust for (SA4Y) to be held in the name of a clearing bank, trust corporation or any stockbroking company which is a member of the International Stock Exchange (or any subsidiary of any such stockbroking company) as nominee for the Management Committee, and may pay such a nominee reasonable and proper remuneration for acting as such.
Accounts
The Management Committee shall comply with their obligations under the Charities Act 1992 (or any statutory re-enactment or modification of that Act) with regard to:
- the keeping of accounting records for (SA4Y);
- the preparation of annual statements of account for (SA4Y);
- the auditing or independent examination of the statements of account of (SA4Y); and
- the transmission of the statements of account of (SA4Y) to the Commissioners.
Annual Report
The Management Committee shall comply with their obligations under the Charities Act 1993 (or any statutory re-enactment or modification of that Act) with regard to the preparation of an annual report and its transmission to the Commissioners.
Annual Return
The Management Committee shall comply with their obligations under the Charities Act 1992 (or any statutory re-enactment or modification of that Act) with regard to the preparation of an annual return and its transmission to the Commissioners.
Annual General Meeting
- There shall be an annual general meeting of (SA4Y) which shall be held once each year as and when is practicable.
- Every annual general meeting shall be called by the Management Committee. The secretary shall give at least twenty-one days' notice of the annual general meeting to all the members of (SA4Y). All the members of (SA4Y) shall be entitled to attend and vote at the meeting.
- Before any other business is transacted at the first annual general meeting the persons present shall appoint a chairman of the meeting. The chairman shall be the chairman of subsequent annual general meetings, but if he or she is not present, before any other business is transacted, the persons present shall appoint a chairman of the meeting.
- The Management Committee shall present to each annual general meeting the report and accounts of (SA4Y) for the preceding year.
- Nominations for election to the Management Committee must be made by members of (SA4Y) in writing and must be in the hands of the secretary of the Management Committee at least fourteen days before the annual general meeting. Should nominations exceed vacancies, election shall be by ballot.
Special General Meetings
The Management Committee may call a special general meeting of (SCRC) at any time. If at least [X] members request such a meeting in writing stating the business to be considered the secretary shall call such a meeting. At least twenty-one days' notice must be given. The notice must state the business to be discussed.
Procedure at General Meetings
- The secretary or other person specially appointed by the Management Committee shall keep a full record of proceedings at every general meeting of (SA4Y).
- There shall be a quorum when at least one-tenth of the number of members of (SA4Y) for the time being or ten members of (SA4Y), whichever is the greater, are present at any general meeting.
Notices
Any notice required to be served on any member of (SA4Y) shall be in writing and shall be served by the secretary or the Management Committee on any member either personally or by sending it through the post in a prepaid letter addressed to such member at his or her last known address in the United Kingdom, and any letter so sent shall be deemed to have been received within ten days of posting.
Alterations to the Constitution
- Subject to the following provisions of this clause the Constitution may be altered by a resolution passed by not less than two-thirds of the members present and voting at a general meeting. The notice of the general meeting must include notice of the resolution, setting out the terms of the alteration proposed.
- No amendment may be made to clause A (the name of charity clause), clause C (the objects clause), clause I (Management Committee members not to be personally interested clause), clause U (the dissolution clause) or this clause without the prior consent in writing of the Commissioners.
- No amendment may be made which would have the effect of making (SA4Y) cease to be a charity at law.
- The Management Committee should promptly send to the Commissioners a copy of any amendment made under this clause.
Dissolution
If the Management Committee decides that it is necessary or advisable to dissolve (SA4Y) it shall call a meeting of all members of (SA4Y), of which not less than twenty-one days' notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two-thirds majority of those present and voting the Management Committee shall have power to realise any assets held by or on behalf of (SA4Y). Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the objects of (SA4Y) as the members of (SA4Y) may determine or failing that shall be applied for some other charitable purpose. A copy of the statement of accounts, or account and statement, for the final accounting period of (SA4Y) must be sent to the Commission.
