Constitution of Llanddewi Skirrid Hall
(As adopted at a public meeting held on 16th January 2002)
The name of this unincorporated charitable organisation is The Llanddewi Skirrid
Village Hall (The Hall)
The objects of The Hall (‘the objects’) are:
- to provide a safe, well-equipped, clean meeting place for the residents of the
Parish of Llanddewi Skirrid and of the neighbourhood with access for all members
of these communities, including provision for disabled persons, and at a
reasonable rental to cover running costs and in accordance with conditions of
- to operate an equal opportunities policy and, thereby aim to ensure that all
users shall be treated equally regardless of age, disability, ethnic or national
origin, gender, marital or parental status, political belief, race, religion or
- to operate a child protection policy and, thereby, aim to ensure that no child
shall be left unattended or alone with people they do not know, and that every
effort shall be made to secure the physical and moral safety of children at all
- to promote such other charitable purposes as may from time to time be
- Subject to the matters set out below, the affairs of The Hall shall be directed
in accordance with this constitution by the members of the Administrative
Committee comprised of six persons, appointed at a Parish Meeting of the Parish
of Llanddewi Skirrid (a General Meeting), and the Vicar and Church Wardens for
the time being of the Parish in accordance with a Trust Deed dated 23rd November
1983 and a subsequent agreement dated 22nd August 2001 with the Monmouth
Diocesan Board of Finance whereby the Administrative Committee have full
possession, control and management of the Parish Hall for a period of 99
years from the date of the Trust Deed. The Administrative Committee shall
appoint an Executive Committee (‘the Executive’), see Clause 4 hereof, which
may exercise on behalf of The Hall any or all of the powers set out in
Clause 5 hereof.
- Each member of the Administrative Committee shall upon first appointment
to the Committee receive a copy of the constitution. No person shall be
entitled to act as a member of the Administrative Committee following
appointment or re-appointment until they have signed a declaration of
acceptance and willingness to act as a managing charity trustee of The Hall.
Appointed members shall hold office until the conclusion of the next Annual
General Meeting and shall be eligible for re-appointment.
4. The Executive
- Following the Annual General Meeting, the Administrative Committee shall
establish, until the next following Annual General Meeting, the Executive which
shall consist of the elected officers and elected members of the Administrative
Committee and up to five other persons by co-option. The Executive shall meet at
least six times a year. An attendance of four members shall constitute a quorum,
with those attending having the right to appoint a deputy chairman and / or
secretary if the nominated person is unable to attend.
- All members of the Executive shall retire from office together at the conclusion
of the Annual General Meeting next after the date on which they came into office
but they may be re-appointed.
- The proceedings of the Executive shall not be invalidated by any failure to
elect or any defect in the election, appointment, co-option or qualification of
5. Powers of The Executive
In furtherance of the objects but not otherwise the Executive may exercise the
- manage The Hall affairs in a sensible and prudent manner and ensure that The
Hall is insured against loss of buildings and contents, and public liability;
- enter into banking arrangements on behalf of The Hall;
- commit to and execute contracts necessary for the running, maintenance,
refurbishment, development and extension of the facilities, premises and grounds
of The Hall;
- raise funds including but not limited to by way of application for grants and
donations to assist in covering the costs of running, maintaining, refurbishing,
developing and extending the facilities, premises and grounds of The Hall;
- determine rental charges and conditions of hire;
- apply for licences required for activities to be carried out on the premises;
- be prepared to undertake tasks without payment, other than for reimbursement of
expenses such as postage and printing;
- delegate when necessary to sub committees but take full responsibility for their
- appoint from its number officers which may include a Deputy Chairman, Publicity
Officer and Lettings Secretary;
- appoint professional and other external advisors when necessary to assist in its
- act at all times in the best interests of the communities served by The Hall;
- make donations to worthy causes when funds allow.
6. Election of Officers
- The Annual General Meeting shall elect a Chairman, Honorary Secretary and
Honorary Treasurer (which may number among the six persons elected to the
- The Executive may appoint other officers pursuant to Clause 5(i) above.
- An Officer shall cease to hold office if he/she notifies the Secretary in
writing of his /her resignation.
- If a vacancy occurs by death or resignation, the Executive shall have the power
to fill from among its members.
- Subject to sub-clause (c) of this Clause, all Officers shall hold office until
the conclusion of the next Annual General Meeting and shall be eligible for
7. General Meetings
- The Administrative Committee shall call every Annual General Meeting and other
- Notice of Annual and other General Meetings shall be posted in a prominent
position at least 7 days in advance.
- All residents and all worshippers in the Parishes of Llanddewi Skirrid with
Llantilio Pertholey shall be entitled to attend a General Meeting and those over
the age of 18 years shall be entitled to vote and be elected to office.
- A quorum shall be six persons eligible to vote.
- There shall be an Annual General Meeting each year in the month of March or as
soon as practicable thereafter. The Annual General Meeting shall:
- a. receive a report of The Hall’s activities for the preceding year:
- b. receive the Accounts of The Hall for the preceding financial year;
- c. appoint six members of the Administrative Committee in accordance with Clause
3 (a) above;
- d. elect officers in accordance with Clause 6 (a) above;
- e. appoint one or more qualified auditors or independent examiners for the
coming year to audit or examine the accounts of The Hall in accordance with the
Charities Act 1993 (or subsequent modifications to or re-enactments of that
- f. consider other business of which due notice has been given.
8. Rules of Procedure at all meetings
- Unless otherwise specified above a quorum is to be one third of the members
entitled to vote.
- Any issue arising shall be decided by a majority of those present and voting. In
case of an equality of votes the Chairman shall have a second or casting vote.
- Minute books recording proceedings and resolutions shall be kept of General
Meetings and meetings of the Administrative Committee and the Executive.
9. Trust Property
The Administrative Committee shall cause the title to all land (which is not
vested in the Official Custodian for Charities) and property held by or in trust
for The Hall to be vested either in a corporation entitled to act as custodian
trustees or in not less than three named members of the Administrative Committee
as holding trustees. Holding Trustees shall act in accordance with the lawful
directions of the Administrative Committee. Provided that they act only in
accordance with such lawful directions, Holding Trustees shall not be liable for
the acts and defaults of members of the Administrative Committee.
The Treasurer is responsible for compliance with The Hall’s obligations under
the Charities Act 1993 (or subsequent modifications to or re-enactments of that
Act). Proper accounts shall be kept of all monies received and paid out. An
audited statement of accounts for the financial year to 31st December shall be
presented at the Annual General Meeting.
11. Annual Reports and Annual Return
The Administrative Committee shall comply with its obligations under the
Charities Act 1993 (or subsequent modifications or re-enactments of that Act)
with respect to the preparation of an annual report and an annual return and
their transmission to the Charity Commissioners.
In the Execution of the Trusts hereof no member of the Administrative Committee
or the Executive shall be liable by reason of any mistake or omission made in
good faith by any member of the Administrative Committee or the Executive other
than wilful and individual fraud, wrongdoing or wrongful omission on the part of
the member who is sought to be made liable.
13. Alterations to the Constitution
An alteration may be made to the constitution only with the majority consent of
a General Meeting. The intention to consider an alteration to the constitution
shall be made clear in the notice of meeting and full details of the proposed
alteration shall be made available to interested parties on request to the
Chairman or Secretary of the Committee.
14. Dissolution Procedures
The Administrative Committee may be dissolved on a resolution, passed by a two
thirds majority at a General Meeting convened for that purpose. At least 28 days
notice of such meeting shall be sent to all interested parties. In the event of
the Administrative Committee being dissolved any residual funds having met all
outstanding obligations shall be dealt with in accordance with the Trust Deed of
23rd November 1983.
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