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BYE LAWS :- Club By-Laws – Jan 2019

Club By-Laws -

 
   

Lions Clubs International

HIGH WYCOMBE LIONS CLUB C.1.O. BY-LAWS

Charity Reg. No. 1166839

MOTTO WE SERVE

 

The By-Laws of the High Wycombe Lions Club Charitable Incorporated Organisation

{C.I.O.) are introduced, reviewed and amended in accordance with Section 27 of*The Constitution{Governing  Document)

*NB. The Lions C.1.O CONSTITUTION is the GOVERNING DOCUMENT as referred to in the Charity Commissions  Registration Documentation.

Where any single reference is made to the Governing Document in any additional documents please read as :--LIONS C.1.O. CONSTITUTION

INDEX

 

 

 

 

Page

BY LAW 1

Health & Safety

1/2

BY LAW 1

Risk Management

2/4

BY LAW 1

Risk Assessment

5/6

BY LAW 2

Equal Opportunities

7/9

BY LAW 3

Volunteer Management

10/11

BY LAW 4

Conflict of Interest

12/14

BY LAW 5

Use of Images of Children

15/18

BY LAW 6

Safeguarding  & Vulnerable Beneficiaries

19/25

BY LAW 7

Complaints Procedure

26/30

BY LAW 8

Grant Making Policy

31/37

BY LAW 9

Membership

38/40

BY LAW 10

Delegates to International & District Conventions

   40

BY LAW 11

Officers / Board of Trustees / Duties

40/44

BY LAW 12. Elections & Filling Vacancies

    44/46

BY LAW 13

Committees

47

BY LAW 14

Meetings

    48/49

BY LAW 15

Fees & Dues

49

BY LAW 16

Miscellaneous

    49/50

BY LAW 17

Amendments

50

Appendix A (Declaration of willingness to be a Charity Trustee)                                  51

Appendix B Health & Safety Risk Assessment form                                                52/53

Grant Application Form                                                                                           54

Rev.1.4 Jan 19

High Wycombe Lions Club C.I.O.   BY LAW 1. Health & Safety Policy  

 

1. Our Safety Management strategy is based on a process of continuous improvement, on documented procedures and processes that are introduced in conjunction with relevant legislation and best practice.

2 It is the policy of High Wycombe Lions Club C.I.O. that it will apply and observe a reasonable Duty of Care with respect to their members, employees, families, volunteer helpers, contractors, visitors and members of the general public, ensuring that all reasonable and practicable steps have been taken to protect their health and safety and welfare whilst working at or attending any function or event organised by the club (see below).

3.All club officers, trustees, and committee chairpersons are required to ensure that adequate standards of health and safety are factored into the planning, preparation and execution of all Lions activities under their control. All hazards and risks associated with the activity or event must be effectively managed to ensure as far as reasonably practicable the safety of all who participate or may be affected by the activity or event.(see 5 and 6 below, special ref .to crowd control and food hygiene) 

4. The appointed Club Safety Officer / Advisor should review each club activity; ensure that a suitable and sufficient risk assessment is carried out and recorded for the activity .He/She should have a working knowledge of the contents of the document, investigate all accidents and near misses and report in accordance with the standards outlined in 7 below.

5. Managing crowds safely.  As Lions, we take on the running of events that draw in crowds of people. Crowds are unavoidable occurrences of everyday life while problems with looking after their safe management are not. Crowding occurs as a result of an excessive large number of people gathering in a specified area. Large numbers gather routinely in such places as shopping malls, railway stations, bus stations etc. However, they also gather, often in greater density where particular attractions or events are taking place.

At such events there may be greater risks to their safety. Events drawing large crowds require extra planning and a professional approach to all aspects of the event.

Special reference should be made to the HSE web site “Guidance on running events safely.”This website will help organisers run events safely; provide information to help them understand their legal duties on health and safety, plan an event, manage an event and review an event once it is over together with the planning for incidents and emergencies.” Managing Crowds Safely” published 2014, Series Code HSG154 provides practical guidance on the systematic management of crowd safety in order to protect both attendees and those involved with the event operations. One critical point to make is that only one person can be in overall control. The Safety Officer for the event must have complete authority on the day, from the start until the close of the event/activity. He or she is accountable.

Rev.1.4 Jan 19                                                                                                                      1.

 

High Wycombe Lions Club C.I.O.    BY LAW   1.     Health & Safety Policy contd.

6. Food Safety and Hygiene. When organising an event where food will be sold or provided by Lions Clubs, advice should be sought from the Local Environmental Officer as there have been significant changes in legislation  regarding  food preparation and handling.

Relevant legislation is Regulation (EC) No.852/2004 and The Food Hygiene (England) Regulations 2006.

7. Incident Reporting  All incidents or near misses occurring at Lions functions or events held within the Multiple District must be reported by the club Health & Safety Officer to the relevant Multi district Health and safety officer/Advisor as soon as possible by phone or email, followed by a documented report describing the occurrence and including details of any injured persons, the root cause and lessons learned.

Statutory Reporting  Accidents and dangerous occurrences as specified by current National Legislation Requirements must be reported to the Enforcing Authorities immediately.

8. This Health and safety Policy will be reviewed and updated on an annual basis or sooner if changes in legislation dictate.    

RISK MANAGEMENT

1          Introduction

1.1       Risk has been defined as ‘the chance great or small that damage or an adverse outcome will occur as the result of a particular hazard’. Risk may cause loss or harm and is measured in terms of the probability or frequency with which it may occur and the resulting impact on the organisation.           It is important to note that the existence of a hazard does not always constitute a risk.

1.2       Risk Management is about good management, it is about being risk-aware but still being able to take risks in a controlled and managed environment.

1.3       In terms of the High Wycombe Lions Club C.I.O. the Trustees need to maintain a risk register and implement effective control measures on those risks considered to most seriously threaten the successful achievement of objectives.

Rev.1.4 Jan19                                                                                                        2

 

 

.

 

By Law 1 Risk Management  Introduction contd.

1.4       The failure to manage risks effectively and economically has direct resource costs in excessive premiums paid for insurance, payments being made for injuries or other losses suffered, unavailability of staff, in this case our volunteers, repairs to or replacement of equipment if damaged, cost overruns and delays to implementation of the several elements which constitute the organisation of the Forum.

1.5       Certain risks can also result in criminal prosecutions against the organisation and individuals; this type of risk may not be transferred via insurance. The management of risk is the responsibility of all those involved in an event, in whatever capacity they carry out their duties, and makes sound business sense.

2          Risk Management

2.1       Risk Management is a key element of corporate governance. It provides for a planned and systematic approach to the identification and quantification of risks and the appraisal of options for managing and controlling such risks.

2.2       The Risk Management process is usually shown as a cycle:

2.3       The five key elements are:

  • Identification of the risks to which an event is exposed.

There is a need to identify risks that may arise if informed decisions are to be made about policies or service delivery. The key element of this stage is that all appropriate categories of risk are considered in relation to the specific objective; suggested risk categories are detailed in part 3 of this paper.

 

  • Evaluation of those risks in terms of likelihood and impact.

Analysis of the risk – available data should be used to provide information to help assess the likelihood of any risk arising, and the consequence or impact it may have if it does arise.

Profiling risk – risks can then be profiled or prioritised according to their likelihood and impact.

  • Control of such risks by taking measures to eliminate them or reduce the frequency or severity where possible.

Action can then be determined, based on the Committee’s appetite for or tolerance to risk and the availability of resources, which, in the context of a volunteer organisation, may be limited.

 

 

Rev. 1.4. Jan 19                                                                                                     3.

By Law 1 Risk Management 2.3.contd

Financing the risks, either by self or by risk transfer – for example, to an insurer.

Determining action – the best course of action can then be determined; should the risk be avoided, eliminated, reduced, transferred or accepted.

  • Controlling risk – once appropriate action is decided for each risk, the control process can start. This involves taking action to minimise the likelihood of a risk occurring, and/or reducing the severity of the consequences should it occur.
  • Monitoring the results and responding to change.

Progress in managing risks will be monitored and reported so that the potential for loss is eliminated or minimised.

 

3          Risk Categories

Risks can be categorised as part of the identification and evaluation process to help focus areas of risk.

 

  •  

Risk Category

  •  
  1.  

Reputation Risks

Risks that relate to the logo or image of Lions Clubs International and which may cause embarrassment to the organisation and adversely affect ‘public confidence’ in Lions Clubs International.

  1.  

Information Risks

Risks that relate to the loss or inaccuracy of data, systems and the timeliness of reported information.

  1.  

Financial Risks

Risks that relate to losing monetary resources or incurring unacceptable liabilities.

  1.  

People Risks

The risks associated with a volunteer organisation i.e., recruitment, retention and failure to attend.

  1.  

Regulatory Risks

The risks related to the regulatory environment such as financial regulation, corporate governance, health & safety, data protection and other legislation.

  1.  

Physical Risks

Risks related to fire, security, accident prevention and health & safety.

  1.  

Business Continuity Risks

Risks associated with the continuation of the Forum in the event of a disaster, reliance on operational equipment or loss of sponsorship or funding.

  1.  

Contractual Risks

Risks associated with the failure of contractors to deliver services to the agreed cost and specification.

  1.  

Environmental Risks

Those risks relating to pollution, noise, or the on-going energy efficiency of on-going service operations.

  1.  

Economical Risks

Risks associated with inefficient operation of systems and the duplication of effort. Consider the concept of ‘over controlled’.

Rev.1.4 Jan 19                                                                                                                4.

                                                                                                                             

BY LAW 1  Risk Management contd.

 

4.      Risk Assessments

To assist Lion C.I.O.’s in drawing up the necessary risk assessments for an event, the following  should be considered.  They are not intended to be all encompassing or necessarily prompt comment on each section, trustees should select the sections which may affect the event they are planning.

 Similarly trustees should grade all risks identified as High Medium or Low, obviously high risks should be eliminated prior to the event, and alternatively it may be better to adopt a less risky option, prevent access to the hazard or reduce exposure to the hazard.  Consideration should also be given to risk reduction, i.e. ensuring trained medical staff  are available to treat injuries should they occur.

If appropriate, Trustees should make use of the MD 105 Health & Safety document “The Road to Safety” issued by the MD 105 Health & Safety Officer.

Organisers of activities and events are required to carry out a suitable and sufficient risk assessment for each activity or event.

These assessments should be recorded and filed for future use as Generic assessments especially when the club organises the same activity each year. However, they must be reviewed prior to the event to ensure they are still fit for purpose.

The purpose of the risk assessment is to identify what actions you need to take to remove or control any significant health and safety risks associated with you activity /event. These are known as “control measures” .Risk assessments also provide a way of measuring our health and safety performance.

The Risk assessment should be a written document/form which must be made available for discussion and evaluation by every organising committee. This will ensure that:-

  • The document/form remains current (Appendix B)
  • Each club member knows of its existence and use when organising any event
  • The document/form covers the specific subject under discussion together with the associated risks.
  • It is used as a management tool ensuring that all aspects are considered , such as manpower ,training, instructions , security of cash, first aid, emergency services etc.( this list is not exhaustive).

Rev. 1.4 Jan 19                                                                                                               5.

                                                                                                                                               

In preparing the risk assessment you should follow the simple   5 – Step risk assessment system drawn up by the HSE:-

Step 1.   Identify the Hazards   (A hazard is anything that could be or has the potential to cause harm)

Step 2   Identify who will be or could be harmed ( injured or made ill)

Step 3   Prioritise the associated risks (how likely is the harm to occur and how severe will the harm be if it does occur)

Step 4   Identify what actions you need to take to remove or control those risks (these are your control measures)

Step 5   Review   You should review and if necessary revise your assessments to ensure that they stay up to date and take account of any changes in the work place procedures).

Specific Risk assessments in relation to Vulnerable Persons activities

Reference should be made to Safeguarding policy BY LAW  6       

Information, Instruction, Training and Supervision

Providing persons with the right information, instruction, training and supervision to enable them to carry out their tasks safely and without risk to their health is a basic requirement of nearly every health and safety law. It should always form part of your control measures in your risk assessments.

Deciding what is needed will depend on the task in hand; the equipment used, the conditions and environment in which you are operating. This means you will have to review on a regular basis the information you give to your volunteers as this will also depend on their own skills and experience.

INFORMATION – is what you tell your volunteers either verbally or in writing to make them aware of the dangers associated with their tasks or activity together with the control measures which they need to follow to stay safe.

INSTRUCTIONS- tell a volunteer what he/she/can or cannot do. Instruction manuals for instance tell how a piece of equipment should be used /maintained. Instructions can be verbal or written down.

SUPERVISION – is the keeping an eye on someone whist engaged in an activity. The level of supervision necessary will depend on the complexity of the tasks together with the experience of the person and or the conditions in which the task is being carried out.

TRAINING – is about giving volunteers / persons the necessary skills, tools and knowledge they need to do their tasks safely and without risk to health.

 Rev. 1.4 Jan 19                                                                                                             .6.

High Wycombe Lions Club   BY LAW 2                EQUAL OPPORTUNITIES POLICY

1                   Statement  of Intent

The aim of this policy is to communicate the commitment of the Trustees of High Wycombe Lions Club C.I.O. to the promotion of equality of opportunity within Lions Clubs International  throughout  the  British  Isles  and Ireland.

It  is our  policy to provide equality  of membership  to  all, irrespective  of:

  • Gender,  including  gender reassignment;
  • Marital or civil partnership status;
  • Having  or not  having dependents;
  • Religious  belief  or political opinion;
  • Race (including colour, nationality, ethnic or national origins);
  • Disability;
  • Sexual orientation; and
  • Age.

We are opposed  to  all  forms of unlawful and unfair discrimination. All members of  the  organisation  will  be treated  fairly  and  will  not  be discriminated  against on any of the above grounds. Decisions on membership, selection  for  office, training or any other benefit will be made  objectively,  without  unlawful discrimination, and  based  on aptitude  and ability.

We recognise that the provision of equal opportunities in all our activities will benefit the organisation. Our equal opportunities policy will help members to develop their full potential and the talents and resources  of the  members will  be utilised  fully  to maximise the  effectiveness  of the organisation.

High Wycombe Lions Club C.I.O. recognises that there is a statutory duty enacted under national law to implement an equal opportunities policy. This policy applies to volunteers and members of the organisation alike.

High Wycombe Lions Club C.I.O. is committed to the principles and practice of equality and values the diversity of the local population. We want our services, facilities and resources to be accessible and useful to every citizen regardless of gender, age, ethnic origin, religious belief, disability, marital status, sexual orientation, or any other individual characteristic which may unfairly affect a person's opportunities in life.

2                  Equality Commitments

We are  committed to:

  • Promoting equality of opportunity for all persons;
  • Promoting a good and harmonious learning environment in which all men and women are treated with respect and dignity and in which no form of intimidation  or  harassment  is tolerated;
  • Preventing occurrences of unlawful direct discrimination, indirect discrimination, harassment  and victimisation;

 

 Rev.1.4  .Jan19                                                                                                            7                                                                                                                         

 

 

BY LAW 2 Equal Opportunites Policy contd.

 

  • Fulfilling all our legal obligations under the national equality  legislation and associated  codes of practice;
  • Complying with our own equal opportunities policy and associated policies; and
  • Breaches of our equal opportunities policy will be regarded as misconduct and could lead to termination of membership.

In  order to implement this policy we shall:

  • Communicate the policy  to members by issuing  an induction pamphlet to  all existing,  and  new members;
  • High Wycombe Lions Club C.I.O. will endeavour through appropriate training to ensure that it will not consciously, or unconsciously discriminate in the selection or recruitment of applicants for membership of the organisation; and
  • Ensure that adequate resources are made available to fulfil the objectives of the policy

3            Suitability  for Positions  of Trust

As an organisation using the Disclosure and Barring Service in England, Wales, Isle of Man, Jersey and Guernsey; AccessNI in Northern Ireland; Disclosure Scotland; and the Garcia Sfochana in Ireland to assess a members' suitability for positions of trust, the organisation undertakes to  comply  fully  with  the corresponding national Code  of  Practice  and  treat  all applicants  for  positions fairly.  It  undertakes  not  to  discriminate  unfairly  against  any  person  on  the basis of a conviction or other information revealed (see Recruitment  of  Ex­ Offenders Statement on Multiple District web site ( www .lionsm dl OS. or g).

A Disclosure is only requested if relevant to the participation in  a regulated activity. Every person under-going a Disclosure check will be made aware  of  the  corresponding  Code of Practice  and a copy will be available  on request.

4            Monitoring  & Review

We will establish appropriate information and monitoring systems to assist the effective implementation of our equal opportunities  policy.  The  effectiveness  of the equal opportunities policy will be reviewed regularly (at least annually) and action taken  as necessary.

5            Complaints

Volunteers or members who believe that they have suffered any form of discrimination, harassment or victimisation are entitled to raise the matter through the agreed procedures, which can be found in Appendix "A". All complaints of discrimination will be dealt with seriously, promptly and confidentially.

 

 Rev. 1.4 Jan 19                                                                                                               8.                                                                                    

 

 

BY LAW 2         Equal Opportunities Policy contd.

 

Every effort will be made to ensure that volunteers or members who make complaints will not be victimised. Any complaint of victimisation will be dealt with seriously, promptly, and confidentially. Victimisation may result in termination of membership.

 

Annex A   Complaints Procedure

This procedure  provides  volunteers  and  members  with  a means  by  which  to lodge a grievance or complaint if informal discussions have failed to resolve the issue( s) or where volunteers or members do not believe that the matter can be dealt with informally .

Grievances or complaints should  firstly  be reported  to the  Club  President  who will then report the issue to  the  Board  of Trustees.  Volunteers  and  members can , if necessary, report the issue directly to the Immediate  Past  Club President if the issue concerns the Club President; if the Club President is unavailable, or if it is otherwise inappropriate. Depending on the nature and seriousness of the  issue, the  Club President  may  ask the  volunteer  or member to put the complaint in writ i ng .

When reporting a grievance in  writing, the volunteer  or  member  should  include all details relevant to their complaint. They should mention names, dates and locations and a description of events that  have  occurred that  have  led  to  the compla int being m ade .

The Board of Trustees may in some cases elect to suspend individuals from voluntary work while the matter is being investigated. Volunteers and members will be notified of this in writing .

Once all the fact s have been investigated, a decision will be made and appropriate action (if  necessary)  will be taken.

All comments and complaints should be recorded together with actions taken, process followed , decisions made and outcomes, where measurable.

This policy will be reviewed every three years and will  next  be  reviewed  in August 2020.

Rev. 1.4 Jan 19                                                                                                           9.

                                                                                                                                                           

 

 

 

 

 

High Wycombe Lions Club C.I.O.   BY LAW 3     Volunteer Management

 

Organisation covered by policy

High Wycombe Lions Club C.I.O.

  1. Purpose of our volunteer policy

Our volunteer policy has been created to show our volunteers that we have spent time and care in planning how volunteers will be welcomed at High Wycombe LionsClub C.I.O..It also outlines that all volunteers will be treated in a fair and consistent way. It should also help our volunteers understand what support is available to them and what they can expect from us.

2. Our vision and mission for volunteering

Volunteering is a great way to share your enthusiasm, skills and ideas whilst having fun and meeting like-minded people.  By volunteering for The Lions you will be making a positive contribution to community development locally, nationally and internationally.  Volunteers are vital to our work.

3. Your expectations

As a volunteer with the Lions you can expect:

to be involved with an organisation that is focused mainly on local issues - supporting the young and elderly, the infirm and the disadvantaged, – and being able to respond to national and international events through our membership of Lions Clubs International, knowing that any funds that we send to an international disaster zone will be handled by like-minded Lions locally;

a supportive and positive environment that ensures you enjoy your time volunteering.  Lion members come from all walks of life and give their time freely to help others, your will ‘feel at home’ in their company;

  • Opportunities to influence the development of our work in the local community, nationally and internationally All kinds of requests are considered for support and High Wycombe Lions Club C.I.O.are keen to help anyone who is genuinely struggling with ordinary life and the unfortunate things it can from time to time throw at us;
  • To be treated with respect and courtesy;
  • To be treated fairly regardless of gender, sexual orientation, age, parental or marital status, disability, religion, colour, race, ethnic or national origins, or socio/economic background;
  • Opportunities to undertake appropriate training where appropriate;
  • A named contact for support who will act as your mentor;
  • Relevant and up to date information and advice;
  • Recognition and thanks;
  • Reimbursement of any reasonable out-of-pocket expenses incurred in the course of your volunteering;
  • Equal opportunities;
  • Adequate public liability insurance;
  • Respect to your right to privacy and that of your contacts.

 

Rev. 1.4 Jan 19

BY Law 3 Volunteer Management contd.

 

4.Our expectations

In return we ask that you:

  • Support our aims and objectives;
  • Remember that you are a representative of Lionism;
  • Adhere to confidentiality guidelines;
  • Reach a shared understanding with us summarising your role and commitment;
  • Be open and honest in your dealings with us;
  • Treat fellow volunteers and Lions with courtesy and respect;
  • Follow our Health and Safety Policies and accept simple instructions given to you on how to perform tasks in a safe manner.  We have clear procedures for accidents and emergencies and we will always have medical assistance at our major events. We will keep reminding you of these safety policies.
  • Let us know if you wish to change the nature of your contribution;
  • Let us know if we can improve the service and support that you receive.  We hope that you will have a very enjoyable experience volunteering with us.  However, if your role as a volunteer does not meet with your expectations or with the commitments we have made to you, we want you to feel comfortable about letting us know.  First of all, talk to your mentor and s/he should be able to sort it out with you before it becomes a problem.  If you do not feel this will resolve things you can speak with Lion President or the Chair of the Trust.

 

5.Recognition and reward

We could not do the work we do without our volunteers.  To acknowledge this we will always say thank you and show appreciation for a job well done.  There will always be a listening ear or shoulder to lean on.

 

Apart from our fundraising activities we hold social events to enable volunteers and Lions to relax with likeminded people in convivial surroundings and locations; we will be pleased for you and any partners to attend these events.

Rev.1.4 Jan 19

High Wycombe Lions Club C.I.O.   By Law 4    Conflict of Interest

This By Law accords with Section 8 of the C.I.O. Constitution (Governing document.)

Why we have a Policy

Trustees have a legal obligation to act in the best interests of High Wycombe Lions Club C.I.O., Lions Club International MD105 Charity Trust’s, and in accordance with Lions Clubs International MD105 Charity Trusts governing document, and to avoid situations where there may be a potential conflict of interest.

Conflicts of interests may arise where an individual’s personal or family interests and/or loyalties conflict with those of High Wycombe Lions Club C.I.O., Lions Clubs International MD105 Charity Trust. Such conflicts may create problems; they can:

• Inhibit free discussion;

• Result in decisions or actions that are not in the interests of High Wycombe Lions Club C.I.O., Lions Clubs International MD105 Charity Trust; and

• Risk the impression that High Wycombe Lions Club C.I.O., Lions Clubs International MD105 Charity Trust have acted improperly.

The aim of this policy is to protect both the organisation and the individuals involved from any appearance of impropriety.

The Declaration of Interests

Accordingly, trustees and volunteers are required to declare their interests, and any gifts or hospitality received in connection with their role in High Wycombe Lions Club C.I.O., Lions Clubs International MD105 Charity Trust. A declaration of interests form is provided for this purpose, listing the types of interest to be declared.

To be effective, the declaration of interests needs to be updated at least annually and also when any changes occur.

If you are not sure what to declare, or whether/when your declaration needs to be updated, please err on the side of caution. If you would like to discuss this issue, please contact Lions Clubs International MD105 Charity Trust Treasurer [or Council Chairman or Council Secretary....] for confidential guidance. 

This register of interests shall also be used to record all gifts of a value over £50 received by the trustees and volunteers.  Interests and gifts will be recorded on Lions Clubs International MD105 Charity Trust’s register of interests, which will be maintained by Lions Clubs International MD105 Council Secretary. The register will be accessible by level of access, noting any statutory requirements applicable.

Rev 1.4 Jan 19

By Law 4 Conflict of Interest contd.

Data Protection

The information provided will be processed in accordance with data protection principles as set out in the Data Protection Act 2018. Data will be processed only to ensure that the trustees and volunteers act in the best interests of High Wycombe Lions Club C.I.O.,Lions Clubs International MD105 Charity Trust. The information provided will not be used for any other purpose.

What to do if you face a Conflict of Interest

You should declare your interest at the earliest opportunity and withdraw from any subsequent discussion. The same applies if you face a conflict for any other reason.

You may, however, participate in discussions from which you may indirectly benefit, for example where the benefits are universal to all users, or where your benefit is minimal.

Decisions taken where a Trustee or Member of Staff has an Interest

In the event of the board of trustees having to decide upon a question in which a trustee or a club member has an interest, all decisions will be made by vote, with by a simple majority required. A quorum must be present for the discussion and decision; interested parties will not be counted when deciding whether the meeting is quorate. Interested board members may not vote on matters affecting their own interests.

All decisions under a conflict of interest will be reported to and recorded by Lions Clubs International MD105 Charity Trust secretary. The report will record:

• the nature and extent of the conflict;

• an outline of the discussion;

• the actions taken to manage the conflict.

Where a trustee benefits from the decision, this will be reported in the annual report and accounts in accordance with the current Charities SORP

All payments or benefits in kind to trustees will be reported in Lions Clubs International MD105 Charity Trust’s accounts and annual report, with amounts for each trustee listed for the year in question

Where a member of High Wycombe Lions club C.I.O.is connected to a party involved in the supply of a service or product to the Club, this information will also be fully disclosed in the annual report and accounts.

Independent external moderation will be used where conflicts cannot be resolved through the usual procedures

Rev.1.4 Jan 19

By Law 4 Conflict of Interest contd.

Managing contracts

If you have a conflict of interest, you must not be involved in managing or monitoring a Contract in which you have an interest. Monitoring arrangements for such contracts will include provisions for an independent challenge of bills and invoices, and termination of the contract if the relationship is unsatisfactory.

Rev 1.4 Jan 19

High Wycombe Lions Club C.I.O.     By Law 5  Use of Images of children

Personal information will only be made public with consent. This includes photographs. Because a web site can be accessed from countries that do not have Data Protection Legislation, it counts as an overseas transfer, and is subject to the European Union Data Directive 95/46/EC and the Electronic Communications Data Protection Directive 2002/58/EC, as implemented under National Law.

 

High Wycombe Lions Club C.I.O. will strictly adhere to the advice and guidelines produced herein.

 

The following advice and guidance has been reproduced by permission of the NSPCC Consultancy Services.

 

Photographs can be used as a means of identifying children when they are accompanied with personal information, for example, - this is X who is a member of the Something Club and who likes Westlife. This information can make a child vulnerable to an individual who may wish to "groom" that child for abuse. Secondly the content of the photo can be used or adapted for inappropriate use. There is evidence of this adapted material finding its way onto websites, consisting of child abuse images.

Organisations and those providing services or activities to children and young people need to develop a policy in relation to their use of images of children and young people on their websites and in other publications.

They will need to make decisions about the type of images they consider suitable and that appropriately represent their activity, without putting children at increased risk. You should ensure that parents are aware of and support your policy. If organisations are aware of the potential risks and take appropriate steps any potential for their misuse can be reduced.

 

Rev.1.4 Jan 19

By Law 5 Use of Images of children contd.

 

Advice to Organizations:

 

  • Consider using models or illustrations if you are promoting an activity; and
  • Avoid the use of both the first name and surname of individuals in a photograph. Restricting naming to first name only  reduces the  risk of inappropriate  and/or  unsolicited attention from people.

Rules to remember:

 

  • If  the  child is fully named, avoid using their photograph;
  • If  a photograph  is used, avoid fully naming the child;
  • Ask for parental permission to use an image of a young person. This ensures that parents are aware of the way the image of their child is representing the organisation or activity. A ‘Parental Consent Form’ (see below) for use of images of children is one way of achieving this;
  • Consider asking for the child’s permission to use their image. This ensures that they are aware of the way the image is to be used to represent the activity. A children’s permission form is one way of achieving this;
  • To reduce the risk of inappropriate use, only use images of children in suitable dress. With regard to the actual content it is difficult to specify exactly what is appropriate given the wide diversity of activities offered by organisations’. However there are clearly some activities – swimming, gymnastics and athletics for example – when the risk of potential misuse is much greater than for others. With these activities the content of the photograph should focus on the activity not on a particular child and should avoid full face and body shots. For example shots of children in a pool would be appropriate, or, if poolside, waist or shoulder up; and
  • Create a recognised procedure for reporting any concerns regarding the use of inappropriate images. Follow your child protection procedure, ensuring both your designated child protection officer and local children’s services or the Police are informed

Rev.1.4 Jan 19

By Law 5 Use of Images of children contd.

 

   First steps:

 

  • Establish the type of images that appropriately represent the organisation and the activity for the internet. Apply an increased level of consideration to the images of children and young people used in the website; and
  • Think about the level of consideration you give to the use of images of children in other publications, for exam pl e the processes involved in choosing appropriate images for the newsletter or magazine.

Guidelines  for  use of photographers at events:

 

  • Provide a clear brief about what is considered appropriate in terms of  content and behaviour;
  • Issue the  photographer  with identification, which  must be worn at all times;
  • Inform children and parents that a photographer will be in attendance at an event and ensure they consent to both the taking and publication  of films or photographs;
  • Do not  allow unsupervised access to  children  or one-to-one  photo sessions at  events;  and
  • Do not approve/allow photo sessions outside the events or at a young person’s home.

 

If parents or other spectators are intending to photograph or video at an organised event they should also be made aware of your expectations.

  • Children and parents should be informed that if they have concerns regarding inappropriate or intrusive photography these should be reported to the event organiser or official who will act in the same manner as they would with any other child protection concern.
  • For more information please contact the MD105 Data Protection Officer. Please see standard parental consent form, below:

Rev.1.4 Jan 19

Lions Clubs International British Isles & Ireland

 

 

 

Parental  Consent Form for Use of Images of Children

 

 

I/ we,...........................................................the parent ( s)/ guardian(s  ) of:

 

(child's  full name)................................................................................

 

(child's full name)................................................................................

 

(child's   full  name)................................................................................

 

hereby give Name of Organisation permission to use any still and / or moving image being video footage, photographs and/or frames and/ or audio footage depicting my/our children  named above,

 

taken by (name of photographer) ...........................................................

 

on  behalf  of  the  Name of Organisation,  on (date).....................................

 

at    (place)..........................................................................................

 

for  any of  the following uses:

 

  • Advertisements, marketing , leaflets, or any other use such as for training, educational or  publicity purposes.

 

The above consent will apply throughout the world and will  expire on :-(date)............................................ Signed................................................  .Date.......................................

Signed.................................................Date.......................................

 

Address..........................................................................................

 

 

Postcode......................................

 

Rev.1.4 Jan 19

 

 

High Wycombe Lions Club C.I.O.     By Law 6   Safeguarding & Vulnerable Beneficiaries

 

1.      Introduction

The Charity Commission in England & Wales has an important regulatory role in ensuring that trustees comply with their legal duties and responsibilities as trustees in managing and administering their charity. Their aim is to protect public confidence in the integrity of charities. In the context of safeguarding issues, they have a limited and very specific regulatory role which is focused on the conduct of the trustees and the steps they take to protect the charity and its beneficiaries now and in the future. Their remit often covers just one area of a much wider investigation involving or being led by other agencies.

Trustees of charities which work with vulnerable groups and children have a duty of care to their charity which will include taking the necessary steps to safeguard and take responsibility for those children and vulnerable adults.

Trustees must put systems in place to make the necessary checks to ensure individuals who are trustees, staff (including contractors) and volunteers are legally able to act in positions involving vulnerable beneficiaries.

Trustees are legally responsible for:

  • Ensuring the risk to the charity’s current and future beneficiaries and services are being properly managed by the trustees;
  • The protection of the charity’s assets, including its reputation; and
  • Ensuring that they comply with their legal duties and responsibilities in the management and administration of the charity.

2.      Appointing new Trustees

The position of trustee of a vulnerable groups’ or children’s charity is not a ‘regulated activity’ in itself. It is only if trustees have close contact with these vulnerable beneficiaries that they would fall within the scope of regulated activity and be eligible to obtain an enhanced DBS check and barred list check. A trustee of a charity who no longer falls within the definition of regulated activity would be eligible to obtain an enhanced DBS check, (but without a barred list check).

The current vetting procedure is to request new Trustees to complete a self-certification form (Declaration of willingness to act as a Trustee and application for membership) in which they confirm that “they know of no reason which prevents them from acting as a Trustee of the Charity”.

 

Rev.1.4 Jan 19

 

 By Law  6   Safeguarding & Vulnerable Beneficiaries  contd.

3.      Safeguarding Strategy

High Wycombe Lions Club C.I.O.  as part of Lions Clubs International in the British Isles and Ireland (also referred to as ‘MD105’) are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults engaged in the breadth of its activities.

The key objectives of the High Wycombe Lions Club C.I.O. and MD105 ‘Safeguarding Children & Vulnerable Adults’ policy are:

  • To explain the responsibilities Lions Clubs International in the British Isles and Ireland and its members and volunteers have in respect of child and vulnerable adult protection.
  • To provide members and volunteers with an overview of child and vulnerable adult protection.
  • To provide a clear procedure that will be implemented where child and vulnerable adult protection issues arise.

4.Protecting Yourself  & Your Club

 

It is a sad fact of life that from time to time ,organisations unwittingly recruit staff or volunteers who pose a risk to vulnerable persons. Abusers are usually people known to their victims and these people can include parents, carers, relatives or family friends. They can also include professionals and volunteers who work with vulnerable persons.

 

It is also the case that people who pose no risk are sometimes vulnerable to accusations of abuse. This is because they regularly come into contact with vulnerable persons who may be confused or frantic enough to resort to desperate ways to stop abuse. For example, a child being sexually abused by a relative might accuse another person in the hope that the truth will be discovered, or simply that the ensuing fuss will scare the real abuse rand make him / her stop. 

 

Although this can and occasionally does happen, it is important to remember that is an unusual occurrence and that by taking the steps outlined below, you will do much to minimise any chances of becoming inappropriately accused.

Rev.1.4 Jan 19

 

 

By Law 6  Safeguarding & Vulnerable Beneficiaries contd.

 

5.Recognise Good Practice

 

To ensure that you protect children and vulnerable adults from harm and protect yourself from false allegations, you must adopt a personal code of conduct. A code of conduct at its simplest, is a list of key principles of good practice. The following list should form the basis of your code. Learn these principles and add to them as appropriate:

 

  • Respect all individuals, whatever their age, developmental stage, ability, sex, sexual orientation or ethnicity.
  • Place the safety and wellbeing of children and vulnerable adults first. It must be placed before any personal or organisational goals and before loyalty to friends or colleagues.
  • Form appropriate relationships with children and vulnerable adults. These should be based on mutual trust and respect.
  • Be aware of the relative powerlessness of children and vulnerable adults, especially persons who have a physical or mental impairment.
  • Be committed to actively preventing the exploitation and abuse of children and vulnerable adults.
  • Always work in an open environment –avoid private locations (eg taking children or vulnerable adults to your home)
  • Always try to ensure that you are never alone with a child or vulnerable adult
  • Maintain a safe and appropriate distance with children and vulnerable adults ( eg it is not appropriate to have an intimate relationship with a child or vulnerable adult or share a room with them).
  • Involve cares, parents and / or guardians wherever possible.
  • Be aware of the Lions Safeguarding Children & Vulnerable Adults policy and you responsibilities
  • Avoid any horseplay, sexually suggestive comments or language.
  • Always seek the carers’, parents, child and vulnerable adults’ consent if he/she is very young or disabled and needs help to go to the toilet – never take them on your own.
  • Remember that it is okay to touch a child or vulnerable adult in a way that isn’t intrusive or disturbing to him/her or to observers.
  • Make sure that any allegations or suspicions are recorded and acted upon.

DO NOT

  • Engage in rough physical games including horseplay
  • Touch a child or vulnerable adult in an intrusive or sexual manner
  • Make sexually suggestive comments to a child or vulnerable adult, even as a joke
  • Do things of a personal nature that children and vulnerable adults can do for themselves, such as going to the toilet or changing clothes.

 

 

Rev.1.4 Jan 19

 

By Law 6 Safeguarding & Vulnerable Beneficiaries contd.

6.Do I Drive Him / Her Home?

There may be occasions when Lions Clubs members have to provide a lift to children or vulnerable adults because no alternative means of transport is available. In such circumstances, it is appropriate to provide a lift because arguably by not providing such a lift, the child or vulnerable adult may be placed at greater risk. However, it is extremely important to let carers and or parents know what you are doing and seek their consent .Providing a lift in these circumstances may be acceptable as a one –off.

 

7.Risk Assessment

 

All clubs should undertake a suitable and sufficient risk assessment prior to any activity or event, which should include the question’ does this activity/event involve children/vulnerable adults’. If yes then the club should identify what actions they need to take to comply with the relevant legislation. I f ‘No’ then an appropriate statement should be recorded to demonstrate that due diligence has been carried out.

 

The risk assessment should be recorded and filed for future use, reviewed, and updated as necessary to ensure that it remains fit for purpose.

 

8.Working with children or adults at risk—

How  to identify abuse & what action to take

This applies to all members and volunteers taking part in Lions activities (as defined by the 8 jurisdictions below) with children or vulnerable adults, and members taking part in non Lions activities.

9.How to identify abuse

 

The abuse of children or vulnerable adults can manifest itself in several ways. The following are some common signs of which to be aware:

  • Unexplained or untreated bruising or injuries
  • Suffering continual stomach pains or other physical ailments without any medical explanation.
  • Aggressive or withdrawn behaviour and refusal to talk about the problem.
  • Unexpected fear of people and flinching when touched.
  • Sexually explicit behaviour and language.
  • Fear of returning to parents or carers or of them being contacted.
  • Changes over time in manner and appearance, such as losing weight, becoming dirty and dishevelled, being constantly tired and always hungry.
  • Telling you about being asked to “keep a secret” or dropping other hints or clues about the abuse.

 

Rev.1.4 Jan 19

 

 

By Law 6  safeguarding & Vulnerable beneficiaries contd

  • It is important to be alert for signs of abuse. However, even where a child or vulnerable adult is displaying some of these signs it does not necessarily mean he/she is being abused –there may be other causes. Also, none of these signs may be present, but you may suspect that something is wrong.

10.  Working with Children or Adults at Risk ---More Legal Requirements

 

       Risks you must be alert to, include:-

  • Sexual harassment, abuse and exploitation
  • Negligent treatment
  • Physical or emotional abuse
  • Bullying or harassment
  • Health and safety
  • Commercial exploitation
  • Extremism and Radicalisation
  • Forced marriage
  • Child Trafficking
  • Female Genital Mutilation
  • Discrimination on any grounds in The Equality Act 2010
  • People who may target your charity
  • Allowing a culture of poor behaviour within a charity
  • People abusing a position of trust they hold within a charity

If things go wrong, The Charity Commission will check whether or not this guidance and the law, was followed.

 

11.Procedure in the event of a complaint, allegation or suspicion

 

It is important that children and vulnerable adults are protected from abuse. All complaints, allegations or suspicions must be taken seriously.

 

This procedure must be followed whenever an allegation of abuse is made or when there is a suspicion that a child or vulnerable adult has been abused.

 

You should try to avoid asking the victim direct questions about the alleged abuse and do not engage in any formal interview with them .This should not however preclude you from asking questions that are designed to clarify what is being said so long as this does not become intrusive.

 

Promises of confidentiality must not be given as this may conflict with the need to ensure the safety and welfare of the individual.

 

Rev.1.4 Jan 19

 

11.Procedure in the event of a complaint, allegation or suspicion  contd.

 

A full record must be made as soon as possible of the nature of the allegation and other relevant information.

This must include information in relation to the date; the time; the place where the alleged abuse happened; your name and the names of others present; the name of the complainant, and, where different, the name of the child or adult who has allegedly been abused; the nature of the alleged abuse; a description of any injuries observed; the account which has been given of the allegation.  

 

12.Responding to an allegation

If you discover that the child or vulnerable adult is physically injured and in need of immediate medical assistance, you must summon help by calling an ambulance or the person’s doctor. If the abuse amounts to criminal assault you must also contact the police.

Contact the District Vulnerable Persons Officer for advice on the next steps as soon as possible.

By Law  6  Safeguarding & Vulnerable Beneficiaries contd.

 

13.Confidentiality

Child or vulnerable adult protection raises issues of confidentiality which must be clearly understood by all.

Clear boundaries of confidentiality will be communicated to all.

All personal information regarding a child or vulnerable adult will be kept confidential. All written records will be kept in a secure area for a specific time as identified in the data protection guidelines. Records will only record details required in the initial contact form.

 

If a child or vulnerable adult confides in a member or volunteer and requests that the information is kept secret, it is important that the member or volunteer tells the individual sensitively that he/she has a responsibility to refer cases of alleged abuse to the appropriate people.

 

Within that context, the child or vulnerable adult must, however,be assured that the matter will only be disclosed to people who need to know about it.

 

Where possible, consent must be obtained from the child or vulnerable adult before sharing personal information with third parties. In some circumstances, obtaining consent may be neither possible nor desirable as the safety and welfare of the child or vulnerable adult is the priority.

 

Where a confidential disclosure has been made, the member or volunteer must let the child or vulnerable adult know what action the member or volunteer will take.

 

Rev.1.4 Jan 19

 

By Law  6  Safeguarding & Vulnerable beneficiaries contd.

 

14.Incident Reporting

The reporting of all safeguarding issues are dealt with in the MD105 ‘Safeguarding Children & Vulnerable Adults’ and ‘Duty to Refer’ policies.

The Charity Commission have identified the following issues as being higher risk and must be reported:

  • Significant financial loss to a charity;
  • Serious harm to beneficiaries and, in particular, vulnerable beneficiaries;
  • Misuse of a charity for terrorist purposes (including charity links with or support for terrorism, financial or otherwise, connections to proscribed organisations, misuse of a charity to foster criminal extremism);
  • Serious criminality and/or illegal activity within or involving a charity (including fraud and money laundering);
  • Charities set up for an illegal or improper purpose including the use of abusive tax arrangements;
  • Charities deliberately being used for significant private advantage;
  • Where a charity’s independence is seriously called into question; OR
  • Other significant non-compliance, breaches of trust or abuse that otherwise impact significantly on public trust and confidence in the charity and charities generally.

In addition, trustees must report an incident if:

  • The incident is also reported to the police or other statutory agencies (unless it is a technical or minor issue that poses little or no risk);
  • The charity, or individuals associated with the charity and in connection with their role within it, are the subject of a police or other statutory agency investigation;
  • We decide that the incident presents a serious or significant risk to the charity, its beneficiaries, reputation or assets;
  • The internal risk assessment of the incident concludes that the charity should act to avoid a serious or significant risk to the charity, its beneficiaries, reputation, services or assets; OR
  • Our professional advisers have advised us to notify the Charity Commission of the incident.

All incidents must be reported to the MD/District Charities Treasurer who will report to the MD105 Safeguarding Board.

 

 

Rev.1.4. Jan 19

High Wycombe C.I.O.   By Law  7    Complaints Procedure

 

 

Introduction

High Wycombe Lions Club C.I.O. views complaints as an opportunity to learn and improve for the future, as well as a chance to put things right for the person or organisation that has made the complaint.

 

Our policy is to:

  • Provide a fair complaints procedure which is clear and easy to use for anyone      wishing             to make a complaint;
  • Publicise the existence of our complaints procedure so that people know how to contact us to make a complaint;
  • Make sure everyone at High Wycombe lions Club C.I.O .knows what to do if a complaint is received;
  • Make sure all complaints are investigated fairly and in a timely way;
  • Make sure that complaints are, wherever possible, resolved and that relationships             are repaired;
  • Gather information, which helps us to improve what we do.
    1. Definition of a Complaint

A complaint is any expression of dissatisfaction, whether justified or not, about any aspect of High Wycombe lions club C.I.O.

 

  1. Where Complaints Originate

Complaints may come from any person or organisation that has a legitimate interest in or relationship with High Wycombe lions club C.I.O.

 

A complaint can be received verbally, by phone, by email or in writing.

  1. Confidentiality

All complaint information will be handled sensitively, telling only those who need to know and following any relevant data protection requirements.

  1. Responsibility

Overall responsibility for this policy and its implementation lies with the Trustees of High Wycombe Lions Club C.I.O.

Procedure

  1. Publicised Contact Details for Complaints:

Written complaints may be made to High Wycombe Lions Club C.I.O. Wrights Meadow Centre, Wrights Meadow Road, Wycombe Marsh, High Wycombe, HP11 1SQ or via email to the Secretary (contact details on the web site).

Verbal complaints may be made personally to an club member or to the trustees at the above address.

Rev.1.4 Jan 19

By Law 7  complaints procedure contd.

 

  1. Receiving Complaints

Complaints may arrive through channels publicised for that purpose or through any other contact details or opportunities the complainant may have.

 

The person who receives a phone or in person complaint should:

  • Write down the facts of the complaint;
  • Take the complainant's name, address and telephone number;
  • Note down the relationship of the complainant to High Wycombe Lions Club C.I.O.
  • Tell the complainant that there is a complaints procedure;
  • Tell the complainant what will happen next and how long it will take;
  • Where appropriate, ask the complainant to send a written account by post or by email so that the complaint is recorded in the complainant’s own words.

For further guidelines about handling verbal complaints, see Appendix I.

Details of the complaint should be recorded on the ‘Complaint Record Sheet’ and be passed to the Charities Treasurer of Lions Clubs International MD 105 Charitable Trust, see Appendix II.

  1. Resolving Complaints
    1. Stage One

In many cases, a complaint is best resolved by the person responsible for the issue being complained about.  If that person has received the complaint, they may be able to resolve it swiftly and should do so if possible and appropriate.

Whether or not the complaint has been resolved, the complaint information should be passed to the Chair of Trustees within one week.

On receiving the complaint, the Trustees record it in the complaints log - see Appendix III.  If it has not already been resolved, they delegate an appropriate person to investigate it and to take appropriate action; this will normally be the person in charge of the event or activity.

If the complaint relates to a specific person, they should be informed and given a fair opportunity to respond .

The person handling the complaint within a week should acknowledge complaints.  The acknowledgement should say who is dealing with the complaint and when the person complaining can expect a reply.  A copy of this complaints procedure should be attached.

Ideally complainants should receive a definitive reply within four weeks.  If this is not possible because for example, an investigation has not been fully completed, a progress report should be sent with an indication of when a full reply will be given.

Whether the complaint is justified or not, the reply to the complainant should describe the action taken to investigate the complaint, the conclusions from the investigation, and any action taken as a result of the complaint.

Rev.1.4 Jan 19

 

By Law 7 complaints procedure contd.

  1. External Stage

The complainant can complain to the Charity Commission at any stage.

Information about the kind of complaints the Commission can involve itself in can be found on their website at: https://www.gov.uk/government/publications/complaints-about-charities

  1. Variation of the Complaints Procedure

The Trustees may vary the procedure for good reason. This may be necessary to avoid a conflict of interest.

  1. Monitoring and Learning from Complaints

Complaints will be reviewed to identify any trends, which may indicate a need to take further action.

 

Appendix I

 

Practical Guidance for Handling Verbal Complaints

Try to:- Remain calm and respectful throughout the conversation;

Listen,  allow the person to talk about the complaint in their own words. Sometimes a person just wants to let off steam;

Don’t debate the facts in the first instance, especially if the person is angry;

Show an interest in what is being said;

Obtain details about the complaint before any personal details;

Ask for clarification wherever necessary;

Show that you have understood the complaint by reflecting back what you have noted down;

Acknowledge the person’s feelings (even if you feel they are being unreasonable). You can do this without making a comment on the complaint itself or making any admission of fault on behalf of the organisation for example,’ I understand that this situation is frustrating for you’

If you feel an apology is deserved for something that was the responsibility of you organisation, then apologise;

Ask the person what they would like done to resolve the issue;

Be clear about what you can do, how long it will take and what it will involve;

Rev.1.4 Jan 19

 

 By Law 7 Complaints procedure contd.

Don’t promise things you can’t deliver;

Give clear and valid reasons why requests cannot be met;

Make sure that the person understands what they have been told;

Wherever appropriate, inform the person about the available avenues of review or appeal.

Re.1.4 Jan 19

Appendix II

Complaint Record Sheet

 

Reference No: ................

Date: .....................................  Time: .....................  Telephone/ In Person/ Written

Received from: .......................................................  Received by: ….............................

Name of organisation (if applicable): ………………………………………………………...

Address: ..........................................................................................................................

..............................................................................................................................

Post Code: ......................................        Tel No:                                 

Details of Complaint or Compliment: ...............................................................................

..............................................................................................................................     

..............................................................................................................................

..............................................................................................................................

..............................................................................................................................

...........................................................................................................................................................................................................................................................

Brief details of immediate response: …………………………………………………………

.............................................................................................................................

..............................................................................................................................

Name: .....................................................                  Position: ……………………………..

Signature: ...............................................                     Further action required:  YES/NO

Attach any supporting documentation to form if applicable.

---------------------------------------------------------------------------------------------------------

Letter of Acknowledgement: YES/NO  Date Sent:..............  Meeting arranged:  YES/NO

Investigation required by Trustees:  YES/NO    Date investigation completed:...........................

Response letter sent:  YES/NO                     Date: ....................Further action required:  YES/NO                  Date complaint closed: …………………………….

Rev.1.4 Jan 19

 

HIGH WYCOMBE LIONS CLUB

A Charitable Incorporated Organisation

BY LAW 8  Grant Making Policy

  1. The Objects of High Wycombe Lions Club

 

Under the terms of the Club’s C.I.O. Constitution (Governing Document) Trustees apply funds at their discretion, making grants where they believe that their contribution will make a real difference.  We can only make grants in furtherance of our charitable objects; these details of the Objects of the Club are shown in the Annex to the document.

  1. Priorities for Support

 

The number of applications that can be supported is, of necessity, limited to the amount of funds available for distribution in any one year.  The Trustees have determined that the priorities for funding will be:

  • subject to other elements of the Trustees grant-making policy, no restrictions are imposed on the purpose for which a grant may be made; thus applications for support towards capital projects, other projects or core costs are considered;
  • Grants applications are all considered on their own merits. However, given that most of the available funds are raised within the local community, those applications that are local to Wycombe District and the wider Buckinghamshire County are given special consideration following investigation by the Community Services Committee. Trustees also consider National or International funding requests referred to them by the Lions Clubs International or Multiple District.
  •   Using the former as a guiding principle the following are examples of areas adopted for support:
  • Local charities - youth groups, groups working with the elderly, residential and nursing homes, individual appeals;
  • Youth and children’s organisations - sport related groups or individuals, scouting and guiding, youth club activities, young people undertaking overseas assignments;
  • Community facilities - relief of hardship for individuals and families, village hall projects, community group initiatives.

The above priorities in this policy will be reviewed every year (or more often if deemed appropriate by the Trustees), and may be changed in accordance with the Trustees’ view of the most effective application of available funds at any point in time.

 

Rev.1.4 Jan 19

 

 

 

By Law 8 Grant Making policy contd.

  1. Principles

In awarding grants, the Trustees will apply the following principles:

  • Grants are generally made as single payments between £50.00 and £5,000.00, but, the Trustees authorise Presidential prerogative to make one off grants of up to £250 after due investigation by the Community Services Committee. Likewise, The Community Services Committee is authorised to make one off grants up to £250 for expediency The Committee will notify the Board of Trustees of such grants .Any grants above £250 must be authorised by the Board of Trustees and members at regular club meetings.
  • Trustees will not normally support applications from large national charities, unless it is from and for the local branch use nor will they normally support charities dedicated to issues deemed by the Trustees to be already well funded;
  • Trustees will work with other organisations to fund initiatives beyond the financial scope of a single organisation;
  • all applications from previous recipients of grants or from previously unsuccessful applicants will be considered by Trustees on their own merits.  Although Trustees will have regard to the outcome of the previous grant, any new application will not receive preferential or adverse consideration.
  1. Exclusions

The Trustees will not normally approve the use of funds for:

  • medical research projects of international, national or locally based charities;
  • purposes for which government has a statutory responsibility to provide.
  1. Grant Application Process

All applications for grants will be passed to the Chair of Community Services Committee.  Whilst the initial contact may be by any electronic means, all applications must be supported by way of a paper application document and forwarded to the address indicated on the form. The form can either be by electronic printable copy or by hard copy document (see P.54 for copy form).

 Before awarding a grant to an organisation or an individual, the Trustees require that the applicant should:

  • inform the Trustees of the purpose of the application, details of the project, the way in which the grant will be used and how it will be managed effectively for its intended purpose;
  • provide adequate information regarding the identity and financial status of the applicant and/or of the status of the person(s) who will carry out the project/work;

Rev.1.4 Jan 19

 

 

By Law 8 Grant Making Policy contd.

Grant application process contd.

  • demonstrate that the recipient (whether an organisation or an individual) has and will be adequately insured both in relation to any equipment and facilities purchased by the grant; also in relation to any risk of injury by reason of the project or purpose for which the grant is awarded;
  • all equipment purchased with the grant is owned and remains the property of the grant recipient (whether an organisation or an individual);
  • on receipt of the grant, either by cheque or through bank transfer, a written acknowledgement of the receipt is to be issued to the Lion Secretary;
  • to comply with the Data Protection Act 2018, applicants are required to consent to the use of personal data supplied by them in the processing and review of their application.  This includes transfer to and use by such individuals and organisations as the Trustees deem appropriate.  The Trustees require the assurance of the applicant that personal data about any other individual is supplied to the Trustees with his/her consent.  At the point of submitting application, applicants are asked to confirm this consent and assurance.
  1. Assessment Process

 

The assessment process will be that:

  • all grants applications will be subject to initial assessment to ensure that they meet the basic criteria for funding.  Grants will be considered by the Trustees at their meetings and they will aim to write to all applicants informing them of the outcome of their application for funding within three months of the date of the application;
  • Trustees will not be obliged to provide an explanation to the applicant should their application be unsuccessful, however Trustees do realise the importance of feedback and will where appropriate provide suitable comment to the applicant;
  • applicants should note that Trustees receive far more applications than they have funds to support.  Even if a project fits with the criteria and priorities of the Trustees and a detailed assessment has been made, Trustees may still be unable to provide the grant.

 

Rev.1.4 Jan 19

By Law 8 Grant Making Policy contd.

 

  1. Monitoring and Publicity

 

It is the policy of the Trustees to monitor at their discretion, all grants made.  Where the grant is for an extended period, project progress should be reported on a regular basis.  In addition to reports detailing progress, grant recipients are expected to provide:

  • a statement of how the grant monies have been spent, this may be in writing or to take up the opportunity (where appropriate) to visit Trustees to deliver a personal report of how the grant has been spent;
  • details (where appropriate) of other funds applied to the same project;
  • Trustees or their representative(s) may, where appropriate, visit the applicant to view the progress/success of the project and see how and where the grant has been spent.

 

Trustees ask applicants to consent to the use of their information and project details for publicity purposes, including on-line, in print and otherwise.

 

Rev.1.4 Jan 19

 

ANNEX (Objects of theClub  S.3.1. to S.3.2.High Wycombe Lions Club C.I.O. Constitution---Governing Document)

 

The Objects of the Club are such purposes as are exclusively charitable in England & Wales, including in particular:

the advancement of citizenship by:

*          promoting the principles of good citizenship;

*          encouraging members to take an active interest in the civic, cultural, social and moral welfare of the community;

*          providing a forum for the open discussion of all matters of public interest; provided that partisan politics and sectarian religion shall not be debated by members;

*          encouraging service-minded people to serve their community without personal reward and encouraging the promotion of high ethical standards in commerce, industry, professions, public works and private endeavours;

*          supporting youth to develop their skills, capacities and capabilities to enable them to participate in society as mature and responsible individuals;

promoting the Voluntary Sector for the public benefit by associating with local authorities in a common effort to advance education and provide facilities in the interests of social welfare for recreation or other leisure time occupation to improve the conditions of life of people in local, national and international communities;

promoting volunteering;

the relief of poverty and the relief of those in need in particular by providing humanitarian aid and disaster relief;

the advancement of health or the saving of lives by preventing avoidable blindness, assisting disabled people to lead independent lives or helping to prevent or manage health issues;

promoting for the benefit of the public the conservation protection and improvement of the physical and natural environment; and/or

promoting community participation in healthy recreation.

Nothing in the constitution shall authorise an application of the property of the Club for the purposes which are not charitable in accordance with section 7 of the Charities and Trustee Investment (Scotland) Act 2005 and section 2 of the Charities Act (Northern Ireland) 2008

 

.

Rev.1.4 Jan 19

 

High Wycombe Lions Club C.I.O.     BY LAW 8       Grant Application  Process

 

1. Initial  request or application made to Club  via contact details on the web site or by direct contact with Community Services Committee Chair Person.

 

2. Completed application forms can be either by electronic printable copy or hard copy and sent to the address as advised on the form

 

3. Community services committee will investigate the bona fides of each application to ensure that they meet the basic criteria for funding in line with the grant making policy and annex thereto and having completed an action log(appendix A), make recommendations to Board of Trustees / Club members as appropriate.

 

4. Community services committee will maintain an updated record of all applications on behalf of the Board of Trustees. Categories of applications will be defined as PENDING; GRANTED; REFUSED.

 

5.Board of Trustees will aim to write to all applicants informing them of the outcome of their application for funding within three months of the date of the application

 

6.Board of Trustees will monitor at their discretion, all grants made.

 

NB. Grant application form is available as a separate word document.

 

Rev.1.4 Jan 19

 

 

 

 

 

 

 

Appendix A

 

Community Services Grant Application Action Log

Applicant name                                                

Date application received........................ 

Date                                               Action                                                           By Whom                 

 

Recommendations                                                                         

Application Granted/Refused  on behalf of Club/Board of Trustees                     date

Follow up letter sent by                                                                                             date

Designation

Rev.1.4 Jan 19

The International

BY LAW 9 Membership

 

Section 1. MEMBERSHIP.

Eligibility as per 10.1.1 of the Constitution

Open to any person by invitation who:-

·        Is 18 years or over

·        Of good moral character

·        Of good reputation within the community

·        Accepts the duties of a member as per clause 10.3 of the C.I.O Constitution.

Admissions Procedure

Nominations shall be made based on the club’s agreed policy for admittance of new members using the format provided  (Admission record booklet) to the new member which shall be signed by a member in good standing (who is a "fit and proper person" for the purposes of HMRC) who shall act as sponsor .The prospective new member must:-

 

  1. Attend 3 club business meetings within  6 months*
  2. Attend one fund raising or community service event in the same period and act as a volunteer
  3. Participate in one social activity.

The six month period may be truncated or extended at the discretion of the board of trustees.*

The admission record booklet will be submitted to the Membership Chairman or the club Secretary, who, after investigation by the membership committee, shall submit the same to the board of trustees. If approved by the board of trustees, the prospective member may then be invited to become a member of the Club.  A properly filled out membership form duly signed by the prospective member, as well as the entrance fee (if applicable) and subscription must be in the hands of the secretary before the member is reported to and officially recognised by Lions Clubs International as a Lion member.

 

If membership is, for exceptional reasons, refused, the notification procedure in clauses 10.1.2.4 and 10.1.2.5 of the C.I.O. constitution must be followed (the applicant must be told the reasons for the refusal within 21 days of the decision being taken, and they must be given the right to appeal, the appeal must be given fair consideration and the applicant must be informed of the result of the appeal).

 

 

 

Rev.1.4 Jan 19

 

Section 1. MEMBERSHIP CATEGORIES.

Subject to Clause 10.6 of the Lions CIO Constitution, the categories of membership of the Club shall be those prescribed by Lions Clubs International in the Standard Club Constitution and By-Laws for the time being in force. Members shall have the rights and obligations allocated to them therein.

.

 Section 2. GOOD STANDING

Any member who fails to pay any indebtedness due to the Club within thirty (30) days after receipt of written notice from the Treasurer shall forfeit his / her good standing and shall so remain until such indebtedness is paid in full. Only members in good standing may exercise the voting privilege and hold office in the Club.

Section 3. DUAL MEMBERSHIP.

No person shall simultaneously hold membership, other than honorary or associate membership, in the Club and another Lions club.

 

Section 4. RESIGNATIONS.

Any member may resign from this club, and said resignation shall become effective upon acceptance by the board of trustees in accordance with clause 10.4 of the CIO constitution. The board may withhold acceptance, however, until all indebtedness has been paid and / or all club funds and property have been returned. All right to the use of the name "LIONS," the emblem and other insignia of this club and the association cease when membership is terminated.

 

Section 5. REINSTATEMENT OF MEMBERSHIP.

Any member dropped from membership in good standing may be reinstated by the club's board of trustees, and will retain their prior Lions service record as part of their total Lions service record providing that they have not been dropped from membership for more than twelve (12) months. Members that have been dropped from membership for more than twelve (12) months must be approved in accordance with By-law 1, Section 1.

 

Section 6. TRANSFER MEMBERSHIP.

The Club may grant membership on a transfer basis to one who has terminated or is terminating his / her membership in another Lions club, provided that a member is in good standing at the time of transfer requested.  If more than twelve (12) months have elapsed between the termination of his / her membership in another club and submittal of completed transfer member form or current membership card, he / she may acquire membership in this club only under the provisions of By-law 1, Section 1. 

Members who wish to transfer from the Club to another club must submit a transfer form to be completed by the Secretary.  The Secretary is obligated to complete transfer form without delay unless the board of trustees is withholding acceptance of the member’s resignation and transfer due to the member’s financial indebtedness to the Club and / or failure to return any Club funds or property.

Rev.1.4 Jan 19

 

Section 7. FAILURE TO PAY.

The Treasurer shall submit to the board of trustees the name of any member who fails to pay any indebtedness due the Club within 60 days after receipt from the Treasurer of written notice.  The board shall thereafter decide whether the member shall be dropped from or retained on the roster.

 

Section 8. ATTENDANCE AND PARTICIPATION.

The Club shall encourage members' regular participation in Club meetings and activities.

 

 

 

BY LAW  10  Delegates to International & District Conventions

 

The club is entitled to send its full quota of delegates to all conventions. The board of trustees or its designated committee shall name and appoint, subject to approval of the club membership , the delegates and alternates of the Club to District (single, sub or multiple) and International conventions. Eligible delegates must be members in good standing in the Club and entitled to vote in accordance with the rights and privileges set forth by Lions Clubs International.

 

 

 

By-Law 11.   Officers / Board of Trustees / Duties

 

Section 1.OFFICERS

The officers of the club shall be the President, Immediate Past President, the Vice President(s), Secretary, Treasurer, Lion Tamer, Membership Chairperson and all other elected trustees. The President, Secretary and Treasurer are ex-officio trustees.

Section 2. REMOVAL

Any officer of this club may be removed from office for good cause pursuant to clause 16.2 of the Lions C.I.O. Constitution.

SECTION 3. BOARD OF TRUSTEES QUORUM

The presence in person of a majority of the trustees for the time being shall constitute a quorum at any meeting of the Board of Trustees. Except as otherwise specifically provided, the act of a majority of the trustees present at any meeting of the board shall be the act and decision of the entire board of trustees.

 

Rev.1.4 Jan 19

 

 

Induction process

In accordance with clause 15 of the Lions CIO Constitution, each trustee of the Club shall be given the following on/before his/her first appointment:

  • a copy of the Club's CIO Constitution and by-laws (and any amendments made to them);
  • a copy of the constitution and by-laws of Lions Clubs International;
  • a copy of the Club's latest trustees' annual report and statement of accounts;
  •  copy of CC3 The Essential Trustee: what you need to know, what you need to do. (Or latest version thereof.)

https://www.gov.uk/government/publications/the-essential-trustee-what-you-need-to-know-cc3

New officers will be given the opportunity to sit down with outgoing officers for a handover and briefing meeting.

Those who are considering becoming a trustee of the Club may be invited to attend a board meeting so that they can familiarise themselves with how the board operates and what might be expected of them.

 

DUTIES & POWERS

 

Section 4. PRESIDENT.

He / she shall be the chief executive officer of the Club; preside at all meetings of the board of trustees and the Club; issue the call for meetings of the board of trustees and the Club; liaise with the chairpersons of the standing and special committees of the Club to effect regular functioning and reporting of such committees; see that regular elections are duly called and held; and cooperate with, and be an active member of, the District Governor's advisory committee of the Zone in which the Club is located.  He / she will be an ex officio Trustee of the Club.

 

Section 5. IMMEDIATE PAST PRESIDENT.

He / she and the other Past Presidents shall officially greet members and their guests at Club meetings and shall represent the Club in welcoming all new service-minded people in the community served by the Club.

 

Section 6. VICE PRESIDENT(S).

If the President is unable to perform the duties of his / her office for any reason, the Vice President (who must also be a trustee in order to be appointed as Vice President) next in rank shall occupy his / her position and perform his / her duties with the same authority as the President. Each Vice President shall, under the direction of the President, oversee the functioning of such committees of the Club as the President shall designate.

 

 

 

Rev.1.4 Jan 19

 

Section 7. SECRETARY.

He / she shall be under the supervision and direction of the President and the board of trustees and shall act as the liaison officer between the Club and the District and Multiple District in which the Club is located, and Lions Clubs International. In fulfilment of this, he / she shall:

(1) Submit regular monthly and other reports to the International office of Lions Clubs International, containing such information as may be called for by the board of trustees of Lions Clubs International

(2) Cooperate with and be an active member of the District Governor's advisory committee of the Zone in which the Club is located.

(3) Arrange for the taking of formal minutes of trustees' meetings and general meetings of the Club.

(4) Have custody and keep and maintain general records of the Club, including records of minutes of general and board meetings, attendance, committee appointments, elections, member information, and addresses and telephone numbers of members.

(5) Deliver, in a timely manner, at the conclusion of his / her term in office, the general records of the Club to his / her successor in office.

He / she will be ex officio a Trustee of the Club.

 

Section 8. TREASURER.

He / she shall:

(1) Receive all monies, from the members for their subscriptions, fines and other income from Club meetings, donations and fund raising activities.  Deposit the same in a bank or banks recommended by the finance committee and approved by the board of trustees.

2) Pay out monies in payment of Club obligations only on authority given by the trustees and minuted accordingly.

(3) Have custody and keep and maintain general records of Club receipts and disbursements and bank accounts.

(4) Prepare clear and accurate statements to members for their subscriptions, to be collected semi-annually.  Collect such subscriptions, keep records of members' payments, issue written notices in the event of non-payment and advise the board of directors of any non-compliance / indebtedness.

(5) Prepare and submit monthly financial reports to the board of trustees and members of the Club.

 (6) Prepare the annual accounts statements for the Club.  Arrange for the preparation of a Trustees' Annual Report.  Arrange for the Club accounts to be supplied to the District Treasurer by the end of December following the financial year end.  Arrange for the proper return to be made to the Charity Commission by the end of April following the financial year end.

(7) Deliver, in a timely manner, at the conclusion of his / her term in office, the financial accounts, funds and records of the Club to his /

her successor in office.

He / she will be ex officio a Trustee of the Club.

Rev.1.4 Jan 19

 

Section 9. MEMBERSHIP CHAIRMAN.

The Membership Chairman shall be the chairman of the membership committee and serve on the Club’s board of trustees. The responsibilities for this position shall be:

(1) Create a plan for Club membership growth.  Present the plan to the Club’s board of trustees for approval and support.

(2) Understand the different membership types and programmes offered by LCI.

(3) Create a plan for membership satisfaction and present it to the Club’s board of trustees for approval and support.

(4) Understand and incorporate membership satisfaction programmes into membership growth initiatives.

(5) Form a membership committee and work with it throughout the term.

(6) Encourage the recruitment of new members and promote award programs to the Club members.

(7) Liaise with the board of trustees regarding the invitation of potential new members to join the club.  Arrange for the proper formal induction ceremony for new members.

(8) Ensure new members receive New Member Orientation and participate in the Lions Mentoring Programme as required.

(9) Coordinate with the President and the Club's committee chairmen to ensure that new members are engaged in the activities of the Club and given roles to suit the Club's needs, the new members' aspirations and abilities.

(10) Conduct exit surveys with members who leave the Club.

 

Section 10. LION TAMER (Optional).

The Lion Tamer shall have charge of and be responsible for the property and paraphernalia of the Club, including flags, banners, Lion money box, gong and gavel. He / she shall put each in its proper place before each meeting and return the same to the proper storage area after each meeting. 

 

Section 11. BOARD OF TRUSTEES

 

In addition to those duties and powers, express and implied, set forth elsewhere in the C.I.O. Constitution (clause 13) and By laws, the board of trustees shall constitute the executive board of the club and have the following duties and powers:

 

1. It shall be responsible for the execution, through the Club officers, of the policies approved by the Club. All new business and policy of the Club shall be considered and shaped, first by the board of trustees for presentation to and approved by the Club members at a general meeting of the club.

2. It shall consider all expenditures and shall not create any indebtedness beyond the current income of the Club, nor authorise disbursal of Club funds for purposes inconsistent with the business and policy authorised by the Club membership. Such expenditures are to be approved by the trustees of the Club.

3. It shall have the power to modify, override or rescind the action of any officer of the Club.

Rev.1.4 Jan 19

 

Board of trustees contd.

 4. It shall have the books, accounts and operations of this Club audited or independently examined annually in accordance with charity law requirements or, in its discretion, more frequently and may require an accounting or have an audit or independent examination made of the handling of any Club funds by any officer, committee or member of this Club.

5. Any member of this Club in good standing may inspect any such audit or accounting upon request at a reasonable time and place.

6. It shall open, on recommendation of the Treasurer/Finance committee, a bank account or accounts for the deposit of the funds of the Club.

7. It shall not authorise, nor permit, the expenditure, for any administrative purpose, of the net income of projects or activities of the Club by which funds are raised from the public. Funds raised from the public must be spent on the charitable purposes for which they were raised.

8. It may submit all matters of new business and policy to the respective standing or special Club committee for scrutiny and recommendations to the board.

9. It shall maintain at least two separate funds governed by generally accepted accounting practices:

  • The first fund to record administrative monies such as dues, tail twisting fines and other internally raised club funds including social functions.
  • The second fund shall be established to record activity or public funds raised by asking for support from the public.

Disbursement from such funds shall be in strict compliance with 7 above of this By Law.

 

BY LAW 12 Elections and Filling vacancies

Section 1. Officers election

Subject to the provisions of S7 and S8 of this By law and clauses 14 and 17 of the C.I.O. constitution, all officers, excluding the Immediate Past President (if applicable), shall be elected in accordance with the C.I.O. constitution and shall take office on July 1st of the relevant year The Secretary shall promptly report the newly elected officers to the District Secretary, within 15 days of the election. All officers may be nominated and elected to stand in subsequent Lions’ years. No member shall be eligible to become an officer unless he/she shall comply with all Charity Commission requirements for the appointment of trustees.

 

Rev.1.4 Jan 19

 

Section 2  Eligibility for Office

 

No person shall be eligible to hold office in this Club unless he/she is an active member in good standing and meets the criteria set out in the Declaration of Willingness to act as a Charity Trustee(which may be amended from time to time) (see Appendix A).

All charity trustees shall be required to sign a Declaration of Willingness to act as a charity trustee. It is recommended that prospective charity trustees are asked to sign the Declaration of willingness before agreeing to be nominated.

 

Section 3 Nominations

 

Each member of the Club, who is in good standing, may nominate a candidate to stand for each of the officer positions. These nominations should be in writing and should indicate the acceptance of the person nominated. They should be lodged with the Secretary at or before the nomination meeting.

 

Section 4  Nomination Meeting 

 

A nomination meeting shall be held in MAY of each year or as determined by the board of trustees, with the date and place of such meeting to be determined by the board of trustees. Notice of the meeting shall be given in accordance with clause 12.3.1 of the Club’s C.I.O. constitution.

 

Section 5  Election Meeting

 

An election meeting shall be held in JUNE each year or as determined by the board of trustees, at a time and place determined by the board of trustees. Notice of the election meeting shall be given in accordance with clause 12.3.1 of the Club’s C.I.O. constitution. Such notice shall include the names of all nominees approved at the preceding nomination meeting, and, subject to Section 2 above, a statement that these nominees will be voted upon at this election meeting. No nominations may be made from the floor at the election meeting, subject to the provisions of Section 8 of this By Law.

 

Section 6 Ballot

 

The election shall be conducted by a secret written ballot by those present and qualified to vote.

 

Section 7 Votes Required

 

The officer candidate is required to secure a majority of the votes cast by the Club members present and voting in order to be declared elected. For the purpose of such election, a majority is defined as a number more than one half of the total valid votes cast excluding blanks and abstentions. If, on the first ballot, and subsequent ballots, no candidate receives a majority, the candidate or tied candidates receiving the lowest number of votes shall be eliminated and balloting shall continue until one candidate receives a majority.

 

 

Rev.1.4 Jan 19

Section 8 Nominee Unable To Serve

 

If in the interim between the nomination meeting and the election meeting any nominee is unable for any reason to serve in the office to which he/she was nominated and for which there was no nominee, the board of trustees may submit, at the election meeting, names of additional nominees for that office and invite further nominations from members from the floor.

 

Section 9 Vacancy

 

If the office of President or any Vice President shall become vacant for any reason, the Vice Presidents (who must also be trustees of the Club) shall advance in office, according to their rank. In the event such provision for advancement shall fail to fill the office of President, or any office of Vice President, the board of trustees shall thereon call a special election, giving each member in good standing prior fourteen (14) clear days’ notice of the time and place, which time and place shall be determined by said board and such office shall be filled at said election meeting. In the event of a vacancy in any other office, the board of trustees shall appoint a member to fill the unexpired term. In the event vacancies shall be of such number as to reduce the number of trustees to less than the number required for a quorum, the membership of the club shall have the power to fill such vacancies by an election held at any regular meeting of the club upon prior notice, and in the manner specified in Section 10 hereafter. Such notice may be given by any remaining officer or trustee, but if none, then by any member.

 

Section 10 Replacement of Officers- Elect

 

In the event any officer- elect , before his/her term of office commences, is unable or refuses for any reason to serve therein, the President may call a special nomination and election meeting to elect a replacement for such officer elect. Notice of the meeting shall be given in accordance with clause 12.3.1of the Club’s constitution. The election shall be held immediately after nominations have been closed and plurality vote shall be necessary for election

 

Rev.1.4 Jan 19

 

By-Law 13.   Committees

 

Section 1. STANDING COMMITTEES.

The following standing committees and their chairpersons may be appointed by the club President, with the approval of the Trustees, except for the Membership Chairperson, who is elected.  Additional committees may be established as determined by the Club’s board of trustees.

Each committee so established by the President / board of trustees shall have at least one member who is a  trustee of the Club (as provided for by clause 19.2.1 of the CIO Constitution).and consist of as many members as decided necessary by the President and Board of Trustees The President shall be an ex-officio member of all committees.

 

(a) Administrative Committees:

Membership and Public Relations and Communications and any further administrative committees as deemed necessary by the President and Board of Trustees

 

(b) Principal Activities Committees:

Fund Raising .The Fund Raising Committee will operate in accordance with The Charity Commission’s documentation - Charity fundraising: a guide to trustee duties (CC20).

 

Community Services.- Will operate within the terms of the Grant Making Policy as per By Law 8

Section 2. MEMBERSHIP and VOLUNTEER COMMITTEE.

The membership committee may be structured in a way to best fit the Club. The membership committee should include the current Membership Chairman, last year’s membership chairman, last year's vice membership chairman and may also include any club members interested in new member recruitment and Volunteer promotion and satisfaction.

 

Section 3. SPECIAL COMMITTEES.

From time to time, the President may appoint, with the approval of the board of trustees, such special committees as may be necessary in his / her judgment or the judgment of the board of trustees.

 

Section 4. COMMITTEE REPORTING.

Each committee, through its chairman, should be encouraged to report, either verbally or in writing, each month to the board of trustees and in turn to the Club meeting giving clear indication of proposals requiring approval of members and trustees or decisions taken under delegated powers requiring ratification by the trustees

 

Rev.1.4 Jan 19

 

By-law 14.   Meetings

 

Meetings must be called in accordance with the CIO constitution.

 

Section 1. BOARD OF TRUSTEES REGULAR MEETINGS.

Regular meetings of the Board of Trustees shall meet in accordance with clause 20.1.3 of the C.I.O. constitution at least every two months.

Section 2  BOARD OF TRUSTEES SPECIAL MEETINGS.

special meetings of the board of trustees shall be held when called by the President or another trustee, at such time and place as the President or other trustee shall determine.

Section 3. REGULAR CLUB MEETINGS / EVENTS.

Regular meetings of the Club shall be held at times and places recommended by the board of trustees, and approved by the Club members.  Except as otherwise specifically provided in the Club's constitution and by-laws, notice of regular meetings shall be given in such manner as the board of trustees deems proper to effectively communicate the meeting and / or event to all Club members and encourage involvement.  Regular Club meetings may be replaced by service projects or other events as determined by the Club members.  It is recommended that the Club host a meeting, event or service activity at least once a month.

 

Section 4. SPECIAL CLUB MEETINGS.

Special meetings of the club may be called by the President, in his / her discretion, and shall be called by the President when requested by the board of trustees, at a time and place determined by the person or body requesting the same. Notice of special meetings setting forth the purpose, time and place shall be published to each member of this club, by regular post, electronic means or personal delivery, at least fourteen (14) clear days prior to the date thereof.

 

Section 5. ANNUAL GENERAL MEETING.

An annual meeting of this club shall be held in conjunction with the close of each Lions' year at a time and place determined by the board of trustees, at which meeting the final reports of the retiring officers shall be read and newly elected officers shall be installed.

 

Section 6. ALTERNATIVE MEETING FORMATS.

Regular and / or special meetings of this club and / or board of trustees may be held through the use of alternative meeting formats, such as teleconference and / or web conference upon initiation of the President or by any three (3) members of the board of trustees.

 

Section 7. CHARTER ANNIVERSARY.

A charter anniversary meeting of this club may be held each year, at which time special attention shall be devoted to the purposes and ethics of Lionism, and the history of this club.

Rev.1.4 Jan 19

Section 8. QUORUM.

The presence in person of the greater of 25% of the members in good standing shall be necessary for a quorum at any meeting of this club other than a meeting of the board of trustees.  Except as otherwise specifically provided, the act of a majority of the members present at any general meeting or by written resolution shall be binding on all the members.

 

By-law 15.   Fees and Dues

The level of fees and dues shall be as approved / amended by the Club members at an annual general meeting of the Club.

 

The Treasurer of the Club shall remit International, District and Multiple District dues to the relevant parties, and at the times, specified in the respective International, District and Multiple District constitutions and by-laws.

 

Each member of this club shall pay the regular half yearly subscription which shall include an amount to cover current International, District and Multiple District dues (to defray the administrative and annual convention costs of Lions Clubs International and similar District and Multiple District costs) and shall be paid semi-annually in advance at such times as the board of trustees shall determine.  The level of member subscriptions shall be determined by the board of trustees and approved by the members

.

By-law 16.  Miscellaneous

 

Section 1. FISCAL YEAR.

The fiscal year of this club shall run from July 1 to June 30.

 

Section 2. PARLIAMENTARY PRACTICES.

 

Except as otherwise specifically provided in the Club's constitution and by-laws, all questions of order or procedure with respect to any meeting or action of the Club, its board of trustees or any committee appointed hereunder shall be determined in accordance with Robert's Rules of Order, Newly Revised, and as further revised from time to time.

 

Section 3. PARTISAN POLITICS / RELIGION.

The Club shall not endorse or recommend any candidate for public office, nor shall partisan politics or sectarian religion be debated by members in meetings of the Club.

 

Section 4  Personal Benefit.

Except to further his / her progress in Lionism, no officer or member of the Club shall use his / her membership as a means of furthering any personal, political, or other aspiration, nor shall the Club, as a whole, take part in any movement not in keeping with its purposes and objects.

Rev.1.4 Jan 19

Section 5. COMPENSATION.

No officer shall receive any compensation or personal benefit for any service rendered to the Club in his / her official capacity.

Subject to clauses 6 and 7 of the Club's C.I.O. constitution, the board of trustees and members may claim reasonable expenses properly incurred when carrying out their duties for the Club, in accordance with the Club's expenses policy and CC11 Trustee Expenses and Payments.  (Expenses policy to cover members expenses for Fund Raising or Community Service?

https://www.gov.uk/government/publications/trustee-expenses-and-payments-cc11

 

Section 6. SOLICITATION OF FUNDS.

No funding proposals may be made during Club meetings by any individual or individuals who are not members of the Club.  Any suggestion or proposition made at any meeting of the Club calling for the expenditure of money for other than the regular obligations shall be referred to the appropriate committee and/or to the board of trustees for further review.

 

By-law 17.  Amendments

 

Section 1. AMENDING PROCEDURE.

 

These by-laws may be altered, amended or repealed at any general meeting of the Club at which a quorum is present, by the vote of a majority of the Club members present in person and voting, providing that the changes do not affect the charitable status of the Club or infringe its C.I.O. Constitution.  Some changes may require prior written consent from the Charity Commission.

 

Section 2. NOTICE.

No amendment to these by-laws shall be put to vote, unless written notice, stating the proposed amendment shall have been given to the members in accordance with clause 12.2.1 of the Club's C.I.O. constitution.

 

Section 3. CONTENT OF AMENDMENT.

No amendment shall be put to vote which contravenes any of the provisions laid down in the Club's Constitution.

Rev.1.4 Jan 19

 

 

APPENDIX A (Declaration of Willingness to be a Charity Trustee)

 

 High Wycombe Lions Club C.I.O. Reg. charity No.1166839

__________________________________________

DECLARATION OF WILLINGNESS TO ACT AS A TRUSTEE

1.        Confirmation that able to act as a Trustee

I confirm that I know of no reason which prevents me from acting as a Trustee of the Charity. (see 1. Below)

 

2.        Willingness to act as a Trustee

I confirm that I am willing to act as a Trustee of the Charity, and understand and accept that I will, in that capacity, be a Charity Trustee as defined by section 177 of the Charities Act 2011.

 

1. The following factors would prevent someone from acting as a trustee, (a) being or having been disqualified from acting as a charity trustee or from serving as a company director; (b) having a conviction for an offence involving deception or dishonesty (which is not spent); (c) having been involved in tax fraud or other fraudulent behaviour including misrepresentation and / or identity theft; (d) being an undischarged bankrupt; (e) having an undischarged composition or arrangement with creditors; (f) having been removed from serving as a charity trustee or stopped from acting in a management position within a charity; (g) having used arrangements notified under the Disclosures of tax avoidance schemes (DOTAS) rules in Part 7 Finance Act 2004 in respect of which a reference number has been issued under section 311 of Finance act 2004, where the arrangements featured charitable reliefs or which used as a charity, and where my tax position has been adjusted by HMRC to wholly or partly remove the tax advantage generated by the arrangements and such adjustments have become final; (h) having used tax arrangements which have been successfully counteracted under the general anti abuse rules (see part 5 of Finance Act 2013 or section 10 National Insurance Contributions Act 2014, as enacted or as amended from time to time) where such counteraction has become final ; (i) having been actively involved in designing and / or promoting tax avoidance schemes featuring charitable reliefs or which used a charity , and being a promoter named by HMRC under the Promoters of Tax Avoidance Schemes (POTAS) legislation in art 5of Finance act 2014, or a promoter of any tax arrangements designed or intended to obtain for any person a tax advantage and such tax advantage has successfully counteracted by HMR under general anti abuse rule (see part 5 of Finance act 2013 and section 10 National Insurance Contributions Act 2014 as enacted or amended from time to time) and such counteraction having become final , or a promoter of arrangements notified under  DOTAS , in respect of which a reference number has been issued under section 311 of Finance Act 2004, and the tax position of all or any of the users of the arrangements has been adjusted by HMRC to wholly or partly remove the tax advantage generated by the arrangements and such adjustments have become final.

I confirm that I will at all times ensure to the best of my ability that the Charity's funds, and charity tax reliefs received by the Charity, are used only for charitable purposes.

 

Signed by [insert name]: ……………………………………….

 

Date: ………………………………………. 20…

Rev.1.4 Jan 19

Appendix B.  High Wycombe Lions Club C.I.O. Reg. Charity No.1166839

 

Risk assessment Form 1.

 

 

Event/Activity

 

Public Liabilty ( Which organisation is responsible for Public Liability Insurance)

 

 

Responsible Organiser

 

Contact Details

 

HAZARDS

 

 

 

PERSONS POTENTIALLY AT RISK OF HARM

 

PRIORITISE ASSESSMENT RISKS                                            * High/Medium/Low

( ie.  trips, slips, falls, use of equipment, safeguarding –vulnerable persons etc.)

 

CONTROL MEASURES (actions needed to remove/control above risks)

 

REVIEW (If being used as a generic risk assessment, are there any revisions necessary from the last time it was used. ie changes in procedure/work area.)

 

*YES/NO (if yes, date risk assessment updated and by who)

 

 

  * Delete as necessary

 

Rev.1.4 Jan 19

 

 

APPENDIX B Contd. High Wycombe Lions Club C.I.O. Risk Assessment Form 2.

 

To be completed and attached to Risk Assessment Form.

For information/instructions on how to complete forms please refer to By Law 1. Section.4

INFORMATION

INSTRUCTION

SUPERVISION

TRAINING

------------------------------------------------------------------------------------------------------------

 

Lions Club International Multiple District 105 – Insurance Cover 01/09/18 –31/08/19

Insurance type ---Employers Liability –Insurers—Aviva—Policy No. 25224161CC1

                          ---Public Liability & Products liability—Chubb European Group Ltd.

                              Policy No. UKCANC27564

                         --- Excess Public Liability & Products Liabilty—Aspen

                              Policy No. B0901CU1815218000

                         ---Medical Malpractice—Ecclesiastical—Policy No. 02/CHA/0325561

Rev.1.4. Jan 19

HIGH WYCOMBE LIONS CLUB

President

         Registered Charity No 1166839.....

 

Grant Application Form

Please send completed form to Lion Pam Nower, Chairman Community Services Committee 29 Greenlands, Flackwell Heath HP10 9PL. Tele No. 01628 521405

Name of Organisation / Applicant....................................................................................

Charity Number if Appropriate...............................................

Address........................................................................

......................................................................................

......................................................................................

Post Code..................

Telephone Number ..............................................Email......................................

Signature...............................................................Date...................................

Purpose of Organisation / Activity / Event

 

Purpose of Application – Please give as much information as possible on the reverse side of this form e.g. Purpose, Project details, equipment being purchased.

Name and contact details of person supporting this application (if applicable).

 

AMOUNT REQUESTED   £................

Details of Funds Raised so far (if a request for partial funding)

...............................................................................................................................................................

Privacy Notice:-In compliance with the Data Protection Act 2018, you are required to consent to the use of your personal data in the processing and review of your application. This includes transfer tp and use by such individuals and organisations as the Trustees deem appropriate. The trustees also require the assurance of the applicant that personal data about any other individual is supplied to the Trustees with his/her consent. By ticking the box you are consenting to the use of your personal data and confirming that personal data of any other individual mentioned in the application is supplied to the Trustees with his/her consent. [  ]. We will not use personal data provided, for any other purpose.

The Trustees receive far more applications than they have funds to support. Even if an application fits the criteria and priorities of the Trustees and a detailed assessment has been made, the Trustees may still be unable to provide the grant.

Web address   www.e-clubhouse.org/sites/highwycombe                                   Rev.1.4 Jan 19.

 

High Wycombe Lions Club C.I.O. 

CONSTITUTION DOCUMENT

Charity number : 1166839                          

( Governing Document )

for a Charitable Incorporated Organisation registered with the Charity Commission of England and Wales

 

Adopted on 29 April 2016

 

 

Vision statement

 

To be the global leader in community and humanitarian service

 

Mission statement

 

To empower volunteers to serve their communities, meet humanitarian needs, encourage peace and promote international understanding through Lions Clubs

Chartered under the jurisdiction of

THE INTERNATIONAL ASSOCIATION OF LIONS

 CLUBS

 

 

Notes:

 

This standard form is recommended for adoption by the Lions Clubs in Multiple District 105 (British Isles & Ireland) and this model is for use in England & Wales only. The Charity Commission requires this standard form constitution to be adopted without amendment (other than where there are "blanks" to be filled in or options within the document). Any other amendments are likely to be queried by the Charity Commission and will delay registration.

 

Immediately upon registration as a charity, the secretary needs to add the charity registration number and date of registration and file a permanent copy of this constitution and the by-laws in his/her record book.

 

Index

 

 

1.Name                                                                                                                              3

2.National location of principal officer                                                                           3

3.Objects                                                                                                                            3

4.International Association of Lions Clubs                                                                    4

5.Powers                                                                                                                            4

6.Application of income and property                                                                            5

7.Benefits and payments to charity trustees and connected persons                       5/6

8.Conflicts of interest and conflicts of loyalty                                                             7/8

9.Liability of members to contribute to the assets of the club if wound up                 8

10.Membership of the club                                                                                           8/10

11.Members decisions                                                                                                 10/12

12.General meetings of members                                                                               12/16

13.Charity trustees                                                                                                       16/17

14.Appointment of charity trustees                                                                            17/18

15.Information for new charity trustees                                                                          18

16.Retirement and removal of charity trustees                                                          18/19

17.Reappointment of charity trustees                                                                              19

18.Taking of decisions by charity trustees                                                                      19

19.Delegation by charity trustee                                                                                      20

20.Meetings and proceedings of charity trustees                                                      20/21

21.Saving provisions                                                                                                          21

22.Execution of documents                                                                                         21/22

23.Use of electronic communications                                                                         22/23

24.Keeping of registers                                                                                                      23

25.Minutes                                                                                                                          23

26.Accounting records,accounts,annual reports & returns,register maintenance  23/24

27.Rules                                                                                                                              24

28.Disputes                                                                                                                        24

29.Amendment of constitution                                                                                   24/25

30.Amalgamation or transfer                                                                                            25

31.Voluntary winding up or dissolution                                                                     25/26

32.Interpretation                                                                                                           26/28

 

 

Date of constitution: 29 April 2016

 

 

1.                   Name

The name of the Charitable  Incorporated  Organisation  (“the  Club”)  is High Wycombe Lions Club.

2.                   National location of principal office

The Club must have a principal office in England or Wales.The principal office of the Club is in England.

3.                   Objects

  1. The Objects of the Club are such purposes as are exclusively charitable in England & Wales, including in particular:
    1. the advancement of citizenship by:
      1. promoting the principles of good citizenship;
      2. encouraging members to take an active interest in the civic , cultural, social and moral welfare of the community;
      3. providing a forum for the open discussion of all  matters of  public interest;  provided  that  partisan  politics  and sectarian religion shall not be debated by members;
      4. encouraging service-minded people to serve their community without personal reward and encouraging the promotion of high ethical standards in commerce, industry, professions, public works and private endeavours;
      5. supporting youth to develop their skills, capacities and  capabilities to enable them to participate in society as mature and responsible individuals;
    2. promoting the Voluntary Sector for the public benefit  by associating with                         local  authorities in a common effort to advance education and provide facilities in the interests of social welfare for recreation or other leisure time occupation to improve the conditions of life of people in local, national and international communities;
    3. promoting volunteering;
    4. the relief of poverty and the relief of those in need in particular by providing humanitarian aid and disaster relief;
 
  1. the advancement of health or the saving of lives by preventing   avoidable blindness, assisting disabled people to lead independent lives or helping to prevent or manage health issues;
  2. promoting for the benefit of the public the conservation protection  and improvement of the physical and natural environment; and/or
  3. promoting community participation in healthy recreation.
  4. Nothing in this constitution shall authorise an application of the property    of the Club for the purposes which are not charitable in accordance with section 7 of the Charities and Trustee Investment (Scotland) Act  2005 and section 2 of the Charities Act (Northern Ireland) 2008.

4.                   International Association of Lions Clubs

The Club is  a Lions Club chartered by, and subject to  the Constitution and   By laws of,  the  International  Association  of  Lions  Clubs  to  the  extent  that the Constitution and By-laws of the International Association of Lions Clubs do not conflict with the  provisions  of  this  constitution  or  the requirements of English law.  In  the  event  of  any  conflict  between  the provisions  of  this  constitution,  or the   requirements   of   English   law,   and the  Constitution  and  by-laws  of  the International  Association  of  Lions Clubs, this constitution and English law shall take precedence.

5.                   Powers

The Club has power to do anything which is calculated to further its Objects or is conducive or incidental to doing so. In particular, the Club’s  powers include power to:

  1. carry on generally the principles and teachings of the International Association of Lions Clubs;
  2. borrow money and to charge the whole or any  part  of  its  property  as security for the repayment of the money borrowed. The Club must comply as appropriate with any relevant provisions of the Charities Act 2011 if it wishes to mortgage land;
  3. buy, take on lease or in exchange, hire or otherwise acquire any property and to maintain and equip it for use;
  4. sell, lease or otherwise dispose of all or any part of the property belonging  to the Club. In exercising this power, the Club must comply as appropriate with any relevant provisions of the Charities Act 2011;
  5. employ and remunerate such staff as are  necessary for carrying out the work of  the  Club.  The  Club  may  employ  or  remunerate  a  charity trustee only to the extent that it is permitted to do so by clauses 6 (Application of
 

income and property) and 7 (Benefits and payments to charity trustees and connected persons), and provided it complies with the conditions of those clauses;

  1. deposit or invest funds, employ a professional fund-manager, and arrange                for the investments or other property of the Club to be held in the name of a nominee, in the same manner and subject to the same conditions as the trustees of a trust are permitted to do by the Trustee Act 2000.

6.                   Application of income and property

  1. The income and property of the Club must be applied solely towards the promotion of the Objects.
  2. A charity trustee is entitled to be reimbursed from the property of the Club or may pay out of such property reasonable expenses properly incurred by him or her when acting on behalf of the Club.
  3. A charity trustee may benefit from trustee indemnity insurance cover purchased at the Club’s expense in accordance with, and subject to the conditions in, section 189 of the Charities Act 2011.
  4. None of the income or property of the Club may be paid or transferred directly or indirectly by way of dividend, bonus or otherwise by way of profit to any member of the Club. This does not prevent a member who is not also a charity trustee receiving:
    1. a benefit from the Club as a beneficiary of the Club;
    2. reasonable and proper remuneration for any goods or services supplied to the Club.
  5. Nothing in this clause shall prevent a charity trustee or connected person receiving any benefit or payment which is authorised by clause 7.

7.                   Benefits and payments to charity trustees and connected persons

  1. General provisions

No charity trustee or connected person may:

  1. buy or receive any goods or services from the Club on terms preferential to those applicable to members of the public;
  2. sell goods, services, or any interest in land to the Club;
  3. be employed by, or receive any remuneration from, the Club;
  4. receive any other financial benefit from the Club;
 

Unless the payment or benefit is permitted by clause 7.2, or authorised by the court or  the Charity  Commission  (“the Commission”). In this clause, a “financial  benefit”  means  a benefit,  direct  or indirect,  which is either money or has a monetary value.

7.2          Scope and powers permitting trustees’ or connected persons’ benefits

  1. A charity trustee or connected  person may receive a  benefit from the Club as a beneficiary of the Club provided that a majority of the trustees do not benefit in this way.
  2. A charity trustee or connected person may enter into a contract for the supply of services, or of goods that are supplied in connection with the provision of services, to the Club where that is permitted  in accordance with, and subject to the conditions in, section 185 to 188 of the Charities Act 2011.
  3. Subject to clause  7.3  a  charity  trustee  or  connected  person may provide the Club with goods that  are  not  supplied  in connection with services provided to the Club by the  charity  trustee  or connected person.
  4. A charity trustee or connected person may receive interest on money lent to the Club at a reasonable and proper rate.
  5. A charity trustee or connected person may receive rent for premises let by the trustee or connected person to the Club. The amount of the rent and the other terms of the lease must be reasonable and proper. The charity trustee concerned must withdraw from any meeting at which such a proposal or the rent or other terms of the lease are under discussion.
  6. A charity trustee or connected person may take part in the normal trading and fundraising activities of the Club on the same terms as members of the public.

7.3           Payment for supply of goods only – controls

The Club and its charity trustees may only rely upon the authority provided by clause 7.2.3 if each of the following conditions is satisfied:

  1. The amount or maximum amount of the payment for the goods is set out in a written agreement between the Club and the charity trustee or connected person supplying the goods (“the supplier”).
  2. The amount or maximum amount of the payment for the goods does not exceed what is reasonable in the circumstances for the supply of the goods in question.
 
  1. The other charity trustees are satisfied that it is in the best interests of the Club to contract with the supplier rather than with someone who is not a charity trustee or connected person. In reaching that decision the charity trustees must balance the advantage of contracting with a charity trustee or connected person against the disadvantages of doing so.
  2. The supplier is absent from the part of any meeting at which there is discussion of the proposal to enter into a contract or arrangement with him or her or it with regard to the supply of goods to the Club.
  3. The supplier does not vote on any such matter and is not to be counted when calculating whether a quorum of charity trustees    is present at the meeting.
  4. The reason for their decision is recorded by the charity trustees in the minute book.
  5. A majority of the charity trustees then in office are not in receipt of remuneration or payments authorised by this clause 7.
  6. In clauses 7.1, 7.2 and 7.3:
    1. the Club” includes any company in which the Club:
      1. holds more than 50% of the shares; or
      2.   controls more than 50% of the voting rights attached   to the shares; or
      3. has the right to appoint one or more directors to the board of the company;
    2. connected person” includes any person within the definition set out in clause 32 (Interpretation).

8.                   Conflicts of interest and conflicts of loyalty

A charity trustee must:

  1. declare the nature and extent of any interest, direct or indirect, which he or she has in a proposed transaction or arrangement with the Club or in any transaction or arrangement entered into by the Club which has not previously been declared; and
  2. absent himself or herself from any discussions of the charity  trustees in which it is possible that a conflict of interest will arise between his or her duty to act solely in the interests of the Club and any personal interest (including but not limited to any financial interest).
 

Any charity trustee absenting himself or herself from any discussions in accordance with this clause must not vote or be counted as part of the quorum in any decision of the charity trustees on the matter.

9.                   Liability of members to contribute to the assets of the Club if it is wound up

If the Club is wound up, the members of the Club have no liability to contribute to its assets and no personal responsibility for settling its debts and liabilities.

10.                Membership of the Club

The Club shall strive to maintain at least 20 members.

10.1        Admission of new members

  1. Eligibility

Membership of the Club is open to any person over 18 years of age of good moral character and good reputation in his or her community, who is interested in furthering its purposes, and who, having been invited to join, has indicated his or her agreement to become a member and acceptance of the duty of members set out in clause 10.3.

A member must be an individual.

  1. Admission procedure.                                                                                       The Charity trustees:
    1. may require nominations or  applications for  membership to be made in any reasonable way that they decide, in accordance  with  the  rules  and  by-laws  produced  by the International Association of Lions Clubs;
    2. shall, if they approve an application for  membership,  notify the applicant of their decision within 21 days;
    3. may refuse an application for membership if they believe that it is in the best interests of the Club for them to do so;
    4. shall, if they decide to refuse an application for membership, give the applicant their reasons for doing so, within 21 days of the decision being taken, and give the applicant the opportunity to appeal against the refusal; and
    5. shall give fair consideration to any such appeal, and shall inform the applicant of  their decision, but any decision to confirm refusal of the application for membership shall be final.

 

 

10.2        Transfer of membership

Membership of the Club cannot be transferred to anyone else.

10.3        Duty of members

It is the duty of each member of the Club to exercise his or her powers as a member of the Club in the way he or she decides in good faith would be most likely to further the purposes of the Club.

10.4        Termination of membership

  1. Membership of the Club comes to an end if:
    1. the member dies; or
    2. the member sends a notice of resignation to the charity trustees; or
    3. any sum of money owed by the member to the Club is not paid in full within six months of its falling due;
    4. the charity trustees decide that it is in the best interests of the Club that the member in question should be  removed from  membership,  and  pass  a  resolution  to that  effect, provided that such a resolution will require a  majority of two thirds of the entire board of  trustees.
  2. Before the charity trustees take any decision to remove someone from membership of the Club they must:
    1. inform the member of the reasons why it is proposed to remove him or her from membership;
    2. give the member at least 21 clear days' notice in which to make representations to the charity trustees as to why   he or she should not be removed from membership;
    3. at a duly constituted meeting of the charity  trustees, consider whether or not the member should be removed from membership;
    4. consider at that meeting any representations which the member  makes  as  to  why  the  member  should  not be removed; and
 
  1. allow   the   member   to   make   those   representations in person   at that meeting, if the member so chooses.
  2. Upon  termination  of  membership,  the  member  shall  lose  all  and any rights to  use  the  name "Lions,"  the  Lions  emblem and other   insignia of the Club.

10.5        Membership fees

The  charity  trustees  may  require  members  to  pay  reasonable membership fees to the Club.

10.6        Classes of voting membership

The charity trustees may:

  1. create different classes of voting membership; and
  2. determine the rights and obligations of any such members, and the conditions for admission to, and termination of membership of any such class of members.

10.7        Informal (non-voting) membership

  1. The charity trustees may create other classes of non-voting membership, and may determine the rights and obligations of any such members (including payment of membership fees), and the conditions for admission to, and termination of membership of any such class of members.
  2. Other references in  this  constitution  to  “members”  and “membership” do not apply to non-voting members, and non-voting members  do  not  qualify  as  members  for  any  purpose under the Charities Acts, General Regulations or Dissolution Regulations.

11.                Members’ decisions

  1. General provisions

Except for those decisions that must be taken in a particular way as indicated in clause 11.4, decisions of the members of the Club may be taken either by vote at a general meeting as provided in clause 11.2 or by written resolution as provided in clause 11.3.

11.2        Taking ordinary decisions by vote

Subject to clause 11.4, any decision of the members of the Club may be taken by means of a resolution at a general meeting. Such a resolution may be passed by a simple majority of votes cast at the meeting.

 

 

11.3        Taking ordinary decisions by written resolution without a general meeting

  1. Subject to clause 11.4, a resolution in writing agreed by a simple majority of all the members who would have been entitled to vote upon it had it been proposed at a general meeting shall be effective, provided that:
    1. a copy of the proposed resolution has been sent to all the  members eligible to vote; and
    2. a simple majority of members has signified its agreement t o the resolution in a document or documents which are received at the principal office within the period of 28 days beginning with the circulation date. The document signifying a member’s agreement must be authenticated by their signature, by a statement of their identity accompanying the document, or in such other manner as the Club has specified.
  2. The resolution in writing may comprise several copies to which one or more members have signified their agreement.
  3. Eligibility to vote on the resolution is limited to members who are members of the Club on the date when the proposal is first circulated in accordance with clause 11.3.1 above.
  4. Not less than 10% of the  members  of  the  Club  may request the charity trustees to make a proposal for decision by the members.
  5. The charity trustees must within 21 days of receiving such a request comply with it if:
    1. the proposal is not frivolous or vexatious, and does not involve the publication of defamatory material;
    2. the proposal is stated with sufficient clarity to enable effect to be given to it if it is agreed by the members; and
    3. effect can lawfully be given to the proposal if it is so agreed.
  6. Clauses 11.3.1 to 11.3.3 apply to a proposal made at the request of members.
 

11.4        Decisions that must be taken in a particular way

  1. Any decision to remove a trustee must be taken in accordance with clause 16.
  2. Any decision to amend this constitution must be taken in accordance with clause 29 of this constitution (Amendment of Constitution).
  3. Any decision to amalgamate the Club's undertaking with, or transfer the Club's undertaking to, one or more Lions Clubs which are established as charities, or another charity or charities must be taken in accordance with clause 30 of this constitution (Amalgamation or transfer).
  4. Any decision to wind up or dissolve the Club must be taken in accordance with clause 31 of this constitution (Voluntary winding up or dissolution).

12.                General meetings of members

  1. Types of general meeting

There must be an annual general meeting (AGM) of the members of the Club. The first AGM must be held within 18 months of the registration of the  Club,  and  subsequent  AGMs  must  be  held  at  intervals  of  not more than 15 months. The AGM must receive the annual statement of accounts (duly audited  or  examined  where  applicable)  and  the  trustees’  annual report, and must elect trustees as required under clause 14.

Other general meetings of the members of the Club may be held at any time.

All general meetings must be held in accordance with the following provisions.

12.2        Calling general meetings

  1. The charity trustees:
    1. must call the AGM in accordance with clause 12.1, and identify it as such in the notice of the meeting; and
    2. may call any other general meeting of the members at any time          provided that the Club must hold one meeting of the   members every month.
  2. The charity trustees must, within 21 days, call a general meeting of the members of the Club if:
 
  1. they receive a request to do so  from at least 10% of the members of the Club; and
  2.  the request states the general nature of the business to be dealt with at the meeting, and is authenticated by the member(s) making the request.
  3. If, at the time of any such request, there has not been any general meeting of the members of the Club for more than 12 months, then clause 12.2.2.1 shall have effect as if 5% were substituted for 10%.
  4. Any such request may include particulars of a resolution that may properly be proposed, and is intended to be proposed, at the meeting.
  5. A resolution may only properly be proposed if it is lawful, and is not defamatory, frivolous or vexatious.
  6. Any general meeting called by the charity trustees at the request of the members of the Club must be held within 28 days from the date on which it is called.
  7. If the charity trustees fail to comply with this obligation to call a general meeting  at  the  request  of  a  relevant  proportion  of the members, then the  members  who  requested  the  meeting  may themselves call a general meeting.
  8. A general meeting called in this way must be held not more than 3 months after the date when the members first requested the meeting.
  9. The Club must reimburse any reasonable expenses incurred by the members calling a general meeting by reason of the failure of the charity trustees to duly call the meeting, but the Club shall be entitled to be indemnified by the charity trustees who were responsible for such failure.

12.3        Notice of general meetings

  1. The charity trustees, or as the case may be, the relevant members of the  Club,  must  give  at  least  14  clear  days'  notice  of  any general meeting to all of the members, and to any trustee of the   Club who is not a member.
  2. If it is agreed by not less than 90% of all members of the Club, any resolution may be proposed and passed at the meeting even though the requirements of clause 12.3.1 have not been met.  This sub- clause  does  not  apply  where  a  specified  period  of notice  is strictly
 

required by another clause in this constitution, by the Charities Act 2011 or by the General Regulations.

  1. The notice of any general meeting must:
    1. state the time and date of the meeting:
    2. give the address at which the meeting is to take place;
    3. give particulars of any resolution which is to be moved at the     meeting, and of the general nature of any other business to be dealt with at the meeting; and
    4. if a proposal to alter the constitution of the Club is to be considered at the meeting, include the text of the proposed alteration;
    5. include,  with  the  notice  for  the   AGM,   the  annual statement of accounts and trustees’ annual report, details of  persons  standing  for  election  or  re-election  as trustee, or where allowed under clause 23 (Use  of electronic communications), details of where the information may be found on the Club’s website.
  2. Proof that an envelope containing a notice was properly addressed, prepaid  and  posted;  or  that  an  electronic  form  of  notice  was properly addressed and sent, shall be conclusive evidence that the notice was given. Notice shall be deemed to be given 48  hours after it was posted or sent.
  3. The proceedings of a meeting shall not be invalidated because a member who was entitled to receive notice of the meeting did not receive it because of accidental omission by the Club.

12.4        Chairing of general meetings

The President, shall, if present at the general meeting and willing to act, preside as chair of the meeting. Subject to that, the members of the Club who are present at a general meeting shall elect a chair to preside at the meeting.

12.5        Quorum at general meetings

  1. No business may be transacted at any general meeting of the members of the Club unless a quorum is present when the  meeting starts.
  2. Subject to the following provisions, the quorum for general meetings shall be the greater of 25% or three members.
 
  1. If the meeting has been called by or at the request of the members and a quorum is not present within 15 minutes of the starting time specified in the notice of the meeting, the meeting is closed.
  2. If the meeting has been called in any other way and a quorum is not present within 15 minutes of the starting time specified in the notice of the meeting, the chair must adjourn the meeting. The   date, time and place at which the meeting will resume must either be announced by the chair or be notified to the Club’s members at least seven clear days before the date on which it will resume.
  3. If a quorum is not present within 15 minutes of the start time of the adjourned meeting, the member or members present at the meeting constitute a quorum.
  4. If at any time during the meeting a quorum ceases to be present, t he meeting may discuss issues and make recommendations to the trustees but may not make any decisions. If decisions  are required which  must  be  made  by  a  meeting  of  the  members, the  meeting must be adjourned.

12.6        Voting at general meetings

  1. Any decision other than one falling within clause 11.4  (Decisions that  must  be  taken  in  a  particular  way)  shall  be  taken  by  a simple majority of votes cast at the meeting (including proxy and postal votes). Every member has one vote unless otherwise provided in the rights of a particular class of membership under this constitution.
  2. A resolution put to the vote of a meeting shall be decided on a show of hands, unless (before or on the declaration of the result of the show of hands) a poll is duly demanded. A poll may be demanded by the chair or by at least 10% of the members present in person or by proxy at the meeting.
  3. A poll demanded on the election of a person to chair the meeting or on a question of adjournment must be taken immediately. A poll on any other  matter  shall  be taken, and the result of the  poll shall  be announced, in such manner as the chair of the meeting shall decide, provided  that  the  poll  must  be  taken,  and  the result of the  poll announced, within 30 days of the demand for the poll.
  4. A poll may be taken:
    1. at the meeting at which it was demanded; or
    2. at some other time and place specified by the chair; or
 
  1. through the use of postal or electronic communications.
  2. In the event of an equality of votes, whether on a show of hands   or on a poll,  the  chair  of  the  meeting  shall  have  a  second,  or casting vote.
  3. Any objection to the qualification of any voter must be raised at the meeting at which the vote is cast and the decision of the chair of the meeting shall be final.

12.7        Adjournment of meetings

The chair may with the consent of a meeting at which a quorum is   present (and shall if so directed by the meeting) adjourn the meeting to another time and/or place. No business may be transacted at an adjourned meeting except business which could properly have been transacted at the original meeting.

13.                Charity trustees

  1. Functions and duties of charity trustees

The charity trustees shall manage the affairs of the Club and may for that purpose exercise all the powers of the Club. It is the duty of each charity trustee:

  1. to exercise his or her powers and to perform his or her functions as a trustee of the Club in the way  he  or  she  decides in  good  faith would be most likely to further the purposes of the Club; and
  2. to exercise, in the performance of those functions, such care and skill as is reasonable in the circumstances having regard in particular to:
    1. any special knowledge or experience that he or she has or holds himself or herself out as having; and
    2. if he or she acts as a charity trustee of the Club in the course of a business or profession, to any special knowledge or experience that it is reasonable to expect  of a  person  acting  in  the  course  of  that  kind  of business or profession.

13.2        Eligibility for trusteeship

  1. Every charity trustee must be a natural person.
  2. No one may be appointed as a charity trustee:
  • if he or she is under the age of 18 years; or
 
  • if he or she would automatically cease to hold office under the provisions of clause 16.1.7.
    1. No one is entitled to act as a charity trustee whether on appointment or on any re-appointment until he or she has expressly acknowledged, in whatever way the charity trustees decide, his or her acceptance of the office of charity trustee.

13.3        Number of charity trustees

  1. There must be at least three charity trustees. If the number falls below this minimum, the remaining trustee or trustees may act only to call a meeting of the charity trustees, or appoint a new charity trustee.
  2. The maximum number of charity trustees is 12. Neither the charity trustees nor the members may appoint any charity trustee if as a result the number of charity trustees would exceed the maximum.

13.4        First charity trustees

The first charity trustees of the Club are listed below, along with their term of appointment –

 

 

Peter Rainer

President

until 30 June after the first AGM

Dennis Wheatley

Secretary

until 30 June after the first AGM

Douglas Nower

Treasurer

until 30 June after the first AGM

Anthony Horton

1st  Vice President

until 30 June after the first AGM

Graham Rogers

2nd  Vice President

until 30 June after the first AGM

Allan Wright

Assistant Treasurer

until 30 June after the first AGM

14.                Appointment of charity trustees

  1. At each AGM, the members shall:
 
  1. thank all those charity trustees who will reach the end of their term of office and cease to hold office in accordance with clause 16.1.1 before the next AGM;
  2. elect the following officers, who shall also be charity trustees and whose  terms of  office  shall  run  for  one  year from 1  July after the AGM at which they are elected:
  1. President;
  2. Secretary;
  3. Treasurer;
    1. subject to clause 13.3.2 (maximum number of trustees), elect up     to 9 other charity trustees for terms of one year from 1 July following the AGM.  Any vacancies not filled at the  AGM may   be filled as provided in clause 14.2;
  4. The members or the charity trustees may at any time decide to appoint a new charity trustee, whether in place of a charity trustee who has retired  or  been  removed  in  accordance  with  clause  16  (Retirement  and removal of charity trustees), or as an additional charity trustee, provided  that the limit specified in clause 13.3 on the number of charity trustees would not as a result be exceeded;
  5. A person appointed in accordance with clause 14.2 (appointments other than at an AGM) shall retire on  30  June  after  the  AGM  next following the date of his or her appointment.
  6. Annual appointment of charity trustees – see appendix A. page 29.

15.                Information for new charity trustees

The charity trustees will make available to each new charity trustee, on or before or her first appointment:

  1. a copy of this constitution and any amendments made to it;
  2. a copy of the constitution and by-laws of the International Association of Lions Clubs;
  3. a copy of the Club’s latest trustees’ annual report and statement of accounts; and
  4. a copy of the latest Lions Clubs' guidance for charity trustees.

16.                Retirement and removal of charity trustees

  1. A charity trustee ceases to hold office if he or she:
    1. Reaches the end of his or her term of office;  

 

                                                                                                                                           

16.1.2   retires by notifying the Club in writing (but only if enough charity trustees will remain in office when the notice of resignation takes effect to form a quorum for meetings);

 

16.1.3  is absent without the permission  of the charity trustees  from  all their meetings held within a period of six months and the trustees resolve that his or her office be vacated;

 

16.1.4  dies;

 

16.1.5 becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs;

 

16.1.6  is removed by the members of the Club in accordance with clause 16.2; or

16.1.7  is disqualified from acting as a charity trustee by virtue of section 178-180 of the Charities Act 2011 (or any statutory re-enactment or modification of that provision).

  1. A charity trustee shall be removed from office if a resolution to remove that trustee is proposed at a general meeting of the members called for that purpose and properly convened in accordance with clause 12, and  the  resolution  is  passed  by  a  two-thirds  majority  of  votes  cast  at the meeting.
  2. A resolution to remove a charity trustee in accordance with this clause      shall not take effect unless the individual concerned has been given at least 14 clear days’ notice in writing that the resolution is to be proposed, specifying the circumstances alleged to justify removal from office, and has been given a reasonable opportunity of making oral and/or written representations to the members of the Club.

17.                Reappointment of charity trustees

Any person who retires as a charity trustee by rotation or by giving notice to the Club is eligible for reappointment.

18.                Taking of decisions by charity trustees

Any decision may be taken either:

  • at a meeting of the charity trustees; or
  • by resolution in writing or electronic form agreed by all of the charity trustees, which may comprise either a single document or several documents  containing the text of the resolution in like form to each  of  which  one or more charity trustees has signified their agreement.
 

19.                Delegation by charity trustees

  1. The charity trustees may delegate any of their powers or functions to a committee or committees, and, if they do, they must determine the terms and conditions on which the delegation is made. The charity trustees may at any time alter those terms and conditions, or revoke the delegation.
  2. This power is in addition to the power of delegation in the General Regulations  and  any  other  power  of  delegation  available  to  the charity trustees, but is subject to the following requirements:
    1. a committee may consist of two or more persons, but at least one member of each committee must be a charity trustee;
    2. the acts and proceedings of any committee must be brought to the attention of the charity trustees as a whole as soon as is reasonably practicable; and
    3. the charity trustees shall from time to time review the arrangements which they have made for the delegation of their powers.

20.               Meetings and proceedings of charity trustees

  1. Calling meetings
    1. Any charity trustee may call a meeting of the charity trustees.
    2. Subject to that, the charity trustees shall decide how their meetings are to be called, and what notice is required.
    3. The charity trustees must meet at least every two months.

20.2       Chairing of meetings

The President shall chair charity trustee meetings. If the President is unwilling to preside or is not present within 10 minutes after the time of the meeting, the charity trustees present may appoint one of their number to chair that meeting.

20.3       Procedure at meetings

  1. No decision shall be taken at a meeting unless a quorum is present at the time when the decision is taken. The quorum is a majority of the total number of charity trustees for the time being, or such larger number as the charity trustees may decide from time to time. A charity trustee shall not be counted in the quorum present when any decision is made about a matter upon which he or she is not entitled to vote.
 
  1. Questions arising at a meeting shall be decided by a majority of those eligible to vote.
  2. In the case of an equality of votes, the chair shall have a second or casting vote.

20.4       Participation in meetings by electronic means

  1. A meeting may be held by suitable electronic means agreed by the charity trustees in which each participant may communicate with all the other participants.
  2. Any charity trustee participating at a meeting by suitable electronic means agreed by the charity trustees in which a participant or participants may communicate with all the other participants shall qualify as being present at the meeting.
  3. Meetings held by electronic means must comply with rules for meetings, including chairing and the taking of minutes.

21.                Saving provisions

  1. Subject to clause 21.2, all decisions of the charity trustees, or of a committee of charity trustees, shall be valid notwithstanding the participation in any vote of a charity trustee:
  • who was disqualified from holding office;
  • who had previously retired or who had been obliged by the  constitution to vacate office;
  • who was not entitled to vote on the matter, whether by reason of a conflict of interest or otherwise;

if, without the vote of that charity trustee and that charity trustee being counted in the quorum, the decision has been made by a majority of the charity trustees at a quorate  meeting.

  1. Clause 21.1 does not permit a charity trustee to keep any benefit that may be conferred upon him or her by a resolution of the charity trustees or of a committee of charity trustees if, but for clause 21.1, the resolution would have been void, or if the charity trustee has not complied with clause 8 (Conflicts of interest and conflicts of loyalty).

22.               Execution of documents

  1. The Club shall execute documents either by signature or by affixing its seal (if it has one).
 
  1. A document is validly executed by signature if it is signed by at least two of the charity trustees.
  2. If the Club has a seal:
    1. it must comply with the provisions of the General Regulations;  and
    2. it must only be used by the authority of the charity trustees or of a committee of charity trustees duly authorised by the charity trustees. The charity trustees may determine who shall sign any document to which the seal is affixed and unless otherwise determined it shall be signed by two charity trustees.

23.               Use of electronic communications

  1. General

The   Club   will   comply   with   the   requirements   of   the Communications Provisions in the General Regulations and in particular:

  1. the requirement to provide within 21 days to any member on request a  hard  copy  of  any  document  or  information  sent  to the  member otherwise than in hard copy form;
  2. any requirements to provide information to the Commission in       a particular form or manner.

23.2       To the Club

Any member or charity trustee of the Club may communicate electronically with the Club to an address specified by the Club for the purpose, so long as the communication is authenticated in a manner which is satisfactory to the Club.

23.3       By the Club

  1. Any member or charity trustee of the Club, by providing the Club with his or her email address or similar, is taken to have agreed to receive communications from the Club in electronic form at that address, unless the member has indicated to the Club his or her unwillingness to receive such communications in that form.
  2. The charity trustees may, subject to compliance with any legal requirements, by means of publication on its website:
  3. 23.3.2.1 provide the members with the notice referred to in clause 12.3 (Notice of general meetings);
  4. 23.3.2.2  give charity trustees notice of their meetings in accordance with clause 20.1 (Calling meetings); and 23.3.2.3  submit any proposal to the members or charity     trustees for decision by written  resolution  or  postal  vote  in accordance with the Club’s powers under clause 11 (Members’ decisions) and 11.3 (Decisions taken by resolutions in writing )
  1. The charity trustees must:
    1. take reasonable steps to ensure that members and charity trustees are promptly notified of the publication of any such notice or proposal;
    2. send any such notice or proposal in hard copy form to any member or charity trustee who has not consented to receive communications in electronic form.

 

24.               Keeping of Registers

The Club must comply with its obligations under the General Regulations in relation to the keeping of, and provision of access to, registers of its members and charity trustees.

25.               Minutes

The charity trustees must keep minutes of all:

  1. appointments of officers made by the charity trustees;
  2. proceedings at general meetings of the Club;

         25.3  meetings of  the  charity  trustees  and  committees  of  charity trustees

                  including:

  •    the names of the trustees present at the meeting;
  •      the decisions made at the meetings;
  •      where appropriate the reasons for the decisions;

25.4  decisions made by the charity trustees otherwise than in meetings.

26.               Accounting     records,    accounts,    annual        reports    and    returns,    register maintenance

  1. The charity trustees must comply with the requirements of the Charities Act 2011 with regard to the  keeping  of  accounting  records, to the preparation and scrutiny of statements of accounts, and to the preparation of annual reports and returns. The statements of accounts, reports and returns must be sent to the Charity Commission, regardless of the income of the Club, within 10 months of the financial year end.
 
  1. The charity trustees must comply with their obligation to inform the Commission  within  28  days  of  any  change  in  the  particulars  of  the Club entered on the Central Register of Charities.

 

27.               Rules

The members may from time to time make such reasonable and proper rules or by-laws as they may deem necessary or expedient for the proper conduct and management of the Club, but such rules or by-laws must not be inconsistent with any provision of this constitution or of the International Association of Lions. Copies of any such rules or by-laws currently in force must be made available to any member of the Club on request.

28.               Disputes

If a dispute arises between members or former members and/or the charity trustees of the Club about the validity or propriety of anything done by the members under this constitution, and the dispute cannot be resolved by agreement, the parties to the dispute must try in good faith to settle the dispute by mediation, in accordance with the relevant Lions dispute resolution procedure (as may be amended from time to time).

29.               Amendment of constitution

As provided by sections 224-227 of the Charities Act 2011:

  1. This constitution can only be amended, with the prior written consent of the International Association of Lions Clubs Multiple District 105, by:
    1. resolution agreed in writing by all members of the Club; or
    2.  a resolution passed by a 75% majority of votes cast at a general meeting of the members of the Club.
  2. Any alteration of clause 3 (Objects), clause 30 (Amalgamation or transfer), clause 31 (Voluntary winding up or dissolution), this clause, or of provision where the alteration would provide authorisation for any benefit to be obtained by charity trustees or members of the Club or persons connected  with  them,  requires  the  prior  written  consent  of  the Charity Commission and International Association of Lions Clubs Multiple District 105.
  3. No amendment that is inconsistent with the provisions of the Charities Act 2011 or the General Regulations shall be valid.
  4. A copy of any resolution altering the constitution, together with a copy of the Club’s constitution as amended, must be sent to the  Commission within  15  days  from  the  date  on  which  the  resolution  is  passed.

The amendment  does  not  take  effect  until  it  has  been  recorded  in  the Register  of Charities.

 

 

 

 

 

30.               Amalgamation or transfer

  1. Subject to obtaining the prior written consent of the International Association  of  Lions  Clubs  Multiple  District  105,  the  members may at any time resolve to amalgamate the Club with, or transfer the assets of the Club to, one or more other Lions  Clubs  which  are charities,  or another charity or charities.
  2. The transferee charity or charity with which the Club is merging must be established for exclusively charitable purposes within, the same as or similar to the Objects.
  3. Any decision by the members to amalgamate the Club with, or transfer the assets of the  Club to, one or more other Lions Clubs which are  charities, or another charity or charities can only be made:
    1. at a general meeting of the members of the Club called  in accordance  with  clause  12  (General  Meetings  of  Members),   of which not less  than  14  clear  days’  notice  has  been  given  to those eligible to attend and vote:
      1. by a resolution passed by a 75% majority of those voting or
      2. by a resolution passed by decision taken without a vote and without any  expression  of  dissent  in  response  to  the question put to the general meeting; or
    2. by a resolution agreed in writing by all members of the Club.

31.                Voluntary winding up or dissolution

  1. As provided by the Dissolution Regulations, the Club may be dissolved by resolution of its members. Any decision by the members to wind up or dissolve the Club can only be made:
    1. at a general meeting of the members of the Club called  in accordance with clause 12 (General Meetings of Members), of which not less than 14 clear days’ notice has been given to those eligible to attend and vote:
      1. by a resolution passed by a 75% majority of those voting, or
      2. by a resolution passed by decision taken without a vote and without any expression of dissent in response to the question put to the general meeting; or
    2. by a resolution agreed in writing by all members of the Club.
 
  1. Subject to the payment of all the Club’s debts:
    1. Any resolution for the winding up of the Club, or for  the dissolution of the Club without winding up, may contain a provision directing how any remaining assets of the Club shall be applied.
    2. If the resolution does not contain such a provision, the charity trustees must decide how any remaining assets of the Club shall be applied.
    3. In either case the remaining assets must be applied for charitable purposes the same as or similar to those of the Club and as agreed by the International Association of Lions Clubs Multiple District 105.
  2. The Club must observe the requirements of the Dissolution Regulations in applying to the Commission for the Club to be removed from the  Register of Charities, and in particular:
    1. the charity trustees must send with their application to  the Commission:
      1. a copy of the resolution passed by the members of the Club;
      2. a declaration by the charity trustees  that  any  debts  and other liabilities of the Club have been settled or otherwise provided for in full; and
      3. a statement by the charity trustees setting out the way in which any property of the Club has been or is to  be applied prior to its dissolution in accordance with this constitution;
    2. the charity trustees must ensure that a copy of the application is sent within seven days to every member and employee of the Club, and to any charity trustee of the Club who was not privy to the application.
  3. If the Club is to be wound up or dissolved in any other circumstances, the provisions of the Dissolution Regulations must be followed.

32.               Interpretation

In this constitution:

AGM” means annual general meeting of the members of the Club;

 

charities”   are organisations, which

 are established for exclusively charitable purposes in accordance with the law of England and Wales;

charity trustee” means a charity trustee of the Club;

clear day” means 24 hours from midnight following the relevant event;

the “Communications Provisions” means the Communications Provisions in Part 9 of the General Regulations

 “connected person” means:

  1. a child, parent, grandchild, grandparent, brother or sister of the charity trustee;
  2. the spouse or civil partner of the charity trustee or of any person falling within clause 32.1 above;
  3. a person carrying on business in partnership with the charity trustee  or with any person falling within clause 32.1 or 32.2 above;
  4. an institution which is controlled:
    1. by the charity trustee or any connected person falling within clause 32.1, 32.2 or 32.3 above; or
    2. by  two  or  more  persons  falling  within  clause  32.4.1,  when taken together;
  5. a body corporate in which:
    1. the charity trustee or any connected  person  falling  within  clauses 32.1, 32.2 to 32.3 has a substantial interest; or
    2. two or more persons falling within clause 32.5.1 who, when taken together, have a substantial interest;

Club” means this Charitable Incorporated Organisation;

Dissolution Regulations” means the Charitable Incorporated Organisations (Insolvency and Dissolution) Regulations 2012;

General Regulations” means the Charitable Incorporated Organisations (General) Regulations 2012;

International     Association     of    Lions Clubs’’ the International Association of Oak Brook, Illinois;

 

International  Association  of  Lions  Clubs  Multiple  District 105’’ means the multiple  district  of  the  International  Association  of  Lions Clubs  covering  the British Isles and Ireland;

"Objects" means the charitable objects set out in clause 3;

A “poll” means a counted vote or ballot, usually (but not necessarily) in writing

 

service-minded”  means  willing  to  serve  their  communities,  meet humanitarian  needs, encourage peace and promote international understanding;

Voluntary Organisations” are independent organisations, which are established for purposes that add value to the community as a whole, or a significant section of the community, and which are not permitted by their constitution to make a profit for private  distribution.  Voluntary  Organisations  do  not include  local government or other statutory authorities;

The Voluntary Sector” means charities and Voluntary Organisations.

 

Appendix A.

 

 

 

 

14.4   Annual Appointment of Charity Trustees   1st July 2017 to 30th June 2018

Graham Rogers                 President

(Ex Officio appointment)

Dennis Wheatley                Secretary

(Re- appointment)

Douglas Nower                  Treasurer

(Re –appointment)

Anthony Horton         Immediate past President

(Re-appointment)

Helene Elting               1st Vice President

(New appointment)

Allan Wright                     Asst. Treasurer

(Re-appointment)

Rodney Patterson       Chair of Membership Committee 

(New appointment)

Malcolm Wallace             Health & Safety Officer

(New appointment)         

 

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