Constitution

From EveryonesHome.org.uk

Constitution Accepted: 10th June 2008

1) Name. EveryonesHome.org.uk is the preffered format of reference, with subsequent references shortened to EveryonesHome.

2) Aims.

• To Establish, Maintain, Develop and Franchise the EveryonesHome Shelter Format Whilst adhering to this constitution.

• Campaigning for breaking barriers for social mobility in the lowest income housing group of street sleepers primarily.

• Establishing an Automated advice system based on users data input to allow erudite targetted and quick advice at lowest possible distribution and access cost. To make this as open source and consultative a platform as possible for the use of other organisations. Directory

3) Powers.

In order to achieve its aim EveryonesHome Trustees may:

a) Raise money through donation simple, sale of intellectual property, and sponsorship of third parties.

b) Open bank accounts, websites, and accounts on other websites in EveryonesHomes name.

c) Acquire and run buildings.

d) Take out insurance.

e) Employ staff.

f) Organise courses, events and competitions.

g) Work with similar Groups and exchange information and advice with them.

h) Do anything that is lawful which will help it to fulfill its aim of turning creativity into charitable revenue.

4) Membership.

a) Membership of the EveryonesHome shall be open to any individual over eighteen without regards to disability, political or religious affiliation, race, sexual orientation who is:

• Interested in helping EveryonesHome to achieve its aim

• Willing to abide by the rules of EveryonesHome.

• Donating more than Ten Pounds sterling value of the above or in monetary terms per month.

     b)  The membership of any member may be terminated for any justifiable reason by the Trustees of EveryonesHome.

5) Management.

a) EveryonesHome shall be administered by a Management Committee of not less than three and not more than seven individuals elected at the EveryonesHome Annual General Meeting (A.G.M.).

b) The Officers of the Management Committee shall consist of; The Organisation Secretary, the Chairperson, and the Treasurer.

c) The Management Committee may co-opt onto the Committee, unlimited individuals, in an advisory and non-voting capacity that it feels will help to fulfill the aims of EveryonesHome.

d) The Management Committee shall meet at least once a year.

e) At least two Management Committee Members must be present for a Management Committee Meeting to take place.

f) Voting at Management Committee Meeting shall be by possible by electronic registration of Management Committee Members intent. If there is a tied vote then the Chairperson shall have a second vote.

g) The Management Committee shall have the power to remove any member of the Committee for good and proper reason.

h) The Management Committee may appoint any other member of EveryonesHome as a Committee member to fill a vacancy, provided that the maximum prescribed is not exceeded.

6) The Duties of the Officers.

a) The duties of the Chairperson shall be to:

• Chair meetings of the Committee and EveryonesHome Trustees.

• Represent EveryonesHome Trustees at functions/meetings that EveryonesHome Trustees has been invited to and

• Act as the Spokesperson of EveryonesHome Trustees when necessary.

• Keep a membership list

• Take and keep the minutes of all meetings and

• Collect and circulate any relevant information within EveryonesHome Trustees.

b) The duties of the Treasurer shall be to:

• Prepare in consultation with the Chairperson the agenda for meetings of the Committee and EveryonesHome Trustees

c) The duties of the Treasurer shall be to:

• Supervise the financial affairs of EveryonesHome and

• Keep proper accounts that show all monies received and paid out by EveryonesHome Trustees.

7) Finance.

a) All monies received by or on behalf of EveryonesHome Trustees shall be applied to further the aim of EveryonesHome and for no other reason.

b) Any bank accounts opened for EveryonesHome Trustees shall be in the same name as EveryonesHome Trustees.

c) Any cheques issued shall be signed by the Treasurer and Chairperson.

d) EveryonesHome Trustees shall ensure that its accounts are audited or independently examined every year.

e) EveryonesHome may pay reasonable out of pocket expenses including travel etc to Management Committee members.

8) Annual General Meeting.

a) EveryonesHome Trustees shall hold an Annual General Meeting (A.G.M.) in the month of March, April or June

b) All members shall be given at least fourteen days notice of the A.G.M and shall be entitled to attend and vote.

c) The business of the A.G.M. shall include:

• Receiving a report from the Chairperson on EveryonesHome Trustees’s activities over the year

• Receiving a report from the Treasurer on the finances of EveryonesHome

• Electing a new Management Committee excepting for the first three years of establishment of EveryonesHome until March 2010

• Considering any other matter as may be decided.

c) At least three members must be present for the Annual General Meeting and any other General Meeting to take place

9) General Meeting.

a) There shall be one General Meetings (excluding the A.G.M.) each year.

b) All members shall be entitled to attend and vote.

10) Special General Meeting.

A Special General Meeting may be called by three members of Management Committee to discuss an urgent matter. The Secretary shall give all members fourteen days notice of any Special General Meeting together with notice of the business to be discussed.

11) Alterations to the Constitution.

Any changes to this Constitution must be agreed by two-thirds of those members present and voting at any General Meeting.

12) Dissolution.

EveryonesHome may be wound up at any time if agreed by two-thirds of those members present and voting at any General Meeting. In the event of winding up any assets remaining after all debts have been paid shall be given to another Group with a similar aim.

13) Adoption of the Constitution.

Until the first A.G.M takes place the persons whose names, and signatures appear at the bottom of this document shall act as the Management Committee referred to in this constitution.

Additional information

Chairperson General Responsibilities

• To ensure that the organisation complies with its governing document, charity law, company law and any other relevant legislation or regulations

• To ensure that the organisation pursues its objects as defined in its governing document

• To ensure the organisation applies its resources exclusively in pursuance of its objects

• To contribute actively to EveryonesHome in giving firm strategic direction to the organisation, setting overall policy, defining goals and setting targets and evaluating performance against agreed targets

• To safeguard the good name and values of the organisation

• To ensure the effective and efficient administration of the organisation

• To ensure the financial stability of the organisation

• To protect and manage the property of the charity and to ensure the proper investment of the charity's funds

• If the charity employs staff, to appoint the chief executive officer and monitor his / her performance.

In addition to the above statutory duties, each trustee should use any specific skills, knowledge or experience they have to help the board of trustees reach sound decisions. This may involve:

• Scrutinising board papers

• Leading discussions

• Focusing on key issues

• Providing guidance on new initiatives

• Other issues in which the trustee has special expertise.

Additional duties of the chair person

• Planning the annual cycle of board meetings

• Setting agendas for board meetings

• Chairing and facilitating board meetings

• Giving direction to board policy-making

• Monitoring that decisions taken at meetings are implemented

• Representing the organisation at functions, meetings

• Acting as a spokesperson as appropriate

• Bringing impartiality and objectivity to decision-making

• Where staff are employed:

• Liaising with the chief executive to keep an overview of the organisation's affairs and to provide support as appropriate;

• Leading the process of appraising the performance of the chief executive;

• Sitting on appointment and disciplinary panels

• Liaising with the Chief Executive Officer to develop the board of trustees

• Facilitating change and addressing conflict within the board and within the organisation, liaising with the Chief Executive Officer (if staff are employed) to achieve this.

The vice-chair acts for the chair when the chair is not available and undertakes assignments at the request of the chair.

Chair person specification

• Commitment to the organisation

• Willingness to devote the necessary time and effort

• Strategic vision

• Good, independent judgment

• Ability to think creatively

• Willingness to speak their mind

• Understanding and acceptance of the legal duties, responsibilities and liabilities of trusteeship

• Ability to work effectively as a member of a team

• Nolan's seven principles of public life: selflessness, integrity, objectivity, accountability, openness, honesty and leadership.

• Leadership skills

• Experience of committee work

• Tact and diplomacy

• Good communication and interpersonal skills

• Impartiality, fairness and the ability to respect confidences

In most circumstances it would also be desirable for the chair / vice-chair to have knowledge of the type of work undertaken by the organisation and a wider involvement with the voluntary sector and other networks.

Treasurer job description The overall role of a treasurer is to:

• Maintain an overview of the organisation's affairs

• Ensuring its financial viability

• Ensuring that proper financial records and procedures are maintained.

In small charities without paid staff the treasurer may take a greater role in the day-to-day finances of the organisation.

General responsibilities

• To ensure that the organisation complies with its governing document, charity law, company law and any other relevant legislation or regulations.

• To ensure that the organisation pursues its objects as defined in its governing document.

• To contribute actively to the board of trustees' role in giving firm strategic direction to the organisation, setting overall policy, defining goals and setting targets and evaluating performance against agreed targets.

• To safeguard the good name and values of the organisation.

• To ensure the effective and efficient administration of the organisation.

• To ensure the financial stability of the organisation.

• To protect and manage the property of the charity and to ensure the proper investment of the charity's funds.

• If the charity employs staff, to appoint the chief executive officer and monitor his/her performance.

In addition to the above statutory duties, each trustee should use any specific skills, knowledge or experience they have to help the board of trustees reach sound decisions. This may involve:

• Scrutinising board papers

• Leading discussions

• Focusing on key issues

• Providing guidance on new initiatives

• Other issues in which the trustee has special expertise

Additional duties of the treasurer

• Overseeing, approving and presenting budgets, accounts and financial statements

• Being assured that the financial resources of the organisation meet its present and future needs

• Ensuring that the charity has an appropriate reserves policy

• The preparation and presentation of financial reports to the board

• Ensuring that appropriate accounting procedures and controls are in place

• Liaising with any paid staff and volunteers about financial matters

• Advising on the financial implications of the organisation's strategic plans

• Ensuring that the charity has an appropriate investment policy

• Ensuring that there is no conflict between any investment held and the aims and objects of the charity

• Monitoring the organisation's investment activity and ensuring its consistency with the organisation's policies and legal responsibilities

• Ensuring the organisation's compliance with legislation

• Ensuring equipment and assets are adequately maintained and insured

• Ensuring that the accounts are prepared and disclosed in the form required by the relevant statutory bodies, e.g. The charity commission and/or the registrar of companies

• If external scrutiny of accounts is required, ensuring that the accounts are scrutinised in the manner required (independent examination or audit) and any recommendations are implemented

• Keeping the board informed about its financial duties and responsibilities

• Contributing to the fundraising strategy of the organisation

• Making a formal presentation of the accounts at the annual general meeting and drawing attention to important points in a coherent and easily understandable way

• Sitting on appraisal, recruitment and disciplinary panels as required

Treasurer person specification

• Commitment to the organisation

• Willingness to devote the necessary time and effort

• Strategic vision

• Good, independent judgement

• Ability to think creatively

• Willingness to speak their mind

• Understanding and acceptance of the legal duties, responsibilities and liabilities of trusteeship

• Ability to work effectively as a member of a team

• Nolan's seven principles of public life: selflessness, integrity, objectivity, accountability, openness, honesty and leadership

• Financial qualifications and experience

• Some experience of charity finance, fundraising and pension schemes

• The skills to analyse proposals and examine their financial consequences

• Preparedness to make unpopular recommendations to the board

• Willingness to be available to staff for advice and enquiries on an ad hoc basis