The Ron Ames Memorial Sports Fund
The charity’s name is: The Ron Ames Memorial Sports Fund
2 THE PURPOSES OF THE CHARITY ARE
To raise funds and distribute them in the form of grants to clubs or individuals in order to encourage, motivate and support young people in the Stowmarket area to enhance their involvement and opportunities in their chosen sport. The trustees would welcome applications from individuals and clubs which are affiliated to a national governing body.
The trustees will support individuals or clubs in respect of junior development, with grants for any aspect of involvement in sport at the discretion of the trustees, including, but not limited to, items of equipment, help with transport for training or competition and access to specialist coaching.
Clubs and individuals may each apply for one grant per calendar year up to a maximum of £500 per calendar year.
3 TRUSTEES AND SUPPORTERS
The charity shall be managed by a committee of trustees who are appointed at the Annual General Meeting (AGM) of the charity.
A trustee is someone who actively participates in the decision making of the fund by serving as a committee member to manage the affairs of the fund. Each of the three clubs is asked to have one active trustee at any given time.
A supporter is someone who takes an active interest in the activities of the fund but is not a trustee or member of the committee. A supporter is entitled to receive minutes of all meetings.
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 for funds in the form of grants to carry out the stated work of the charity
(3) co-operate with and support other charities with similar purposes
(4) do anything which is lawful and necessary to achieve the purposes
Final draft 7.3.2019
The charity shall have a membership of interested people, supporters, as defined above. People who support the work of the charity and are aged 18 or over, can apply to the trustees to become a member. Once accepted by the trustees, membership, as a supporter, is ongoing unless a member formally withdraws their interest. The trustees will keep an up-to-date list of supporters.
The trustees may, however, remove a person’s status as a supporter if they believe it is in the best interests of the charity. In this event the individual has the right to be heard by the trustees before the decision is made and can be accompanied by a friend.
6 ANNUAL GENERAL MEETING - AGM
(1) The AGM must be held every year, with 14 days’ notice given to all members informing them of the agenda. Minutes must be kept of the AGM.
(2) There must be at least five members present at the AGM.
(3) Every member has one vote.
(4) The trustees shall present an annual report and accounts.
(5) Any member may stand for election as a trustee.
(6) Members shall elect between three and 10 trustees to serve for the following year.
Trustees will retire at the next AGM but may stand for re-election.
7 TRUSTEE MEETINGS
(1) Trustees must hold at least three meetings each year. At their first meeting after the IGM and then subsequent AGMs they will elect four officers, a chair, vice chairman, treasurer and secretary. Trustees act by majority decision.
(2) At least five trustees must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting. Wherever possible each club should be represented at the meetings.
(3) If trustees have a conflict of interest, they must declare it and leave the meeting while the matter is being discussed or decided.
(4) During the year, the trustees may appoint up to two additional trustees. They will stand down at the next AGM.
(5) The trustees may make reasonable additional rules to help run the charity. These rules must not conflict with this constitution or the law.
8 MONEY AND PROPERTY
(1) Money and property must only be used for the charity’s purposes.
(2) Trustees must keep accounts. The most recent annual accounts can be seen by anybody on request.
(3) Trustees cannot receive any money or property from the charity, except to refund reasonable out of pocket expenses.
Final draft 7.3.2019
(4) Money must be held in the charity’s bank account. The three officers will be signatories for the bank account; three are required for any given grant award.
9 GENERAL MEETINGS
If the Trustees consider it is necessary to change the constitution, or wind up the charity, they must call a General Meeting so that the membership can make the decision. Trustees must also call a General Meeting if they receive a written request from the majority of members. All members must be given 14 days’ notice and told the reason for the meeting.
All decisions require a two thirds majority. Minutes must be kept.
(1) Winding up - any money or property remaining after payment of debts must be given to a charity with similar purposes to this one.
(2) Changes to the Constitution - can be made at AGMs or General Meetings. No change can be made that would make the organisation no longer a charity.
(3) General Meeting - called on written request from a majority of members.
(4) Trustees may also call a General Meeting to consult the membership