Pwyllgor Lles Pentref Penparc
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Constitution
The Constitution of the
PWYLLGOR LLES PRNTREF PENPARC
Charity Registration Number : 1060746
1. Name
`The society shall be known as the Pwyllgor Lles Pentref Penparc (hereinafter known as the "Pwyllgor").
2. Purposes
The object of the Pwyllgor shall be to promote the benefit of the inhabitants of Penparc and the neighbourhood (hereinafter called “the area of benefit”) without distinction of sex, sexual orientation, race or of political, religion or other opinions, by associating together the said inhabitants and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants.
3. Membership
Membership shall be open to all persons in the area of benefit and shall be of two kinds:
(a) Full members (aged 18 and over);
(b) Junior members (under the age of 18)
Junior members shall not have the right to vote at General Meetings.
4. Subscriptions
All individual members and affiliated groups shall pay such subscriptions, if any, as the Committee may from time to time determine.
5. Administration by Committee
The Pwyllgor shall be administered in conformity with the provisions of this constitution by the Committee of Management hereinafter constituted (and hereinafter called "the Committee") who shall be the trustees of the Pwyllgor within the meaning of Section 46 of the Charities Act 1960.
6. Honorary Officers
(a) Only members of the Pwyllgor whether individual or representative shall be eligible to serve as Honorary Officers or members of the Committee;
(b) At the Annual General Meeting hereinafter mentioned the Pwyllgor shall elect a Chair, Vice-Chair, Treasurer and Secretary and such other Honorary Officers as the Pwyllgor shall from time to time decide;
(c) The Chair and the Honorary Officers shall be ex-officio members of the Pwyllgor, the Committee and of any other committee;
(d) If vacancies occur among the Honorary Officers the Committee shall have the power to fill these from amongst its members. Any person appointed to fill such a casual vacancy shall hold office until conclusion of the next Annual General Meeting of the Pwyllgor and shall be eligible for election at the meeting.
7. Committee of Management
7.1. Constitution - Except as hereinafter in this paragraph provided the Committee shall consist of:
12 elected members, and 6 representative members, and
may include not more than 3 co-opted members.
7.2. Election - The elected members (other than those appointed under sub-paragraph (8) of this paragraph to fill casual vacancies) shall be elected at the Annual General Meeting to be held as in this constitution provided.
7.3. Representative members - One representative member shall be appointed by each of the following organisations:
Ferwig Community Council Penparc Sisterhood
Awr Hamdden Penparc Penyparc Chapel
Penparc Amateur Football Club Penparc Young Farmers Club
A representative member shall ordinarily be appointed not more than one month before the Annual General Meeting; provided that an organisation which fails to appoint a representative member before such a meeting shall make the appointment as soon as practicable thereafter. Each organisation shall notify to the Secretary of the Committee the name of its representative.
7.4. Co-opted Members - Co-opted members shall be appointed at a duly constituted meeting of the Committee, provided that the number co-opted does not exceed one-third of the total Committee.
7.5. Period of Office - Subject to the provisions of sub-paragraphs (6) and (8) of this paragraph the period of office shall commence:
(a) In the case of elected members, at the end of the Annual General Meeting at which they were elected;
(b) In the case of representative members appointed before the Annual General Meeting in any year, at the end of that meeting or, in the case of a representative member appointed after such Annual General Meeting, or to fill a casual vacancy, on the day on which notification of the appointment is received by the Secretary;
(c) In the case of co-opted members, from the date of their co-option.
7.6. Retirement - All the members of the Committee shall retire from office together at the end of the Annual General Meeting next after the date on which they came into office but they may be re-elected or re-appointed.
7.7. Representation - In the event of any application for representation on the Committee being received from any existing or newly-formed organisation operating in the area of benefit the Committee may, upon a resolution supported at a duly constituted meeting of the Committee by the votes of a majority of not less than two-thirds of all the members of the Committee, allow such organisations to appoint a representative member of the Committee in the same manner as if such organisation had been named in sub-paragraph (3) of this paragraph, authenticated by the Chair and the Secretary, should be (a) placed with the title deeds and (b) kept with the Committees' working papers.
7.8. Casual Vacancy - Upon the occurrence of a casual vacancy the Committee shall cause a note thereof to be entered in their minute book at their next meeting and, if in the office of representative member, it shall be notified as soon as possible to the proper appointing organisation. A casual vacancy in the office of elected member may be filled by the Committee and the period of office of an elected member to fill a casual vacancy shall commence at the end of the meeting at which the member was so elected.
7.9. Sub-committees - The Committee may appoint such special or standing committee as may be deemed necessary by the Committee and shall determine their terms of reference, powers, duration and composition. All acts and proceedings of each special or standing committee shall be reported back to the Committee as soon as possible.
7.10. Amendments - Alteration to this Constitution shall receive the assent of two-thirds of the members present and voting at an Annual General Meeting or Special General Meeting. A resolution for the alteration of the constitution must be received by the Secretary of the Pwyllgor at least 21 days before the meeting at which the resolution is to be brought forward. At least 14 days' notice of such a meeting must be given by the Secretary to the membership and must include notice of the alteration proposed. Provided that no alteration shall be made to Clause 2 (Purposes), Clause 20 (Dissolution) or this clause, and no alteration shall be made which would have the effect of causing the Pwyllgor to be in breach of the law.
8. Failure to Appoint
The proceedings of the Pwyllgor and its Committee shall not be invalidated by any failure to appoint or any defect in the appointment election or qualification of any member.
9. Members Not to be Personally Interested in the Pwyllgor
Except in special circumstances, no member of the Committee shall take or hold any interest in any property belonging to the Pwyllgor, otherwise than as a trustee for the purposes thereof, or receive any remuneration, or be interested in the supply of work or goods, at the cost of the Pwyllgor.
10. Determination of Membership
10.1 Any member who is adjudged bankrupt, or who makes a composition or arrangement with his creditors, or who is incapacitated from acting, or who communicates in writing to the Committee a wish to resign, shall thereupon cease to be a member.
10.2 Where a member of a duly constituted Committee brings the reputation of the Committee into disrepute, then that member may be dismissed from the Committee by the vote of the Committee where the member concerned shall have no vote. In the event of such a necessity the member concerned may be asked to leave the room for the matter to be discussed, but, before the vote is taken, may make representation. The member concerned will be notified immediately after the vote has been taken of the result of the vote and, later, in writing.
11. Meetings of the Committee
The Committee shall hold at least 8 ordinary meetings, excluding the Annual General Meeting, in each year. A Special Meeting may be summoned at any time by the Chair or any two members upon seven clear days' notice being given to all the other members of the matters to be discussed.
12. Quorum
12.1 One third of the members shall form a quorum at meetings of the Committee and all other committees.
12.2 Fifteen members or one-third of the members, whichever is the less, shall form a quorum at General Meetings of the Pwyllgor.
13. Voting in Committee
13.1 Every matter shall (except as in this Constitution provided) be determined by the majority of the members of the Committee present and voting on the question. In case of equality of votes the Chair of the meeting shall have a second or casting vote.
13.2 Any motion, or decision passed by the Committee at any Ordinary, Special or Annual General Meeting can only be amended, or overturned by a Committee as set up under Clause 11 or Clause 14 of this Constitution.
14. Annual General Meeting
(a) The Committee shall convene an Annual General Meeting in connection with the Pwyllgor which shall be held in the month of October in each year or as soon as practicable thereafter.
(b) All members of the Pwyllgor of eighteen years of age and upwards shall be entitled to attend and vote at the Annual General meeting.
(c) 21 days notice of every Annual General Meeting shall be given in writing by the Secretary to each member.
(d) The Annual General Meeting shall transact the following business:
(i) to receive and, if approved, to adopt a Statement of the Pwyllgor's accounts to the end of the preceding year;
(ii) to consider and, if approved, sanction any duly made alteration of the rules;
(iii) to appoint the officers and other members of the Committee;
(iv) to appoint an Auditor or Auditors;
(v) to deal with any special matter which the Committee desire to bring before the members and to receive suggestions from the members for consideration by the Committee.
15. Repairs and Insurance
The Committee shall cause all the buildings and other property of the Pwyllgor at all times to be kept in repair and sufficiently insured against all insurable risks including fire, theft and public liability and shall whenever necessary procure (and act upon) a professional valuation for insurance purposes of the said buildings and property of the Pwyllgor.
16. Application of Income
(a) After satisfying its obligations under paragraph 15 hereof the Committee shall as and when it thinks fit apply the net yearly income for the purpose under Clause 2 of the Constitution of the Pwyllgor.
(b) Any sum at any time belonging to the Pwyllgor and not needed as a balance for working purposes shall be invested.
(c) Any request from any other organisations, or individuals, for any monies, must be compliant with Clause 2 of the Constitution, and must be voted on by a meeting of the Committee, and must comply with all of the Clauses of this Constitution.
(d) Where an obligation under Clause 15 is required, then the current signatories duly authorised, under Clause 18 (f), are authorised to pay any such requirement without reference to the Committee, but only in the event of any such payment, on an on-going basis, has been agreed by the Committee. However, where such payment is foreseeable then such proposed payment must be announced at a meeting of the Pwyllgor preceding such payment. In the event of an unforeseen payment, required to satisfy Clauses 15 and 18 (a), then such payment must be announced at the next meeting of the Pwyllgor. The signatories to the payment will be held responsible for any such payment, until the payment is ratified by the Committee.
17. Further Endowments
The Committee may receive any additional donations or endowments for the general purposes of the Pwyllgor and it may also accept donations or endowments for any special purposes connected with the Pwyllgor not consistent with the provisions of this Constitution.
18. Finance
(a) All money raised, or received, by or on the behalf of the Pwyllgor shall be applied to further the objects of the Pwyllgor and for no other purpose, provided that nothing herein contained shall prevent the payment in good faith of reasonable and proper remuneration to any employee not being a member of the Committee of Management of the Pwyllgor or repayment of reasonable out-of-pocket expenses.
(b) Where a member of the Committee applies for out-of-pocket expenses then a recognised receipt must be produced to the Treasurer before payment can be authorised by the Treasurer. Where the Treasurer has any doubt as to the validity of any claim submitted, or feels that the payment should be referred to the Committee, then the Treasurer will have the right to defer any payment until such payment has been ratified by the Committee at a duly constituted meeting of the Committee. If no recognisable receipt can be tendered, then an application, by the claimant, must be made, in writing, to the Committee at a duly constituted meeting of the Committee, and only when ratified by the Committee will the Treasurer be allowed to issue reimbursement.
(c) The Honorary Treasurer shall keep proper Accounts of the finances of the Pwyllgor.
(d) The Accounts shall be audited at least once a year by a qualified Auditor or Auditors who shall be appointed at the Annual General Meeting.
(e) An audited statement of accounts for the last financial year shall be submitted by the Committee to the Annual General Meeting.
(f) A Bank Account shall be opened in the name of the Pwyllgor with any bank or building society as the Committee shall, from time to time, deem necessary at a duly constituted meeting. Any such changes to be notified to the Committee by the Treasurer in advance of any changes.
(g) The Committee shall authorise by appointment at the Annual General Meeting the Treasurer, the Chairperson, the Secretary of the Pwyllgor and one other member of the Committee to sign cheques on behalf of the Pwyllgor. All cheques must be signed by not less than two of the four authorised signatories.
19. Mortgages and Charges
The Committee may from time to time by mortgage or otherwise obtain such advances on the security of the trust property or any part thereof as may be required for maintaining, extending or improving the same or any part thereof or erecting any building thereon or for the work carried on therein and may continue or may repay in whole or in part and from time to time any existing mortgage or charge on the trust property.
20. Dissolution
The Pwyllgor may be dissolved by a resolution passed by a two-thirds majority of those members present and voting at a Special General Meeting convened for the purpose of which 21 days' shall have been given to members. Such resolution may give instruments for the disposal of any assets held by or in the name of the Pwyllgor, provided that if any property remains after the satisfaction of all debts and liabilities such property shall not be paid to or distributed among the members of the Pwyllgor but shall be given or transferred to such other charitable institution or institutions having objects similar to some or all of the objects of the Pwyllgor as the Pwyllgor may determine and if in so far as affect cannot be given to this provision then to some other charitable purpose.
21. Rules
Within the limits prescribed by this Constitution the Committee may from time to time make and alter rules for the management of the Pwyllgor and in particular with reference to:
(a) The terms and conditions upon which the trust property may be used by persons or bodies other than the Committee for the purposes specified in this Constitution and the sum (if any) to be paid for such use;
(b) The deposit of money at a proper bank and/or Building Society and the safe custody of documents;
(c) The appointment of an auditor;
(d) The engagement and dismissal of such officers, servants and agents as the Committee may consider necessary and the payment of such persons (not being members of the Committee);
(e) The summoning and conduct of meetings including the number of members who shall form a quorum thereat; provided that at meetings of the Committee the quorum shall not be less than one-third of the total number of the members for the time being.
This Constitution was adopted, at a Special General Meeting held on the 12th day of November 1990, and as amended on the 16th day of October 1995.
This Constitution was further amended at a Special General Meeting held on the 10th January 2005.
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Cae Gwyrdd Community Area
The History of Pwyllgor Lles Pentref Penparc
The Pwyllgor was established in a Public Meeting held on the 15 Oct 1990.
The Committee consists of 15 elected members, together with 6 representative members of various organisations associated with Penparc (see Constitution).
The purpose of the Pwyllgor is to provide facilities and activities with the object of improving the lives of the inhabitants of the community of Penparc.
So far we have organised annually carnival and sports days, family fun days, concerts, bingos, whist drives, treasure hunts, coach trips. We have also provided seating in the village and helped form Penparc A.F.C. providing them with goal posts, nets and a football. Also set up a HomeWatch Scheme, and facilitated a group to investigate the possibility of setting up a Village Hall to facilitate larger events than are capable in the current establishments.
The Aim of the Project
The Pwyllgor have acquired a 20 year lease from Cyngor Dosbarth Ceredigion on the land adjacent to Cae Gwyrdd, Penparc.
The aim is to develop a recreational park for the use of all of the inhabitants of Penparc.
The park will consist of a primary play area for 2 - 5 year olds; a multi-activity area for 6 - 12 year olds; a feature garden area incorporating a pergola; seating areas; flower and shrub borders; and a pathway to link all the above areas.
The park will be surrounded by a security fence and pedestrian access will be via a kissing gate designed to allow access by disabled people.
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