Oldbury on Severn Memorial Hall

Oldbury‑on‑Severn War Memorial Hall Trust

Constitution

Version History

Version	Issue Date	Key Changes
1.0	07.01.20	First issue – adopted by Council on 7 January 2020
2.1–2.12	June 2020	Major rewrite and reorganisation for clarity (KS lead; comments from DG, CJ, EP). Circulated as versions 0.1–0.12
2.13	07.07.20	Visual and grammatical improvements; Appendix A updated with 2020 AGM organisations. Adopted 7 July 2020

 

Table of Contents

1. Definitions
2. Name
3. Ownership
4. Membership
5. Objects
6. Powers and Responsibilities
7. Committee Memberships
8. No Personal Benefit
9. Notice
10. Voting
11. Quora
12. Annual General Meeting
13. Special General Meeting
14. Hall Committee Meetings
15. Executive Management Committee
16. Indemnity of Trustees and Management Committee
17. Amendment of Constitution
18. Dissolution
    Appendix A – Village Organisations

 

1. Definitions

• The Trust: Oldbury‑on‑Severn War Memorial Hall Trust.
• The Trust Premises: Oldbury‑on‑Severn War Memorial Hall and its curtilage.
• The Trustees: All current members of Oldbury‑on‑Severn Parish Council.
• Hall Committee (HC) and Executive Management Committee (EMC): Appointed to manage the Hall in accordance with Section 5 onwards.
• Full Membership: Open to residents aged 18+ living within the parish.
• Associate Membership: Open to residents aged 18+ living outside the parish.
• Village Organisations: Groups operating mainly within the parish and serving parishioners, deemed by the AGM to have an active interest in the Hall. Each may appoint one representative to the HC.
  These may include community groups, social groups, or profit‑making enterprises where activities benefit parish residents.
  The current list is provided in Appendix A.

 

2. Name

The registered name of the charity is Oldbury‑on‑Severn War Memorial Hall, Registered Charity No. 1049492.

 

3. Ownership

Ownership of the Hall is vested in Oldbury‑on‑Severn Parish Council as Sole Trustee.

 

4. Membership

• All parish residents aged 18+ are eligible to be Full Members.
• All non‑residents aged 18+ are eligible to be Associate Members.

 

5. Objects

The Trust Premises, funds and income shall be used to provide and maintain a village hall for the benefit of inhabitants of Oldbury‑on‑Severn and surrounding areas, without distinction of sex, sexual orientation, age, disability, nationality, race, or political/religious opinions.

Permitted uses include meetings, lectures, classes, recreation and leisure activities that improve quality of life.
Trust funds may also be used to maintain the Brass Tablet in the Parish Church.

 

6. Powers and Responsibilities

Parish Council

• May exercise any lawful powers in furtherance of the Objects.
• Reviews HC and EMC minutes/actions at each bi‑monthly meeting.
• May devolve management to the EMC.

Hall Committee (HC)

Responsible for:

• Overseeing the Objects of the Trust at a strategic level.
• Representing hall users and interested parties.
• Electing the EMC from within its membership.

Executive Management Committee (EMC)

Responsible for day‑to‑day management, including:

• Spending Trust funds and ensuring efficient use of resources.
• Setting hire charges, budgets and managing accounts.
• Administering bookings.
• Maintenance and service provision.
• Planning capital projects (e.g., upgrades, refurbishments).
• Fundraising and promotion.
• Establishing working groups (including non‑HC members).
• Reporting actions to the HC.
• Maintaining policies and procedures for good governance.

The EMC must ensure Trustees are informed of significant developments via:

• An annual meeting (October/November).
• Regular Trustee attendance at EMC and HC meetings.

 

7. Committee Memberships

Hall Committee (HC)

Consists of:

• 1–3 Trustees (nominated by Parish Council).
• Representatives of Village Organisations.
• Additional members elected by the AGM.

Executive Management Committee (EMC)

Elected from HC members; maximum of 8:

• Chair
• Vice‑Chair
• Secretary
• Treasurer
• One Trustee representative
• Additional roles as required

Specialist advisors may be co‑opted as non‑voting members.

 

8. No Personal Benefit

• No committee member may personally benefit from their role.
• Members must declare any pecuniary or other interest at the start of meetings and abstain from related discussions or votes.

 

9. Notice

• Minimum 10 clear working days notice for all meetings.
• Emergency meetings may be called with 3 working days notice (with Trustee consent).
• Notices must be posted on the Hall noticeboard and Community Website, and sent to all committee members.
• Agendas must accompany notices; only listed business may be decided.
• Meetings are chaired by the EMC Chair or Vice‑Chair; otherwise, members elect a chair.
• Minutes must be circulated and posted online within two weeks.

 

10. Voting

• Full and Associate Members may speak at meetings at the Chair’s discretion.
• Only Full Members may vote at General Meetings.
• At the AGM, Full Members may nominate and vote for HC members.
• Nominations require a proposer and seconder.
• Associate Members elected to the HC become Full Members for their term.
• Elections with multiple candidates require voting lists.
• Other motions may be decided by show of hands unless a ballot is requested.
• Majority vote carries; Chair has a casting vote.

 

11. Quora

• General Meeting: 15 Full Members
• HC Meeting: One‑third of HC membership (rounded down)
• EMC Meeting: 4 EMC members

If not quorate, the meeting is adjourned and reconvened with 21 days’ notice.
If still not quorate, the matter is referred to the Parish Council.

 

12. Annual General Meeting

Held annually in or near February.

Business includes:

• Receiving and approving the EMC Annual Report and Accounts.
• Appointing auditors/independent examiners.
• Standing down of HC and EMC members (Chair remains until new HC Chair elected).
• Approving the list of Village Organisations.
• Electing additional HC members.
• Considering any business submitted 21+ days in advance.

 

13. Special General Meeting

May be requested by:

• EMC Chair
• Trustees
• Any three EMC members
• Any eight Full Members

Requests must be written and state reasons.
The Secretary must call the meeting within 21 days.

 

14. Hall Committee Meetings

• HC meets at least three times per year.
• First meeting normally follows the AGM.
• First agenda items:
  1. Apologies
  2. Declarations of interest
  3. Election of the EMC

EMC members normally serve until the next AGM.

 

15. Executive Management Committee

A member ceases to hold office if they:

• Are disqualified under the Charities Act
• Become incapable of managing their affairs
• Are absent for six months without permission
• Resign in writing

Vacancies may be filled from HC members or via co‑option (ratified by HC).

The EMC must:

• Meet at least every three months
• Manage contracts, insurance, repairs and compliance
• Maintain accounting records, annual statements, reports and returns
• Receive donations/endowments consistent with the Objects

 

16. Indemnity

The EMC will insure the Sole Trustee, Trustees, EMC and HC against liabilities properly incurred.

 

17. Amendment of Constitution

Amendments may be proposed by the HC or EMC, approved by a General Meeting, and then referred to the Trustees for decision.

 

18. Dissolution

If dissolution is proposed:

1. Trustees meet to consider the proposal.
2. If agreed, a public meeting of parish residents (21+ days’ notice) is called.
3. If supported, the Trust is dissolved.
4. Remaining assets must be applied to similar charitable purposes.

 

Appendix A – Village Organisations

As approved at the AGM on 18 February 2020:

• Oldbury Village Cinema Club
• Oldbury‑on‑Severn Village History Group
• Oldbury‑on‑Severn Community Shop
• Oldbury‑on‑Severn Youth Club
• Oldbury‑on‑Severn Cricket Club
• 4Ward Magazine
• Oldbury‑on‑Severn CEVC School
• Belinda Orford Dance