Constitution of the “Friends of St Leonards Church Deal” Page 1 of 2 Constitution of the “Friends of St Leonards Church, Deal” 1. Name: The name of the group shall be “Friends of St Leonards Church, Deal” 2. Aims: To help maintain and improve the fabric of the building known as St Leonards Church Deal and also those items of historic importance contained therein. 3. Objectives: The group will fulfill its aims by: Raising funds and receiving contributions from which to make grants to help finance specific projects covered by its aims. Such projects will be those approved by the Management Committee from those suggested from time to time by its membership and also the Parochial Church Council of St Leonards Church Deal. Where appropriate, involving local people in practical maintenance and conservation in support of projects approved as above. Publicising and promoting its work. Raising a greater public awareness of the historic value of the building and its contents. Opening bank accounts to manage its funds. Making rules and standing orders for categories of members and their rights. Taking out insurance as authorised by the committee, to protect its members in fulfilling of the aims of the group. Organising meetings and events. Working with similar groups and exchanging information and advice with them. Taking any action that is lawful, which would help it to fulfil its aims. 4. Membership: a. Membership of “Friends of St Leonards Church, Deal” shall be open to anyone who is interested in helping the group to achieve its aim and willing to abide by the rules of the group. b. Every member (or in the case of family membership each family) shall have one vote at general meetings c. The Management Committee shall have the power to refuse membership to an applicant, where it is considered such membership would be detrimental to the aims, purposes or activities of the group. d. Registration and termination of membership: Anyone may join the” Friends of St Leonards Church Deal” by completing an application form and paying an annual membership fee. Any member of the group may resign his/her membership at any time. The Management Committee Officials may terminate or suspend the membership of any members, if in their opinion the conduct of such member/s is prejudicial to the interests and objects of the group. Such member or representative o f the member (as the case may be) shall have the right to be heard by the entire Management Committee before the final decision is made. . 5. Management: a. The “Friends of St Leonards Church, Deal” shall be administered by a Management Committee of no less than four and not more than 12 members plus the Priest –in –charge of St Leonard’s ex-officio. The officials of the committee shall be: Chairperson Vice Chairperson Treasurer Secretary These posts will be elected by the membership at each AGM from the committee. The Management Committee shall meet at least twice a year. b. At least 3 Management Committee Members must be present for a Management Committee meeting to take place. c. Voting at Management Committee meetings shall be by show of hands on a majority basis. If there is a tied vote then the chairperson shall have a second vote. d. The Management Committee shall have the power to set up sub-groups and work parties as deemed necessary who shall be accountable to the committee. Constitution of the “Friends of St Leonards Church Deal” Page 2 of 2 5. (continued) e. All Management committee meetings shall be minuted and the minutes available to any interested party f. All Committee Members will be given at least 7 days notice of a meeting unless it is deemed an emergency meeting. g. Any Member of the “Friends of St Leonard’s Church Deal” may stand for election to the Management Committee if proposed and seconded by other members of the “Friends” Of the 12 allowed seats on the Management Committee, at every A.G.M at least 3 (three) must be offered for election. In the event that less than 3 seats are vacant at an A.G.M the number for election will be made up to at least 3 by the required number of current members standing down (If volunteers are not forthcoming, lots will be drawn to decide who stands down) In any event, each committee member shall stand down after 3 full years service. Any member, who stands down, may offer themselves for immediate re-election h. The Management Committee may co-opt any person(s) (from among members of the Friends) to serve on the Management Committee provided that the total number of the said Committee shall not thereby exceed 12 and that such person(s) shall only serve until the next AGM when he/she/they must stand down (but may offer themselves for election)." 6. Finance a. Any monies obtained by the group shall be used only to further the aims and objectives of the group, b. Any bank accounts opened for the group shall be in the name of the group. c. Any cheque issued shall be signed by at least two of the four nominated signatures. who will be the officials of the Management Committee 7. Annual General Meetings a. The Management Committee shall call an Annual General Meetings each year, with a gap of no more than 14 months or less than 10 months between meetings. The purpose of these meetings is for the group to account for its actions, consider the development of the “Friends of St Leonards Church Deal” according to the group's objectives, and elect Management Committee members and officials. The first Annual General meeting will be held no later than 1st November 2008 b. The Chair of the group shall normally chair these meetings. c. Members will be given at least 14 days notice by letter of such a meeting and it will also be advertised in St Leonards church and one other public place. d. All AGM's must be minuted and these minutes available to any interested party. e. The quorum for an Annual General Meeting is six. f. The business of the AGM shall include: Receiving a report from the Chairperson of the group's activities over the year. Receiving a report and presentation of the last financial year's accounts from the Treasurer on the finances of the group. Electing a new Management Committee Considering any other matter as may be deemed appropriate at such a meeting by the Chairperson. 8. Alteration of the Constitution a. Proposals for amendments to this constitution, or dissolution of the group (see Clause 9) must be delivered to the secretary in writing. The secretary in conjunction with all other officers shall then decide on the date of a management committee meeting to discuss such proposals, giving at least four weeks clear notice. Following such a meeting, the Management Committee shall decide whether to hold an immediate extraordinary general meeting to allow the membership to vote on the issue, or wait until the next AGM b. Any changes to this constitution must be agreed by a least 75% of those members present and voting at any general meeting. 9. Dissolution The group may be wound up at any time if agreed by at least 75% of those members present and voting at any general meeting. Any assets shall be returned to their providers (where known), if they require it, or shall be passed to another group with similar aims.