1. Name

The name of the association is The Throwley Events Association (the Association) or such other name as the Members may from time to time decide. The acronym TEA may also be used

2. Status

The Association is constituted as an unincorporated association, recognised by HM Revenue and Customs as a charity for tax purposes.

3.  Management

The Association shall be managed and administered in accordance with these Rules by the Members of the Committee as hereinafter provided (the Committee).

4.  Aim and Objectives of the Association

The aim of the association is to coordinate and support community social events for the Parish of Throwley, Kent, in order to achieve the following objectives:

a.   to provide the community with an annual programme of social events (for example the annual fete, village picnics and barbecues, and harvest lunches/suppers) open to all residents of the Parish;

b. to operate and maintain that property of Throwley Parish Council used for social activities;

c. to raise funds for local charitable purposes, including, but not limited  to, maintenance of the fabric of Throwley Parish Church (St Michael and All Angels)

It should be noted that the purpose of the Association is to enhance the social life of the community and is not primarily for fund-raising. However, the annual village fete, organised by the Association, traditionally raised money for the Parish Church and other local charities and will continue to do so. The administrative costs of the Association, for example Insurance and licences, will also be funded from the proceeds of the fete.

5.  Membership

The committee members and the members of any sub-committees appointed for specific events are Members of the Association. All residents of Throwley over 18 years of age may be considered Associate Members. No membership fees or subscriptions are payable by Members or Associate Members.

6.  Powers of the Committee

In furtherance of the aim and objectives, but not otherwise the Committee may exercise the following powers:

a. support and make grants for specific community social events organised by Members, provided such events are open to all residents of the Parish and their families;

b. delegate responsibility for organising specific events to volunteers, either groups or individuals; (such volunteers becoming Members of the Association for the duration of their responsibility);

c. make grants for local charitable purposes;

d. pay for the maintenance or repair of Parish Council property used for social activities (for example marquees, PA equipment);

e. arrange for the  insurance and licences required for general cover for events organised by the Association;

f.  make grants to purchase items for use at events organised by the Association, such items to become the property of Throwley Parish Council.

7.  Committee

a. The Committee shall consist of:

(i)   The Chairman or Joint Chairmen, elected at the previous year’s Annual General Meeting (AGM);

(ii) The immediate past Chairman or Joint Chairmen (ex-officio), to retire from office at the AGM next after their tenure as Chairman or Joint Chairmen is completed;

(iii) The following Honorary Officers, elected at the Annual General Meeting and to take office from that date:

(a) A Vice-chairman or Joint Vice-chairmen, to take the Chair from the date of the following AGM;

(b) A Secretary;

(c) A Treasurer.

 (iv) Co-opted members appointed by the Chair and agreed by a majority of the elected committee; such co-opted members of the Committee may be appointed or removed at any time.

b. The Secretary and Treasurer shall retire from office together at the end of the annual general meeting next after the date of which they came into office but they may be re-elected or re-appointed.

c. A Member of the Committee shall cease to hold office if he or she:

(i).   would be disqualified from acting as a Member of' the Committee by virtue of Section 72 of the Charities Act 1993 (the Act) (or any statutory re-enactment or modification of the Act);

(ii). becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs;

(iii)  Is absent without the permission of the Committee from all their meetings held within a period of one year and the Committee resolve that his or her office be vacated;

(iv) Notifies to the Committee a wish to resign (but only if at least three Members of the Committee will remain in office when the notice of resignation is to take effect).

d. No persons shall be entitled to act as a Member of the Committee whether on a first or on any subsequent entry into office until after signing in the minute book of the Committee a declaration of acceptance and a ‘fit and proper person’ declaration.

e.  No Member of the Committee shall receive remuneration or be interested (otherwise than as a Member of the Committee) in any contract entered into by the Committee.

8.   Meetings and Proceedings of the Committee

a.  The Committee shall agree a programme of meetings each year, typically at monthly intervals. A special meeting may be called at any time by the Chairman or by any two Members of the Committee upon not less than five days notice being given to the other Members of the Committee of the matters to be discussed.

b.  The Chairman or Joint Chairmen act as Chairman at meetings of the Committee.  If the Chairman or Joint Chairmen are absent from any meeting, the elected Vice-Chairman (or Vice-chairmen shall take the chair. If both are absent the Members of the Committee present shall choose one of their number to be Chairman of that meeting before any other business is transacted.

c.  There shall be a quorum when at least one third of the number of Members of the Committee for the time being or four Members of the Committee, whichever is the greater, are present at a meeting.

d.  Every matter shall be determined by a majority of votes of the Members of the 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.

e.  The Committee shall keep minutes, in books kept for the purpose, of the proceedings at meetings of the Committee and any subcommittee.

f.   The 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 these Rules.

9.  Finance and Accounts

a. The funds of the Association, including all income from events, donations, contributions and bequests, shall be paid into an account operated by the Committee in the name of the Association at such bank or building society as the Committee shall from time to time decide.  All cheques drawn on the account must be signed by at least two Members of the Committee.

b.  The funds of the Association shall be applied only in furthering the Aim and Objectives of the Association.

c.  The Committee will ensure that:

(i)    accounting records for the Association are kept;

(ii)   annual statements of account for the Association are prepared;

(iii)  the statements of account of the Association are audited or independently examined;

(iv) the annual statements of accounts for the Association are published on the village web site and village and church notice boards at least two weeks prior to the Annual Meeting and notice of their posting circulated on-line to those on the village/neighbourhood watch distribution list.

(v)   the statement of accounts for individual social events are also published as in (iv) above within four weeks of the event.

10.  Property

 The Association shall not own any property. The ownership of any property purchased by the Association shall be vested in the Throwley Parish Council.

11.  General Meetings

a.  In each year there shall be an Annual General Meeting of the Association, which shall usually be held on the last Wednesday in November.

b.  Every Annual General Meeting shall be called by the Committee.  The Secretary shall give at least 21 days notice of the Annual General Meeting. The notice is to be published on the village web-site, on the village and church notice boards. The notice is also to be circulated on line to those on the village/neighbourhood watch distribution list. All residents of Throwley over the age of 18 shall be entitled to attend and vote.

c.  The Chairman (or Joint Chairmen) shall chair the Annual General Meetings, but if he or she or they are not present, before any other business is transacted, the Vice-chairman ( or Vice-Chairmen) shall chair the meeting.

d.  The business of the Annual General Meeting shall be:

(i)    To receive reports from the Chairman and other Honorary Officers of the Association.

(ii)   To receive and approve the annual accounts and to appoint auditors.

(iii)  To elect the Honorary Officers and Ordinary Members of the Committee.

 (iv) To consider any matter or proposal of which due notice has been given in writing to the Chairman or to the Secretary before the meeting.

e. Immediately after the Annual General Meeting the previously elected Vice-Chairman (or Vice-Chairmen) shall take office as Chairman (or Chairmen) and the previous immediate Past Chairman (or Past Chairmen) shall stand down.

e. The Committee may call a Special General Meeting of the Association at any time.  If at least ten residents of Throwley over the age of 18 request such a meeting in writing stating the business to be considered the Secretary shall call such meeting.  At least 21 days notice must be given.  The notice must state the business to be discussed.

f.  The Secretary or other person specially appointed by the Committee shall keep a full record of proceedings at every General Meeting of the Association.

g.  There shall be a quorum when at least ten four members of the Committee and a further ten residents of Throwley over the age of 18 for the time being are present at any General Meeting.

12.  Alteration to the Rules

a.  Subject to the following provisions of this Rule these Rules may be altered by a resolution passed by not less than two thirds of the Members present and voting at an Annual General Meeting or a Special General Meeting.  The notice of the Annual General Meeting or Special General Meeting must include notice of the resolution, setting out the terms of the alteration proposed, and all Members must have sufficient time to express their views thereon if unable to attend that meeting.  A resolution for the alteration of the Rules must be received by the Secretary at least 28 days before the meeting at which the resolution is to be brought forward.  At least 21 days notice of such a meeting must be given by the Secretary to all the Members.

b.. No amendment may be made which would have the effect of making the Association cease to be a charity recognised by HMRC as a charity for tax purposes..

13.  Dissolution

The Association may be dissolved by a resolution passed by a two-thirds majority of those residents of Throwley over the age of 18 present and voting at a Special General Meeting convened for the purpose, provided that:

a.     21 days notice shall have been given by publishing the notice on the village web site and village and church notice boards and notice of the posting circulated on-line to those on the village/neighbourhood watch distribution list;

b.     A minimum of four members of the Committee and ten other residents of Throwley over the age of 18 attend the meeting.

Such a resolution may give instructions for the disposal of any financial assets held by or in the care of the Association, provided that such assets shall be given to Throwley Parish Council and/or Throwley Parochial Church Council.