CONSTITUTION OF THE FRIENDS OF ST MARY'S CHURCH CHILHAM 2023
1. NAME: FRIENDS OF ST MARY’S CHURCH CHILHAM
2. OUR PURPOSE IS: To help conserve, maintain, and improve the fabric, furnishings and fittings of: St Mary’s Church Chilham to support the PCC.
1) support the upkeep of the building
2) foster public interest in the building
3. THE COMMITTEE
The Friends of St Mary’s Chilham shall be managed by a committee who are appointed at the Annual General Meeting (AGM), of the group.
4. CARRYING OUT THE PURPOSES
In order to carry out the charitable purposes, the committee has the power to:
1) raise funds, receive grants and donations and collect annual subscriptions;
2) apply funds to carry out the work of The Friends;
3) ensure that all projects meet the requirements of all statutory obligations;
4) co-operate with and support other Friends groups with similar purposes; and
5) do anything which is lawful and necessary to achieve the purposes.
5. MEMBERSHIP The membership of The Friends shall be open to anyone, over the age of 18, interested in helping the group achieve its aims and will abide by the rules of the group. Once accepted by the committee membership lasts for one year and is subject to an annual membership fee. Membership may be renewed on an annual basis and an up-to date membership list will be maintained.
The committee may remove a person’s membership if they believe it is in the best interests of the group. The member has the right to be heard by the committee before the decision is made and can be accompanied by a friend.
6. ANNUAL GENERAL MEETING – AGM
1) the AGM must be held every year, with 14 days notice given to all members telling them what is on the agenda. Minutes must be kept of the AGM;
2) there must be at least 4 members present at the AGM;
3) every member has one vote, or, in the case of family membership, each family has one vote;
4) the committee shall present the annual report and accounts;
5) any member may stand for election as a committee member; and
6) members shall elect between 3 and 10 members to serve for the next year. They will retire at the next AGM but may stand for re-election.
7. FRIENDS COMMITTEE MEETINGS
1) the committee must hold at least 3 meetings each year. At their first meeting after the AGM they will elect a chair, treasurer and secretary. Trustees may act by majority decision;
2) at least 3 committee members must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.
3) if committee members have a conflict of interest, they must declare it and leave the meeting while the matter is being discussed or decided;
4) during the year, the committee may appoint up to two additional committee members. They will stand down at the next AGM; and
5) the committee may make reasonable additional rules to help run the charity. These rules must not conflict with this constitution or the law.
8. MONEY AND PROPERTY
1) money and property must only be used for The Friends of St Mary’s Chilham purposes;
2) the committee must keep accounts. The most recent annual accounts can be seen by anybody on request;
3) neither committee members or members may receive any money or property from the group, except to refund reasonable out of pocket expenses; and
4) money must be held in the group’s bank account. Two officers of the committee must sign all cheques.
9. GENERAL MEETINGS
If the committee consider it is necessary to change the constitution, or wind up the group, they must call a General Meeting so that the membership can make the decision. The committee must also call a General Meeting if they receive a written request from the majority of members. All members must be given 14 days notice and told the reason for the meeting. All decisions require a two thirds majority. Meetings must be minuted.
1) Winding up – any money or property remaining after payment of debts must be given to the PCC or a charity with similar purposes to this one;
2) Changes to the Constitution – can be made at AGMs or General Meetings. No change can be made that would make the organisation no longer a charity;
3) General Meeting – called on written request from a majority of members; and
4) The committee may also call a General Meeting to consult the membership.