CONSTITUTION
May 2022
The name of the unincorporated association is “FRIENDS OF THE UNIVERSITY OF BUCKINGHAM” (hereinafter called Friends)
1. OBJECTS
The objects of the Friends are to advance the Charitable Objectives of the University of Buckingham (hereinafter called the University) by providing support to the University either by agreed monetary donations or practical support.
2. ADMINISTRATION
The Trustees shall be not less than two and (unless otherwise determined by a resolution of the charity in general meeting) shall not be more than five and with the power to appoint Officers.
The charity shall be managed and administered by a Committee comprising of Officers and members elected in accordance with this constitution.
The charity shall have as minimum the following Committee Officers: (a) Chair (b) Deputy Chair (c) Secretary (d) Treasurer
Persons acting as a Trustee will not have voting rights on the Committee.
The charity in annual general meeting shall elect the Trustees and committee members.
Between annual general meetings, the Trustees and serving committee members may appoint any person who is willing to act as a Trustee or Committee member. Co-opted members of the Committee shall have full voting rights.
Each of the Trustees and Committee members shall retire with effect from the conclusion of the annual general meeting next after his or her appointment but shall be eligible for re-election at that annual general meeting. Simple majority voting at the annual general meeting confirms an election. To reinvigorate the Friends on a regular basis, the tenure for the Chair should not be more than three years.
Trustees shall meet at least once during the current year and prepare a report, issue contact and other updates, as may be required by the Charity commission.
A person of recognition within the community shall be invited to become President on an ex-officio basis. To ensure the continued independence of the Friends, the invitee shall hold no position of authority within the University during the period of their tenure.
3. ACTIVITIES
Provision of any practical student support e.g. mentoring, teaching of life-skills, etc. shall be approved in advance by the University.
4. FINANCES
(i) Income
The income of the charity, including all donations, membership fees and profits shall be recorded and paid into a current account at a fully UK regulated bank or building society approved by the committee.
Funds of five thousand pounds and above, not required for planned expenditure in the coming financial year, will be deposited in an interest-bearing account. Interest rates will be reviewed every year and if sufficiently attractive, Friends funds will be transferred to a higher rate account.
To ensure financial stability, expenditure will be curtailed as required to maintain a minimum of five thousand pounds in the Friends interest-bearing account.
(ii) Expenditure
A financial year activity plan and budget will be submitted by the committee for endorsement by the Trustees ahead of the start of each financial year. The agreed expenditure shall have an additional 15% contingency to be spent at the Chair’s discretion, not requiring referral to the Trustees.
All payments, by cheque, or via on-line banking, drawn on the account must be authorised by two members, from three authorised signatories of the Committee, and all funds used only for the furtherance of the charity’s governance and objects.
Blank cheques will not be signed.
Payments will always be supported by retained invoices, or other evidence of expenditure.
In special circumstances, advance payments, without invoice, are subject to the Chair’s written approval.
In line with legal obligations, accurate and up to date financial records shall be maintained by the Treasurer.
All Trustee and Committee positions are honorary but agreed expenses may be re-imbursed at the discretion of the Chair.
Trustees and Committee members may benefit from Public Liability Insurance and Trustee Indemnity Insurance cover purchased at the charity’s expense in accordance with, and subject to the conditions in, Section 189 of the Charities Act 2011.
Any monetary donations to the University shall be approved and agreed by the Friends and the University before payment, and shall be by way of gift to the University and not direct to individual students nor student groups.
(iii) Reporting
The Treasurer shall comply with any legal obligations relating to the keeping of proper books of account.
The Treasurer shall prepare and issue to the committee each month a financial income and expenditure update. The Treasurer shall present at each annual general meeting, an independently verified annual statement of account. To be kept sufficiently informed, Trustees will receive a year-to-date financial income and expenditure statement every six months.
There will be a statement of the Friends income and expenditure submitted by the Treasurer to the Charity Commission no later than 31st January each year.
(iv) Independent Financial Reviews of Accounts
Accounts shall be independently examined each year. At each annual general meeting, a qualified independent examiner, as may be proposed for the next financial year, will be subject to member majority vote approval. The documentation issued to members ahead of each annual general meeting will provide sufficient information to enable members to vote on proposed individuals.
5. MEMBERSHIP
Membership shall be open to any person who is aged eighteen or over and who has paid the appropriate subscription
There shall be the option of either an annual or life subscription.
Any member may attend a Committee meeting if invited, but may neither speak nor vote. Minutes to be available to any requesting member excepting certain confidential matters if appropriate.
6. MEETINGS
(i) There shall be an annual general meeting to be on a date decided by the Committee and advised to the membership at least 14 days in advance of the date. Minutes of the meeting must be taken
(ii) Committee meetings to be held on a regular basis during the year and minutes to be taken
(iii) A special meeting may be called by the Chair, or, if at least 15% of members request it in writing to the Secretary or other appropriate officer, stating their reason. At least 14 days notice must be given
(iv) Annual and special meetings must have a quorum of at least 10 members
(v) Committee meetings must have a quorum of at least 4 Committee members
(vi) Any alterations to the constitution must be carried by a simple majority of the membership and the amendment(s) advised to the University and Charity Commission as appropriate. No such alteration shall be effective if its effect should be to impugn the status of the association as a charity in law.
(vii) A Trustee, or Committee member, shall cease to hold office if he or she is absent without the agreement of the Trustees from all the Trustee or Committee meetings held within a period of six consecutive months and the Trustees resolve that his or her office be vacated.
7. UNIVERSITY LINK
The University shall appoint a Liaison Officer to the Friends. The Liaison Officer to work with the Committee and be answerable to the Vice-Chancellor.
8. DISSOLUTION
If the Trustees and Committee decides that it is necessary or advisable to dissolve the Charity, they shall call a meeting of all members of the Charity, of which not less than 21days notice (stating the terms of the resolution to be proposed) shall be given.
If the proposed resolution is confirmed by two-thirds majority of those present and voting, the Trustees shall have the power to realise any assets held by or on behalf of the Charity. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to the University to be applied for the purposes of the University, or institutions having objects similar to those of the association. A copy of the statement of accounts, for the final accounting period, and any other information required by the Charity Commission must be sent by the Trustees.