The Rules and Bye Laws for Old Owens Association and Sports Club Limited are as follows:
These are the Rules and Bye Laws of the Old Owens Association and Sports Club Limited (hereinafter referred to as “The Charity”).”
“These Rules and Bye Laws are created in accordance with Article 58 of the Articles of Association (AoA) to aid the proper conduct and management of the Charity. These Rules and Bye Laws are subordinate to the AoA which remains the prime governing document and in the event of conflict the AoA will take precedence.”
The Charity year shall be from the 1st August to the 31st July.
Membership of the Charity shall be open to the following on payment of the appropriate subscription, and subject to the approval of the Full Committee.
Former pupils of Dame Alice Owen’s School, Potters Bar; Owen’s Boys’ School, Islington; Dame Alice Owen’s Girls’ School, Islington; Dame Alice Owen’s School, Islington and persons who are or have been employees or Governors of the Schools. The Annual General Meeting may at its discretion elect to Full Membership any Associate Member who has been recommended by the Charity Full Committee.
Persons other than those entitled to Full Membership. All such persons shall be proposed and seconded by Full Members of the Charity. As from 1st May 1999 Associate Members will have no voting rights as a member of the Charity.
The Annual General Meeting shall have the power to elect as Honorary Members persons who have an meritorious service to the Association or to the management of any part thereof.
Existing Life members of the Old Owen’s Association and the Dame Alice Owen’s Old Girls’ Association as at 31st August 1975 shall be deemed to be the only Life Members of the Charity, and shall receive such benefits as are due to members paying subscriptions.
“If the conduct of any member in the opinion of the Directors or the Committee, be injurious to the good interests of the Charity, membership may be terminated in accordance with Article 12 of the AoA.”
The Annual General Meeting shall be held on a day between the first day of November and the last day of May of each year when the Full Committee’s Report for the previous year and a Statement of Accounts (duly audited up to the previous 31st July) shall be presented to the membership.
The Charity shall have as President the Head of Dame Alice Owen’s School, Potters Bar.
Honorary Presidents and vice-presidents shall be elected at the Annual General Meeting at the discretion of the meeting.
a) Following the AGM the Directors shall hold a meeting to appoint 2 Directors who will act on behalf of the Directors at the Full and Executive Committees. They shall be responsible to the Directors for the activities of the Full and Executive Committees. At that meeting the Directors shall set out the terms of delegation as required under AoA Article 46. The authority of the Full and Executive Committees shall be subject to the agreement and delegation of the Directors in accordance with the terms of Article 46 of the AoA . The Full and Executive Committees shall remain responsible to the Directors for the proper conduct and management of the charity.”
b) The management of the Charity shall be undertaken by a Full Committee consisting of the President, Chairman, Vice Chairman, membership secretary, social secretary, treasurer, bar treasurer, ground manager, a web master and a representative of each affiliated club or association and ten ordinary members.
Members of the Full Committee shall be elected at the Annual General Meeting. All Directors shall be eligible to stand for election to the Full Committee. All positions on the Full Committee shall hold office for one year and be subject to re-election.”
c) The Full committee shall meet bi-monthly.
d) The quorum at all meetings of the full committee shall be five.
e) The full committee shall have chairman who shall hold office for one year. The Chairman shall preside at meetings of the Charity and of the Full Committee in the absence of the President and shall have a casting vote. In the absence of the President and the Chairman of the Full Committee from any meeting, the Committee may appoint one of its number to preside at that meeting; the Person so appointed shall have a casting vote at that meeting.
f) The Full Committee shall have the power to fill any vacancy in its number; a person so appointed under this provision shall retire at the next Annual General Meeting and shall be eligible for re-election.
g) Nominations for election to the Full Committee shall be in writing, other than in the case of retiring members, and shall together with the consent of each person nominated, be sent to the Secretary so as to be in his/her hands not later than 1st September before the Annual General Meeting. Should insufficient nominations be received, members may be elected from the floor of the Annual General Meeting.
h) The day to day management of the Charity, Sports Ground and Pavilion shall be undertaken by an Executive Committee consisting of the Chairman, Secretary, Vice Chairman, Treasurer, Ground Manager, Bar Treasurer, and Membership Secretary of the Full Committee. The Executive Committee shall have the power to co-opt members from the Full Committee at their discretion.
i) The Executive Committee shall meet monthly or at such greater frequency, as they deem necessary.
j) The quorum at all meetings of the Executive Committee shall be three.
k) The Full Committee shall be empowered to set up sub-committees as required.
l) If any member of any of the committees fails to attend or extend apologies for three successive meetings they shall be deemed to have resigned from that Committee.
m) The minutes of the Full and Executive Committee meetings shall be distributed to all Directors no later than one week prior to the next meeting.
10) Auditors, not being members of the Committee, shall be a Chartered or Certified Accountant, shall be elected at the Annual General Meeting and shall be eligible for re-election. Nominations for election shall be in accordance with paragraph (f) of rule 9.
11) Notice of the Annual General Meeting together with the Agenda of the business to be transacted shall be sent to each member in accordance with Article 15 of the AoA. Such notice shall be sent to each member at their address last notified to the committee. Any member having a motion to bring before the Annual General Meeting must give notice to the Secretary in writing not later than the 1st September before the meeting. Copies of the audited accounts will be available on request seven days prior to the Annual General Meeting and at the meeting.
The Committee shall summon an Extra-ordinary general meeting at its discretion upon the presentation of a written requisition specifying the business for which the meeting shall be called signed by at least ten members of the Charity. Of this meeting a clear fortnights notice containing the proposed motion must be given. Notice of the Extra-ordinary general meeting shall be sent to each member at their address last notified to the committee at least fourteen clear days before the date of the meeting.
There shall be enrolment subscription to the Charity for Full and Associate Members and thereafter an Annual Subscription which shall be due on the first of August or thereafter each year. The subscription rates shall be set at the Annual General Meeting.
Membership of Old Owenian Affiliated Clubs shall be restricted to persons who have been elected members of the Charity according to the provisions of Rule 4. The Full Committee may, at its discretion, elect as Affiliated Clubs to the Charity those clubs which have a long-term hire of facilities on the Ground. The period of their affiliation shall not exceed the period of the Hire Agreement. The Owen’s School Association is open to those qualified under their Rules.
No alteration or addition shall be made to the rules except in accordance with article 58 of the AoA.
Each of the Affiliated Clubs shall be required to lodge a copy of its audited accounts with the Secretary of the Charity in each calendar year.
The facilities of the pavilion (including the right to have supplied intoxicating liquors) shall be extended to the following persons:
a) Members and their guests in accordance with the rules of the Charity.
b) Members of visiting sporting teams using the ground their supporters officials and guests on the day of their visit.
A list or register of the members of the charity shall be kept on the pavillion premises.
Any member who ceases to be qualified as above mentioned shall forthwith cease to be a member of the charity.
The committee may exclude any member from the pavilion at their discretion.
There shall be exhibited on the pavilion premises the price list of all alcoholic liquors.
Old Owen’s Association and Sports Club Limited
A private company limited by guarantee
1. The company’s name is
Old Owen’s Association and Sports Club Limited
(Company Registration Number 1159777)
(and in this document it is called the ‘charity’).
2. In the articles:
‘address’ means a postal address or, for the purposes of electronic communication, a fax number, an e-mail or postal address or a telephone number for receiving text messages in each case registered with the charity;
‘the articles’ means the charity’s articles of association;
‘the charity’ means the company intended to be regulated by `the articles;
‘clear days’ in relation to the period of a notice means a period excluding:
• the day when the notice is given or deemed to be given; and
• the day for which it is given or on which it is to take effect;
‘the Commission’ means the Charity Commission for England and Wales;
‘Companies Acts’ means the Companies Acts (as defined in section 2 of the Companies Act 2006) insofar as they apply to the charity;
‘the directors’ means the directors of the charity. The directors are charity trustees as defined by section 177 of the Charities Act 2011;
‘document’ includes, unless otherwise specified, any document sent or supplied in electronic form;
‘electronic form’ has the meaning given in section 1168 of the Companies Act 2006;
‘the memorandum’ means the charity’s memorandum of association;
‘officers’ includes the directors and the secretary (if any);
‘the seal’ means the common seal of the charity if it has one;
‘secretary’ means any person appointed to perform the duties of the secretary of the charity;
‘the United Kingdom’ means Great Britain and Northern Ireland; and words importing one gender shall include all genders, and the singular includes the plural and vice versa.
Unless the context otherwise requires words or expressions contained in the articles have the same meaning as in the Companies Acts but excluding any statutory modification not in force when this constitution becomes binding on the charity.
Apart from the exception mentioned in the previous paragraph a reference to an Act of Parliament includes any statutory modification or re-enactment of it for the time being in force.
3. The liability of the members is limited to a sum not exceeding £10, being the amount that each member undertakes to contribute to the assets of the charity in the event of its being wound up while he, she or it is a member or within one year after he, she or it ceases to be a member, for:
(1) payment of the charity’s debts and liabilities incurred before he, she or it ceases to be a member;
(2) payment of the costs, charges and expenses of winding up; and
(3) adjustment of the rights of the contributories among themselves.
4. The purpose and objects of the Company are the following:
The charity’s objects (“Object”) are specifically restricted to the following:-
(1) To promote for the benefit of the inhabitants of Potters Bar and former and current affiliates of Dame Alice Owen’s School provision of facilities for recreation or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the condition of life.
(2) To advance the education of the pupils at Dame Alice Owen’s School by providing and assisting in the provision of facilities for education at the school not required to be provided by the local education authority.
5. The charity has power to do anything which is calculated to further its Object(s) or is conducive or incidental to doing so. In particular, the charity has power:
(1) to raise funds. In doing so, the charity must not undertake any taxable permanent trading activity and must comply with any relevant statutory regulations;
(2) to buy, take on lease or in exchange, hire or otherwise acquire any property and to maintain and equip it for use;
(3) to sell, lease or otherwise dispose of all or any part of the property belonging to the charity. In exercising this power, the charity must comply as appropriate with sections 117 and 122 of the Charities Act 2011.
(4) to borrow money and to charge the whole or any part of the property belonging to the charity as security for repayment of the money borrowed or as security for a grant or the discharge of an obligation. The charity must comply as appropriate with sections 124 – 126 of the Charities Act 2011 if it wishes to mortgage land;
(5) to co-operate with other charities, voluntary bodies and statutory authorities and to exchange information and advice with them;
(6) to establish or support any charitable trusts, associations or institutions formed for any of the charitable purposes included in the Objects;
(7) to acquire, merge with or to enter into any partnership or joint venture arrangement with any other charity;
(8) to set aside income as a reserve against future expenditure but only in accordance with a written policy about reserves;
(9) to employ and remunerate such staff as are necessary for carrying out the work of the charity. The charity may employ or remunerate a director only to the extent it is permitted to do so by article 7 and provided it complies with the conditions in that article;
(a) deposit or invest funds;
(b) employ a professional fund-manager; and
(c) arrange for the investments or other property of the charity to be held in the name of a nominee; in the same manner and subject to the same conditions as the trustees of a trust are permitted to do by the Trustee Act 2000;
(11) to provide indemnity insurance for the directors in accordance with, and subject to the conditions in, section 189 of the Charities Act 2011;
(12) to pay out of the funds of the charity the costs of forming and registering the charity both as a company and as a charity.
(1) The income and property of the charity shall be applied solely towards the promotion of the Objects.
(a) A director is entitled to be reimbursed from the property of the charity or may pay out of such property reasonable expenses properly incurred by him or her when acting on behalf of the charity.
(b) A director may benefit from trustee indemnity insurance cover purchased at the charity’s expense in accordance with, and subject to the conditions in, section 189 of the Charities Act 2011.
(c) A director may receive an indemnity from the charity in the circumstances specified in article 57.
(d) A director may not receive any other benefit or payment unless it is authorised by article 7.
(3) Subject to article 7, 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 director receiving:
(a) a benefit from the charity in the capacity of a beneficiary of the charity;
(b) reasonable and proper remuneration for any goods or services supplied to the charity.
No director or connected person may:
(a) buy any goods or services from the charity on terms preferential to those applicable to members of the public;
(b) sell goods, services, or any interest in land to the charity;
(c) be employed by, or receive any remuneration from, the charity;
(d) receive any other financial benefit from the charity; unless the payment is permitted by sub-clause (2) of this article, or authorised by the court or the Charity Commission.
In this article a ‘financial benefit’ means a benefit, direct or indirect, which is either money or has a monetary value.
(a) A director or connected person may receive a benefit from the charity in the capacity of a beneficiary of the charity provided that a majority of the directors do not benefit in this way.
(b) A director or connected person may enter into a contract for the supply of services, or of goods that are supplied in connection with the provision of services, to the charity where that is permitted in accordance with, and subject to the conditions in, sections 185 and 186 of the Charities Act 2011.
(c) Subject to sub-clause (3) of this article a director or connected person may provide the charity with goods that are not supplied in connection with services provided to the charity by the director or connected person.
(d) A director or connected person may receive interest on money lent to the charity at a reasonable and proper rate which must be not more than the Bank of England bank rate (also known as the base rate).
(e) A director or connected person may receive rent for premises let by the director or connected person to the charity. The amount of the rent and the other terms of the lease must be reasonable and proper. The director concerned must withdraw from any meeting at which such a proposal or the rent or other terms of the lease are under discussion.
(f) A director or connected person may take part in the normal trading and fundraising activities of the charity on the same terms as members of the public.
(3) The charity and its directors may only rely upon the authority provided by sub-clause (2)(c) of this article if each of the following conditions is satisfied:
(a) The amount or maximum amount of the payment for the goods is set out in an agreement in writing between the charity or its directors (as the case may be) and the director or connected person supplying the goods (‘the supplier’) under which the supplier is to supply the goods in question to or on behalf of the charity.
(b) The amount or maximum amount of the payment for the goods does not exceed what is reasonable in the circumstances for the supply of the goods in question.
(c) The other directors are satisfied that it is in the best interests of the charity to contract with the supplier rather than with someone who is not a director or connected person. In reaching that decision the directors must balance the advantage of contracting with a director or connected person against the disadvantages of doing so.
(d) The supplier is absent from the part of any meeting at which there is discussion of the proposal to enter into a contract or arrangement with him or her or it with regard to the supply of goods to the charity.
(e) The supplier does not vote on any such matter and is not to be counted when calculating whether a quorum of directors is present at the meeting.
(f) The reason for their decision is recorded by the directors in the minute book.
(g) A majority of the directors then in office are not in receipt of remuneration or payments authorised by article 7.
(4) In sub-clauses (2) and (3) of this article:
(a) ‘charity’ includes any company in which the charity:
(i) holds more than 50% of the shares; or
(ii) controls more than 50% of the voting rights attached to the shares; or
(iii) has the right to appoint one or more directors to the board of the company.
(b) ‘connected person’ includes any person within the definition in article 61 ‘Interpretation’.
8. A director must 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. A director must absent himself or herself from any discussions of the charity directors in which it is possible that a conflict 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 personal financial interest).
(1) If a conflict of interests arises for a director because of a duty of loyalty owed to another organisation or person and the conflict is not authorised by virtue of any other provision in the articles,the unconflicted directors may authorise such a conflict of interests where the following conditions apply:
(a) the conflicted director is absent from the part of the meeting at which there is discussion of any arrangement or transaction affecting that other organisation or person;
(b) the conflicted director does not vote on any such matter and is not to be counted when considering whether a quorum of directors is present at the meeting; and
(c) the unconflicted directors consider it is in the interests of the charity to authorise the conflict of interests in the circumstances applying.
(2) In this article a conflict of interests arising because of a duty of loyalty owed to another organisation or person only refers to such a conflict which does not involve a direct or indirect benefit of any nature to a director or to a connected person.
(1) The subscribers to the memorandum are the first members of the charity.
(2) Membership is open to other individuals or organisations who:
(a) apply to the charity in the form required by the directors; and
(b) are approved by the directors.
(a) The directors may only refuse an application for membership if, acting reasonably and properly, they consider it to be in the best interests of the charity to refuse the application.
(b) The directors must inform the applicant in writing of the reasons for the refusal within twenty-one days of the decision.
(c) The directors must consider any written representations the applicant may make about the decision. The directors’ decision following any written representations must be notified to the applicant in writing but shall be final.
(4) Membership is not transferable.
(5) The directors must keep a register of names and addresses of the members.
(1) The directors may establish classes of membership with different rights and obligations and shall record the rights and obligations in the register of members.
(2) The directors may not directly or indirectly alter the rights or obligations attached to class of membership.
(3) The rights attached to a class of membership may only be varied if:
(a) three-quarters of the members of that class consent in writing to the variation; or
(b) a special resolution is passed at a separate general meeting of the members of that class agreeing to the variation.
(4) The provisions in the articles about general meetings shall apply to any meeting relating to the variation of the rights of any class of members.
12. Membership is terminated if:
(1) the member dies or, if it is an organisation, ceases to exist;
(2) the member resigns by written notice to the charity unless, after the resignation, there would be less than two members;
(3) any sum due from the member to the charity is not paid in full within six months of it falling due;
(4) the member is removed from membership by a resolution of the directors that it is in the best interests of the charity that his or her or its membership is terminated. A resolution to remove a member from membership may only be passed if:
(a) the member has been given at least twenty-one days’ notice in writing of the meeting of the directors at which the resolution will be proposed and the reasons why it is to be proposed;
(b) the member or, at the option of the member, the member’s representative (who need not be a member of the charity) has been allowed to make representations to the meeting.
(1) The charity must hold its first annual general meeting within eighteen months after the date of its incorporation.
(2) An annual general meeting must be held in each subsequent year and not more than fifteen months may elapse between successive annual general meetings.
14. The directors may call a general meeting at any time.
(1) The minimum periods of notice required to hold a general meeting of the charity are:
(a) twenty-one clear days for an annual general meeting or a general meeting called for the passing of a special resolution;
(b) fourteen clear days for all other general meetings.
(2) A general meeting may be called by shorter notice if it is so agreed by a majority in number of members having a right to attend and vote at the meeting, being a majority who together hold not less than 90 percent of the total voting rights.
(3) The notice must specify the date time and place of the meeting and the general nature of the business to be transacted. If the meeting is to be an annual general meeting, the notice must say so. The notice must also contain a statement setting out the right of members to appoint a proxy under section 324 of the Companies Act 2006 and article 22.
(4) The notice must be given to all the members and to the directors and auditors.
16. The proceedings at a meeting shall not be invalidated because a person who was entitled to receive notice of the meeting did not receive it because of an accidental omission by the charity.
(1) No business shall be transacted at any general meeting unless a quorum is present.
(2) A quorum is:
(a) 3 members present in person or by proxy and entitled to vote upon the business to be conducted at the meeting; or
(b) one tenth of the total membership at the time whichever is the greater.
(3) The authorised representative of a member organisation shall be counted in the quorum.
(a) a quorum is not present within half an hour from the time appointed for the meeting; or
(b) during a meeting a quorum ceases to be present; the meeting shall be adjourned to such time and place as the directors shall determine.
(2) The directors must reconvene the meeting and must give at least seven clear days’ notice of the reconvened meeting stating the date, time and place of the meeting.
(3) If no quorum is present at the reconvened meeting within fifteen minutes of the time specified for the start of the meeting the members present in person or by proxy at that time shall constitute the quorum for that meeting.
(1) General meetings shall be chaired by the person who has been appointed to chair meetings of the directors.
(2) If there is no such person or he or she is not present within fifteen minutes of the time appointed for the meeting a director nominated by the directors shall chair the meeting.
(3) If there is only one director present and willing to act, he or she shall chair the meeting.
(4) If no director is present and willing to chair the meeting within fifteen minutes after the time appointed for holding it, the members present in person or by proxy and entitled to vote must choose one of their number to chair the meeting.
(1) The members present in person or by proxy at a meetingmay resolve by ordinary resolution that the meeting shall be adjourned.
(2) The person who is chairing the meeting must decide the date, time and place at which the meeting is to be reconvened unless those details are specified in the resolution.
(3) No business shall be conducted at a reconvened meeting unless it could properly have been conducted at the meeting had the adjournment not taken place.
(4) If a meeting is adjourned by a resolution of the members for more than seven days, at least seven clear days’ notice shall be given of the reconvened meeting stating the date, time and place of the meeting.
(1) Any vote at a meeting shall be decided by a show of hands unless before, or on the declaration of the result of, the show of hands a poll is demanded:
(a) by the person chairing the meeting; or
(b) by at least two members present in person or by proxy and having the right to vote at the meeting; or
(c) by a member or members present in person or by proxy representing not less than one-tenth of the total voting rights of all the members having the right to vote at the meeting.
(a) The declaration by the person who is chairing the meeting of the result of a vote shall be conclusive unless a poll is demanded.
(b) The result of the vote must be recorded in the minutes of the charity but the number or proportion of votes cast need not be recorded.
(a) A demand for a poll may be withdrawn, before the poll is taken, but only with the consent of the person who is chairing the meeting.
(b) If the demand for a poll is withdrawn the demand shall not invalidate the result of a show of hands declared before the demand was made.
(a) A poll must be taken as the person who is chairing the meeting directs, who may appoint scrutineers (who need not be members) and who may fix a time and place for declaring the results of the poll.
(b) The result of the poll shall be deemed to be the resolution of the meeting at which the poll is demanded.
(a) A poll demanded on the election of a person to chair a meeting or on a question of adjournment must be taken immediately.
(b) A poll demanded on any other question must be taken either immediately or at such time and place as the person who is chairing the meeting directs.
(c) The poll must be taken within thirty days after it has been demanded.
(d) If the poll is not taken immediately at least seven clear days’ notice shall be given specifying the time and place at which the poll is to be taken.
(e) If a poll is demanded the meeting may continue to deal with any other business that may be conducted at the meeting.
(1) Proxies may only validly be appointed by a notice in writing (a ‘proxy notice’) which–
(a) states the name and address of the member appointing the proxy;
(b) identifies the person appointed to be that member’s proxy and the general meeting in relation to which that person is appointed;
(c) is signed by or on behalf of the member appointing the proxy, or is authenticated in such manner as the directors may determine; and
(d) is delivered to the charity in accordance with the articles and any instructions contained in the notice of the general meeting to which they relate.
(2) The charity may require proxy notices to be delivered in a particular form, and may specify different forms for different purposes.
(3) Proxy notices may specify how the proxy appointed under them is to vote (or that the proxy is to abstain from voting) on one or more resolutions.
(4) Unless a proxy notice indicates otherwise, it must be treated as –
(a) allowing the person appointed under it as a proxy discretion as to how to vote on any ancillary or procedural resolutions put to the meeting; and
(b) appointing that person as a proxy in relation to any adjournment of the general meeting to which it relates as well as the meeting itself.
(1) A person who is entitled to attend, speak or vote (either on a show of hands or on a poll) at a general meeting remains so entitled in respect of that meeting or any adjournment of it, even though a valid proxy notice has been delivered to the charity by or on behalf of that person.
(2) An appointment under a proxy notice may be revoked by delivering to the charity a notice in writing given by or on behalf of the person by whom or on whose behalf the proxy notice was given.
(3) A notice revoking a proxy appointment only takes effect if it is delivered before the start of the meeting or adjourned meeting to which it relates.
(4) If a proxy notice is not executed by the person appointing the proxy, it must be accompanied by written evidence of the authority of the person who executed it to execute it on the appointor’s behalf.
(1) A resolution in writing agreed by a simple majority (or in the case of a special resolution by a majority of not less than 75%) of the members who would have been entitled to vote upon it had it been proposed at a general meeting shall be effective provided that:
(a) a copy of the proposed resolution has been sent to every eligible member;
(b) a simple majority (or in the case of a special resolution a majority of not less than 75%) of members has signified its agreement to the resolution; and
(c) it is contained in an authenticated document which has been received at the registered office within the period of 28 days beginning with the circulation date.
(2) A resolution in writing may comprise several copies to which one or more members have signified their agreement.
(3) In the case of a member that is an organisation, its authorised representative may signify its agreement.
24. Subject to article 11, every member, whether an individual or an organisation, shall have one vote.
25 Any objection to the qualification of any voter must be raised at the meeting at which the vote is tendered and the decision of the person who is chairing the meeting shall be final.
(1) Any organisation that is a member of the charity may nominate any person to act as its representative at any meeting of the charity.
(2) The organisation must give written notice to the charity of the name of its representative. The representative shall not be entitled to represent the organisation at any meeting unless the notice has been received by the charity. The representative may continue to represent the organisation until written notice to the contrary is received by the charity.
(3) Any notice given to the charity will be conclusive evidence that the representative is entitled to represent the organisation or that his or her authority has been revoked. The charity shall not be required to consider whether the representative has been properly appointed by the organisation.
(1) A director must be a natural person aged 16 years or older.
(2) No one may be appointed a director if he or she would be disqualified from acting under the provisions of article 39.
28. The minimum number of directors shall be 8 but (unless otherwise determined by ordinary resolution) shall not be subject to any maximum.
29. The first directors shall be those persons notified to Companies House as the first directors of the charity.
30. A director may not appoint an alternate director or anyone to act on his or her behalf at meetings of the directors.
(1) The directors shall manage the business of the charity and may exercise all the powers of the charity unless they are subject to any restrictions imposed by the Companies Acts, the articles or any special resolution.
(2) No alteration of the articles or any special resolution shall have retrospective effect to invalidate any prior act of the directors.
(3) Any meeting of directors at which a quorum is present at the time the relevant decision is made may exercise all the powers exercisable by the directors.
32. At the first annual general meeting all the directors must retire from office unless by the close of the meeting the members have failed to elect sufficient directors to hold a quorate meeting of the directors. At each subsequent annual general meeting one-third of the directors or, if their number is not three or a multiple of three, the number nearest to one-third, must retire from office. If there is only one director he or she must retire.
(1) The directors to retire by rotation shall be those who have been longest in office since their last appointment. If any directors became or were appointed directors on the same day those to retire shall (unless they otherwise agree among themselves) be determined by lot.
(2) If a director is required to retire at an annual general meeting by a provision of the articles the retirement shall take effect upon the conclusion of the meeting.
34. The charity may by ordinary resolution:
(1) appoint a person who is willing to act to be a director; and
(2) determine the rotation in which any additional directors are to retire.
35. No person other than a director retiring by rotation may be appointed a director at any general meeting unless:
(1) he or she is recommended for re-election by the directors; or
(2) not less than fourteen nor more than thirty-five clear days before the date of the meeting, the charity is given a notice that:
(a) is signed by a member entitled to vote at the meeting;
(b) states the member’s intention to propose the appointment of a person as a director;
(c) contains the details that, if the person were to be appointed, the charity would have to file at Companies House; and
(d) is signed by the person who is to be proposed to show his or her willingness to be appointed.
36. All members who are entitled to receive notice of a general meeting must be given not less than seven nor more than twenty-eight clear days’ notice of any resolution to be put to the meeting to appoint a director other than a director who is to retire by rotation.
(1) The directors may appoint a person who is willing to act to be a director.
(2) A director appointed by a resolution of the other directors must retire at the next annual general meeting and must not be taken into account in determining the directors who are to retire by rotation.
38. The appointment of a director, whether by the charity in general meeting or by the other directors, must not cause the number of directors to exceed any number fixed as the maximum number of directors.
39. A director shall cease to hold office if he or she:
(1) ceases to be a director by virtue of any provision in the Companies Acts or is prohibited by law from being a director;
(2) is disqualified from acting as a trustee by virtue of sections 178 and 179 of the Charities Act 2011 (or any statutory re‑enactment or modification of those provisions);
(3) ceases to be a member of the charity;
(4) in the written opinion, given to the company, of a registered medical practitioner treating that person, has become physically or mentally incapable of acting as a director and may remain so for more than three months;
(5) resigns as a director by notice to the charity (but only if at least two directors will remain in office when the notice of resignation is to take effect); or
(6) is absent without the permission of the directors from all their meetings held within a period of six consecutive months and the directors resolve that his or her office be vacated.
40. The directors must not be paid any remuneration unless it is authorised by article 7.
(1) The directors may regulate their proceedings as they think fit, subject to the provisions of the articles.
(2) Any director may call a meeting of the directors.
(3) The secretary (if any) must call a meeting of the directors if requested to do so by a director.
(4) Questions arising at a meeting shall be decided by a majority of votes.
(5) In the case of an equality of votes, the person who is chairing the meeting shall have a second or casting vote.
(6) A meeting may be held by suitable electronic means agreed by the directors in which each participant may communicate with all the other participants.
(1) No decision may be made by a meeting of the directors unless a quorum is present at the time the decision is purported to be made. ‘Present’ includes being present by suitable electronic means agreed by the directors in which a participant or participants may communicate with all the other participants.
(2) The quorum shall be three or the number nearest to one-third of the total number of directors, whichever is the greater, or such larger number as may be decided from time to time by the directors.
(3) A director shall not be counted in the quorum present when any decision is made about a matter upon which that director is not entitled to vote.
43. If the number of directors is less than the number fixed as the quorum, the continuing directors or director may act only for the purpose of filling vacancies or of calling a general meeting.
(1) The directors shall appoint a director to chair their meetings and may at any time revoke such appointment.
(2) If no-one has been appointed to chair meetings of the directors or if the person appointed is unwilling to preside or is not present within ten minutes after the time appointed for the meeting, the directors present may appoint one of their number to chair that meeting.
(3) The person appointed to chair meetings of the directors shall have no functions or powers except those conferred by the articles or delegated to him or her by the directors.
(1) A resolution in writing or in electronic form agreed by all of the directors entitled to receive notice of a meeting of the directors and to vote upon the resolution shall be as valid and effectual as if it had been passed at a meeting of the directors duly convened and held.
(2) The resolution in writing may comprise several documents containing the text of the resolution in like form to each of which one or more directors has signified their agreement.
(1) The directors may delegate any of their powers or functions to a committee of two or more directors but the terms of any delegation must be recorded in the minute book.
(2) The directors may impose conditions when delegating, including the conditions that:
(a) the relevant powers are to be exercised exclusively by the committee to whom they delegate;
(b) no expenditure may be incurred on behalf of the charity except in accordance with a budget previously agreed with the directors.
(3) The directors may revoke or alter a delegation.
(4) All acts and proceedings of any committees must be fully and promptly reported to the directors.
(1) Subject to article 47(2), all acts done by a meeting of directors, or of a committee of directors, shall be valid notwithstanding the participation in any vote of a director:
(a) who was disqualified from holding office;
(b) who had previously retired or who had been obliged by the constitution to vacate office;
(c) who was not entitled to vote on the matter, whether by reason of a conflict of interests or otherwise; if without:
(d) the vote of that director; and
(e) that director being counted in the quorum; the decision has been made by a majority of the directors at a quorate meeting.
(2) Article 47(1) does not permit a director or a connected person to keep any benefit that may be conferred upon him or her by a resolution of the directors or of a committee of directors if, but for article 47(1), the resolution would have been void, or if the director has not complied with article 8.
48. If the charity has a seal it must only be used by the authority of the directors or of a committee of directors authorised by the directors. The directors may determine who shall sign any instrument to which the seal is affixed and unless otherwise so determined it shall be signed by a director and by the secretary (if any) or by a second director.
49. The directors must keep minutes of all:
(1) appointments of officers made by the directors;
(2) proceedings at meetings of the charity;
(3) meetings of the directors and committees of directors including:
(a) the names of the directors present at the meeting;
(b) the decisions made at the meetings; and
(c) where appropriate the reasons for the decisions.
(1) The directors must prepare for each financial year accounts as required by the Companies Acts. The accounts must be prepared to show a true and fair view and follow accounting standards issued or adopted by the Accounting Standards Board or its successors and adhere to the recommendations of applicable Statements of Recommended Practice.
(2) The directors must keep accounting records as required by the Companies Act.
(1) The directors must comply with the requirements of the Charities Act 2011 with regard to the:
(a) transmission of a copy of the statements of account to the Commission;
(b) preparation of an Annual Report and the transmission of a copy of it to the Commission;
(c) preparation of an Annual Return and its transmission to the Commission.
(2) The directors must notify the Commission promptly of any changes to the charity’s entry on the Central Register of Charities.
(1) Subject to the articles, anything sent or supplied by or to the charity under the articles may be sent or supplied in any way in which the Companies Act 2006 provides for documents or information which are authorised or required by any provision of that Act to be sent or supplied by or to the charity.
(2) Subject to the articles, any notice or document to be sent or supplied to a director in connection with the taking of decisions by directors may also be sent or supplied by the means by which that director has asked to be sent or supplied with such notices or documents for the time being.
53. Any notice to be given to or by any person pursuant to the articles:
(1) must be in writing; or
(2) must be given in electronic form.
(1) The charity may give any notice to a member either:
(a) personally; or
(b) by sending it by post in a prepaid envelope addressed to the member at his or her address; or
(c) by leaving it at the address of the member; or
(d) by giving it in electronic form to the member’s address.
(e) by placing the notice on a website and providing the person with a notification in writing or in electronic form of the presence of the notice on the website. The notification must state that it concerns a notice of a company meeting and must specify the place date and time of the meeting.
(2) A member who does not register an address with the charity or who registers only a postal address that is not within the United Kingdom shall not be entitled to receive any notice from the charity.
55. A member present in person at any meeting of the charity shall be deemed to have received notice of the meeting and of the purposes for which it was called.
(1) Proof that an envelope containing a notice was properly addressed, prepaid and posted shall be conclusive evidence that the notice was given.
(2) Proof that an electronic form of notice was given shall be conclusive where the company can demonstrate that it was properly addressed and sent, in accordance with section 1147 of the Companies Act 2006.
(3) In accordance with section 1147 of the Companies Act 2006 notice shall be deemed to be given:
(a) 48 hours after the envelope containing it was posted; or
(b) in the case of an electronic form of communication, 48 hours after it was sent.
(1) The charity may indemnify a relevant director against any liability incurred in that capacity, to the extent permitted by sections 232 to 234 of the Companies Act 2006.
(2) In this article a ‘relevant director’ means any director or former director of the charity.
(1) The directors may from time to time make such reasonable and proper rules or bye laws as they may deem necessary or expedient for the proper conduct and management of the charity.
(2) The bye laws may regulate the following matters but are not restricted to them:
(a) the admission of members of the charity (including the admission of organisations to membership) and the rights and privileges of such members, and the entrance fees, subscriptions and other fees or payments to be made by members;
(b) the conduct of members of the charity in relation to one another, and to the charity’s employees and volunteers;
(c) the setting aside of the whole or any part or parts of the charity’s premises at any particular time or times or for any particular purpose or purposes;
(d) the procedure at general meetings and meetings of the directors in so far as such procedure is not regulated by the Companies Acts or by the articles;
(e) generally, all such matters as are commonly the subject matter of company rules.
(3) The charity in general meeting has the power to alter, add to or repeal the rules or bye laws.
(4) The directors must adopt such means as they think sufficient to bring the rules and bye laws to the notice of members of the charity.
(5) The rules or bye laws shall be binding on all members of the charity. No rule or bye law shall be inconsistent with, or shall affect or repeal anything contained in, the articles.
59. If a dispute arises between members of the charity about the validity or propriety of anything done by the members of the charity under these articles, and the dispute cannot be resolved by agreement, the parties to the dispute must first try in good faith to settle the dispute by mediation before resorting to litigation.
(1) The members of the charity may at any time before, and in expectation of, its dissolution resolve that any net assets of the charity after all its debts and liabilities have been paid, or provision has been made for them, shall on or before the dissolution of the charity be applied or transferred in any of the following ways:
(a) directly for the Objects; or
(b) by transfer to any charity or charities for purposes similar to the Objects; or
(c) to any charity or charities for use for particular purposes that fall within the Objects.
(2) Subject to any such resolution of the members of the charity, the directors of the charity may at any time before and in expectation of its dissolution resolve that any net assets of the charity after all its debts and liabilities have been paid, or provision made for them, shall on or before dissolution of the charity be applied or transferred:
(a) directly for the Objects; or
(b) by transfer to any charity or charities for purposes similar to the Objects; or
(c) to any charity or charities for use for particular purposes that fall within the Objects.
(3) In no circumstances shall the net assets of the charity be paid to or distributed among the members of the charity (except to a member that is itself a charity) and if no resolution in accordance with article 60(1) is passed by the members or the directors the net assets of the charity shall be applied for charitable purposes as directed by the Court or the Commission.
61. In article 7, sub-clause (2) of article 9 and sub-clause (2) of article 47 ‘connected person’ means:
(1) a child, parent, grandchild, grandparent, brother or sister of the director;
(2) the spouse or civil partner of the director or of any person falling within sub-clause (1) above;
(3) a person carrying on business in partnership with the director or with any person falling within sub-clause (1) or (2) above;
(4) an institution which is controlled –
(a) by the director or any connected person falling within sub-clause (1), (2), or (3) above; or
(b) by two or more persons falling within sub-clause 4(a), when taken together
(5) a body corporate in which –
(a) the director or any connected person falling within subclauses (1) to (3) has a substantial interest; or
(b) two or more persons falling within sub-clause (5)(a) who, when taken together, have a substantial interest.
(c) Sections 350 – 352 of the Charities Act 2011 apply for the purposes of interpreting the terms used in this article.