HCP Terms of Reference
1. Name
The name of the group shall be the Hough Community Group, hereinafter referred to as the HC Group.
2. Objects
The objects of the HC Group shall be:
- To manage the facilities planned to be available in Hough Church for the benefit of the Community at large, consistent with this Constitution and the associated Terms and Conditions of Booking.
- To promote the use of this space and these facilities by planning and organising events, and by encouraging independent organisations to sponsor and organise events.
- To promote events by newsletter, the Hough Community Project web site, local advertising and by any other appropriate means eg Diocesan web site.
- To organise and sponsor events broadly in line with those identified by the Survey of the rural area centred on Hough on the Hill and including Brandon, Gelston and Carlton Ashes; and to update this assessment from time to time.
- To levy charges for the use of the facilities consistent with the HC Group being a ‘not for profit’ organisation, and the need to meet charges from Hough Parochial Church Council for heating, lighting and cleaning costs.
- Generally to encourage and develop the goodwill and involvement of the wider Community, and to consult widely.
3. Powers
In furtherance of the OBJECTS, but not otherwise, the HC Group may exercise the power to:
- Work in partnership with others irrespective of age, sex, ethnicity, ability, religion or political view.
- Recruit and support volunteers, who shall not be members of the HCP Group
- Work with groups of a similar nature and exchange information, advice and knowledge with them, including cooperation with other voluntary bodies.
- Publicise and promote the work of the HC Group.
- Open a bank A/C (see Item 6. Finance)
- Raise funds and receive contributions to purchase equipment.
- Take any lawful action to achieve the objects of the HC Group
4. Membership
- Membership shall be open to anyone who has an interest in assisting the HC Group to achieve its aims and is willing to adhere to the rules of the HC Group ie as defined in these Terms of Reference.
- The HC Group shall keep an up to date list of membership.
- Where it is considered membership would be detrimental to the aims and activities of the HC Group, the HC Group shall have the power to refuse membership, or may terminate or suspend the membership of any member by resolution passed at a meeting.
- Members shall have the right to appeal via an independent adjudicator determined by mutual agreement of the HC Group.
5. The HC Group
- The HC Group shall be a sub committee of the Parochial Church Council.
- The HC Group shall comprise eight Members who must be at least 18 years of age, and will be elected for a period of one year, but may be re-elected at the AGM.
- Each member shall have one vote. In the event of a tied vote, the Chair shall have a second casting vote.
- The officers shall include a Chair, Secretary and Treasurer elected, and any other officers that the Group decides subject to the other terms in Item 5 The HC Group.
- The Parochial Church Council shall elect four Members, one of whom shall be Chair and another, Treasurer. These may be PCC members or be persons nominated by the PCC.
- Hough Parish Council shall elect four Members. These may be members of the PC or be persons nominated by the PC.
- Other persons may be co-opted consistently with 5.(iv), ((v) and (vi) above. ie the membership of the HC Group may not exceed 8 members, of which 4 will have been nominated or co-opted by the PCC and 4 nominated or co-opted by the PC. Each co-opted person has one vote.
- The HC Group shall meet at least four times a year, and shall make a formal record of all meetings which is to be copied to the Secretary of the PCC. All members shall be given at least fourteen days notice of a meeting. At least five members must be present for a meeting to take place, unless an emergency is declared and agreed.
- The AGM shall take place no later than three months after the end of the financial year
- Only elected or co-opted members may attend meetings of the HC Group. Representatives shall not be accepted
- No more than one person, whether elected or co-opted, shall be eligible for membership from any one dwelling or marriage/ partnership.
6. Finance
- Any money acquired by the HC Group, including donations and contributions, shall be paid into an account operated by the HC Group in the name of the HC Group.
- All funds must be applied to the objects of the HC Group and for no other purpose.
- One Bank Account only shall be opened in the name of the Group. Any cheques relating to the HC Group’s Bank Account shall be signed by at least two of the following HC Group members: Chair, Treasurer, Secretary. These three members may not be related or live in the same house.
- Any income/expenditure shall be the responsibility of the Treasurer who will be accountable to ensure funds are utilised effectively and that the HC Group stays within budget.
- The Treasurer shall keep an account of all income and expenditure and shall present independently examined accounts at the AGM; which shall also be reported to the PCC.
7. Changes to the Terms of Reference
- Any changes to these Terms of Reference must be agreed by a majority vote at a Special General Meeting which will be called if at least 4 members request it.
- The Secretary shall notify members of the proposed changes and at the same time give a minimum of twenty one days notice that a Special General Meeting is to take place at which they will be discussed. Such notice shall be by letter or email.
- More than half of all members must agree if the motion is to be carried.
8. Dissolution
- The HC GROUP can only be dissolved at a general meeting. The Secretary must give twenty one days notice of the meeting to all members together with details of the proposed dissolution. More than half of all members must agree if the motion is to be carried.
- If the HC Group is dissolved, any assets remaining after the clearing of all debts and liabilities shall be given to the Parochial Church Council.
9. Arrangements Until the First AGM
Until the first AGM takes place, these Terms of Reference shall take effect as if references in it to the HC Group were references to the people whose signatures appear at the bottom of this document.