Meetings and proceedings of the Trustees
- The Trustees shall hold at least 3 ordinary meetings each year. An ordinary meeting may be called by the Chairman, Secretary, Vice Chairman or by any 6 members of the Trustees, upon not less than 7 days’ notice being given to the other members of the Trustees of the matters to be discussed.
- The Charity Foundation Chairman shall act as Chairman at meetings of the Trustees. If the Chairman is absent from the meetings, the Vice Chairman or Secretary will precede Chairman’s duties in the meeting.
- There shall be a quorum when at least half of the number of Trustees for the time being, are present at the meetings.
- Every matter shall be determined by the majority of votes of the members of the Trustees present and voting on the question, but in the case of equality of votes, the Chairman of the meeting shall have a ‘casting’ vote.
- The Trustees shall keep minutes of the proceedings at the meetings of the Trustees, and shall ensure that these are stored safely, and that they are available for inspection as required.
- The Trustees may from time to time make and amend rules of the conduct of their business, the summoning and conduct of their meetings, and the custody of documents. No rule may be made which is inconsistent with this constitution.
- The Trustees may appoint special positions, advisors or sub-committees, consisting of members of the Trustees and other members, for the purpose of making any enquiry or supervising or performing any function or duty which, in the opinion of the Trustees, would be more conveniently undertaken or carried out by a sub-committees: provided that all acts and proceedings of any such sub-committees shall be fully and promptly reported to the Trustees and recorded.
No individual shall be excluded from membership of the Charity Foundation or debarred from any official capacity on the Trustees on the grounds of sex, race, colour, age, religion, sexual orientation, disability or political affiliation. Charity shall remain as non-religious and non-political.
- The financial year shall end on 31 December.
- A banking account shall be opened in the name of the Charity Foundation and cheques shall be signed by any two of the nominated Trustees.
- The Charity Foundation shall receive donations, grants in aid and financial guarantees.
- The income and property of the Charity Foundation derived shall be applied solely towards promoting the objects of the Charity Foundation as set forth above and no portion thereof shall be paid or transferred either directly or indirectly to any Trustees or members of the Charity Foundation except in payment of legitimate expenses incurred on behalf of the Charity Foundation.
Annual General Meeting (AGM)
Within six months of the end of each financial year the members shall be summoned to the Annual General Meeting of which at least 21 days’ notice in writing shall be given to all members. The responsible office bearers shall present to each Annual General Meeting the report and accounts of the Charity Foundation for the preceding year. Election of Trustees shall be conducted every year. Nominations for election to the Trustees must be made by members of the Charity Foundation in writing and must be in the hands of the Secretary of
the Trustees at least 7 days before the AGM. Should nominations exceed vacancies; existing Trustees can elect the new Trustees based on majority of votes within the Trustees.
Special (Extraordinary) General Meeting
A Special General Meeting (also known as an Extraordinary General Meetings), of which at least 21 days’ notice in writing must be given to members, may be called upon written request to the Chairman signed by at least 50% of the Trustees of the Charity foundation. The notice must state the business to be discussed.
Procedure at General Meetings
The Chairman, Secretary or any other person specially appointment by the Trustees shall keep a full record of the proceedings at every general meeting of the charity foundation.
The financial accounts shall be audited or examined to the extent required by legislation or, if there is no such requirement, scrutinized by a person who is independent of the Trustees and then submitted to the members at the Annual General Meetings.
Amendments to the Constitution
The constitution may be amended by a two thirds majority of the Trustees voting at Annual General Meeting, provided that fourteen days’ notice of the proposed amendment has been sent to all trustees and provided that nothing herein contained shall authorise any amendment which shall have the effect of the Charity Foundation ceasing to be a charity.
No amendment shall be made to clause 1 (the name of the charity), clause 2 (the objects), clause 9 (finance), or clause 15 (dissolution), without the prior written consent of the charity commission. The Trustees shall send the Charity Commission a copy of any amendment made under this clause.
In the event the Charity Foundation is being wound up, any assets remaining upon dissolution after the payment of proper debts and liabilities shall be transferred to a charitable institution or institutions having similar objects to the Charity Foundation.
Until the first Annual General Meeting takes place the constitution shall take effect as if references in it to the Trustees were references to the persons whose signatures appear at the bottom of this document.
All communications described in this Constitution as “in writing” may be delivered by electronic mail where this is available, unless the member concerned has requested paper correspondence in advance.