OPEN DOOR COLCHESTER. Registered Charity No NOTICE OF ANNUAL GENERAL MEETING

Transcription

1 OPEN DOOR COLCHESTER Registered Charity No NOTICE OF ANNUAL GENERAL MEETING Please note that the Executive Committee has called an Annual General Meeting of Open Door Colchester, to be held at Colchester Baptist Church Eld Lane Colchester on Thursday 21 September 2017 at 7.30 pm. (This is the same time and venue as the Church AGM.) The items of business for this meeting are set out in the Agenda below. AGENDA 1. Chairman s opening (Tim Rose will take the Chair). 2. Receiving and adopting the Annual Report and Accounts for Annual election of honorary officers (i.e. Chairman, Treasurer, and Secretary) to the Executive Committee of Open Door. The nominations for election of officers are as follows: (i) Chairman: Tim Rose (ii) Treasurer: Ted Drake (iii) Secretary: William Butcher 4. Proposed amendments to Constitution of Open Door - Colchester. (See attached Appendix which contains an explanatory note and sets out the proposed amendments.) 5. Reading the Open Door - Colchester Safeguarding Policy. 6. Short presentation (Director/Chairman) on the work and achievements of Open Door over the past year. 7. Any other business. William Butcher Honorary Secretary Open Door Colchester 08/09/17

2 APPENDIX - ITEM 9 PROPOSED AMENDMENTS TO THE CONSTITUTION OF OPEN DOOR COLCHESTER Explanatory note The Constitution of Open Door Colchester is a formal legal document which sets out (among other things) the objects of Open Door, defines the membership, establishes the management committee ( the Executive ) and provides for the holding of the AGM and special general meetings. In addition, the Constitution contains various administrative provisions e.g. relating to the giving of notice of the AGM and other meetings. It is proposed that changes be made in respect of four provisions (clauses) contained within the Constitution of Open Door Colchester. In each case, the current wording of the provision, the wording of the proposed change (in italics for emphasis), and the reasons for the changes, are set out below. To be agreed, each amendment must be passed by two-thirds of the members present and voting at the meeting. Members of Colchester Baptist Church are deemed members of Open Door Colchester. 1. Proposed amendment to Clause E (1) (Membership) Current wording of Clause E (1) Membership of the Charity shall be open to any person over the age of 18 years interested in furthering the objects and who is a member of Colchester Baptist Church. Proposed change to Clause E (1) The membership of the Charity shall consist of all persons aged 18 years or over who are members of Colchester Baptist Church. (A person shall cease to be a member of the Charity if and when they cease to be a member of Colchester Baptist Church.) Reason for this proposed amendment Ever since the formation of Open Door Colchester as a registered charity (i.e. with its own constitution, management committee, accounts, and Charity Commission registration number) separate from the Colchester Baptist Church, all members of Colchester Baptist Church have been deemed to be members of Open Door

3 automatically i.e. without further formalities. No application for membership of Open Door by church members is required and no separate register of Open Door members is kept. However, it has been identified that the current wording of Clause E (1) is potentially open to misinterpretation. This proposed amendment seeks to make it clear beyond any doubt that members of Colchester Baptist Church are automatically members of Open Door Colchester without further ado. 2. Proposed amendment to Clause P (2) (Annual General Meeting) Current wording of Clause P (2) Every annual general meeting shall be called by the Executive Committee. The secretary shall give at least 2 Sundays notice of the annual general meeting to all the members of the Charity. All the members of the Charity shall be entitled to attend and vote at the meeting. Proposed change to Clause P (2) Every annual general meeting shall be convened by the Executive Committee. An annual general meeting shall be properly convened if as a minimum requirement the date, time and place for the meeting are publicised, with as full an indication of the matters to be considered as possible, at the morning public worship service at Colchester Baptist Church on the two previous Sundays. Reason for this proposed amendment The current requirement in the Constitution is that the secretary give at least two Sundays notice of an annual general meeting to all the members of Open Door. Strictly speaking, this requirement, which has to be read in conjunction with Clause S of the Constitution ( Notices ), means that written notice of the meeting has to be delivered to each member personally or, alternatively, sent by post to the member s last known address by post. This requirement is too onerous and impracticable. Also, if post is resorted to then it is likely to be a costly exercise. The proposed amendment, if passed, will bring the notice requirement in line with the notice requirement for convening Church Members Meetings which is contained within Colchester Baptist Church s own Constitution.

4 3. Proposed amendment to Clause Q (Special General Meetings Current wording of Clause Q The Executive Committee may call a special general meeting of the Charity at any time. If at least twelve members request such a meeting in writing stating the business to be considered the secretary shall call such a meeting. At least 2 Sunday s notice must be given. The notice must state the business to be discussed. Proposed change to Clause Q The Executive Committee may convene a special general meeting of the Charity at any time. If at least twelve members request such a meeting in writing stating the business to be considered the secretary shall convene such a meeting. A special general meeting shall be properly convened if as a minimum requirement the date, time and place for the meeting are publicised, with as full an indication of the matters to be considered as possible, at the morning public worship service at Colchester Baptist Church on the two previous Sundays. Reason for proposed amendment To clarify the notice requirements for convening a special general meeting and bring these into line with the notice requirements which are applicable to the convening of Church meetings. 4. Proposed amendment to Clause S (Notices) Current wording of Clause S Any notice required to be served on any member of the Charity shall be in writing and shall be served by the secretary or the Executive 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 10 days of posting. Proposed change to Clause S Any notice required to be given by the Secretary or Executive Committee to any member of the Charity shall be in writing and validly served if - (i) delivered to the member personally; or

5 (ii) left at the member s last known address; or (ii) sent by pre-paid post to the member s last known address; or (iv) sent electronically to the member s last known address. Reason for proposed amendment To bring the service of notice provisions into line with modern practice and provide for a wider range of delivery options.