Thorncombe Village Trust - caring for Thorncombe's environment

Thorncombe Village Trust

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          Constitution of the Trust

Click here to download a pdf of this Constitution

     The original constitution 1986 - 2015

                                           For information about the Trustees and contact details click here

                                 CONSTITUTION OF THORNCOMBE VILLAGE TRUST



1. NAME

The name of the Trust shall be the Thorncombe Village Trust (hereinafter referred to as the Trust).

2. AIMS

A) The Trust is established for charitable purposes only.

     B) In particular the Trust is established to:

i) encourage and promote a greater interest in, and understanding of, the local environment and its history;

(ii) protect historic buildings in the Parish of Thorncombe (the Parish), and especially to conserve the character of the village of Thorncombe and of the other settlements in the Parish;

(iii) oppose unsuitable development in the Parish

(iv) safeguard and enhance the countryside in the Parish;

(v) support nature conservation in the Parish;

   C) In furtherance of these objects the Trust may obtain, collect or receive money by way of contributions, legacies, donations, grants or other lawful methods, and may make donations to individuals or organisations on application for reasons that are in accordance with the Aims of the Trust.


3. MANAGEMENT

a) The affairs of the Trust shall be managed by a minimum of 6 and a maximum of 8 Trustees

b) The Trustees must all be Thorncombe Parishioners, or closely associated with the Parish.

c) Trustees shall hold an AGM at which audited accounts must be presented

d) Trustees shall be elected annually by those attending the AGM in accordance with 3b)

e) At the AGM the Trustees shall elect a Chair, Vice-Chair, Secretary and Treasurer.

f) If for any reason a Trustee ceases to hold office, the Trustees may co-opt a Trustee who will hold office until the following AGM.

g) Four Trustees shall constitute a quorum for all meetings.

h) Minutes of the Trustees’ meetings, signed by the Chair, shall be kept by the Secretary and made available to all parishioners on request and published on the website, as well as all Parish notice boards.

i) Officers of the Trust shall be elected each year by the Trustees.



4. AGMs

The AGM shall be held normally in May, to elect Trustees, approve the accounts, receive reports from the Chair and the Secretary, and conduct any further business. At such meetings the Chair or Vice-Chair shall preside. In their absence those Trustees present shall, before any business is transacted, elect one of their number to preside.  Not less than two weeks notice of the time and place of the AGM shall be given by the Secretary who shall post notices of these details in the Parish and on the website. Minutes of the meeting shall be kept and be available to all Parishioners on request, posted on the website, and all Parish Notice Boards. The outgoing Secretary shall keep the minutes of that meeting.


5. SPECIAL GENERAL MEETINGS

a) A special General Meeting may be called by resolution of the Trustees or by written demand of not less than 8  Parishioners acting together. Normally not less than two weeks notice of the time and place of the Special General Meeting shall be given by the Secretary who shall post notices of these details in the Parish and on the website.

b) At such meetings the Chair or Vice-Chair shall preside. In their absence those Trustees present shall, before any business is transacted, elect one of their number to preside. Every matter, except as provided for under this Constitution, shall be determined by a majority of Trustees present. The Chair of the meeting shall have a second and casting vote where there is an equality of votes. Minutes of the meeting shall be kept and be available to all Parishioners and posted on the website and all Parish Notice Boards.



6. GRANTS

a) There shall be a clearly advertised process, details of which will be set out in the Parish Magazine, on the TVT website and on local notice boards, whereby members of the Parish can apply for a grant. This shall be an annual procedure and the Trustees shall meet annually to discuss applications and decide awards of grants, subject to sub-clause d) below.

b) At such meetings the Chair or Vice-Chair shall preside. In their absence those Trustees present shall, before any business is transacted, elect one of their number to preside

c) If there are no applications the Trustees shall only meet at the AGM. The grants so disbursed must comply with the Aims of this constitution.(No 2 above)

d) If an application for a grant or a necessity for funds should be considered by the Trustees to be urgent, then the Trustees shall organise a Trustees’ meeting at the earliest convenient time.

e) The money granted must be used for the benefit of the Parish only and for the public good, in such a manner and place that the Trustees can verify that the grant has been appropriately used.

f) Decisions on granting funds shall be reached by majority vote of the Trustees present. The Chair shall have a second or casting vote where there is an equality of votes.

g) Nothing shall prevent a Trustee applying for a grant, provided that such an application complies with the terms of this constitution.


7. PECUNIARY INTERESTS

If any Trustee has a pecuniary interest, or a role within an application/project, in a matter under discussion, they must declare it and withdraw from the meeting until a decision has been made. However, he/she shall be entitled to make a statement and answer questions prior to such withdrawal.


8. FINANCE

a) The income of the Trust shall be applied solely towards the promotion of the Aims, subject to clause 6 g) above. No portion thereof shall be paid or transferred to any member of the Trust, provided that nothing herein shall prevent the payment in good faith of reasonable expenses incurred by a Trustee.

b) The Treasurer shall be responsible for the custody of the funds and for keeping a record of receipts and payments. An audited statement of accounts shall be presented by the Treasurer at the AGM.

c) Cheques shall require signatures of two Trustees including the Treasurer.

d) The accounting year shall be from the first day of April to the last day of March


9.  DISSOLUTION

The Thorncombe Village Trust may at any time be dissolved by a resolution supported by a majority of all the Trustees at an AGM or SGM. Such resolution shall give instructions for the disposal of the Trust’s assets. Any funds remaining after debts and liabilities have been dealt with shall be given or transferred to other body or bodies having aims similar to those of the Trust. Failing such body or bodies, then for such charitable purposes as the Trustees shall decide.


10.  ALTERATIONS TO THE CONSTITUTION

The rules of the Trust may be altered only at an AGM or Special General Meeting by a majority of Trustees. Notice of any proposed change must be given to the Secretary in writing at least one month before the meeting.

This Constitution was adopted at the AGM on April 30th 2015, amended from the original Constitution dated May 1995 which itself was amended at a Special General meeting March 2003.Further minor amendments were agreed at the AGM on 12th May 2016.