The Ham and Petersham Association and Amenities Group Constitution
Date of constitution: 24th October 2020.
The name of the Charitable Incorporated Organisation is The Ham and Petersham Association and Amenities Group hereinafter referred to as the Group.
2. National location of principal office
The principal office of the Group is in England.
The objects of the Group are:
To advance citizenship for the public benefit by protecting and improving the quality of life of people living in, working in, or visiting the area of Ham and Petersham, in particular by promoting and encouraging:
1) a sense of civic pride amongst members of the local public and the fostering of community involvement and the capacity to effect necessary change;
2) high standards of planning, urban design, landscaping, infrastructure and transport;
3) the conservation, creation of or improvement to lands, buildings, open spaces, waterways, amenities, features of historic interest and the individual character of localities, especially by adherence to the principles and practice of sustainable development, and the avoidance, removal, or improvement of features that are unsightly or, in the public interest, undesirable;
4) support for local charitable and community groups and to raise funds for distribution to these groups through small grants.
Nothing in this constitution shall authorise an application of the property of the Group for purposes which are not charitable.
The Group has power to do anything which is calculated to further its objects or is conducive or incidental to doing so. In particular, the Group’s powers include power to:
1) borrow money and to charge the whole or any part of its property as security for the repayment of the money borrowed. The Group must comply as appropriate with
sections 124 and 125 of the Charities Act 2011 if it wishes to mortgage land;
2) buy, take on lease or in exchange, hire or otherwise acquire any property and to maintain and equip it for use;
3) sell, lease or otherwise dispose of all or any part of the property belonging to the Group.
In exercising this power, the Group must comply as appropriate with sections 117 and 119-123 of the Charities Act 2011;
4) employ and remunerate such staff as are necessary for carrying out the work of the Group. The Group may employ or remunerate a charity trustee only to the extent that it is permitted to do so by clause 6 (Benefits and payments to charity trustees and connected persons) and provided it complies with the conditions of those clauses;
5) deposit or invest funds, employ a professional fund-manager, and arrange for the investments or other property of the Group to be held in the name of a nominee, in the same manner and subject to the same conditions as the trustees of a trust are permitted to do by the Trustee Act 2000.
5. Application of income and property
1. The income and property of the Group must be applied solely towards the promotion of the objects.
a) A charity trustee is entitled to be reimbursed from the property of the Group or may pay out of such property reasonable expenses properly incurred by him or her when acting on behalf of the Group.
b) A charity trustee may benefit from trustee indemnity insurance cover purchased at the Group’s expense in accordance with, and subject to the conditions in, section
189 of the Charities Act 2011.
2. None of the income or property of the Group may be paid or transferred directly or indirectly by way of dividend, bonus or otherwise by way of profit to any member of the Group. This does not prevent a member who is not also a charity trustee receiving:
a) a benefit from the Group as a beneficiary of the Group;
b) reasonable and proper remuneration for any goods or services supplied to the Group.
3. Nothing in this clause shall prevent a charity trustee or connected person receiving any benefit or payment which is authorised by Clause 6.
6. Benefits and payments to charity trustees and connected persons
(1) General provisions
No charity trustee or connected person may:
a) buy or receive any goods or services from the Group on terms preferential to those applicable to members of the public;
b) sell goods, services, or any interest in land to the Group;
c) be employed by, or receive any remuneration from, the Group;
d) receive any other financial benefit from the Group; unless the payment or benefit is permitted by sub-clause (2) of this clause, or authorised by the
court or the prior written consent of the Charity Commission (“the Commission”) has been obtained. In this clause, a “financial benefit” means a benefit, direct or indirect, which is either money or has a monetary value.
(2) Scope and powers permitting trustees’ or connected persons’ benefits
a) A charity trustee or connected person may receive a benefit from the Group as a beneficiary of the Group provided that a majority of the trustees do not benefit in this way.
b) A charity trustee or connected person may enter into a contract for the supply of services, or of goods that are supplied in connection with the provision of services, to the Group where that is permitted in accordance with, and subject to the conditions in, section 185 to 188 of the Charities Act 2011.
c) Subject to sub-clause (3) of this clause a charity trustee or connected person may provide the Group with goods that are not supplied in connection with services provided to the Group by the charity trustee or connected person.
d) A charity trustee or connected person may receive interest on money lent to the Group at a reasonable and proper rate which must be not more than the Bank of England bank rate (also known as the base rate).
e) A charity trustee or connected person may receive rent for premises let by the trustee or connected person to the Group. The amount of the rent and the other terms of the lease must be reasonable and proper. The charity trustee concerned must withdraw from any meeting at which such a proposal or the rent or other terms of the lease are under discussion.
f) A charity trustee or connected person may take part in the normal trading and fundraising activities of the Group on the same terms as members of the public.
(3) Payment for supply of goods only – controls
The Group and its charity trustees may only rely upon the authority provided by sub-clause
(2)(c) of this clause if each of the following conditions is satisfied:
a) The amount or maximum amount of the payment for the goods is set out in a written agreement between the Group and the charity trustee or connected person supplying the goods (“the supplier”).
b) The amount or maximum amount of the payment for the goods does not exceed what is reasonable in the circumstances for the supply of the goods in question.
c) The other charity trustees are satisfied that it is in the best interests of the Group to contract with the supplier rather than with someone who is not a charity trustee or connected person. In reaching that decision the charity trustees must balance the advantage of contracting with a charity trustee or connected person against the disadvantages of doing so.
d) The supplier is absent from the part of any meeting at which there is discussion of the proposal to enter into a contract or arrangement with him or her or it with regard to the supply of goods to the Group.
e) The supplier does not vote on any such matter and is not to be counted when calculating whether a quorum of charity trustees is present at the meeting.
f) The reason for their decision is recorded by the charity trustees in the minute book.
g) A majority of the charity trustees then in office are not in receipt of remuneration or payments authorised by clause 6.
(4) In sub-clauses (2) and (3) of this clause:
(a) “the Group” includes any company in which the Group:
(i) holds more than 50% of the shares; or
(ii) controls more than 50% of the voting rights attached to the shares; or
(iii) has the right to appoint one or more directors to the board of the company;
“connected person” includes any person within the definition set out in clause 31
7. Conflicts of interest and conflicts of loyalty
A charity trustee must:
1) declare the nature and extent of any interest, direct or indirect, which he or she has in a proposed transaction or arrangement with the Group or in any transaction or arrangement entered into by the Group which has not previously been declared; and
2) absent himself or herself from any discussions of the charity trustees in which it is possible that a conflict of interest will arise between his or her duty to act solely in the interests of the Group and any personal interest (including but not limited to any financial interest).
Any charity trustee absenting himself or herself from any discussions in accordance with this clause must not vote or be counted as part of the quorum in any decision of the charity trustees on the matter.
8. Liability of members to contribute to the assets of the Group if it is wound up
If the Group is wound up, the members of the Group have no liability to contribute to its assets and no personal responsibility for settling its debts and liabilities.
9. Membership of the Group
(1) Admission of new members
Membership of the Group is open to anyone who is interested in furthering its purposes, and who, by applying for membership, has indicated his, her or its agreement to become a member and acceptance of the duty of members set out in sub-clause (3) of this clause.
A member may be an individual (aged over 18), a corporate body, or an organisation which is not incorporated.
(b) Admission procedure
The charity trustees:
(i) may require applications for membership to be made in any reasonable way that they decide;
(ii) may refuse an application for membership if they believe that it is in the best interests of the Group for them to do so;
(iii) shall, if they decide to refuse an application for membership, give the applicant their reasons for doing so, within 28 days of the decision being taken, and give the applicant the opportunity to appeal against the refusal; and
(iv) shall give fair consideration to any such appeal, and shall inform the applicant of their decision, but any decision to confirm refusal of the application for membership shall be final.
(2) Transfer of membership
Membership of the Group cannot be transferred to anyone else.
(3) Duty of members
It is the duty of each member of the Group to exercise his or her powers as a member of the Group in the way he or she decides in good faith would be most likely to further the purposes of the Group.
(4) Termination of membership
(a) Membership of the Group comes to an end if:
(i) the member dies, or, in the case of an organisation (or the representative of an organisation) that organisation ceases to exist; or
(ii) the member sends a notice of resignation to the charity trustees; or
(iii) any sum of money owed by the member to the Group is not paid in full within six months of its falling due; or
(iv) the charity trustees decide that it is in the best interests of the Group that the member in question should be removed from membership and pass a resolution to
(b) Before the charity trustees take any decision to remove someone from membership of the Group they must:
(i) inform the member of the reasons why it is proposed to remove him, her or it from membership;
(ii) give the member at least 21 clear days’ notice in which to make representations to the charity trustees as to why he, she or it should not be removed from
(iii) at a duly constituted meeting of the charity trustees, consider whether the member should be removed from membership;
(iv) consider at that meeting any representations which the member makes as to why the member should not be removed; and
(v) allow the member, or the member’s representative, to make those representations in person at that meeting, if the member so chooses.
(5) Membership fees
The Group may require members to pay reasonable membership fees to the Group. The rates of subscription and the period of membership shall be decided from time to time by the charity trustees. Subscriptions shall be due for payment on the first day of April or on such other date as the charity trustees shall decide. No refund of subscription shall be made to members resigning from the Group.
No member shall have power to vote at any meeting of the Group if the member’s subscription is in arrears at the time.
(6) Honorary members
The Group may in General Meeting and on the recommendation of the charity trustees invite former officers and Patrons of the Group to become Honorary Members. The number of Honorary Members shall be limited to ten at any one time.
10. Members’ decisions
(1) General provisions
Except for those decisions that must be taken in a particular way as indicated in sub-clause (4) of this clause, decisions of the members of the Group may be taken either by vote at a general meeting as provided in sub-clause (2) of this clause or by written resolution as provided in subclause (3) of this clause.
(2) Taking ordinary decisions by vote
Subject to sub-clause (4) of this clause, any decision of the members of the Group may be taken by means of a resolution at a general meeting. Such a resolution may be passed by a simple majority of votes cast at the meeting (including votes cast by postal or email ballot).
(3) Taking ordinary decisions by written resolution without a general meeting
(a) Subject to sub-clause (4) of this clause, a resolution in writing agreed by a simple majority of all the members who would have been entitled to vote upon it had it been proposed at a general meeting shall be effective, provided that:
(i) a copy of the proposed resolution has been sent to all the members eligible to vote;
(ii) a simple majority of members has signified its agreement to the resolution in a document or documents which are received at the principal office within the period
of 28 days beginning with the circulation date. The document signifying a member’s agreement must be authenticated by their signature (or in the case of an
organisation which is a member, by execution according to its usual procedure), by a statement of their identity accompanying the document, or in such other manner as the Group has specified.
(b) The resolution in writing may comprise several copies to which one or more members has signified their agreement.
(c) Eligibility to vote on the resolution is limited to members who are members of the Group on the date when the proposal is first circulated in accordance with paragraph (a) above.
(d) Not less than 10% of the members of the Group may request the charity trustees to make a proposal for decision by the members.
(e) The charity trustees must within 21 days of receiving such a request comply with it if:
(i) The proposal is not frivolous or vexatious, and does not involve the publication of defamatory material;
(ii) The proposal is stated with sufficient clarity to enable effect to be given to it if it is agreed by the members; and
(iii) Effect can lawfully be given to the proposal if it is so agreed.
(f) Sub-clauses (a) to (c) of this clause apply to a proposal made at the request of members.
(4) Decisions that must be taken in a particular way
(a) Any decision to remove a trustee must be taken in accordance with clause 15(2).
(b) Any decision to amend this constitution must be taken in accordance with clause 29 of this constitution (Amendment of Constitution).
(c) Any decision to wind up or dissolve the Group must be taken in accordance with clause 30 of this constitution (Voluntary winding up or dissolution). Any decision to amalgamate or transfer the undertaking of the Group to one or more other CIOs must be taken in accordance with the provisions of the Charities Act 2011.
11. General meetings of members
(1) Types of general meeting
There must be an annual general meeting (AGM) of the members of the Group. The first AGM must be held within 18 months of the registration of the Group, and subsequent AGMs must be held at intervals of not more than 15 months. The AGM must receive the annual statement of
accounts (duly audited or examined where applicable) and the trustees’ annual report, and must elect charity trustees as required under clause 13.
Other general meetings of the members of the Group may be held at any time.
All general meetings must be held in accordance with the following provisions.
(2) Calling general meetings
(a) The charity trustees:
(i) must call the annual general meeting of the members of the Group in accordance with sub-clause (1) of this clause, and identify it as such in the notice of the meeting; and
(ii) may call any other general meeting of the members at any time.
(b) The charity trustees must, within 28 days, call a general meeting of the members of the Group if:
(i) they receive a request to do so from at least 10% of the members of the Group; and
(ii) the request states the general nature of the business to be dealt with at the meeting, and is authenticated by the member(s) making the request.
(c) If, at the time of any such request, there has not been any general meeting of the members of the Group for more than 12 months, then sub-clause (b)(i) of this clause shall have effect as if 5% were substituted for 10%.
(d) Any such request may include particulars of a resolution that may properly be proposed, and is intended to be proposed, at the meeting.
(e) A resolution may only properly be proposed if it is lawful, and is not defamatory, frivolous or vexatious.
(f) Any general meeting called by the charity trustees at the request of the members of the Group must be held within 28 days from the date on which it is called.
(g) If the charity trustees fail to comply with this obligation to call a general meeting at the request of its members, then the members who requested the meeting may themselves call a general meeting.
(h) A general meeting called in this way must be held not more than 3 months after the date when the members first requested the meeting.
(i) The Group must reimburse any reasonable expenses incurred by the members calling a general meeting by reason of the failure of the charity trustees to duly call the meeting.
(3) Notice of general meetings
(a) The charity trustees, or, as the case may be, the relevant members of the Group, must give at least 21 clear days notice of any general meeting to all of the members.
(b) If it is agreed by not less than 90% of all members of the Group attending the meeting, any resolution may be proposed and passed at the meeting even though the requirements of sub-clause (3) (a) of this clause have not been met. This sub-clause does not apply where a specified period of notice is strictly required by another clause in this constitution, by the Charities Act 2011 or by the General Regulations.
(c) The notice of any general meeting must:
(i) state the time and date of the meeting:
(ii) give the address at which the meeting is to take place;
(iii) give particulars of any resolution which is to be moved at the meeting, and of the general nature of any other business to be dealt with at the meeting; and
(iv) if a proposal to alter the constitution of the Group is to be considered at the meeting, include the text of the proposed alteration;
(v) include, with the notice for the AGM, the annual statement of accounts and trustees’ annual report, details of persons standing for election or re-election as
trustee, or where allowed under clause 22 (Use of electronic communication), details of where the information may be found on the Group’s website.
(d) Proof that an envelope containing a notice was properly addressed, prepaid and posted; or that an electronic form of notice was properly addressed and sent, shall be conclusive evidence that the notice was given. Notice shall be deemed to be given 48 hours after it was posted or sent.
(e) The proceedings of a meeting shall not be invalidated because a member who was entitled to receive notice of the meeting did not receive it because of accidental
omission by the Group.
(4) Chairing of general meetings
The person nominated as chair by the charity trustees under clause 19(2) (Chairing of meetings), shall, if present at the general meeting and willing to act, preside as chair of the meeting. Subject to that, the members of the Group who are present at a general meeting shall elect a chair to preside at the meeting.
(5) Quorum at general meetings
(a) No business may be transacted at any general meeting of the members of the Group unless a quorum is present when the meeting starts.
(b) Subject to the following provisions, the quorum for general meetings shall be twenty members. An organisation represented by a person present at the meeting in accordance with sub-clause (8) of this clause, is counted as being present in person.
(c) If the meeting has been called by or at the request of the members and a quorum is not present within 15 minutes of the starting time specified in the notice of the meeting, the meeting is closed.
(d) If the meeting has been called in any other way and a quorum is not present within 15 minutes of the starting time specified in the notice of the meeting, the chair must adjourn the meeting. The date, time and place at which the meeting will resume must either be announced by the chair or be notified to the Group’s members at least seven clear days before the date on which it will resume.
(e) If a quorum is not present within 15 minutes of the start time of the adjourned meeting, the member or members present at the meeting constitute a quorum.
(f) If at any time during the meeting a quorum ceases to be present, the meeting may discuss issues and make recommendations to the trustees but may not make any decisions. If decisions are required which must be made by a meeting of the members, the meeting must be adjourned.
(6) Voting at general meetings
(a) Any decision other than one falling within clause 10(4) (Decisions that must be taken in a particular way) shall be taken by a simple majority of votes cast at the meeting (including postal votes). Every member has one vote
(b) A resolution put to the vote of a meeting shall be decided on a show of hands, unless (before or on the declaration of the result of the show of hands) a poll is duly demanded. A poll may be demanded by the chair or by at least 10% of the members present in person or by proxy at the meeting.
(c) A poll demanded on the election of a person to chair the meeting or on a question of adjournment must be taken immediately. A poll on any other matter shall be taken, and the result of the poll shall be announced, in such manner as the chair of the meeting shall decide, provided that the poll must be taken, and the result of the poll announced, within 30 days of the demand for the poll.
(d) A poll may be taken:
(i) at the meeting at which it was demanded; or
(ii) at some other time and place specified by the chair; or
(iii) through the use of postal or electronic communications.
(e) In the event of an equality of votes, whether on a show of hands or on a poll, the chair of the meeting shall have a second, or casting vote.
(f) Any objection to the qualification of any voter must be raised at the meeting at which the vote is cast and the decision of the chair of the meeting shall be final.
(7) Voting by post or by electronic mail
(a) The Group may, if the charity trustees so decide, allow the members to vote by post or electronic mail (“email”) to elect charity trustees or to make a decision on any matter that is being decided at a general meeting of the members.
(b) The charity trustees must appoint at least two persons independent of the Group to serve as scrutineers to supervise the conduct of the postal/email ballot and the counting of votes.
(c) If postal and/or email voting is to be allowed on a matter, the Group must send to its members not less than 21 days before the deadline for receipt of votes cast in this way:
(i) a notice by email, if the member has agreed to receive notices in this way under clause 22 (Use of electronic communications), including an explanation of the purpose of the vote and the voting procedure to be followed by the member, and a voting form capable of being returned by email or post to the Group, containing details of the resolution being put to a vote, or of the candidates for election, as applicable;
(ii) a notice by post to all other members, including a written explanation of the purpose of the postal vote and the voting procedure to be followed by the member; and a postal voting form containing details of the resolution being put to a vote, or of the candidates for election, as applicable.
(d) The voting procedure must require all forms returned by post to be in an envelope with the member’s name and signature, and nothing else, on the outside, inside another envelope addressed to ‘The Scrutineers for The Ham and Petersham Association and Amenities Group’, at the Group’s ’s principal office or such other postal address as is specified in the voting procedure.
(e) The voting procedure for votes cast by email must require the member’s name to be at the top of the email, and the email must be authenticated in the manner specified in the voting procedure.
(f) Email votes must be returned to an email address used only for this purpose and must be accessed only by a scrutineer.
(g) The voting procedure must specify the closing date and time for receipt of votes, and must state that any votes received after the closing date or not complying with the voting procedure will be invalid and not be counted.
(h) The scrutineers must make a list of names of members casting valid votes, and a separate list of members casting votes which were invalid. These lists must be provided to a charity trustee or other person overseeing admission to, and voting at, the general meeting. A member who has cast a valid postal or email vote must not vote at the meeting and must not be counted in the quorum for any part of the meeting on which he, she or it has already cast a valid vote. A member who has cast an invalid vote by post or email is allowed to vote at the meeting and counts towards the quorum.
(i) For postal votes, the scrutineers must retain the internal envelopes (with the member’s name and signature). For email votes, the scrutineers must cut off and retain any part of the email that includes the member’s name. In each case, a scrutineer must record on this evidence of the member’s name that the vote has been counted, or if the vote has been declared invalid, the reason for such declaration.
(j) Votes cast by post or email must be counted by all the scrutineers before the meeting at which the vote is to be taken. The scrutineers must provide to the person chairing the meeting written confirmation of the number of valid votes received by post and email and the number of votes received which were invalid.
(k) The scrutineers must not disclose the result of the postal/email ballot until after votes taken by hand or by poll at the meeting, or by poll after the meeting, have been counted. Only at this point shall the scrutineers declare the result of the valid votes received, and these votes shall be included in the declaration of the result of the vote.
(l) Following the final declaration of the result of the vote, the scrutineers must provide to a charity trustee or other authorised person bundles containing the evidence of members submitting valid postal votes; evidence of members submitting valid email votes; evidence of invalid votes; the valid votes; and the invalid votes.
(m) Any dispute about the conduct of a postal or email ballot must be referred initially to a panel set up by the charity trustees, to consist of two trustees and two persons independent of the Group. If the dispute cannot be satisfactorily resolved by the panel, it must be referred to the Electoral Reform Services.
(8) Representation of organisations and corporate members
An organisation or a corporate body that is a member of the Group may, in accordance with its usual decision-making process, authorise a person to act as its representative at any general meeting of the Group.
The representative is entitled to exercise the same powers on behalf of the organisation or corporate body as the organisation or corporate body could exercise as an individual member of the Group.
Before such representative exercises his or her right to vote the member shall give particulars in writing to the Honorary Secretary of such representative.
(9) Adjournment of meetings
The chair may with the consent of a meeting at which a quorum is present (and shall if so directed by the meeting) adjourn the meeting to another time and/or place. No business may be transacted at an adjourned meeting except business which could properly have been transacted at the original meeting.
(10) Exclusion from meetings
The chair shall have the power to exclude from any of the Group’s meetings any member or visitor whose behaviour in his or her opinion is inconsistent with the orderly conduct of the meeting.
12. Charity trustees
(1) Functions and duties of charity trustees
(a) The charity trustees shall manage the affairs of the Group and may for that purpose exercise all the powers of the Group. The charity trustees as a group shall be called “the Executive Committee”. It is the duty of each charity trustee:
(b) to exercise his or her powers and to perform his or her functions as a trustee of the Group in the way he or she decides in good faith would be most likely to further the purposes of the Group; and
(c) to exercise, in the performance of those functions, such care and skill as is reasonable in the circumstances having regard in particular to:
(i) any special knowledge or experience that he or she has or holds himself or herself out as having; and
(ii) if he or she acts as a charity trustee of the Group in the course of a business or profession, to any special knowledge or experience that it is reasonable to expect of a person acting in the course of that kind of business or profession.
(2) Eligibility for trusteeship
(a) Every charity trustee must be a natural person.
(b) No one may be appointed as a charity trustee:
(i) if he or she is under the age of 18 years; or
(ii) if he or she is not a member of the Group; or
(iii) if he or she would automatically cease to hold office under the provisions of clause
(c) No one is entitled to act as a charity trustee whether on appointment or on any reappointment until he or she has expressly acknowledged, in whatever way the charity trustees decide, his or her acceptance of the office of charity trustee.
(d) The names of candidates standing for election as trustees (proposed and seconded by members of the Group) must be submitted in writing to the Honorary Secretary not less than 21 clear days before the date of the Annual General Meeting.
(3) Number of charity trustees
(a) There must be at least three charity trustees. If the number falls below this minimum, the remaining trustee or trustees may act only to call a meeting of the charity trustees or appoint a new charity trustee.
(b) The maximum number of charity trustees that may be appointed to the Group is 15
(4) First charity trustees
The first charity trustees of the Group are –
13. Appointment of charity trustees
(1) The Chair, the Vice-Chair, the Honorary Secretary and the Honorary Treasurer shall be elected in the following way: Each year the charity trustees shall propose to the annual general meeting persons to hold these roles for the ensuing year. If the proposals are rejected the charity trustees shall propose other persons to a subsequent extraordinary general meeting. The Chair, the Honorary Secretary and the Honorary Treasurer shall hold office until the conclusion of the next annual general meeting but shall be eligible for re-election.
(2) At every annual general meeting of the members of the Group, one-third of the charity trustees (excepting the Chair, the Vice-Chair, the Honorary Secretary and the Honorary Treasurer) shall retire from office. If the number of such charity trustees is not three or a multiple of three, then the number nearest to one-third rounded upwards to the nearest whole number shall retire from office, but if there is only one charity trustee, he or she shall retire;
(3) The charity trustees to retire by rotation shall be those who have been longest in office since their last appointment or reappointment. If any trustees were last appointed or reappointed on the same day those to retire shall (unless they otherwise agree among themselves) be determined by lot;
(4) The vacancies so arising may be filled by the decision of the members at the annual general meeting; any vacancies not filled at the annual general meeting may be filled as provided in sub-clause (5) of this clause;
(5) The members or the charity trustees may at any time decide to appoint a new charity trustee, whether in place of a charity trustee who has retired or been removed in accordance with clause 15 (Retirement and removal of charity trustees), or as an additional charity trustee, having regards to clause 12(3);
(6) A person so appointed by the members of the Group shall retire in accordance with the provisions of sub-clauses (2) and (3) of this clause. A person so appointed by the charity trustees shall retire at the conclusion of the next annual general meeting after the date of his or her appointment and shall not be counted for the purpose of determining which of the charity trustees is to retire by rotation at that meeting.
14. Information for new charity trustees
The charity trustees will make available to each new charity trustee, on or before his or her first appointment:
(a) a copy of this constitution and any amendments made to it; and
(b) a copy of the Group’s latest trustees’ annual report and statement of accounts.
15. Retirement and removal of charity trustees
(1) A charity trustee ceases to hold office if he or she:
(a) retires by notifying the Group in writing (but only if enough charity trustees will remain in office when the notice of resignation takes effect to form a quorum for meetings);
(b) is absent without the permission of the charity trustees from all their meetings held within a period of six months and the trustees resolve that his or her office be vacated;
(d) in the written opinion, given to the company, of a registered medical practitioner treating that person, has become physically or mentally incapable of acting as a
director and may remain so for more than three months;
(e) is removed by the members of the Group in accordance with sub-clause (2) of this
(2) is disqualified from acting as a charity trustee by virtue of section 178-180 of the Charities Act 2011.
(3) A charity trustee shall be removed from office if a resolution to remove that trustee is proposed at a general meeting of the members called for that purpose and properly convened in accordance with clause 11, and the resolution is passed by a two-thirds majority of votes cast at the meeting.
(4) A resolution to remove a charity trustee in accordance with this clause shall not take effect unless the individual concerned has been given at least 14 clear days’ notice in writing that the resolution is to be proposed, specifying the circumstances alleged to justify removal from office, and has been given a reasonable opportunity of making oral and/or written representations to the members of the Group.
16. Reappointment of charity trustees
Any person who retires as a charity trustee by rotation or by giving notice to the Group is eligible for reappointment.
17. Taking of decisions by charity trustees
Any decision may be taken either:
(a) at a meeting of the charity trustees; or
(b) by resolution in writing or electronic form agreed by all of the charity trustees, which may comprise either a single document or several documents containing the text of the resolution in like form to each of which one or more charity trustees has signified their agreement.
18. Delegation by charity trustees
(1) The charity trustees may delegate any of their powers or functions to a committee or committees, and, if they do, they must determine the terms and conditions on which the delegation is made. The charity trustees may at any time alter those terms and conditions or revoke the delegation.
(2) This power is in addition to the power of delegation in the General Regulations and any other power of delegation available to the charity trustees, but is subject to the following requirements –
(a) a committee may consist of two or more persons, but at least one member of each committee must be a charity trustee;
(b) the acts and proceedings of any committee must be brought to the attention of the charity trustees as a whole as soon as is reasonably practicable; and
(c) the charity trustees shall from time to time review the arrangements which they have made for the delegation of their powers.
19. Meetings and proceedings of charity trustees
(1) Calling meetings
(a) The Chair or any other two charity trustees may call a meeting of the charity trustees.
(b) Subject to that, the charity trustees shall decide how their meetings are to be called, and what notice is required.
(2) Chairing of meetings
Meetings will normally be chaired by the Chair if he or she is present or by the Vice-Chair, if one has been elected, and he or she is present. If no-one has been so appointed, or if the person appointed is unwilling to preside or is not present within 10 minutes after the time of the meeting, the charity trustees present shall appoint one of their number to chair that meeting.
(3) Procedure at meetings
(a) No decision shall be taken at a meeting unless a quorum is present at the time when the decision is taken. The quorum is one-third of the charity trustees (including at least one of the Chair, Honorary Secretary and Honorary Treasurer). If the number of charity trustees present is not three or a multiple of three, then the number nearest to one third rounded upwards to the nearest whole number applies. A charity trustee shall not be counted in the quorum present when any decision is made about a matter upon which he or she is not entitled to vote.
(b) Questions arising at a meeting shall be decided by a majority of those eligible to vote.
(c) In the case of an equality of votes, the chair shall have a second or casting vote.
(4) Participation in meetings by electronic means
(a) A meeting may be held by suitable electronic means agreed by the charity trustees in which each participant may communicate with all the other participants.
(b) Any charity trustee participating at a meeting by suitable electronic means agreed by the charity trustees in which a participant or participants may communicate with all the other participants shall qualify as being present at the meeting.
(c) Meetings held by electronic means must comply with rules for meetings, including chairing and the taking of minutes.
20. Saving provisions
(1) Subject to sub-clause (2) of this clause, all decisions of the charity trustees, or of a committee of charity trustees, shall be valid notwithstanding the participation in any vote of a charity trustee:
(a) who was disqualified from holding office;
(b) who had previously retired or who had been obliged by the constitution to vacate office;
(c) who was not entitled to vote on the matter, whether by reason of a conflict of interest or otherwise; if, without the vote of that charity trustee and that charity trustee being counted in e quorum, the decision has been made by a majority of the charity trustees at a quorate meeting.
(2) Sub-clause (1) of this clause does not permit a charity trustee to keep any benefit that may be conferred upon him or her by a resolution of the charity trustees or of a committee of charity trustees if, but for clause (1), the resolution would have been void, or if the charity trustee has not complied with clause 7 (Conflicts of interest).
21. Execution of documents
(1) The Group shall execute documents by signature.
(2) A document is validly executed by signature if it is signed by at least two of the charity trustees.
22. Use of electronic communications
The Group will comply with the requirements of the Communications Provisions in the General Regulations and in particular:
(a) the requirement to provide within 21 days to any member on request a hard copy of any document or information sent to the member otherwise than in hard copy form;
(b) any requirements to provide information to the Charity Commission in a particular form or manner.
(2) To the Group
Any member or charity trustee of the Group may communicate electronically with the Group to an address specified by the Group for the purpose, so long as the communication is authenticated in a manner which is satisfactory to the Group.
(3) By the Group
(a) Any member or charity trustee of the Group, by providing the Group with his or her email address or similar, is taken to have agreed to receive communications from the Group in electronic form at that address, unless the member has indicated to the Group his or her unwillingness to receive such communications in that form.
(b) The charity trustees may, subject to compliance with any legal requirements, by means of publication on its website –
(i) provide the members with the notice referred to in clause 11(3) (Notice of general meetings);
(ii) give charity trustees notice of their meetings in accordance with clause 19(1) (Calling meetings); and
(iii) submit any proposal to the members or charity trustees for decision by written resolution or postal vote in accordance with the Group’s powers under clause 10
(Members’ decisions), 10(3) (Decisions taken by resolution in writing), or 11(7)
(Voting by post or electronic mail).
(c) The charity trustees must:
(i) take reasonable steps to ensure that members and charity trustees are promptly notified of the publication of any such notice or proposal;
(ii) send any such notice or proposal in hard copy form to any member or charity trustee
who has not consented to receive communications in electronic form.
23. Keeping of Registers
The Group must comply with its obligations under the General Regulations in relation to the keeping of, and provision of access to, registers of its members and charity trustees.
The charity trustees must keep minutes of all:
(1) appointments of officers made by the charity trustees;
(2) proceedings at general meetings of the Group;
(3) meetings of the charity trustees and committees of charity trustees including:
(a) the names of the trustees present at the meeting;
(b) the decisions made at the meetings; and
(c) where appropriate the reasons for the decisions;
(4) decisions made by the charity trustees otherwise than in meetings.
25. Accounting records, accounts, annual reports and returns, register maintenance
(1) The charity trustees must comply with the requirements of the Charities Act 2011 with regard to the keeping of accounting records, to the preparation and scrutiny of statements of accounts, and to the preparation of annual reports and returns. The statements of accounts, reports and returns must be sent to the Charity Commission, regardless of the income of the Group, within 10 months of the financial year end.
(2) The charity trustees must comply with their obligation to inform the Charity Commission within 28 days of any change in the particulars of the Group entered on the Central Register of Charities.
The charity trustees may from time to time make such reasonable and proper rules or bye laws as they may deem necessary or expedient for the proper conduct and management of the Group, but such rules or bye laws must not be inconsistent with any provision of this constitution. Copies of any such rules or bye laws currently in force must be made available to any member of the Group on request.
27. President and Patrons
The Group may in general meeting and on the recommendation of the charity trustees invite a person distinguished for interest in the objects of the Group to become President and other such persons to become Patrons. The number of Patrons at one time shall be limited to six. The charity trustees shall keep the President and Patrons in touch with matters under consideration.
For the avoidance of doubt the President and Patrons are not charity trustees.
If a dispute arises between members of the Group about the validity or propriety of anything done by the members under this constitution, and the dispute cannot be resolved by agreement, the parties to the dispute must first try in good faith to settle the dispute by mediation before resorting to litigation.
29. Amendment of constitution
As provided by clauses 224-227 of the Charities Act 2011:
(1) This constitution can only be amended:
(a) by resolution agreed in writing by all members of the Group; or
(b) by a resolution passed by a 75% majority of votes cast at a general meeting of the members of the Group.
(2) Any alteration of clause 3 (Objects), clause 30 (Voluntary winding up or dissolution), this clause, or of any provision where the alteration would provide authorisation for any benefit to be obtained by charity trustees or members of the Group or persons connected with them, requires the prior written consent of the Charity Commission.
(3) No amendment that is inconsistent with the provisions of the Charities Act 2011 or the General Regulations shall be valid.
(4) A copy of any resolution altering the constitution, together with a copy of the Group’s constitution as amended, must be sent to the Commission within 15 days from the date on which the resolution is passed. The amendment does not take effect until it has been recorded in the Register of Charities.
30. Voluntary winding up or dissolution
(1) As provided by the Dissolution Regulations, the Group may be dissolved by resolution of its members. Any decision by the members to wind up or dissolve the Group can only be made:
(a) at a general meeting of the members of the Group called in accordance with clause 11 (Meetings of Members), of which not less than 14 days’ notice has been given to those eligible to attend and vote:
(i) by a resolution passed by a 75% majority of those voting, or
(ii) by a resolution passed by decision taken without a vote and without any expression of dissent in response to the question put to the general meeting; or
(b) by a resolution agreed in writing by all members of the Group.
(2) Subject to the payment of all the Group’s debts:
(a) Any resolution for the winding up of the Group, or for the dissolution of the Group without winding up, may contain a provision directing how any remaining assets of the Group shall be applied.
(b) If the resolution does not contain such a provision, the charity trustees must decide how any remaining assets of the Group shall be applied.
(c) In either case the remaining assets must be applied for charitable purposes the same as or similar to those of the Group.
(3) The Group must observe the requirements of the Dissolution Regulations in applying to the Commission for the Group to be removed from the Register of Charities, and in particular:
(a) the charity trustees must send with their application to the Commission:
(i) a copy of the resolution passed by the members of the Group;
(ii) a declaration by the charity trustees that any debts and other liabilities of the Group have been settled or otherwise provided for in full; and
(iii) a statement by the charity trustees setting out the way in which any property of the Group has been or is to be applied prior to its dissolution in accordance with this constitution;
(b) the charity trustees must ensure that a copy of the application is sent within seven days to every member and employee of the Group, and to any charity trustee of the Group who was not privy to the application.
(4) If the Group is to be wound up or dissolved in any other circumstances, the provisions of the Dissolution Regulations must be followed.
In this constitution:
“connected person” means:
(a) a child, parent, grandchild, grandparent, brother or sister of the charity trustee;
(b) the spouse or civil partner of the charity trustee or of any person falling within subclause (a) above;
(c) a person carrying on business in partnership with the charity trustee or with any person falling within sub-clause (a) or (b) above;
(d) an institution which is controlled –
(i) by the charity trustee or any connected person
(ii) falling within sub-clause (a), (b), or (c) above; or
(iii) by two or more persons falling within sub-clause (d)(i), when taken together
(e) a body corporate in which –
(i) the charity trustee or any connected person falling within sub-clauses (a) to (c) has a substantial interest; or
(ii) two or more persons falling within sub-clause (e)(i) who, when taken together, have a substantial interest.
Section 118 of the Charities Act 2011 applies for the purposes of interpreting the terms used in this constitution.
“General Regulations” means the Charitable Incorporated Organisations (General) Regulations 2012.
“Dissolution Regulations” means the Charitable Incorporated Organisations (Insolvency and Dissolution) Regulations 2012.
The “Communications Provisions” means the Communications Provisions in [Part 10, Chapter 4] of the General Regulations, and the General Data Protection Regulations 2018.
“charity trustee” means a charity trustee of the Group.
A “poll” means a counted vote or ballot, usually (but not necessarily) in writing.
A reference to a specific legislative provision shall include any statutory re-enactment or modification of that provision.
The Ham and Petersham Association and Amenities Group Constitution