FOPL Constitution [revised 7th Sept 17]

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DRAFT FOPL CONSTITUTION

1           NAME

 

The charity’s name is  _____The Friends of Pontesbury Library______________________

 

2           THE PURPOSES OF THE CHARITY ARE:-

To raise funds to help maintain and develop library and associated services at the heart of our community in Pontesbury and the surrounding area for the benefit of all.

To work with local authorities to help develop opportunities to promote and support other educational resources for the community benefit.

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3          MANAGEMENT & ADMINISTRATION

The trustees shall manage and administer the charity and its property in accordance with this constitution and with the assistance of members of a committee.  The trustees shall be appointed at the Annual General Meeting [AGM].  The trustees will nominate members of a committee for election at the AGM.

The charity will have the following officers who may be trustees or committee members:-

  • Chair
  • Vice Chair
  • Secretary
  • Treasurer

 

4           CARRYING OUT THE PURPOSES

In order to carry out the charitable purposes, the trustees, officers and committee members have the power to:

  • raise funds, receive grants and donations
  • apply funds to carry out the work of the charity
  • co-operate with and support other charities with similar purposes
  • do anything which is lawful and necessary to achieve the purposes

 

5           MEMBERSHIP

The charity shall have a membership. Membership is open to any person, aged 18 or over, who supports the work of the charity. The trustees will keep an up-to-date confidential membership list and make any details from it known only in accordance with the law. Members are requested to advise the charity of any changes to their personal details.

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.

 

6           ANNUAL GENERAL MEETING – AGM

The AGM must be held every year, with 14 days notice given to all members telling them what is on the agenda. Not more than fifteen months may elapse between successive AGMs. Minutes will be kept of the AGM and all general/full committee meetings.

  • There must be a quorum of at least 25 members present at the AGM.
  • The AGM shall be chaired by the person who has been elected as Chair. If that   person is not available the meeting shall be chaired by the person who has been elected as Vice Chair.
  • Each member shall have one vote at the AGM but if there is an equality of votes the person chairing the meeting shall have a casting vote in addition to any other vote  they may have had.
  • The trustees shall present the annual report and accounts.
  • Any member may stand for election as a trustee or be nominated as a committee member.
  • Members shall elect between 3 and 10 trustees to serve each year. They will retire at the next AGM but may stand for re-election. 

 

7           COMMITTEE MEETINGS

  • Trustees must ensure that at least 3 committee meetings are held each year. Trustees and and committee members may hold additional meetings throughout the year and can act by majority decision but at least 2 trustees must be present in order to reach an agreement.
  • If trustees or committee members have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.
  • During the year, the trustees may appoint up to 2 additional trustees, who will also stand down at the next AGM.
  • 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

  • Money and property must only be used for the charity’s purposes.
  • Accounts shall be kept by the Treasurer, approved at an AGM and made available for independent inspection. The Treasurer will be responsible for the use of the bank account.
  • Trustees cannot receive any money or property from the charity, except to refund reasonable out of pocket expenses.
  • Money must be held in the charity’s bank account. All cheques or withdrawals shall require the authority of two signatories.

 

9           CONSTITUTION

This constitution can only be altered by consent of a quorum of members at an AGM or Special General Meeting. Trustees must also call a General Meeting if they receive a written request from 30 members. All decisions at a General Meeting require a two thirds majority and no change can be made that would stop the organisation acting as a charity.

 

10        DISSOLUTION

Any assets held by the charity shall be passed to Pontesbury Parish Council specifically for the community benefit in Pontesbury and the surrounding area.

 

11         SETTING UP THE CHARITY

This constitution was adopted on 7th September 2017 by the people whose signatures appear below. They are the first trustees of the charity and will be until the next AGM, which must be held within one year of this date.

 

 

Signed                                                Print name and address

 

 

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