Friends in Deed Constitution
RULES FOR FRIENDS IN DEED
CLAUSE 1: NAME
The group will be called Friends in Deed afterwards known as F in D.
CLAUSE 2: AREA
F in D will serve the parish of Buckden.
CLAUSE 3: OBJECTIVES
To provide help and assistance within the resources of the group to people in the community who have needs.
CLAUSE 4: CO-ORDINATOR
The Incumbent in consultation with the Parochial Church Council (PCC) of St Marys, the Parish Church of Buckden, shall appoint a Co-ordinator as necessary for the proper pursuit of the Objectives.
CLAUSE 5: EXECUTIVE
The Incumbent together with the Co-ordinator shall constitute the Executive of
F in D and shall have authority under the auspices of the PCC:
a) to ensure that all volunteers providing such assistance shall
conform to any relevant requirements of the law
b) to co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance of these or similar Objectives and to exchange information with them.
c) to determine the eligibility and suitability of applicants for membership of the group.
d) to do all such other lawful things as are necessary for the
achieving of the objectives.
In case of disagreement the Incumbent after discussion with the PCC shall have
the sole and final say.
All confidential records must reside solely with the Executive, to be held in
accordance with the Ely Diocese Data Protection Act 1998 - Guide for
Parishes.
CLAUSE 6: MEMBERSHIP
Membership of F in D shall be open to individuals (over the age of 18 years)
who are interested in furthering the work of the group.
a) Any member and ex-officio member shall have one vote.
b) The Executive may for good reason terminate the membership of any
individual. Such individual shall have the right to be heard by the Executive
(accompanied by a friend) before a final decision is made.
c) Members should not retain written records of sensitive personal data.
CLAUSE 7: THE COMMITTEE
a) The administrative work of F in D (e.g. Publicity, meetings,
talks ….) shall be the responsibility of The Committee.
b) The Committee shall consist of at least five individuals accepting the
objectives of Clause 3.
c) The Committee will consist of a Chairman, a Secretary (the Officers) and at
least three members.
d) The Officers and other committee members will be elected at the Annual
General Meeting (AGM) and will serve until the conclusion of the AGM
next after their appointment.
e) In addition The Incumbent and The Co-ordinator shall be ex officio
members of The Committee.
f) The Committee has the responsibility of implementing policies determined
by the Executive in accordance with the Objectives.
g) The Committee shall have the power to co-opt persons having special
knowledge or expertise providing they remain in the minority. Such persons
may remain on the committee until the conclusion of the AGM next after
their appointment or they may be co-opted for a specific purpose and period
of time.
h) The Committee may invite a person holding an honorary office to become
an ex officio member of the Committee.
i) The Committee may invite any person to attend its meetings as an observer
but without the power to vote.
CLAUSE 8: ANNUAL GENERAL MEETING
a) The Annual General Meeting shall be held in October of each year.
b) All members of the Group shall be entitled to attend and vote at this
meeting.
c) The AGM shall be open to the public.
d) The AGM shall be convened by the Committee.
e) The Secretary shall give at least 21days' notice of the AGM to all the
members of F in D.
f) The Chairman shall conduct the meeting or, if not present, a Chairman is to
be appointed before any business is carried out.
CLAUSE 9: GENERAL MEETING
The Executive or The Committee may at any time convene a General Meeting subject to the same notice and conditions as an AGM.
CLAUSE 10: DETERMINATION OF MEMBERSHIP OF COMMITTEE
A member of the Committee shall cease to hold office if he or she:
a) becomes incapable by reason of mental disorder, illness or injury of
managing and administering his or her own affairs.
b) is absent without the permission of the Committee from all their meetings
held within a period of six months and the Committee resolve that his or her
office be vacated.
c) notifies the Committee of resignation.
CLAUSE 11: ANNUAL REPORT
The Committee shall produce an Annual Report to be circulated among the members with the notice of the AGM and available to those who attend the AGM.
CLAUSE 12: FAILURE TO APPOINT
The proceeding of a committee shall not be invalidated by any failure to appoint, or any defect in the appointment, or election or qualification of any member.
CLAUSE 13: MEETINGS OF THE COMMITTEE
The Committee shall hold at least three ordinary meetings in each year and may hold other meetings as required
CLAUSE 14: VOTING
Every matter (except as in these rules provided) shall be determined by the majority of the members present and voting on the question. In the case of equality of votes the Chairman of a meeting shall have a second or casting vote. A quorum shall be a minimum of three members.
CLAUSE 15: ALTERATIONS TO RULES
a) Within the limits prescribed by these rules the Committee may from time to
time make later rules for the conduct of their business and for the
summoning and conduct of their meetings.
b) Subject to the following provisions of this clause the Rules may be altered
or added to by a resolution passed by not less than two thirds of the
members present and voting at a General Meeting except that Clauses 4, and
5, may not be so altered without the consent of the Incumbent, in
consultation with the PCC.
c) The notice of the General Meeting shall include notice of the resolution(s)
setting out the terms of the alteration(s) proposed.
CLAUSE 16: CESSATION OF THE GROUP
The activities of the group shall continue until such time as the PCC of St
Marys Church may decide and upon cessation any existing assets and
liabilities shall become the responsibility of the PCC
APPENDIX 1: Wherever and whenever the term Incumbent appears in these rules it shall
be understood that during an Interregnum the role and powers of an Incumbent shall be
exercised by a Churchwarden.
APPENDIX 2: F in D has no income or finance of its own. Expenses are underwritten by
the PCC.
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Friends in Deed Rules
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We come together in church to worship God, to hear His word and to share the Good news of Jesus,
receiving forgiveness and renewal through His death and resurrection.
We are sent out from church to live as Christian disciples, showing love to others
and living out our faith in all we think, say and do.