Ashwick and Oakhill Playgroup Constitution
Ashwick and Oakhill Playgroup Constitution
Adopted on 28th February, 2008
The name of the association is Ashwick & Oakhill Playgroup (the charity)
The aim of the Playgroup is to enhance the development and education of children under statutory school age by:
(a) Offering appropriate learning experiences and play facilities.
(b) Ensuring the group offers opportunities for all children whatever their race, culture, religion, means or ability.
(c) Encouraging parents to become involved in the activities of the playgroup.
For the furtherance of this aim the Playgroup may:
(a) Provide accommodation and equipment and engage staff
(b) Raise money to pay for Playgroup activities
(c) Make such payments as shall be necessary
(d) Fix and collect the fees payable in respect of children attending the Playgroup
(e) Control the admission of children to the Playgroup and, if appropriate, require parents or guardians to withdraw them
(f) Co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance of the objects or of similar charitable purposes and to exchange information and advice with them
(g) Appoint and constitute such advisory committees as the executive committee may think fit, with all acts and proceedings of such committees being promptly reported back to the Executive Committee
(h) Take such other action as may benefit the Playgroup.
Membership shall be of two kinds:
(a) Family Members - Parents or guardians of all children who attend the Playgroup, each family to have one vote and count as one member
(b) Other members - Other interested individuals, excluding paid employees, interested in furthering the aims of the Playgroup.
The trustees must keep a register of names and addresses of the members which must be made available to any member upon request.
5. General Meetings
(a) An annual general meeting shall be held in the Autumn term each year
(b) Every annual general meeting shall be called by the executive officers of the management committee. The secretary shall give at least 21 days' notice of the annual general meeting to all the members of the Playgroup who shall be entitled to attend and vote at the meeting
(c) The Executive officers of the management committee shall present to each annual general meeting the report and accounts of the Playgroup for the preceding year.
6. Special General Meetings
A special general meeting may be called at any time at the request of the executive committee or not less than one quarter of the members. The Secretary or Chair shall send a note of the date, time and place of each such meeting at least 14 days before the date of the meeting with a list of items to be discussed.
The quorum for a general meeting shall be a minimum of 6 members. If fewer attend, a new meeting must be called.
8. Management Committee
(a) At the annual general meeting of the Playgroup the members shall elect a chairperson, a secretary and a treasurer, who shall hold office from the conclusion of that meeting. These officers will form the executive of the management committee and will be the charity trustees.
(b) These executive officers may in addition appoint up to 4 other individuals to serve as non-executive committee members. These non-executive members can also be trustees of the charity if deemed appropriate by the executive officers.
(c) The management committee shall meet at least three times a year and is responsible for ensuring that the Playgroup complies with it's aims and is properly managed. A minimum quorum for these meetings is formed when either the 3 executive officers or 2 executive and 2 non-executive members are present.
(d) All members of the management committee present (executive and non-executive have one vote. In the event of a tie the chair has a second or casting vote. No vote may be held without the 3 executive officers being present.
(e) All members of the management committee (executive or non-executive) shall retire from office together at the end of the annual general meeting next after the date on which they came into office but they may be re-elected or re-appointed.
(f) Paid employees are employed by the committee and therefore cannot be committee members or vote at committee meetings. They, or their representative, can be invited to attend any or all meetings in an advisory capacity and should normally be so invited, but need not attend the whole of the meeting. Paid employees, if members of the Playgroup, shall be entitled to attend and vote at all annual general meetings of the Playgroup.
(g) Once elected all committee members shall have/or provide a recent (within 3 years) CRB check. At the first meeting of the new committee there will be a 'form filling' session where all members without a CRB check will complete the CRB forms for sending off.
The Trustees must keep minutes of all:
(a) Appointments of Officers and Trustees made by the Trustees
(b) Proceedings at meetings of the Charity
(c) Meetings of the Trustees and committees of Trustees including;
· the names of the Trustees present at the meeting;
· the decisions made at the meetings; and
· where appropriate the reasons for the decisions.
The committee shall ensure that proper accounting records of the Playgroup complying with the requirements of current legislation are kept. The accounting records shall, in particular, contain:
(a) Entries showing from day to day all monies received and expended and the matters in respect of which the receipt and expenditure took place; and
(b) A record of the assets (e.g. money, goods and property) held and any monies owed by the Playgroup
(c) At each meeting of the committee the treasurer shall present an up to date written statement of receipts and payments to the committee, acceptance of which shall be recorded in the minutes
(d) The funds of the Playgroup, including all donations and contributions, shall be paid into an account operated by the executive officers of the committee in the name of the Playgroup at such bank as the executive officers shall from time to time decide. All cheques shall be signed by two trustees, one of who shall normally be the treasurer.
Duplicate bank statements shall be sent to the chair.
(e) At the end of the Financial Year, whilst complying with the requirements of current legislation, the Treasurer shall normally prepare a receipts and payment account and a statement of assets and liabilities which, after review by an independent examiner appointed by the committee shall be presented to the annual general meeting. An independent examiner is a person independent of the Playgroup who is reasonably believed by the committee to have the requisite ability and practical experience to carry out a competent examination of the accounts.
11. Use of Funds
The funds of the Playgroup shall be used only for the purposes of the Playgroup and no payment shall be made to any members except:
(a) If that member is employed by the Playgroup and then only as proper remuneration in respect of that employment
(b) As repayment of expenses properly incurred on behalf of the Playgroup.
If at a general meeting of the Playgroup, members and trustees decide to terminate the existence of the Playgroup, any funds or equipment remaining after all debts have been paid shall be handed to a charity concerned with the education of preschool children in the area. A copy of the statements of accounts, or account and statement, for the final accounting period of the Playgroup must be sent to the Charity Commission.
13. Change of Constitution
This constitution may be altered only if:
(a) Two thirds of the members present at a general meeting vote in favour of changing it, and
(b) The alteration of clauses 1, 2, 10 or 11, have been given prior consent in writing of the Charity Commissioners and Trustees.
(c) No amendment may be made which would have the effect of making the Playgroup cease to be a charity at law.
(d) The Executive Committee should promptly send to the commission a copy of any amendment made under this clause.
This constitution was adopted on the date mentioned above by the persons whose signatures appear at the bottom of this document.