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Constitution of Llanddewi Skirrid Hall

(As adopted at a public meeting held on 16th January 2002)

1. Name

The name of this unincorporated charitable organisation is The Llanddewi Skirrid Village Hall (The Hall)

2. Objects

The objects of The Hall (‘the objects’) are:

  1. 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 hire;
  2. 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 sexual orientation;
  3. 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 times;
  4. to promote such other charitable purposes as may from time to time be determined.

3. Administration

  1. 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.
  2. 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

  1. 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.
  2. 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.
  3. 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 any member.

5. Powers of The Executive

In furtherance of the objects but not otherwise the Executive may exercise the following powers:

  1. 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;
  2. enter into banking arrangements on behalf of The Hall;
  3. commit to and execute contracts necessary for the running, maintenance, refurbishment, development and extension of the facilities, premises and grounds of The Hall;
  4. 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;
  5. determine rental charges and conditions of hire;
  6. apply for licences required for activities to be carried out on the premises;
  7. be prepared to undertake tasks without payment, other than for reimbursement of expenses such as postage and printing;
  8. delegate when necessary to sub committees but take full responsibility for their actions;
  9. appoint from its number officers which may include a Deputy Chairman, Publicity Officer and Lettings Secretary;
  10. appoint professional and other external advisors when necessary to assist in its decision making;
  11. act at all times in the best interests of the communities served by The Hall; and
  12. make donations to worthy causes when funds allow.

6. Election of Officers

  1. The Annual General Meeting shall elect a Chairman, Honorary Secretary and Honorary Treasurer (which may number among the six persons elected to the Administrative Committee).
  2. The Executive may appoint other officers pursuant to Clause 5(i) above.
  3. An Officer shall cease to hold office if he/she notifies the Secretary in writing of his /her resignation.
  4. If a vacancy occurs by death or resignation, the Executive shall have the power to fill from among its members.
  5. 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 re-election.

7. General Meetings

  1. The Administrative Committee shall call every Annual General Meeting and other General Meetings.
  2. Notice of Annual and other General Meetings shall be posted in a prominent position at least 7 days in advance.
  3. 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.
  4. A quorum shall be six persons eligible to vote.
  5. 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:
    1. a. receive a report of The Hall’s activities for the preceding year:
    2. b. receive the Accounts of The Hall for the preceding financial year;
    3. c. appoint six members of the Administrative Committee in accordance with Clause 3 (a) above;
    4. d. elect officers in accordance with Clause 6 (a) above;
    5. 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 Act); and
    6. f. consider other business of which due notice has been given.

8. Rules of Procedure at all meetings

  1. Unless otherwise specified above a quorum is to be one third of the members entitled to vote.
  2. 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.
  3. 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.

10. Accounts

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.

12. Indemnity

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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This document is also available as an MSWord download: Constitution.doc