BLHG Constitution
BARNINGHAM LOCAL HISTORY GROUP
CONSTITUTION
[This is based on the Charity Commission’s suggested format for constitutions suitable for small charities with an annual income under £5,000 that don’t own a building or employ people and do not intend to register with the Charity Commission.]
I. NAME:
The charity’s name is Barningham Local History Group.
2. THE PURPOSES OF THE CHARITY ARE:
To promote and publicise research into local and family history.
3. TRUSTEES
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
(1) People who support the work of the charity and are aged 18 or over can apply to the trustees to become a member. Once accepted by the trustees, membership lasts for one year and may be renewed.
(2) The trustees will keep an up-to-date membership list.
(3) The trustees may remove a person’s membership if they believe it is in the best interests of the charity. The member has the right to be heard by the trustees before the decision is made and can be accompanied by a friend.
(4) People aged under 18 can apply to become junior members. Such members may attend and speak at all meetings but will not have the power to vote.
6. ANNUAL GENERAL MEETING (AGM)
(1) The AGM must be held every year, with 14 days notice given to all members telling them what is on the agenda.
(2) Minutes must be kept of the AGM.
(3) There must be at least ten members (including trustees) present at the AGM.
(4) Every member present aged 18 or over shall have one vote.
(5) The trustees shall present the annual report and accounts.
(6) Members shall elect a chair, treasurer and secretary, who shall be trustees.
(7) Members shall elect at up to four more trustees.
(8) Trustees shall serve for the next year. They will retire at the next AGM but may stand for re-election.
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7. ORDINARY MEETINGS
(1) Trustees must call at least three meetings each year which all members are eligible to attend.
(2) There must be at least eight members (including at least two trustees) present for the meeting to be quorate.
(3) All trustees and members present may vote and decisions shall be by majority vote. In the event of a drawn vote the chairman shall have a casting vote.
(4) Minutes shall be kept for every meeting.
(5) Any trustee or member with a conflict of interest must declare it and leave the meeting while this matter is being discussed or decided.
(6) The meeting 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 account. All cheques must be signed by two trustees.
9. EXTRAORDINARY MEETINGS
(1) If the Trustees consider it is necessary to consult the membership, change the constitution, or wind up the charity, they must call an Extraordinary Meeting so that the membership can make the decision. Trustees must also call an Extraordinary Meeting if they receive a written request from at least eight members. All members must be given 14 days notice and told the reason for the meeting. All decisions at these meetings require a two-thirds majority. Minutes must be kept.
(2) If the charity is wound up any money or property remaining after payment of debts must be given to a charity with similar purposes to this one.
10. CHANGES TO CONSTITUTION
(1) Changes to the Constitution can be made at AGMs or Extraordinary Meetings. No change can be made that would make the organisation no longer a charity.
11. SETTING UP THE CHARITY
This constitution was adopted at the AGM held on September 18th 2012, when the people whose names appear below were elected trustees.
Chair Jon Smith
Secretary Ann Orton
Treasurer Eric Duggan
Trustee June Graham
Trustee Janet Paterson