Petersfield Area
Community Trust

Constitution

Petersfield Area Community Trust

Constitution

Contents:(click to go to relevant section)

1) NAME:-

The name of the Community Association shall be Petersfield Area Community Trust (P.A.C.T.), hereinafter referred to as ["PACT"]

2) AIMS/OBJECTS:-

(a) To promote the benefit of the inhabitants of Petersfield Ward, without distinction of sex, or of political, sexual, or other opinions, by associating together with the statutory authorities, voluntary organisations, and residents in a common effort to protect, preserve, and enhance the amenities of the area of benefit, to advance education, and provide or assist in the provision of facilities for recreation and other leisure time occupation, with the objects of improving the conditions of life

(b) To establish or secure the establishment of a community centre

3) POWERS:-

PACT shall have the power to employ staff, to acquire property and equipment, to raise money, and to do all such other lawful things as are necessary for the achievement of its aims.

4) (a) MEMBERSHIP:-

i) Membership of PACT shall be open to:

all those living in the St. Matthews and Riverside areas of Petersfield and Abbey, who support the aims and objects of the organisation, irrespective of their race, colour, gender, age, religion, nationality, sexual orientation, and other opinions

any other person invited to join by two voting members of the Management Committee

ii) Groups fulfilling the above criteria may apply to affiliate to PACT

iii) Individuals (and groups) shall become members (and affiliates) of PACT at the discretion of the Management Committee and must subscribe to the aims of PACT

iv) All members and groups shall pay such subscriptions for membership (and affiliation fees) as determined by the Management Committee

(b) TERMINATION OF MEMBERSHIP:-

Individuals shall cease to be members of PACT:-

i) For ceasing to satisfy the membership requirements as stated in Clause 4(a) above or for serious breaches of any other rules of PACT as laid down by an Annual General Meeting or Special General Meeting PROVIDED THAT the individual member concerned or their representative has had the right to be heard by the Management Committee before the final decision is made. There shall be the right of appeal to an independent arbitrator appointed by mutual agreement

ii)Upon the receipt by the Secretary or the Chair of a written notification, or e-mail, of the intention from the member concerned

5) MANAGEMENT COMMITTEE:-

i) PACT shall be managed by individuals directly nominated by and from PACT’s membership and elected at the Annual General Meeting to a Management Committee (hereinafter referred to as "the Committee")

ii) The Committee shall be comprised of 6 to 12 members who shall elect a Chair, a Treasurer and a Secretary at the Committee’s first meeting following the Annual General Meeting

iii) In addition to the elected members, the Committee may co-opt up to 3 members. Co-opted members shall have the power to vote

iv) The committee may also invite persons to attend committee meetings on an ex officio basis. Such persons shall not have the power to vote.

v) The Committee shall have the power to set up sub committees, working parties, and ad hoc committees, consisting of at least one member of the Management Committee, to address specific tasks that may be raised during the life time of PACT. All acts and proceedings of such committees shill be reported back to, and as determined by, the Committee.

vi) The Committee shall have the power to appoint individuals to fill any casual vacancies that may occur. Such appointees shall hold office until the next Annual General Meeting is held.

6) COMMITTEE MEETINGS

i) The Committee shall meet at least 3 times a year

ii) The secretary shall be responsible for the preparation and distribution of agendas and notices of the meetings

iii) Notice of the meeting stating the time, date and venue shall be sent to all committee members 7 days before the date of the meeting

iv) The Secretary shall be responsible for keeping a proper record of minutes of the committee meetings

v) Quorum:- A minimum of three, or one third of the voting committee members, (whichever is the greater) must be present for Committee members to take any decisions on behalf of PACT.

vi) Staff employed by PACT may attend and address Committee meetings but shall not be entitled to vote

vii) Committee meetings shall be conducted in accordance with any rules drawn up and revised as necessary by the Committee.

7) ANNUAL GENERAL MEETINGS:-

i) The Committee shall arrange an Annual General Meeting for the purpose of:

a) reporting to its members PACT's activities for the year

b) receipt and approval by membership of PACT's audited, or independently examined, accounts

c) accepting resignation of the Committee

d) electing the new Committee and appointing auditors

e) resolving any other proposals that members may have submitted

ii) The Annual General Meeting shall be held in November every year

iii) Notice of the Annual General Meeting shall be posted up, or sent to members, 21 days before the date of the meeting. This shall be the responsibility of the Secretary or, in her/his absence, that of the Chair

iv) The Chair of the Committee shall act as Chair at any General Meeting. In her/his absence members present may elect any of the Committee members present to chair the meeting

v) Any members of PACT wishing to include motions at the Annual General Meeting, shall be required to submit them to the Secretary not later than 28 days before the date of the meeting

vi) Any motions to be adopted shall require a simple majority of members present and voting.

vii) Each member of PACT shall be entitled to one vote, regardless of age, providing they are able to understand the proceedings

viii) Quorum:- A minimum of eight persons must be present.

8) SPECIAL GENERAL MEETINGS

The Management Committee may call a special general meeting of PACT at any time. If at least (ten) members request such a meeting in writing, or via e-mail, stating the business to be considered, the secretary shall call such a meeting. At least 21 days' notice must be given and the notice must state the business to be discussed.

9) ACCOUNTS/FINANCE:-

i) All moneys raised by or on behalf of PACT shall be applied to further the objects of PACT and no other purpose

ii) The Treasurer shall be responsible for keeping proper books and records of accounts, opening a bank account in the name of PACT and preparing a statement of accounts for Annual General Meetings

iii) The Accounts shall be examined once a year by the auditor, or independent examiner, appointed by the Annual General Meeting.

iv) PACT's funds shall be paid into an account operated by the Management

Committee in PACT's name at such bank or building society as the committee shall from time to time decide. All cheques drawn on the account, or other withdrawals, must be signed by at least 2 members of the committee

10) ALTERATIONS TO THE RULES:-

i) Any alterations to this constitution shall require the approval of two thirds majority of the voting members present at a Special General Meeting or Annual General Meeting.

ii) Any resolutions for the alteration of the constitution must be received in writing, or via e-mail by the Secretary not less than 28 days before the General Meeting. A 14 days notice of the meeting shall be posted up by the Secretary, or sent to members, stating the time, date, and venue and the wording of the proposed alteration(s)

11) WINDING UP/DISSOLUTION:

If the Committee by a simple majority decided at any time, that on grounds of financial difficulties or otherwise, it is necessary or advisable to dissolve the Group, the Committee shall call a special meeting of all members, giving them at least 21 days notice and stating the terms of the resolution to be proposed at the meeting. If the proposed resolution is confirmed by a simple majority of members present and voting at the meeting, the Committee shall have the powers to dispose of any assets held by or in the name of PACT. Any assets remaining, after the satisfaction of any proper debts and liabilities, shall be transferred to another voluntary organisation(s) having objects similar to those of PACT.

This constitution was adopted as the constitution of Petersfield Area Community Trust (P.A.C.T.) at a Public Meeting held at St.Matthew's Church Hall, Cambridge on 19th January 1999

Signed Chair

Signed Secretary