Adopted on the 1st October 2007
The name of the organisation is the Great Barton Film Night (GBFN).
The organization and its property shall be managed in accordance with the constitution by the members of the GBFN committee.
The objective of GBFN is to show films for the benefit of the public in Great Barton.
In furtherance of the Objective the GBFN Committee may exercise the following powers:
power to raise funds and to invite and receive contributions provided that in raising funds the GBFN Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law;
power to buy, take on lease or exchange any property necessary for the achievement of the Objective and to maintain, insure and equip it for use;
power, subject to any consents required by law, to sell, lease or dispose of all or part of the property of GBFN;
power to co-operate with other organizations operating in furtherance of the Objective, or of similar purposes;
power to establish or support any organization operating in furtherance of all or any of the Objective;
power to do all such other lawful things as are necessary for the achievement of the Objective.
At the annual general meeting of GBFN those members present shall elect, from amongst those present, a Chairman, a Secretary and Treasurer, who shall hold office from the conclusion of that meeting.
The GBFN Committee shall consist of not less than six members nor more than eight members being:
The honorary officers specified in the previous clause;
The GBFN Committee may in addition appoint not more than two co-opted members, but so that no-one may be appointed as a co-opted member if, as a result, more than one-third of the members of the GBFN Committee would be co-opted members. Each appointment of a co-opted member shall be made at a meeting of the GBFN Committee and shall take effect from the end of that meeting, unless the appointment is to fill a place which has not then been vacated in which case the appointment shall run from the date when the post becomes vacant.
All members of the GBFN Committee shall retire from office together at the end of the annual general meeting next after the date on which they came into office, but they may be re-elected or re-appointed.
The proceedings of the GBFN Committee shall not be invalidated by any vacancy among their number or by any failure to appoint or any defect in the appointment or qualification of a member.
A member of the GBFN Committee shall cease to hold office if he or she:
Becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs;
Is absent without the permission of the GBFN Committee from all their meetings held within a period of six months and the GBFN Committee resolve that his or her office be vacated; or
Notifies to the GBFN Committee a wish to resign (but only if at least three members of the GBFN Committee will remain in office when the notice of resignation is to take effect).
Is deemed by a majority of the other members of the GBFN Committee of being in breach of the Objective of this Constitution, or otherwise bringing GBFN into disrepute. In this event, the member of the GBFN Committee concerned shall have the right to be heard by the other members of the GBFN Committee, accompanied by an adviser if he or she so wishes, before a final decision is made.
No member of the GBFN Committee shall acquire any interest in property belonging to GBFN (otherwise than as a trustee of GBFN) or receive remuneration (otherwise than the reimbursement of reasonable expenses incurred solely as a member of the GBFN Committee) or be interested (otherwise than as a member of the GBFN Committee) in any contract entered into by the GBFN Committee.
The GBFN Committee shall hold at least two ordinary meetings each year. A special meeting may be called at any time by the chairman or by any two members of the GBFN Committee upon not less than four days' notice being given to the other members of the GBFN Committee of the matters to be discussed; but if the matters include an appointment of a co-opted member then not less than 21 days' notice must be given.
The Chairman shall act as chairman at meetings of the GBFN Committee. If the Chairman is absent from any meeting, the members of the GBFN Committee present shall choose one of their number to be chairman of the meeting before any other business is transacted.
There shall be a quorum when at least half of the number of members of the GBFN Committee for the time being or three members of the GBFN Committee, whichever is the greater, are present at a meeting.
Every matter shall be determined by a majority of votes of the members of the GBFN Committee present and voting on the question but in the case of equality of votes the Chairman of the meeting shall have a second or casting vote.
The GBFN Committee shall keep minutes of proceedings at all meetings of the GBFN Committee.
The GBFN Committee may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings and the custody of documents. No rule may be made which is inconsistent with this constitution.
The GBFN Committee may appoint one or more sub-committees consisting of two or more members of the GBFN Committee for the purpose of making any enquiry or supervising or performing any function or duty which in the opinion of the GBFN Committee would be more conveniently undertaken or carried out by a sub-committee, provided that all acts and proceedings of any such sub-committees shall be fully and promptly reported to the GBFN Committee.
The funds of GBFN, including all donations and contributions, shall be paid into an account operated by the GBFN Committee in the name of GBFN at such bank as the GBFN Committee shall from time to time decide. All cheques drawn on the account must be signed by at least two out of three members of the GBFN Committee.
The funds belonging to GBFN shall be applied only in furthering the Objective.
The GBFN Committee may make arrangements for property owned by GBFN to be stored on its behalf.
The Secretary shall maintain a current inventory of any property owned by GBFN, and shall ensure that any appropriate servicing arrangements and insurance cover are maintained on behalf of GBFN.
The GBFN Committee shall
Keep appropriate accounting records for GBFN;
Prepare annual statements of account for GBFN and arrange for an independent scrutineer to audit them.
Present a scrutinized statements of account to the annual general meeting of GBFN as part of an annual report of GBFN's activities;
Submit such reports, including financial reports, as funding bodies may determine as a condition of grant aid.
There shall be an annual general meeting of GBFN which shall be held in the month of October in each year or as soon as practicable thereafter.
2. Every annual general meeting shall be called by the GBFN Committee. The secretary shall give at least 21 days' written notice of the annual general meeting to the public. Those present shall be entitled to vote at the meeting.
3. The GBFN Committee shall present to each annual general meeting the report and accounts of GBFN for the preceding year.
The GBFN Committee may call a special general meeting of GBFN at any time. At least 21 days' written notice must be given. The notice must state the business to be discussed.
The Secretary or other person specially appointed by the GBFN Committee shall keep a full record of proceedings at every general meeting of GBFN.
Lawful alterations to this Constitution may be made by a resolution passed by not less than two-thirds of the GBFN Committee present and voting at a general meeting. The notice of the general meeting must include notice of the resolution, setting out the terms of the alteration proposed.
If the GBFN Committee decides that it is necessary or advisable to dissolve GBFN it shall call a meeting, of which not less than 21 days' written notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two-thirds majority of those present and voting, the GBFN Committee shall have power to realize any assets held by or on behalf of GBFN. Any assets remaining after the satisfaction of any proper debts and liabilities shall be donated to the Great Barton Village Hall Thanksgiving Fund, unless otherwise agreed at the dissolution meeting by a two-thirds majority of those present and voting, and with reference to any relevant terms and conditions imposed by funding bodies as a condition of grant aid.