St Laurence Bell Fund

Terms of Reference

1

Title
1.1 The Organisation shall be called the St Laurence Bell Fund, hereafter referred to as "the Fund".

2

Objectives
2.1 To raise funds for the repair and maintenance of the bells and ringing mechanism of St Laurence Church, Alvechurch.

3

Membership
3.1 Membership of the Committee shall be open to any member of the Worcestershire and Districts Change Ringing Association over the age of 18 ringing regularly at St Laurence, hereafter referred to as "the Ringer".

4

Officers
4.1 The Officers of the Committee shall be as follows:
  • Honorary President - a non-executive position filled ex officio by the Rector of St Laurence.
  • Chairman - an executive position filled ex officio by the Tower Captain.
  • Secretary - an executive position responsible for correspondence.
  • Meetings secretary - an executive position responsible for arranging committee meetings and General Meetings and for recording the minutes of these meetings.
  • Treasurer - an executive position responsible for recording income and authorising expenditure on fund-raising events.
  • Events co-ordinator - an executive position responsible for co-ordinating fund-raising events and sponsorship.

5

Election of Officers
5.1 All Executive Officers shall be elected at the Annual General Meeting of the Fund, from, and by, the Ringers.
5.2 All Executive Officers are elected for a period of one year, but may be re-elected to the same office or another office the following year.

6

Committee
6.1 The operation of the Fund shall be controlled by a Committee comprising of the Executive Officers of the Fund. The Committee shall meet at agreed intervals and not less than six times per year. Minutes of Committee meetings shall be posted on the tower notice board not more than 7 days after the date of the meeting.
6.2 The duties of the Committee shall be:
6.2.1 To organise fund-raising events
6.2.2 To seek sponsorship from businesses, individuals, and grant-giving bodies
6.2.3 To keep accurate accounts of the finances of the Fund through the Treasurer. These should be available for reasonable inspection by Ringers and should be audited before every Annual General Meeting according to PCC regulations. The Fund shall maintain a bank account. The Chairman, Treasurer and Secretary shall be authorised to sign cheques. Each cheque shall require two signatures.
6.2.4 To co-opt additional members to the Committee on a temporary or permanent basis as the Committee feels necessary. Co-opted members shall not be entitled to a vote on the Committee
6.2.5 To make decisions on the basis of a simple majority vote. In the case of equal votes, the Chairman shall be entitled to an additional casting vote.

7

General Meetings
7.1 The Annual General Meeting of the Fund shall be held not later than the end of March each year. 21 clear days written notice shall be given to Ringers of The Annual General Meeting by posting the notice on the notice board in St Laurence tower.

Ringers must advise the Meetings Secretary in writing of any business to be moved at the Annual General Meeting at least 14 days before a meeting. The Meetings Secretary shall post a copy of the agenda on the tower notice board not less than 7 days before the meeting.
7.2 The business of the Annual General Meeting shall be to:
7.2.1 Confirm the minutes of the previous Annual General Meeting and any General Meetings held since the last Annual General Meeting.
7.2.2 Receive the audited accounts for the year from the Treasurer.
7.2.3 Receive the annual report of the Committee from the Secretary.
7.2.4 Elect an auditor.
7.2.5 Elect the Officers of the Committee.
7.2.6 Transact such other business received in writing by the Meetings Secretary from Ringers and included on the agenda as defined above.
7.3 Special General Meetings may be convened by the Committee or on receipt by the Meetings Secretary of a request in writing signed by not less than half of the Ringers. At least 7 days notice of the meeting shall be given.
7.4 Nomination of candidates for election of Officers shall be made in writing to the Meetings Secretary at least 14 days before the Annual General Meeting. Nominations may only be made by Ringers and must be seconded by another Ringer.
7.5 At all General Meetings, the chair will be taken by the Chairman or, in their absence, by a deputy appointed in advance by the Chairman or chosen from and by the Ringers attending the meeting.
7.6 Decisions made at a General Meeting shall be by a simple majority of votes from those Ringers attending the meeting. In the event of equal votes, the Chairman shall be entitled to an additional casting vote.
7.7 A quorum for a General Meeting shall be 2 Officers of the Fund and 3 other Ringers. If there are less than 3 persons ringing at St Laurence then the quorum shall be all Ringers and all Officers.
7.8 Each Ringer shall be entitled to one vote at General Meetings.

8

Alterations to the Constitution
8.1 Any proposed alterations to the Constitution may only be considered at an Annual or Special General Meeting, convened with the required written notice of the proposal. Any alteration or amendment must be proposed by one Ringer and seconded by another. Such alterations shall be passed if supported by not less than two-thirds of those present at the meeting.

9

Dissolution
9.1 If at any General Meeting, a resolution be passed calling for the dissolution of the Fund, the Secretary shall immediately convene a Special General Meeting of the Fund to be held not less than one month thereafter to discuss and vote on the resolution.

If at that Special General Meeting, the resolution is carried by at least two-thirds of the Ringers present at the meeting, the General Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Fund and discharge all debts and liabilities of the Fund.

After dissolution all assets shall be given to St Laurence Church for the maintenance of the bells and the promotion of bellringing.

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