CONSTITUTION THANET VOLUNTEER BUREAU
Clause 1: NAME
The Volunteer Bureau will be called the Thanet Volunteer Bureau (hereinafter called “the bureau”).
Clause 2: AREA
The Bureau will serve the area of Thanet (hereinafter called the area of benefit).
Clause 3: OBJECTS
The objects for which the Bureau is established are to undertake voluntary work in education, social and welfare services, and similar charitable activities amongst those classes in need thereof and for this purpose but not otherwise the Bureau shall have the following powers: –
(a) To advise and guide persons willing to undertake voluntary service;
(b) To provide a centre;
(c) To advise and guide organisations using volunteers, particularly those being members of the Bureau;
(d) To commission research for general publication;
(e) To hold and conduct conferences, seminars and enquiries;
(f) In furtherance of the purposes hereinbefore defined, but not further or otherwise,
the Bureau may:
(i) Obtain, collect and receive money and funds by way of contribution, donations, legacies, grants and any other lawful method, and accept and receive gifts of property of any description (whether subject to any special trusts or not).
(ii) Act as a central recruiting agency for voluntary and statutory organisations.
(iii) Be a focal point for the organisations using volunteers, encouraging the exchange of ideas and promoting specific projects when needed.
(iv) Provide an information service for prospective volunteers, giving them advice, guidance and referring them to the most appropriate agency.
(v) Provide a central information service for organisations to discuss the role of volunteers and their training, and undertake with other organisations the running of necessary courses.
(vi) Generally to do all such lawful things as are incidental or conducive to the attainment of such purposes or any of them.
Clause 4: MEMBERSHIP
Membership is open (a) voluntary and statutory organisations in the area of benefit which are concerned to encourage, support and undertake voluntary work, and (b) individual volunteers.
Clause 5: ANNUAL GENERAL MEETING
1) The first Annual General Meeting after the adoption of this Constitution shall be held in the Month of May, subsequent Annual General Meetings shall be held in the month of June each year or as soon as practicable thereafter.
2) The representatives of the organisations and the individual volunteers in membership shall be entitled to vote at the Annual General Meeting.
3) The annual General Meeting shall be open to the public.
4) The Annual General Meetings shall be convened by the Committee of Management (hereinafter referred to). Public notice of every Annual General Meeting shall be given at least seven days before the date thereof by displaying a notice in some conspicuous place in the area of benefit and shall be advertised in a newspaper circulating in the area.
5) The chairman shall conduct the meeting or in his absence the Clause Vice- Chairman (if any). If neither is present, the persons present, shall, before any other business is transacted, appoint a Chairman for the meeting.
6) Committee of Management shall present to each Annual General The Meeting the report and accounts of the Bureau for the preceding year:
7) Until the end of the first Annual General Meeting the Bureau shall be administered by the Steering Committee or working group, which has promoted the Bureau.
Clause 6: THE COMMITTEE OF MANAGEMENT
(1) The bureau shall be managed by the said Committee of Management (hereinafter called the committee) who shall be the charity trustees of the charity within the meaning of Section 46 of the Charities Act 1960.
(2) The committee shall consist of 4 members elected by and from the representatives of the member organisations and 2 elected by and from individuals representing volunteers, together with the honorary officers. The Officers and Committee of Management shall be elected at the Annual General Meeting to serve until the conclusion of the Annual General Meeting next after their appointment.
(3) The committee shall have the power to co-opt persons having special knowledge or experience, provided that the number of co-opted members shall not exceed one third of the total membership of the committee. They shall hold office until the end of the Annual General Meeting following their co-option.
(4) The Committee may from time to time invite the person holding any honorary office to become an ex-officio member of the Committee.
(5) Voluntary and statutory organisations in membership may appoint deputies (without the power to vote) for their elected representatives who are unable to attend any particular meeting of the Committee.
(6) The Committee may invite any person to attend its meetings as an observer but without power to vote.
(7) All honorary officers and Committee members shall retire annually and be eligible to stand for re-election so long as they have not served for longer than 3 years continuously. Representatives and individuals who have served for 3 years may stand for re-election, if no other nominations have been received and they are voted in by the Annual General Meeting.
Clause 7: SUB-COMMITTEES
The committee may from time to time appoint such sub-committee as may be deemed necessary, and may determine their terms of reference, powers, duration and composition, provided that (a) no sub-committee may be given power to co-opt more than one forth of its total membership and (b) each sub committee shall furnish the committee with a full copy of the Minutes of each meeting of the sub-committee within 7 days thereof.
Clause 8: FAILURE TO APPOINT
The proceedings of the Committee shall not be invalidated by any failure to appoint or any defect in the appointment or election or qualification of any member.
Clause 9: MEETINGS OF THE COMMITTEE
The Committee shall hold at least three ordinary meetings in each year and may hold other ordinary meetings as may be required. A special meeting may be summoned at any time by the Chairman or any two other elected members upon seven clear day’s notice being given to all the other members of the matter to be discussed.
Clause 10: HONORARY OFFICERS
At the Annual General Meeting the Bureau shall elect a Chairman, Treasurer and such other honorary officers as the bureau may from time to time decide. The Bureau shall appoint an independent examiner or auditor and may determine his/her remuneration (if any).
Clause 11: VOTING
Every matter shall (except as in this Constitution provided) be determined by the majority of the members present and voting on the question. In case of equality of votes the Chairman of the meeting shall have a second or casting vote.
Clause 12: PROPERTY AND INCOME
(1) The property and income of the Bureau shall only be used for charitable purposes and applied to the furtherance of its objects.
(2) All property belonging to the Bureau shall be vested in two responsible persons appointed by the committee to be Trustees thereof.
(3) No part of the Bureau’s property or income shall be transferred or paid to any member of the Committee; but this shall not prevent the repayment to a member of out of pocket expenses incurred on the business of the Bureau nor the payment of a reasonable rent for premises let by a member to the Bureau.
(4) The committee shall cause proper accounts to be kept of the property assets and transactions of the Bureau and arrange for the accounts to be audited at least once a year by the appointed Auditor, or independent examiner.
Clause 13: SPECIAL GENERAL MEETINGS
The Committee may call Special General Meetings whenever they think fit and the provisions of clause 5 shall apply mutates mutandis but so that clause 14 shall apply to a Special General Meeting convened for the purpose of dissolution.
Clause 14: DISSOLUTION
The Bureau may at any time be dissolved by a Resolution passed by a two-thirds majority of those present and voting at a Special General Meeting convened for the purpose of which not less than 21 day’s notice shall have been given to all members of the Committee and duly published in the area of benefit. Clause 5 shall mutates mutandis apply. The property and assets of the Bureau shall not be paid to or distributed among the members of the Committee but shall be applied to such other charitable institutions having objects similar to some or all of the objects specified in Clause 3 thereof, as the Committee may with approval of the Charity Commissioners or other authority having charitable jurisdiction determine.
Clause 15: RULES AND REGULATIONS
Within the limits prescribed by this constitution the Committee may from time to time make and alter rules and regulations for the conduct of their business and for the summoning and conduct of their meetings or of annual or special general meetings, the deposit of money at a proper bank, the custody of documents, and in particular with reference to: –
(a) The appointment as Secretary of one of themselves without remuneration or some other person such as remuneration as the Committee may determine;
(b) The appointment of an organiser who may also be the secretary;
(c) The engagement and dismissal of such paid officers and servants the Committee may consider necessary; and
(d) The number of members who shall form a quorum at meetings of the Committee.
Clause 16: ALTERATIONS TO THE CONSTITUTION
Alterations to this Constitution must receive the assent of not less than two-thirds of the members of the Bureau present and voting at an AGM or a Special General Meeting. A resolution for the alteration of the constitution must be received by the secretary at least 21 days before the meeting at which the Resolution is to be brought forward. At least seven day’s notice of such a meeting must be given by the Secretary to the membership and must include notice of the alteration proposed. PROVIDED that no alteration to clauses 3, 14 or
16 shall take effect until the approval in writing of the Charity Commissioners or other authority having charitable jurisdiction shall have been obtained.
Clause 17: INTERPRETATION
The interpretation Act 1889 applies for the interpretation of this Constitution as it applies for the interpretation of an Act of Parliament.