This
Governing Document will take the form of a
Constitution and the supervision will be undertaken
By The
Committee Members
Hereafter
referred to as
[The
Committee]
[1]
The Name
The name
shall be referred to as “THE RUDOLF FUND”,
hereafter referred to as [The
Fund]
[2]
CHARITY AFFILIATION DETAILS
(a)
The Fund is affiliated to The Peterborough Council of
Voluntary Service. (PCVS). Their
registered office is at 3, Lincoln Court, Lincoln Road, Peterborough, Cambs. PE1
2RP. (They are a registered charity whose
number is 299823).
(b)
The registered office for The Fund is: - c/o. The
Secretary. 11, Church Close, Newborough, Peterborough, Cambs. PE6 7RA.
[3]
THE OBJECTIVE
(a)
The
main object of The Fund shall be to “Make Christmas Special for Special
Children” by providing festive outings either domestic or foreign, organising
Christmas parties, providing presents and donations of a non-financial nature.
(b)
To
engage in fund raising events each year to send special children to Disneyland,
Paris to enjoy the magical combination of Christmas, Children & Disney.
(c)
These
are only to be provided during a three-month period leading up to Christmas of
each year.
[4]
CRITERIA FOR SELECTION
(a)
Special Children to be aged between four and sixteen years of age inclusive, at
the time of the trip.
(b)
They
are to reside within a 20 mile radius of Eye, Peterborough,
at the discretion of the Committee.
(c)
Special Children must also fit one of the following criteria: -
1.
Have
a medically recognised, physical or psychological, disabilities or illnesses.
2.
Suffering from an acute terminal illness.
3.
Spent
most of their young lives in or out of hospital for various reasons.
4.
Undergone major medical surgery, such as transplants.
5.
Suffered a traumatic experience in their lives.
6.
Be
recognised as a young carer whose quality time has been taken up caring for a
parent or child with special needs or disabilities.
7.
Consideration can be given to any Child whose quality of life is such that the
committee feel that they can help bring some happiness into their lives, by
whatever means necessary.
[5]
THE CARER POLICY
(a)
Any
child offered a place on a trip will at all times be accompanied by a parent or
carer.
(b)
The
Rudolf Fund will pay for a parent or nominated carer to accompany the special
child.
(c)
The
Rudolf Fund will not pay for professional carers at anytime, as paying for their
place on the trip would outweigh the cost of sending the best carer any child
could have, their own parent
(d)
Any
other members of the family who would like to accompany them on the trip will be
given consideration, but at their own personal expense.
(e)
No
more than four places per family will be allocated at any one time unless agreed
by the committee, but never to exceed five places, this being due to financial
restraints.
(f)
Under
exceptional circumstance the committee will have the discretionary powers to
agree to pay for one or more parents or siblings.
[6]
THE APPLICATION PROCEDURE
(a)
The
Rudolf Fund will obtain the names of special children from various sources, the
main intention being not to breach any form of confidentiality.
(b)
The
parent of the Special Child will be contacted by the Secretary and a personal
visit organised.
(c)
A
minimum of two committee members will carry out the visit; their main objective
being to explain the trip and the application procedure.
(d)
At
the next meeting following the visit, those visiting committee members will put
forward their opinions to the suitability of the applicant.
(e)
Each case will be discussed on its individual merits
without favour, malice or prejudicial interest.
(f) The decision whether to approve or reject the
applicant will be made on several factors, such as: -
1.
The
nature and seriousness of the illness.
2.
Whether
the child truly fits our criteria.
3.
Whether the child would benefit from the trip.
(g)
When considering the accompanying adult's
eligibility, there are certain considerations that have to be taken into account
as well.
(h)
All successful applicants will be contacted and
invited to apply for a place on the trip.
(i)
The applicant will be given 28days to return their
application form and all relevant paperwork.
(j)
If this deadline is not met or at any time during
this procedure undeclared information is received, then the applicant maybe
rejected without being given any reason by the committee.
(k)
There
is no right of appeal in the case of rejected applications; neither will factors
involving a refused application be discussed outside of the Committee.
(l)
Children who have already been on a trip to Disneyland, Paris with the Rudolf
Fund will not be considered for a place on a second trip.
(m)
Children that have been to Disneyland, Paris on other organised or family visits
will not be automatically excluded, all applications will be considered on their
individual merits.
[7]
THE COMMITTEE
(a)
The Rudolf Fund shall be managed by a committee of
members totalling no less than six or no more than sixteen in number.
(b)
All meetings must have a quorum of six or more
members present to hold a meeting.
(c)
Executive officers will be elected by the committee
at the Annual General Meeting.
(d)
Executive officers positions are Chairman, Vice
Chairman, Secretary & Treasurer.
(e)
To be elected as an executive officer, committee
members should have served a minimum of six months on the committee beforehand;
and attended at least six meetings.
(f)
Other officer positions can be nominated at any
meeting; such as the position of Assistant Secretary, Events Co-ordinator or any
position that may arise during the year.
(g)
All the committee shall be appointed by the
membership at the Annual General Meeting and shall hold office for a period of
twelve months.
(h)
Any person wishing to become a committee member are
to be proposed and seconded by a present committee member, election onto the
committee will be decided by majority vote.
(i)
In the event of a member resigning before the
completion of the said period of office, the committee may appoint a 'co-opted
committee member' to complete the term of office of the resignee.
(j)
Save for re-imbursements claimed,
the membership shall not on any account receive any benefits from The Rudolf
Fund either financially or from the objects of The Rudolf Fund.
(k)
Membership will be voluntary and will not be subject
to any financial subscriptions.
(l)
Any member who fails to attend four meetings within a
year without giving an apology, or fails to attend in person for four times
consecutively, will be considered as to have resigned from the committee, unless
there are extenuating medical or personal reasons for their non-attendance.
[8]
MEETINGS AND PROCEDURE
(a)
The Rudolf Fund will hold an Annual General Meeting at the beginning of
each year.
(b)
The agenda for this meeting will include the mandatory items of
Chairman's Report, Secretary's Report, Treasurer's Report, Election of Executive
Officers and Election of Committee.
(c) The Rudolf Fund will hold Committee meetings at least
twelve times in a calendar year.
(d) All committee meetings are to have an agenda and
minutes recorded by The Secretary or Assistant Secretary and these are to be
retained in perpetuity.
(e)
Extraordinary Meetings to discuss an urgent matter
may be called by four members, as required.
(f)
The Chairman or in his absence The Vice Chairman, or
in the absence of both, a member selected by the committee, shall take the Chair
and preside over the meeting.
(g)
Any resolution put to the committee is to be proposed
and seconded and each member present shall have one vote and resolutions will be
passed by majority vote.
(h)
The Chairman shall hold the casting vote in the event
of a deadlock.
[9]
THE COMMITTEE
(a) To raise funds and to invite and receive financial donations, provided that in raising funds the committee shall not undertake any substantial permanent trading activities.
(b) To raise material products for use in raffles, tombola’s and for The Rudolf Christmas Party.
(c) To do all such other lawful things as are necessary for the achievement of the objects.
(d) The Committee shall have the power of expulsion of a member when it would not be in the interests of The Rudolf Fund for them to remain a member.
(e) A member shall not be expelled unless they are given written notice to attend a meeting of the Committee and given written details of the complaint made against them.
(f) The member shall be given an opportunity to appear before the committee to answer the complaint made against them and expulsion cannot be directed unless two thirds of the committee present vote in favour of the expulsion.
[10]
ACCOUNTING STRUCTURE
(a)
The accounts are to be managed on a day-to-day basis
by the Rudolf Fund's Treasurer.
(b)
The Treasurer will ensure that adequate provision is
made with regard to: -
1.
The setting up of bank or building society accounts
as necessary and providing adequate provision for the control of such
account(s).
2.
Authority for signing cheques will be given to three
of the executive officers.
3.
Cheques can only be authorised by the signature of
any combination of the three signatories, preferably one of those being the
Treasurer.
4.
The keeping of an accurate and clear accounting
record of the transactions of The Fund.
5.
The preparation of regular statements of the account
for The Fund.
6.
To organise the auditing of the account annually and
to make sure it is signed accordingly.
(c)
The Treasurer shall receive all monies paid to The
Fund.
(d)
The Treasurer will bank all monies unless she
authorises a committee member on her behalf.
(e)
The Committee may authorise reasonable reimbursement
from The Fund to both persons holding the office of Secretary and Treasurer, for
expenses incurred whilst holding that office, notwithstanding that they are
committee members of The Fund.
(f)
The committee shall have power to provide indemnity
insurance for themselves out of the income of The Fund, provided that any such
insurance shall not extend to any claim arising from any act or omission which
the committee knew to be a breach of trust or breach of duty or which was
committed by the committee in reckless disregard of whether it was a breach of
trust or breach of duty or not.
[11]
Powers of Amendment
(a)
Subject to the following provisions of this clause, the Constitution may
be amended by a resolution passed by not less than three-quarters of the members
present and voting at a general meeting. The notice of the general meeting must
include notice of the resolution setting out the terms of the amendment
proposed.
(b)
The committee shall keep a copy of any such amendment
with this Constitution.
[12]
Powers of Dissolution
(a)
If the committee decide that it is necessary or
advisable to dissolve The Rudolf Fund they shall call a meeting of all members,
solely to determine what should happen to the financial assets.
(b)
These assets shall be given or transferred to such
other charitable institution or institutions having objects similar to the
object of The Rudolf Fund, mainly involving children.
(c)
If the proposal is confirmed by a majority of those
present and voting, then the committee shall have the power to release any
assets remaining, after the satisfaction of any proper debts and liabilities
held by or on behalf of The Rudolf Fund.
