Eastwood Volunteer Bureau & Food Bank
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Eastwood Volunteer Bureau & Food Bank
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Constitution for Eastwood Volunteer Bureau

1. Name

The name of the Charity is Eastwood Volunteer Bureau (EVB)

2. Location of Principal Office in England

Wellington Place, Eastwood, Nottinghamshire, NG16 3GB

3. Objectives

The objectives for which the Bureau is established are:

  1. To provide charitable transport facilities in North Broxtowe* for people who cannot use public transport because they are elderly, poor or disabled.
  2. The promotion of social inclusion in North Broxtowe* amongst elderly or handicapped, who are excluded or isolated from society because of age or infirmity.
  3. The relief of financial hardship in North Broxtowe* by the recycling and provision of furniture and other household items
  4. The relief of poverty in North Broxtowe by the provision of a Food bank.
  5. To provide other charitable services from time to time as the trustees see fit.
  6. To recruit and support the work of volunteers to carry out these services.

*(North Broxtowe includes Awsworth, Brinsley, Cossall, Eastwood, Kimberley, Newthorpe, Nuthall, Watnall and surrounding areas.)

4. Powers

The EVB has the power to do anything, which is calculated to further its objectives or is conducive or incidental to doing so. In particular, EVB has power to:

  1. Obtain, collect and receive money and funds by way of donations, legacies, grants and any other lawful method, and accept and receive gifts of property of any description (whether subject to any special trusts or not);

  2. Employ and remunerate such staff as are necessary for carrying out the work of the EVB. The EVB may employ or remunerate a charity trustee only to the extent that it is permitted to do so by clause 8 (Benefits and payments to charity trustees)

  3. Associate local authorities, voluntary organisations and the residents of the designated area in a common effort to carry out the aims of the EVB.

  4. Do all such lawful things as will further the aims of the EVB.

5. Membership

  1. Membership shall be open to all residents, irrespective of tenure, in the North Broxtowe area.

  2. Members must be over 18 years.

  3. Membership shall be free of subscription.

  4. Membership shall cease immediately upon a person leaving the designated area.

  5. Members will be non-voting members but will be able to vote at the AGM.

6. Management

  1. A Management Committee (known as Charity Trustees) will be elected annually at the Annual General Meeting and shall manage the Group and serve for 12 months.

  2. The committee shall consist of a chair, secretary, treasurer and other voting members. No committee member may fill more than one position.

  3. The committee may co-opt other voting members who shall resign at the next Annual General Meeting.

  4. The committee shall meet at least 10 times each year.

  5. A minimum of 4 Charity Trustees being present shall enable the business of the group to be carried out.

  6. A proper record of all transactions and meetings shall be kept.

  7. The meetings shall be open to any member who wishes to attend but they will have no voting rights.

  8. A simple majority, voted in through a show of hands, will agree decisions.

  9. Agendas will be distributed to the membership at least four days before a meeting, where possible. Items for the agenda should be forwarded to the Secretary and Chair seven days before the meeting, where possible.

  10. Minutes will be distributed to the membership 7 days after a meeting, where possible.

  11. Any offensive behaviour, including racist, ageism, sexist or inflammatory remarks will not be permitted.

  12. Any member who brings the group into disrepute or refuses to comply with the constitution shall be expelled on a majority vote of the full committee.

  13. Any such member will have the right to appeal within 28 days of the expulsion. The appeal shall be heard by the membership at a Special General Meeting called for that purpose.

  14. A Special General Meeting may be called at any time at the request of at least 4 members of the Committee. A notice explaining the place, date, time and reason shall be advertised for at least 2 weeks beforehand.

7. Annual General Meeting

  1. An AGM shall be held every year to discuss the activities of the group, to receive the audited accounts and to elect the committee.

  2. The AGM will be advertised locally at least 14 days prior to the arranged date.

  3. A full set of audited accounts will be available to view at the offices of the EVB during these 14 days

  4. At the AGM the resignation of all committee members will be accepted and a new committee elected.

  5. All members present, over the age of 18 will be able to vote by a show of hands.

8. Benefits and Payments to Charity Trustees

The income and property of the charity shall be applied solely towards the promotion of the Objectives

  1. A trustee is entitled to be reimbursed for any reasonable expenses properly incurred.
  2. No trustee may buy any goods or services from the charity on terms preferential to those applicable to members of the public
  3. None of the income or property of the charity may be paid or transferred directly or indirectly by way of dividend bonus or otherwise by way of profit to any member of the charity.

    This does not prevent a member who is not also a trustee receiving:

    1. benefit from the charity in the capacity of a beneficiary of the charity
    2. receive reasonable and proper remuneration for any goods or services supplied to the charity.
  4. No trustee may sell goods, services, or any interest in land to the charity.

9. Conflict of Interest

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 Charity or in any transaction or arrangement entered into by the Charity 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 Charity 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.

10. Accounts

  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 account and to the preparation of annual reports and returns. The statements of account, reports and returns must be sent to the Charity Commission, regardless of the income of the Charity, within 10 months of the financial year-end.

  2. The charity trustees must comply with their obligation to inform the Commission within 28 days of any change in the particulars of the Charity entered on the Central Register of Charities.

  3. There shall be appointed at each Annual Meeting an Auditor or Auditors, who need not be members of a member association, who shall hold office until the conclusion of the following Annual Meeting.

  4.  

    The group may raise funds by obtaining grants from other bodies or by fundraising schemes. All money raised by or on behalf of the group shall be applied to further its objectives.

  5. All funds shall be kept in a bank account that shall be opened in the name of the group.

  6. The Secretary, Treasurer, Chairperson and any other member of senior management as agreed by the committee may be signatories on the account and all cheques shall require two of these signatures.

11. Dissolution

  1. The group may only be dissolved by a Special General Meeting called for that purpose. Such a meeting shall come about following a proposal in writing signed by a simple majority of those remaining on the committee being submitted to the Secretary.

  2. All members shall be informed of such a meeting at least 21 days before the date of the meeting.

  3. Dissolution of the group shall only take effect if agreed by two thirds of the members present and voting at that meeting.

  4. Any assets remaining after meeting liabilities must be distributed among local charities or other community groups with similar aims of the group nominated by that meeting.

  5. Any money received via funding bodies should be returned to the funders in relation to the funding criteria.

  6. On dissolution, any documents belonging to the group shall be disposed of in a manner agreed by that meeting.

  7. The liability of the committee is limited to a sum not exceeding £10, this being the amount that each committee member undertakes to contribute to the assets of the charity in the event of its being wound up while he, or she, is a committee member or within one year after he, or she, ceases to be a member.

12. Alterations to the Constitution

  1. Alterations to the constitution must receive the assent of not less than two-thirds of the people present at the AGM or Special General Meeting.

  2. The Secretary must receive a resolution for alteration of the constitution at least 21 days before the meeting at which the resolution is to be brought forward.

  3. The Secretary must give at least 7 days notice of such a meeting to the Committee and volunteers by letter or public notice.

  4. The proposed change in constitution must be available to view.

  5. Any changes to Clause 4, 11 or 12 cannot take effect until approved in writing by the Charities Commission.

This constitution was adopted at a General Meeting of Eastwood Volunteer Bureau held on 7 September 2016.

Signed by:

  • D. Wilcockson (Chair)
  • Y. Hawthorne (Treasurer)
  • M. Painter
  • Cllr D. Bagshaw
  • A. Bain
  • Cllr T. Harper
  • D. Booth

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