Name
The organisation, formerly known
as Grayshott Millennium Party, set up in 1998 to provide for millennium
celebrations in the Parish of Grayshott* will be known, from October 2000, as
PiG which will stand for Party in Grayshott
*Parish
of Grayshott in this constitution refers to the Ecclesiastical Parish of
Grayshott; which includes those
Objectives
PiG is a non-commercial,
community based group which exists to promote arts and entertainment for the whole community of
Powers
PiG has the power to raise funds, invite and receive contributions to achieve
its objectives: provided that in raising funds PiG shall not undertake any
substantial permanent trading activity and shall conform to any relevant
statutory regulation.
PiG has the power to invite appropriate
support, and at times may actively seek volunteer help, from the local
community in the running of some of the community events it organises.
PiG has the power to retain sufficient funds to ensure the
continued financial viability of events and purchase suitable assets to aid in
achieving its objectives.
PiG has the power to distribute
any funds it considers surplus to local community projects and non-commercial
organisations within the Parish of Grayshott and the immediate surrounding area.
Membership
The objectives will be achieved solely by
the PiG Committee.
The Committee will consist of a minimum
of five people, all of whom reside within the bounds of the Parish of Grayshott.
The Chairman, Treasurer and Secretary
must reside within the bounds of the Parish of Grayshott.
The Chairman may not additionally hold
the office of Treasurer.
The Roles of Treasurer and Secretary
may be undertaken by a single committee member.
The Chairman, Treasurer and Secretary
will be elected annually, in January or at the next Committee meeting
thereafter, by a two-third majority decision of the PiG committee. Previous
incumbents of the roles will be eligible to stand for re-election.
Additional PiG Committee members, above
the minimum five, may be elected by unanimous vote of all current committee
members. These additional committee members need not necessarily reside within
the Parish of Grayshott.
A member of the committee may be
removed at any time provided two-thirds of the current committee vote in favour
of such a removal.
The Committee will meet on a regular
basis and will require at least five members, one of which must be the
Chairman, the Treasurer or the Secretary, to form a quorum.
Voting on proposals related to the
objectives requires a simple majority to be accepted at formal meetings.
Voting on surplus fund distribution
will be conducted at formal meetings only and requires a two-thirds majority of
all current committee members.
Where practical, to allow decisions to
be made in-between formal meetings, proposals may be agreed via electronic
voting and requires a two-thirds majority of current committee members.
Electronic voting, in this context, refers to email correspondence between committee
members.
Accounting
The PiG accounting period will be from
1st January to the 31st December of each year.
Any bank account in which any part of
the organisations funds is deposited shall be operated by the committee and
shall be held in the name of the organisation. All cheques and orders for the
payment of money from such account shall be signed by at least two committee
members.
The Treasurer will keep suitable records
of all monetary transactions relating to the activities of the organisation and
will present to each formal committee meeting a summary of the current
financial status of the organisation.
The accounts are available for inspection
by any resident of the Parish of Grayshott on written request to the Treasurer.
The Treasurer will prepare annually a
financial statement for each of the events organised by PiG.
The annual financial statements may be
presented by a member of the PiG committee at a suitable community meeting within
the Parish of Grayshott, open to the public, some time after the end of the
organisations accounting period.
Constitution
Suggested changes to this constitution
are to be presented at a formal committee meeting and will be deemed accepted
if two-thirds of the current committee members vote in their favour. Acceptance
of changes to the constitution will be recorded in the minutes of the meeting.
The agreed revised constitution will be
printed and signed by the current Chairman and Secretary of the committee. The
Secretary will retain the original signed copy.
Dissolution
In the event PiG is wound up,
all remaining funds and assets will be distributed to local community projects
and non-commercial organisations within the Parish of Grayshott and the
immediate surrounding area.
Acceptance
This revised constitution was
agreed and adopted by the PiG Committee as its governing document on Thursday
16th November 2006 and will remain in effect until a future revised
version may be approved by the Committee.
PiG Chairman, Peter Hatch: -
.
PiG Secretary, David Phillips: -