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Friends of St Georges

The Friends Constitution

1. INTRODUCTION

1.1 The Association shall be known as Friends of St George's Academy - Sleaford, referred to in this document as "the Friends".

1.2 The Friends will be governed by an elected committee consisting of the Headteacher or his delegated representative, the Chair, the vice-Chair, the Secretary and the Treasurer.

1.3 Any member as defined in Clause 4 may volunteer to be a committee member and there is no limit to the number of committee members.

2. OBJECTS

The object of the Friends ("the Objects") is to advance the education of pupils in the School in particular by

2.1 Developing effective relationships between the staff, parents and others associated with the school.

2.2 Engaging in activities or providing facilities or equipment which support the School and advance the education of the pupils.

3. POWERS

The Friends has the following powers, which may be exercised only in promoting the Objects:

3.1 To provide advice

3.2 To publish or distribute information

3.3 To co-operate with other bodies

3.4 To raise funds

3.5 To acquire or hire property of any kind

3.6 To make grants of money

3.7 To set aside funds for special purposes or as reserves against future expenditure

3.8 To deposit or invest funds in any lawful manner (but to invest only after obtaining advice from a financial expert and having regard to the suitability of investments and the need for diversification)

3.9 To take out public liability and personal accident insurance to cover Friends meetings, activities, Officers, and Committee Members, to insure the Friends' property against any foreseeable risk and take out other insurance policies where required

3.10 To do anything else within the law which promotes the Objects

BUT the Committee shall not undertake any activity in the school premises without the consent of the Headteacher.

4. MEMBERSHIP

Members of the Friends are

4.1 The parents, guardians or carers of a pupil currently attending the school; the members of the teaching and non-teaching staff currently employed by the Academy and any person over the age of 18 wishing to offer appropriate support or help to the Academy who is accepted by the committee as a member.

4.2 Membership is terminated if:

4.2.1 The member resigns by written notice to the Friends

4.2.2 The committee members may for good reason, regardless of whether or not this is at the request of the governing body or the Headteacher, exclude any person from membership or from attending an event whose presence at or support of the Academy is considered a danger to the Academy or its pupils or staff or might bring the Friends into disrepute. Removal is not effective until the member concerned has been notified in writing of the proposal and his/her right to respond within 14 clear days, and the matter has been considered in the light of any representations made.

5. GENERAL MEETINGS (ANNUAL AND EXTRAORDINARY)

5.1 All members are entitled to attend any General Meeting of the Friends.

5.2 General meetings are called by giving 21 clear days written notice to the members, detailing the date, time and location of the meeting plus an overview of the agenda.

5.3 There is a quorum at a general meeting if the number of members personally present is a least twice the number of Committee Members in office at the start of the meeting. This does not apply if the meeting has been called to dissolve the Friends. Further details regarding dissolution can be found in Clause 13.

5.4 The Chair of a General Meeting is the Headteacher or his delegated deputy.

5.5 Except where otherwise provided in this Constitution, every issue at a general meeting is determined by a simple majority of the votes cast by the members present in person.

5.6 Except for the chair of the meeting, who has a second or casting vote, every member present in person is entitled to one vote on every issue.

5.7 An AGM must be held every year in September.

5.8 At an AGM the members:

5.8.1 Receive the accounts of the Friends for the previous financial year.

5.8.2 Receive the report of the Committee on the Friends' activities since the previous AGM.

5.8.3 Elect the Committee.

5.8.4 Appoint an independent examiner or auditor for the Friends.

5.8.5 May confer on any individual (with his or her consent) the honorary title of Patron, President or Vice-President of the Association.

5.8.6 Discuss and determine any issues of policy or deal with any other business put before them

5.9 An EGM may be called at any time by the Committee and must be called within 21 days after a written request to the Committee from at least 10 members

6. THE COMMITTEE

6.1 The Committee has control of the Friends property and funds

6.2.1 Committee members shall be elected at the AGM and shall hold office until the next AGM.

6.2.2 All committee members must be members as defined in clause 4.1

6.3 Nominations for election to the Committee may be made by one member of the Friends and seconded by another. A nomination must have the consent of the nominee. Nominations should be made in writing to the Chair at any time before the AGM but If no nominations have been received before the AGM any members present may nominate a person with their consent and that person may be appointed by a majority vote of those present.

6.5 A Committee member automatically ceases to be a member of the Committee if he or she:

6.5.1 Is incapable, whether mentally or physically, of managing his or her own affairs.

6.5.2 Is absent from three consecutive meetings of the Committee without prior apologies to the secretary.

6.5.3 Resigns by written notice to the Committee (but only if at least two Committee members will remain in office)

6.5.4 Is removed by a resolution passed by a majority of members of the Committee after inviting the views of the Committee member concerned and considering the matter in the light of any such views.

6.6 A retiring Committee member is entitled to an indemnity from the continuing Committee members at the expense of the Friends in respect of any liabilities properly incurred while he or she held office but excluding intentional financial impropriety.

6.7 A technical defect in the appointment of a Committee member of which the Committee are unaware at the time does not invalidate decisions taken at a meeting

6.8 All Committee members shall be entitled to reimbursement of reasonable out of pocket expenses including hotel and travel costs actually incurred in the administration of the Friends.

7. COMMITTEE MEETINGS

7.1 The Committee must hold at least three meetings per academic year.

7.2 A quorum at a Committee meeting is ten members.

7.3 The Chair or (if the Chair is unable or unwilling to do so) some other member of the Committee chosen by the members present is in charge at each Committee meeting.

7.4 Every issue may be determined by a simple majority of the votes cast at a Committee meeting. A resolution which is in writing and signed by all committee members is equally valid.

7.5 Except for the chair of the meeting, who has a second or casting vote, every Committee member has one vote on each issue

8. POWERS OF COMMITTEE

The Committee has the following powers:

8.1 to delegate any of their functions to sub-committees consisting of two or more persons appointed by them (but at least one member of every sub-committee must be a Committee member and all proceedings of sub-committees must be reported promptly to the Committee)

8.2 to make Rules consistent with this Constitution about the Committee and sub-committees, to govern proceedings at general meetings and generally about the running of the Friends including the operation of bank accounts and the commitment of funds.

9. PROPERTY & FUNDS

9.1 The property and funds of the Association must be used only for promoting the Objects.

9.2 Committee members may enter into contract with the Friends for the provision of goods or services to the Friends provided that:

9.2.1 The maximum amount is set out in writing and is reasonable for the services or goods provided.

9.2.2 The committee members are satisfied that the agreement is in the interest of the Friends

9.3 Whenever a Committee member has a personal interest in a matter to be discussed at a Committee meeting he/she must:

9.3.1 declare an interest before discussion begins on the matter.

9.3.2 withdraw from that part of the meeting unless expressly invited to remain in order to provide information

9.3.3 not be counted in the quorum for that part of the meeting.

9.3.4 withdraw during the vote and have no vote on the matter.

10. RECORDS & ACCOUNTS

10.1 The Committee must keep proper records of:

10.1.1 annual reports

10.1.2 annual returns

10.1.3 annual statements of account

10.1.4 all proceedings at General meetings

10.1.5 all proceedings at Committee meetings

10.1.6 all reports of sub-committees

10.2 Annual reports and statements of account relating to the Friends must be
made available for inspection by any member.

11. NOTICES

11.1 Notices under this Constitution may be sent by hand, or by post or by
suitable electronic communication or in any newsletter distributed by the
Association. Notification by hand may include distribution to parents, guardians
and carers via their children with or without other communications from the
School.

11.2 The address at which a member is entitled to receive notices (if sent by
post) is the last known address of the member

11.3 A technical defect in the giving of notice of which the members or the
Committee members are unaware at the time does not invalidate decisions taken at
a meeting

12. AMENDMENTS

This Constitution may be amended at a
General Meeting of the Friends by a two-thirds majority of the votes cast,
but

12.1 The members must be given 21 clear days' notice of the proposed
amendments

12.2 No amendment is valid if it would make a fundamental change to the
Objects or to this clause.

13. DISSOLUTION

13.1 The Friends may be dissolved by a resolution presented at an EGM or a
AGM where this is included in the notice of the meeting. The resolution must
have the agreement of two thirds of those voting and must give instructions for
the disposal of any assets remaining after paying the outstanding debts and
liabilities of the Friends.

13.2 The net assets will be given to the Academy for the benefit of its
pupils or in the event of the Academy closing to another local school or
schools as decided by the Committee.

13.3 If it is not possible to dispose of the assets as described in clause
13.2 then the assets can be given to another charitable cause provided that the
cause is within the Objects of the Friends.

14. INTERPRETATION

14.1 In this Constitution:

'address' means a postal address or, for the purposes of electronic
communication, a fax number, an e-mail address or a text message number in each
case registered with the Secretary of the Friends

'AGM' means an annual general meeting of the members of the Friends as
described in Clause 4.1

'the Chair' means the Chair of the Friends elected at the AGM

'clear day' means 24 hours from midnight following the triggering event

'the Committee' is the governing body of the Friends

'committee member' means a member of the Committee elected at the AGM by the
membership

'EGM' means a General Meeting of the members of the Friends which is not an
AGM

'fundamental change' means such a change as would not have been within the
reasonable contemplation of a person making a donation to the Friends

'general meetings' means any AGM or EGM

'Governing Body' means the governing body of the Academy

'Headteacher' means the Headteacher or Principal of the Academy

'independent examiner" means an independent person who is reasonably
believed by the committee to have the requisite ability and practical experience
to carry out a competent examination of the accounts and has no vested financial
interest in them

'material benefit' means a benefit which may not be financial but has a
monetary value

'member' and 'membership' refer to members of the Friends

'months' means calendar months

'the Objects' means the charitable objects of the Friends as set out in
Clause 2

'officer' means a member of the Committee elected to a specific post at the
AGM by the membership

'written' or 'in writing' refers to a legible document on paper including a
fax message

'year' means calendar year

ADOPTED AT A MEETING HELD

AT (place)

ON (Date)

NAME

SIGNATURE
(Name and signature of chair of meeting)

WITNESSED

NAME

ADDRESS

OCCUPATION

SIGNATURE
(Name, address, occupation and signature of
witness)