Sudanese Children Culture Activity Group (SCCAG)
(Adopted on 05/09/2014)
|GENERAL||name, objects, powers, general structure||clauses 1-4|
|MEMBERS||qualifications, application, subscription, register, withdrawal, expulsion||clauses 5-14
|GENERAL MEETINGS (meetings of members)||general, business, notice, procedure||clauses 15-24|
|MANAGEMENT COMMITTEE||number, eligibility, election/ termination of office, register, office bearers, powers, conduct of members of the Management Committee||clauses 25-50
|MISCELLANEOUS||Operation of bank accounts; interpretation; alterations to the constitution, dissolution, initial members of the Management Committee||clauses 51-62
- The name of the association is “Sudanese Children Culture Activity Group” SCCAG (hereafter referred to as ‘the Group’)
- The Group objects are:
- Advance the education of children of the Sudanese families and others living in Hull and East Yorkshire.
- The advancement of Arabic culture and heritage, including language.
- Provide leisure and recreation facilities with the objective of improving children’s conditions
- In pursuance of the objects set out in clause 2 (but not otherwise), the group shall have the following powers:-
- Mobilise resources (e.g., volunteers, teachers, equipment, etc.) to help establish and run the Group.
- Employ on such terms and condition of employment as the Group shall decide on any paid or voluntary work to assist in the achievement of the above objects.
- Carry on any other activities which further any of the above objects.
- Take on lease, hire, or otherwise acquire any property or rights which are suitable for the group’s activities.
- Employ staff as are considered appropriate for the proper conduct of the group’s activities, and, pending availability of funds, to make reasonable provision for the payment of expenses incurred by teachers.
- Engage consultants and advisers as are considered appropriate from time to time.
- Invest all funds in the group’s related activities.
- Liaise with other voluntary sector bodies, local authorities or UK government departments and agencies, and other bodies, all with a view to furthering the group’s objects.
- Take such steps as may be deemed appropriate for the purpose of raising funds for the group’s activities.
- Do anything which may be incidental or conducive to the furtherance of any of the group’s objectives.
- Have the power to open a bank account.
- Communicate with the Sudanese Friendship Association in a way that achieves the goals of the Group and the SFA together (school under the umbrella of the SFA)
- The structure of the group shall consist of:-
- The membership: This shall be divided into two categories:
- Full membership: which shall:
- Be open to all Sudanese (aged 18 years or above) on the register of the group.
- have the right to attend the annual general meeting (and any special general meeting) and have important powers under the constitution (subject to Clause 4)
- Elect people to serve on the Management Committee and take decisions in relation to changes to the constitution itself.
- Associate Membership which shall:
- be open to non-Sudanese parents (aged 18 years or above) have children in the Group.
- Have the right to attend and vote at annual general meetings.
- Associate Members shall not be elected at annual general meeting to serve in the Management Committee.
Application for Membership and Membership Subscription
- Any person who supports the aims of the organisation and wishes to become a member must sign, and lodge with the Group, a written application for membership.
- The Management Committee may refuse to admit any person to membership provided that an explanation is provided.
- The Management Committee shall consider each application for membership at the first Management Committee meeting which is held after receipt of the application; the Management Committee shall, within a reasonable time after the meeting, notify the applicant of its decision on the application.
- Membership subscription shall be payable to the treasurer and a receipt shall be issued against any payment made.
- The amount shall be determined from time to time by the Management Committee.
- The rights and privileges of membership shall depend on the payment of membership subscription.
- The Management Committee shall maintain a register of members, setting out the full name and address of each member, the date on which s/he was admitted to membership, and the date on which any person ceased to be a member.
- Any person who wishes to withdraw from membership shall sign, and lodge a written notice to that effect; on receipt of the notice by the Group, s/he shall cease to be a member.
- Any person may be expelled from membership by way of a resolution passed by majority vote at a general meeting (meeting of members), providing the following procedures have been observed:-
- at least 21 days notice of the intention to propose the resolution must be given to the member concerned, specifying the grounds for the proposed expulsion.
- the member concerned shall be entitled to be heard on the resolution at the general meeting at which the resolution is proposed.
Annual General Meetings – AGMs (meetings of members)
- The Management Committee shall convene an annual general meeting in each year (but excluding the year in which the Group is formed); not more than thirteen months shall elapse between one annual general meeting and the next.
- The business of each annual general meeting shall include:-
- A report by the chair on the activities of the Group.
- The election/re-election of members of the Management Committee.
- Review and assessment of the progress of the Management Committee.
- Approval of the annual budgets, procedures and financial plans
- At least thirty days notice must be given of any general meeting; the notice must indicate the general nature of any business to be dealt with at the meeting and, in the case of a resolution to alter the constitution, must set out the terms of the proposed alteration.
- Notice of every general meeting shall be given to all the members of the Group, and to all the members of the Management Committee.
- No business shall be dealt with at any general meeting unless a quorum is present; the quorum for a general meeting shall be % 50 +1 of the total voting membership, present in person. If a general meeting is cancelled because of lack of a quorum, any number will constitute a quorum in the following meeting provided that members have been notified at least ten working days before the proposed time.
- If a quorum is not present within 15 minutes after the time at which a general meeting was due to commence – or if, during a meeting, a quorum ceases to be present – the meeting shall stand adjourned to such time and place as may be fixed by the chairperson of the meeting.
- The chairperson of the Management Committee shall preside as chairperson of general meeting; if the chairperson is absent the Vice- chair shall chair the general meeting.
- Every member shall have one vote, which (whether on a show of hands or on a secret ballot) must be given personally.
- If there is an equal number of votes for and against any resolution, the chairperson of the meeting shall be entitled to a casting vote.
- A resolution put to the vote at a general meeting shall be decided on a show of hands unless a secret ballot is demanded by the chairperson or by at least two members present in person at the meeting.
- The Management Committee herein constituted shall have the power to:
- Hold regular meetings during the period between annual general meetings.
- Generally control and supervise the activities of the Group;
- Monitor the financial activities of the Group.
- Approve or reject applications for membership
- Charge and collect membership fee or contribution
- On sufficient grounds and for good reason, terminate the membership of any member, provided that he/she is granted the right to be heard by the Management Committee before a final decision is made, and provided that the decision is unanimously agreed upon by members of the Committee.
- A person shall not be eligible for election/appointment to the Management Committee unless he/she is a member of the Group (subject to Clause 4).
- At each annual general meeting, the members may (subject to clause 4) elect any member to be a member of the Management Committee.
- An Associate Member may be elected to an office at an annual general meeting (subject to clause 4).
- At each annual general meeting, all of the members of the Management Committee shall retire from office – but shall then be eligible for re-election.
- No business shall be dealt with at a meeting of the Management Committee unless a quorum is present; the quorum for meetings of the Management Committee shall be % 50 + 1.
- Emergency meetings shall be called provided a written request is made by at least four members of the Management Committee.
- Questions arising at a meeting of the Management Committee shall be decided by a majority of votes; if an equality of votes arises, the chairperson of the meeting shall have a casting vote.
- If at any time the number of Management Committee members in office falls below the number fixed as the quorum, the remaining Management Committee member(s) may call a general meeting.
- The Management Committee may, at its discretion, allow any person who they reasonably consider appropriate, to attend and speak at any meeting of the Management Committee.
- A Management Committee member shall not vote at a Management Committee meeting on any resolution concerning a matter in which he/she has a personal interest which conflicts (or may conflict) with the interests of the Group; he/she must withdraw from the meeting while an item of that nature is being dealt with.
- Except as otherwise provided in this constitution, the Groupand its assets and undertaking shall be managed by the Management Committee.
- A meeting of the Management Committee at which a quorum is present may exercise all powers exercisable by the Management Committee.
- Any notice which requires to be given to a member under this constitution shall be in writing sent by post or email.
- The Management Committee shall ensure that minutes are made of all proceedings at general meetings and Management Committee meetings; a minute of any meeting shall include the names of those present.
- No member of the Management Committee may be given any remuneration by the Group for carrying out his/her duties as a member of the Management Committee.
- A member of the Management Committee shall automatically vacate office if:-
- He/she becomes debarred under any statutory provision from being a charity trustee.
- He/she becomes incapable for medical reasons of fulfilling the duties of his/her office and such incapacity is expected to continue for a period of more than six months.
- He/she ceases to be a member of the Group.
- He/she resigns office by notice to the Management Committee.
- He/she is absent (without permission of the Management Committee) from more than three consecutive meetings of the Management Committee, and the Management Committee resolve to remove him/her from office.
- Each of the members of the Management Committee shall, in exercising his/her functions as a member of the Management Committee of the Group, act in the interests of the Group; and, in particular, must
- seek, in good faith, to ensure that the association acts in a manner which is in accordance with its objects (as set out in this constitution)
- act with the care and diligence which it is reasonable to expect of a person who is managing the affairs of another person
- in circumstances giving rise to the possibility of a conflict of interest of interest between the association and any other party
(i) put the interests of the association before that of the other party, in taking decisions as a member of the management committee
(ii) where any other duty prevents him/her from doing so, disclose the conflicting interest to the association and refrain from participating in any discussions or decisions involving the other members of the management committee with regard to the matter in question
- ensure that the association complies with any direction, requirement, notice or duty imposed on it by the Charities and Trustee Investment (Scotland) Act 2005.
- At each annual general meeting, eight members shall be elected to the Management Committee. These shall be the chairperson, Vice- chair, General Secretary, a treasurer, and four members.
- All of the office bearers shall cease to hold office at the conclusion of each annual general meeting, but shall then be eligible for re-election.
- The chairperson shall:
- Chair all the meetings of the Management Committee.
- Act as the chairperson at annual general meeting or any other general meetings during his/her office term.
- Represent the Group in matters relating to local authorities and other relevant organisations; and have the power to delegate.
- Establish and maintain social harmony among members of the Group.
- The Vice-chair shall deputise for chairperson in his/her absence, adopting his/her authority and responsibilities, and shall cooperate with the chair to encourage and promote the work of the Group and the Management Committee
- General Secretary shall:
- Handle all correspondences
- take and keep the minutes of all the meetings
- be a custodian of the records and of the seal of Group.
- In coordination with the Management Committee calls and arranges meetings for both Management Committee and general meetings.
- Coordinate the activities of various offices in the Management Committee
- Keep an up-to-date membership register.
- The Treasure shall:
- Be in charge and custody of all funds, and shall deposit all such funds in such a bank as shall be determined by the Management Committee.
- Receive and give receipt for any monies payable to the Group from any source whatsoever.
- Keep and maintain adequate and correct accounts of the business transactions.
- Prepare and certify financial statements to be included in any required reports.
- Provide financial advice as required to the Management Committee.
- No member shall be eligible to serve more than three consecutive terms in the same office.
Accounting Records and Operation of Bank Accounts
- The Management Committee shall ensure that proper accounting records are maintained in accordance with all applicable statutory requirements.
- The Management Committee shall prepare annual accounts, complying with all relevant statutory requirements; if an audit is required under any statutory provisions or if they otherwise think fit, they shall ensure that an audit of such accounts is carried out by a qualified auditor.
- The signatures of two out of three signatories appointed by the Management Committee shall be required in relation to all operations (other than lodgement of funds) on the bank and building society accounts held by the Group; the three signatures must be the signature of members of the Management Committee.
- None of the association’s assets may be distributed or otherwise applied (on being wound up or at any other time) except to further its charitable purposes.
- If the management committee determines that it is necessary or appropriate that the association be dissolved, it shall convene a meeting of the members; not less than 21 days’ notice of the meeting (stating the terms of the proposed resolution) shall be given.
- If a proposal by the Management Committee to dissolve the association is confirmed by a two-thirds majority of those present and voting at the general meeting convened under clause 55, the management committee shall have power to dispose of any assets held by or on behalf of the association – and any assets remaining after satisfaction of the debts and liabilities of the association shall be transferred to some other charity or charities having objects similar to those of the association; the identity of the body or bodies to which such assets are transferred shall be determined by the members of the association at, or prior to, the time of dissolution.
- For the avoidance of doubt, no part of the income or property of the association shall (otherwise than in pursuance of the association’s charitable purposes) be paid or transferred (directly or indirectly) to the members, either in the course of the association’s existence or on dissolution.
Alterations to the constitution
- The constitution may be altered by a resolution passed by not less than two-thirds of those present and voting at a general meeting, provided that thirty days notice of the meeting is given to all voting members.
- No amendment to clauses 3 and 39 of the constitution may be made if the effect would be that the Groupwould cease to be a charity.
- For the purposes of this constitution, the expression “charity” shall mean a body which is a “charity” within the meaning of section 96 of the Charities Act 1993.
- Any reference in this constitution to a provision of any legislation shall include any statutory modification or re-enactment of that provision in force from time to time.
Initial Members of the Management Committee
- The initial members of the Management Committee, and the positions held by each, shall be as set out below.
27 7th Avenue Hull
45 Abby way Hull
46 Belvoir St Hull
163 Cranbrook Avenue Hull
27 7th Avenue Hull
This constitution was adopted on 05/09/2014 ]