CONSTITUTION

 

 

CONSTITUTION                                                                                               July 2012

 

1) Name

The name of the society shall be “Largs Community Choir” hereinafter referred to as

the Choir.

 

2) Objects

2.1       The objects of the Choir shall be:To advance, improve, develop and maintain public education in, and appreciation of, the art and science of music in all its aspects by any means the trustees see fit, including through the presentation of public concerts and recitals.

2.2       To promote community activity, enjoyment and social inclusion through singing.

2.3       To provide, educational, recreational, leisure and social activities for members through the promotion of music.

2.4       To develop opportunities for friendship, companionship, mutual support and to reduce social isolation through the mutual pleasure of music.

2.5       To promote equality and diversity for all people.

2.6       To further such charitable purpose or purposes as the trustees in their absolute discretion shall think fit but in particular through the making of grants and donations.

3) Membership

3.1       Membership of the Choir shall be open to any person with an interest in

furthering the objects of the choir and has paid the annual subscription at the

appropriate rate or rates as shall be determined by the Committee, all subscriptions

being payable in advance. This will now read as: term subscription………. As of AGM on 30/05/13.

3.2       Membership of the Committee shall be open to anyone who is aged over 18 years

and is also a member of the Choir.

3.3       Every member shall have one vote.

3.4       The Membership Secretary will keep a record of the Choir’s membership. If no Membership Secretary appointed, it will be the role of the Secretary to keep these records.

3.5       The Committee shall have the right for good or sufficient reason to terminate

the membership of any individual or individuals who are deemed to be acting in

a way which is considered detrimental to the Choir. In the event, the individual or individuals concerned shall have the right to be heard by the said Committee before a final decision is made.

3.6       The Committee has the power to terminate the membership of any individual, provided that the decision of the Committee (with the exception of (i) the individual concerned if a member of the Committee and (ii) any member of the Committee making or connected with the complaint against the individual) is unanimous both as to the termination and as to there being good reason for it, and provided that the individual concerned shall have the right to be heard by the Committee, accompanied by a friend if desired, before a final decision is made.

4) Officers and Committee

4.1       The management of the Choir shall be in the hands of a Committee consisting of

the following Officers: Chair, Vice Chair, Secretary, Treasurer and not fewer than 3 nor more than 5 other members.

4.2       The Officers and the other Committee members shall be elected by and out of the Choir’s members at the Annual General Meeting; they shall hold office until the next Annual General Meeting and be eligible for re-election.  The Committee are the trustees.

4.3       The Committee may co-opt any person or persons with specific knowledge, skills or experience and for a suitable period of time PROVIDED that co-opted members account for no more than one third of the membership of the Committee. Co-opted members do not have voting rights.

4.4       Resignation from the Committee should be made in writing and the Committee

has the power to fill the vacancy until next election takes place at the AGM.

4.5       Should any member of the Committee fail to attend three consecutive meetings without good or sufficient reason they will be deemed to have resigned from the Committee.

5) Management

All the arrangements for the concerts and other events and the control of finance shall be

in the hands of the Committee.

6) Powers

In furtherance of the Objects, the Choir may:

(a)        Raise funds and invite and receive contributions by any legal means other than

through additional taxable permanent trading, outside the organisations primary

purpose.

(b)        Organise and participate in meetings, rehearsals, training, concerts and

social events.

(c)        Co-operate with other voluntary organisations, community groups, statutory

bodies and others to achieve the objects.

(d)        Produce newsletters and articles, websites and other such material as shall

be deemed necessary in pursuance of the objects.

(f)         Do all such other legal things as shall further the objects of the Choir.

7) Meetings and Proceedings of the Committee

i) The committee shall hold at least 2 ordinary meetings each year. A special meeting

may be called at any time by the Chair, or by any 2 members of the committee, upon not less than 4 days’ notice being given to the other members of the committee of the matters to be discussed but if the matter includes the appointment of a co-opted member then not less than 21 days’ notice must be given.

ii) The Chair shall act as Chair at meetings of the committee. If the Chair is absent from any meeting, the Vice Chair shall stand in for the Chair.

iii) There shall be a quorum when at least one third of the number of members of the committee for the time-being, or three members of the committee (whichever is the greater), are present at a meeting.

iv) Every matter shall be determined by a majority of votes of the members of the committee present and voting on the question, but in the case of equality of votes, the chairman of the meeting shall have a second or ‘casting’ vote.

v) The committee shall keep minutes of the proceedings at meetings of the committee and any sub-committee, and shall ensure that these are stored safely, and that they are available for inspection as required.

vi) The committee may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings, and the custody of documents. No rule may be made which is inconsistent with this constitution.

vii)       The committee may appoint one or more sub-committees, consisting of three or more members of the committee, for the purpose of making any enquiry or supervising or performing any function or duty which, in the opinion of the committee, would be more conveniently undertaken or carried out by a sub-committee: provided that all acts and proceedings of any such sub-committee shall be fully and promptly reported to the committee.

8) Equal Opportunities

No individual shall be excluded from membership of the Choir or de-barred from any official capacity on the Committee on the grounds of sex, race, colour, age, religion, sexual orientation, disability or political affiliation.

9) Finance

9.1       All funds raised from whatever source must only be used to further the

objects of the Choir.

9.2       A bank account shall be opened in the name of the Choir and all monies

raised must be paid into this account. There shall be four signatories to the bank account and all cheques must be not less than two of the four authorised signatories. The signatories must not be members of the same family or household.

9.3  The financial year now runs from 1St August to 31st July . This was agreed at AGM of 26th November 2020. This is to facilitate finances in line with choir year.      The financial year shall end on 5 April. This will now read as: ‘on 30 June’ as of the AGM on 30/05/13.  The Treasurer shall keep a record of all financial transactions and shall present regular reports to the Committee. At the Annual Meeting the Treasurer shall present the annual accounts.

9.4       The Choir’s accounts shall be kept up to date and annual accounts for each year shall be independently examined.

9.5       No member of the Committee shall receive payment from the Choir’s funds other than for   reasonable, out-of-pocket expenses incurred whilst carrying out the business of the Choir. Appropriate vouchers and receipts must be produced for any such expenses claimed.

9.6       The Choir shall receive donations, grant in aid and financial guarantees.  Tickets for any or all of its concerts and other events shall be offered for sale to the public.

9.7       The income and property of the Choir whencesoever derived shall be applied solely towards promoting the objects of the Choir as set forth above and no portion thereof shall be paid or transferred either directly or indirectly to any member or members of the Choir except in payment of legitimate expenses on behalf of the Choir (receipts required).

10)  Annual General Meeting

Within 2 months of the end of each financial year the members shall be summoned to an Annual General Meeting of which at least 21 days’ notice in writing shall be given to all members. This will now read as: Within 5 months of the end of the financial year…………as of AGM on 30/5/13.

The committee shall present to each AGM the report and accounts of the Choir for the preceding year.

Nominations for election to the committee must be made by members of the Choir in writing and must be in the hands of the secretary of the committee at least 14 days before the AGM. Should nominations exceed vacancies, an election shall be held.

11) Special (Extraordinary) General Meeting

A Special General Meeting (also known as an Extraordinary General Meeting), of which at least 21 days’ notice in writing must be given to members, may be called for by the Committee or upon written request to the Secretary signed by at least 3 members of the Choir.  The notice must state the business to be discussed.

12) Procedure at General Meetings

The Secretary or other person specially appointed by the committee shall keep a full record of proceedings at every general meeting of the choir.

There shall be a quorum when at least 10% of the members of the choir at the time or 5 members, whichever is the greater, are present at any general meeting.

13) Accounts

The financial accounts shall be independently examined and then submitted to the members at the Annual General Meeting.

14) Alterations to the Constitution

The constitution may be altered by a two‑thirds majority of the members present and voting at any General Meeting, provided that fourteen days’ notice of the proposed alteration has been sent to all members and provided that nothing herein contained shall authorise any amendment which shall have the effect of the Choir ceasing to be a charity* No amendment may be made to clause 1 (the name of the charity*), clause 2 (the objects), clause 9 .7) (distribution of assets), or clause 15 (dissolution), without the prior written consent of the Office of the Scottish Charity Regulator.*

The committee shall send the Office of the Scottish Charity Regulator* a copy of any amendment made under this clause.

*if charity status has been granted

15)  Dissolution

In the event of the Choir being wound up, any assets remaining upon dissolution after the payment of proper debts and liabilities shall be transferred to a charitable institution or institutions having similar Objects to those of the Choir.