Constitution Document

 

At the time of setting up this organisation, we will operate as an exempt charity under the Charities Act 2013, but shall operate to the legislative requirements set out in that Act, and shall register as a Charity at a point where the annual income first approaches £5,000 per annum.

 

1. Name

 

The Organisations name is - Helping Hands Loan Store 

 

2. The purposes of the Organisation are:-

 

To aid the relief of those in the UK in need by way of ill health, disability or other disadvantage, by purchasing disability and sensory need toys and equipment to provide on a free to loan basis to any child who needs and requests them. 

 

The Organisation shall look to prioritise assistance to children (those under the age of 16) located within the West Midlands area initially, however a national support structure is envisaged. 

 

The organisation shall look to assist through the purchase of equipment that caters for any disability, illness or special need where equipment can be sourced to cater for that need. There shall be no priority over specific conditions or disabilities.

 

The Trustees shall determine the equipment purchased and the needs that are addressed by mutual consent, and following feedback from client groups.

 

3. Management of the Organisation

 

The Organisation shall be managed by a board of trustees who shall be elected annually at the Annual General Meeting (AGM). Presently those trustees are:-

 

Chairperson :-  Colin McMillan

Secretary :-  Brian McMillan

Treasurer :-  Hannah Millward

 

Other trustess can be elected  throughout the year by consensus of the current board, but all positions shall be reviewed at the AGM. 

 

It shall be the responsibility of the Secretary to ensure that all charitable activities comply with the relevant legislation, and that all necessary permissions, permits and licences are in place. 

 

4. Carrying out the purposes

 

In order to carry out the charitable purposes, the trustees have the power to:

 

(1) Raise funds, receive grants and donations

(2) Apply funds to carry out the work of the organisation

(3) Cooperate with, and support other organisations and charities with a similar purpose

 

(4) Do anything which is within the law of England and Wales, and necessary to achieve the organisations purpose. 

 

5. Money and Property

 

Money and property must only be used for the organisations purpose. 

 

Trustees must keep accounts, both paper and electronic. The current accounts will be made available for anybody to view upon request. 

 

Trustees cannot receive any money or property from the organisation, except to refund reasonable out of pocket expenses as detailed in the Charities Act 2013.

 

Money must be held in the organisations bank account. Cheques must be signed by two signatories and any electronic payment, must be approved by two trustees. Currently this is Brian McMillan and Hannah Millward. 

 

No trustee shall borrow money on behalf of the organisation, which shall operate in credit at all times.

 

6. Annual General Meetings - AGM’S

 

The AGM must be held every year and at least 14 days notice shall be given of the date of the notice. 

 

There must be at least 3 trustees present, however, input via electronic means shall be acceptable given the distance spread of the trustees and organisation - and current media capabilities.

 

Every trustee/member has one vote

 

The trustees shall present a report and the financial returns for the year.

 

7. Trustee meetings

 

The Trustees must hold at least 3 meetings per year.

 

There must be at least 3 trustees present, however, electronic input is acceptable during these meetings. All meeting shall be recorded in minutes and these shall be retained.

 

If any Trustee has a conflict of interest, they must declare it and this must be recorded.

 

The trustees can appoint a further 4 Trustees to the board during the year.

 

The Trustees may make additional rules where reasonable, for the purpose of the organisations purposes, however, they must not conflict with this constitution or the law. 

 

8. Dissolution

 

If it is considered necessary to wind up the organisation, a meeting must be called to discuss this and the discussions minuted. All assets of the organisation must be passed to an organisation or charity with a similar purpose. 

 

9. Setting up the Charity

 

This constitution was adopted on 24th November 2014 by the people whose signatures appear below. They are the first members of the charity and will be the Trustees until the AGM, which shall be 1 year from this date.