OBJECTIVE 

To provide a safe, hygienic place for people from the community to meet to pursue their interests. And to help improve their conditions of life. We shape the direction that we want to go in, agree prudent spending strategies, manage the building maintenance and ensure H&S is a priority. We welcome people of all backgrounds, faiths, origins and genders.he direction that we go in, agrees on our spending strategy and ensures Health & Safety matters

POWERS 

• Maintain a fair and competitive price structure for room hire.
• Agree on spending to ensure our revenue is re-invested wisely back into the halls.
• We host functions purely for fund raising.
• We listen and, wherever possible, act on suggestions and ideas.
• We keep very detailed accounts of all income and all costs.
• We operate an online banking system that requires 2 authorisations for each payment that we make.
• Our accounts are checked by a competent and independent source as well as publishing them on the Charities Commission website.
• Keep the premises fully insured and pay rent, in full, on a timely basis.

In order to achieve its aim, the Group may:

Have categories of membership for participants.

 Charge no subscription fee for participation to maintain the sustainability of the service.

Raise money through fundraising and applying for relevant grants.

Open and maintain bank accounts in the group’s name.

Partnership with similar groups / organisations and exchange information, advice, resources and expertise with them.

Form sub-groups of interest and advancement of specific elements of e.g. building maintenance, fund raising, Health & Safety.

Do anything which is lawful which will help to fulfil the group’s main object.

MANAGEMENT COMMITTEE

The Croft Village Memorial Hall shall be administered by a voluntary Committee of not less than three and not more than 20 individuals elected at the Annual General Meeting (AGM).  If a vacancy arises, the Committee may appoint a suitable and willing member to the Committee.

Traditional officers for the Committee are Chair, Secretary and Treasurer.  These positions may be fluid depending on volunteer availability.  Other officer positions can be created as the Committee sees fit. The Trust Deeds states that we should have 2 committee members from 10 different organisations: Christ Church, St Lewis Church, Croft WI, Young Farmers, Croft Agriculture Discussion Society, Croft Memorial Institute Society, Croft Frienship Club, Croft Youth  Club, Trustees of the Naylor Trust and Croft Parish Council. Whilst achieving this may be difficult we should aim to find the volunteers even if we don’t fully succeed. 

All Committee members are responsible for the overseeing of the group’s activities and ensuring that it continues to meet its aim. This includes representing the committee, keeping accurate minutes and records of the committee decisions and activities, and proper accounts that show all monies received and paid out.

The Committee shall meet in person at least four times a year.  The Committee also has the power to make decisions by any electronic means the Committee deems suitable as long as these decisions are documented in the minutes

To be quorate, at least three Committee members must be present for a just meeting to take place.

The Committee shall vote on all matters. Votes may be accepted from Committee members by the agreed electronic means.  In the event of a tied vote, then the Chair of the meeting shall have the final decision. Two thirds of the votes are required to pass including the Chairperson. In the event of a split decision only the Chairperson may have a second vote.

The Committee may call on individuals or representatives from other organisations on an advisory capacity to inform a decision or for the development of the group as required.

It is part of the Committee’s responsibility to self-govern and as a whole have the power to remove any member of the Committee for good and proper reason.  Committee members then have the right to be heard by the other Committee members accompanied by a representative before a final decision on termination is made.

No committee member can have an interest in any property owned by the Trust so as not to have a conflict of interest.

MEMBERSHIP

Croft Village Memorial Hall acknowledge the 9 protected characteristics of the Equalities Act 2010 and does not aim to knowingly discriminate any member due to their perceived difference.  The Committee can create other categories of membership as it sees appropriate. 

Anyone can be considered for membership of our committee. Commitment, involvement, integrity and focus are the main things required. Each member shall be voted in at the AGM.

Such applicants can apply, in the first instance, by emailing the chairperson.

New members will be added to our mailing list and invited to all monthly, or bi monthly, meetings so as to keep up to date and offer their own insight to matters, as well as having voting rights. 

Acceptance of the constitution is a condition of membership to the committee.

This constitution does not knowingly invalidate any requirements or rules set out in the Lease and Trust Deeds dated 1965 with the exception of electronic communication.

FINANCE

The bank accounts shall be in the name of Croft Village Hall.

The names of the signatories will always be updated with the bank account.

All monies received by or on behalf of the Croft Village Memorial Hall shall further our objectives and for no other purpose.

Any cheques issued shall be signed by the Committee member acting as Treasurer and one other nominated member of the Committee. Online Banking needs two authorisations for each payment, one of which to be from the Treasurer.

The Croft Village Memorial Hall shall consider good practise and may have the accounts externally verified annually.  This shall be reviewed annually or as financial circumstances change.

When available the group will aim to pay reasonable out of pocket expenses and will refer to good practise and common sense as guidance

ANNUAL GENERAL MEETING

The Group shall hold an Annual General Meeting (AGM) in March of each year.

All members shall be given a 14-day notice period of the AGM.

The business of the AGM shall include:

• apologies and a record of attendance
• receiving a report on the Croft Village Memorial Hall activities over the year
• receiving a review of the Croft Village Memorial Hall finances
• electing a Committee members (if required)
• considering any other business as required

As a minimum, twice the number of committee members ideally should be present when the AGM to take place.

ADDITIONAL MEETINGS

The Committee may call other meetings on a monthly, or bi monthly basis. These meetings will be called with a 14-day notice period where possible unless meeting to discuss an emergency issue.

ALTERATIONS TO THE CONSTITUTION

Any Changes to this Constitution must be agreed by a majority of the committee.

DISSOLUTION

The Croft Village Memorial Hall may be wound up at any time if other avenues have been explored and the motion agreed by two-thirds of the membership or 15 members (whichever is greater) and passed at the AGM or a called General Meeting. In the event of winding up after all debts have been paid shall be given to another group with a similar aim to be decided by the Committee.

Should there be a discontinuation of Croft Village Hall committee the control and responsibilities will passed to The Naylor Trust.

ADOPTION OF THE CONSTITUTION

This constitution was adopted by those individuals acting as the Committee on behalf of the Croft Village Memorial Hall

POLICIES AND PROCEDURES

The following Policies and Procedures can be found by copy and pasting the below links. These form part of our constitution:

cvmhall.co.uk/social-media-policy

cvmhall.co.uk/complaints-policy

cvmhall.co.uk/serious-incident-reporting

cvmhall.co.uk/financial-reserves-policy

cvmhall.co.uk/safeguarding-policy