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The organisation shall be known as East Lothian Special Needs Playschemes, hereinafter called “the Playscheme”.
The objects of the Playscheme shall be to promote the benefit of school age children with special needs and their families/carers who live within the East Lothian area by advancing education and promoting the provision of equipment and facilities, in the interest of social welfare, for recreation and leisure time occupation thereby improving the conditions of life for the child, promoting their integration within the Community and providing respite to the families of the children who attend the playscheme.
3. INVESTMENT OF THE PLAYSCHEME
(a) The income and property of the Playscheme whencesoever derived, shall be applied solely towards the promotion of the object of the Playscheme as set forth in this Constitution and no portion thereof shall be paid directly or indirectly to any person or persons connected with the administration of the Playscheme, other than reimbursement of out of pocket expenses properly incurred in carrying out duties for the Playscheme.
(b) The Committee shall have the power to approve or dismiss such employees as it may from time to time determine. No member of the Committee shall be appointed to any salaried office of the Playscheme, or to any office of the Playscheme paid by fees.
Membership of the Playscheme shall be open to those families who have a child of school age with special needs residing in East Lothian.
5.1 The Playscheme shall hold in each calendar year a General Meeting as its Annual General Meeting at such time and date as shall be determined by the Committee holding office in accordance with Clause 6 hereof.
5.2 The business transacted at the Annual General Meeting shall be:
(a) presentation of the annual accounts for the preceding financial year
(b) appointing an auditor or independent external examiner
(c) election of Committee members and Office Bearers.
(d) a report by the Co-ordinator
5.3 The Committee may, whenever it thinks fit, convene an Extraordinary General Meeting, and shall also convene such a meeting on a requisition signed by not fewer than four (4) members of the Playscheme. Such requisition must state the purpose of the meeting and be deposited with the Chairperson.
5.4 At least twenty eight days notice shall be given to the members of a General Meeting and the notice shall specify the time and place of the meeting. Notice shall be deemed to have been duly given if displayed prominently in the local newspaper, where it can be seen and read by all members of the Playscheme.
5.5 No business shall be transacted at a General Meeting unless a quorum of members is present at the time when the meeting proceeds to business. Four (4) members, present in person, shall be a quorum.
5.6 At any General Meeting, voting shall be on a show of hands and a simple majority vote shall decide any question, except where otherwise provided in this Constitution.
5.7 The Committee shall cause to be kept minutes of the proceedings at all General Meetings. Such minutes shall be submitted to the next succeeding General Meeting and, after approval, be authenticated by the signature of the Chairperson and Secretary.
6.1 The management of the Playscheme shall be in the hands of a Committee. The Committee may exercise all such powers and do all such acts and things as the Playscheme is authorised to do by its Constitution and to decide on any matter not provided for in this Constitution, subject to the over-riding provisions of Clause 2 hereof.
6.2 The members of the Committee shall include representatives of organisations, bodies or individuals, whose co-operation will further the objects of the Playscheme. These representatives will have no voting rights on the Committee.
6.3 The Committee shall elect from its number a Chairperson, Secretary and Treasurer all of whom must be parents.
6.4 Members of the Committee shall hold office for one year but shall be eligible for re-election.
6.5 The Committee may co-opt members to fill vacancies during the course of the year.
7.1 The Committee shall cause proper books of account to be kept showing:
(a) All sums received and expended, together with a detailed description of each transaction.
(b) The assets and liabilities of the Playscheme.
7.2 The financial year of the Playscheme shall run from 1st April to 31st March.
7.3 At the Annual General Meeting the Committee shall lay before the Meeting an account of receipts and payments for the period since the last preceding account, made up to a date immediately preceding the said Annual General Meeting, together with a statement of the assets and liabilities of the Playscheme made up as at the same date.
7.4 Such statements of account shall be subject to audit, or if permitted by law, independent external examination annually.
7.5 A savings or deposit account shall be operated in the name of the Playscheme with a Building Society, Joint Stock Bank, National Savings Bank or Trustee Savings Bank. All receipts of cash must be banked before being used to finance expenditure. Such accounts shall be operated on the signature of any two of the three Office Bearers, or an authorised signatory.
No amendments shall be made to this Constitution except at a General Meeting on the affirmative votes of not fewer than two thirds of the Committee members present. No alterations shall be made so as to affect the status of the Playscheme for income tax purposes.
9. Winding up of the Playscheme
9.1 A decision to wind up or dissolve the Playscheme may only be taken at a General Meeting on the affirmative vote of not fewer than two thirds of the Committee members present and if notice of such intention has been given in the notice calling the meeting.
9.2 If in the event of the winding up or dissolution of the Playscheme there remains any property whatsoever after the satisfaction of all proper debts and liabilities, the same shall not be paid or distributed among members of the Playscheme but shall be given or transferred by the Treasurer to some other institution or institutions admitted as a charity for Income Tax purposes. The receipt of the Secretary of such institution shall be a complete discharge.
Adopted at the Annual General Meeting on 25th June 2003.
Appendix: At the ordinary meeting on 27th October 2010 it was identified that there is no protocol for members voting on items of business when the business has a direct impact on their family. It was agreed to adopt the following protocol and for this to be added to the constitution at the next Annual General Meeting.
All members of the Management Committee are eligible to vote on all items of business unless the matter under discussion affects only their family and no others.
Signed: Fionna Payton, Chairperson, ELSNP
16th March 2012