HADSTOCK VILLAGE FETE CONSTITUTION 1. Name 1.1 The name of the Association shall be Hadstock Village Fete Association. 2. Object 2.1 The object of the Association shall be to provide an annual Fete in the village of Hadstock with the intent to raise funds for distribution for the general benefit of the inhabitants of the local government area of the Parish of Hadstock (Parish of Hadstock) to include, inter alia, the upkeep and maintenance of the Parish Church of St. Botolph and the Hadstock Village Hall. 2.2 Such funds shall be distributed as hereinafter provided. 3. Fete Date 3.1 The Fete shall be held each year on the Saturday nearest to the saint day of St. Botolph (June 17 th ). Should there be any circumstances which make such Saturday impracticable then on such day as the Fete Organiser shall in their absolute discretion think fit. 4. Members 4.1 Membership of the Association shall be open to all individuals over eighteen years of age resident in the Parish of Hadstock and such other person or persons as the Trustees shall from time to time think fit and co-opt. 4.2 Members shall exercise their membership rights only in the interests of the Association and not for any private purpose. 5. Fete Organiser 5.1 The Fete Organiser shall be such Member or Members as shall volunteer to organise the annual Fete. 5.2 The Fete Organiser shall, as soon as is reasonably practicable, deliver to the Trustees a statement showing the gross funds received and the expenses deducted therefrom and account to the Trustees for the nett funds available for distribution. 6. The Trustees 6.1 Any Member having expressed a willingness to be a Trustee of the Association shall be eligible for election as such at the meeting at which this Constitution is adopted and thereafter at a General Meeting of the Association provided such individual is not disqualified from being a Trustee by virtue of any statute or regulation. 6.2 The maximum number of Trustees shall be five and the minimum number shall be two.
6.3 The Trustees shall each year distribute the available funds of the Association in accordance with Clause 12 hereof. 6.4 A Trustee shall cease to hold office if he or she :- a) is disqualified from acting as a Trustee by virtue of any statutory enactment; or b) ceases to reside in the Parish of Hadstock; or c) becomes incapable by means of mental disorder or otherwise of managing and administering his or her own affairs, or dies; or d) resigns as a Trustee by giving notice in writing to the Continuing Trustees, or e) fails, without the permission of the Trustees, to attend three or more consecutive meetings of the Trustees. 6.5 If any event shall occur resulting in the number of Trustees being less than two the remaining Trustee shall forthwith convene an Extraordinary General Meeting (EGM) of the Association to appoint such new Trustees as shall be required to comply with 6.2 hereof. 6.6 A quorum for a meeting of the Trustees shall be two who shall be eligible to vote 6.7 Decisions shall be taken by the Trustees by majority vote of those eligible to vote. No Trustee shall be entitled to vote on an application when the Trustee is:- a) the applicant, or b) an officer, or c) committee member of the applicant, or d) a connected person with one of the above. 6.8 The Trustees may work with Members to organize the Fete as they see fit. 6.9 The Trustees shall meet at such intervals as they shall determine to perform duties but in any case not less than once a year. 6.10 The Trustees shall deliver to the Members in Annual General Meeting (AGM) a report on the activities of the Association together with annual accounts. 6.11 The Trustees shall keep safe and available for seven years the minutes of Trustee and general meetings. 6.12 The elected Trustees shall if the number of Trustees shall become less than five be entitled, at their sole discretion, to co-opt any person who is not disqualified from being a Trustee as a Trustee but such appointment shall only be until the following AGM.. Any co-opted Trustees may then offer themselves for election in accordance with Clause 10 hereof. 7. Funds and Accounts 7.1 The Trustees shall ensure the proper and safe custody of the Association's Funds and maintain accounts with such Bank or Building Society as shall from time to time be approved of by them. 7.2 Such accounts shall be held in the name of the Association. 7.3 At least two Trustees of the Association shall be signatories for the purpose of operating such accounts and two of them will be required to authorise each transaction.
7.4 The Trustees shall ensure the maintenance of the books and records of the Association. 7.5 The Trustees shall prepare annual accounts of the Association for independent audit prior to presentation to the AGM for adoption. 8. Personal Interest of Trustees 8.1 No Trustee may: a) receive any benefit in money or in kind from the Association; or b) have a financial interest in the supply of goods or services to the Association; or c) acquire or hold any interest in property of the Association (except in order to hold it as trustee of the Association). 9. General Meetings 9.1 The first AGM shall be convened on a date not later than the 31 st December 2010 and thereafter before the 31 st. of December in each following year. The convening notice shall be issued by the Trustees not less than twenty one days before the date of the AGM. 9.2 With the notice convening the AGM nominations for Trustees shall be invited. Present incumbents may offer themselves for re-election. 9.3 Any Member may request the Trustees to include in the Agenda for the AGM any relevant item of business or resolution. In order to be included on the Agenda notice of such request must be delivered to the Trustees in writing within seven days of the issue of Notice of the AGM. 9.4 An application for an EGM may be lodged by written notice delivered to the Trustees and signed by twelve Members. The notice shall contain particulars of the matters required to be brought to the EGM together with, if applicable, a draft of any resolution. The Trustees shall convene the EGM by notice to all Members not less than twenty one days before the date of the EGM. The EGM shall be held on a date within twenty eight days of the issue of the convening Notice to Members. 9.5 Any General Meeting of the Association shall be declared void if fewer than ten Members are present. 10. Election of Trustees 10.1 The first Trustees shall be elected at the Public Meeting at which this Constitution is adopted, but such Trustees shall only hold office until the following AGM when they shall retire but may offer themselves for re-election. 10.2 Trustees shall thereafter be elected at a General Meeting. 10.3 Nominations by any Member shall be made in writing to the Trustees prior to the meeting, or verbally from the floor of the Meeting. The prior consent of the proposed candidate is required. 10.4 Trustees (other than the first Trustees) shall be elected for a period ending at the next AGM following a period of three years from election when they shall retire but may offer themselves for re-election. 10.5 Election of Trustees shall be by simple majority of the votes of those present.
11. Auditor 11.1 An Auditor to the Association shall be appointed by the Trustees for a period of one year but shall be eligible for subsequent re-appointment. 12. Distribution of Association Funds 12.1 The Trustees shall invite applications from charities, clubs, or individuals for a grant from the available funds by advertising in the Hadstock Magazine and any other publications as the Trustees think fit. 12.2 In addition to the advertisements referred to in 12.1 copies of the advertisement shall be posted, if permitted, on the Village Notice Board. 12.3 On receipt of applications for grants the Trustees shall hold a meeting as soon as is reasonably practicable to consider the applications and to determine which shall be accepted. 12.4 The Trustees may seek clarification or further information from applicants and impose any condition upon grants subsequently made as they see fit. 12.5 Once applications have been accepted or otherwise the applicants will be notified in writing. 12.6 The acceptance or rejection of applications shall be entirely at the discretion of the Trustees, but without creating any binding obligation on the Trustees they will regard the applications of the Parish Church of St. Botolph and the Hadstock Village Hall as being entitled to a grant in each and every year. 12.7 Successful applications for grants shall be published in the Hadstock Magazine and any other publication as the Trustees see fit and, if permitted, on the Village Noticeboard. 12.8 The Trustees shall have the power to retain funds to meet contingent liabilities and for the estimated expenses to be incurred for the provision of the following year s Fete. 12.9 If in any year after the making of any grants and retaining funds in accordance with 12.8 hereof there shall be a residual surplus of funds then such residue shall be divided between the Church Fabric Fund and the Village Hall in equal shares. 13. Notices 13.1 Any Notices required to be served by the Trustees in accordance with the requirements hereof shall be deemed to have been properly served if: a) published in the Hadstock Magazine and, if permitted, posted on the Village Parish Notice Board; or b) given in writing; or c) given using electronic communications. 13.2 Any Notices given to the Trustees shall be deemed to have been served properly if given to any one of them in writing or by electronic communications.
14. Winding up of the Association 14.1 If the Members resolve in General Meeting to dissolve the Association the Trustees will remain in office as Trustees and be responsible for winding up the affairs of the Association in accordance with this clause. 14.2 The Trustees must collect in all the assets of the Association and must pay or make provision for all the liabilities of the Association. 14.3 The Trustees must apply any remaining property or money directly to the Hadstock Village Hall and the DCC of the Parish Church of St. Botolph in equal shares. 15. Amendments to the Constitution 15.1 This Constitution may be amended by a resolution at a General Meeting. 15.2 Any amendment to Clauses 1 and 2 can only be changed on an Extraordinary Resolution with a two thirds majority of Members present whereas the other Clauses can be changed on an Ordinary Resolution and by a simple majority of the Members present. Adopted at a meeting held on..26 th November 2009..at.Hadstock Village Hall.. Signatures of Trustees 1 2... 3... Signature Signature Signature...... Print name Print name Print name...... date date date 4... 5... Signature Signature...... Print name Print name......
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