CONSTITUTION ADVICE
FOR LOCAL GROUPS
The Quilters’ Guild of the British Isles is a national educational charity which offers services and organises events for its members and the general public both nationally and through its regions.
The Guild is aware that many members belong to local patchwork and quilting groups. Indeed many of these groups werestarted by Guild members. In 2010 The Quilters’ Guild introduced an option for independent groups to become Affiliated Members of The Guild and a requirement of this is that the group has a Constitution.
As a general service to groups, The Quilters’ Guild offers advice on creating a Constitution which is often required by the bank when a group opens an account and is also good practice to ensure that members of the group are aware of how it should be run.
In its simplest form the group should ensure that the following matters are set down in writing:
THE NAME OF THE ASSOCIATION/GROUP
OBJECTS OF THE ASSOCIATION/GROUP
MAXIMUM NUMBER OF MEMBERS
HOW MEMBERS ARE ELECTED/ACCEPTED
HOW THE ANNUAL SUBSCRIPTION IS SET/PAID/CHANGED
WHO RUNS THE GROUP. i.e. how a committee is selected or elected and the maximum term that anyone shall serve on that committee.
SCOPE OF DECISIONS WHICH THE COMMITTEE MAYCOVER
THE MONTH IN WHICH AN ANNUAL MEETING IS HELD
HOW RESOLUTIONS MAY BE DEALT WITH AND APPROVED
DETAILS OF HOW THE GROUP’S FINANCES ARE HELD
WHO IS RESPONSIBLE FOR THE GROUP’S FINANCES
WHO MAY AUTHORISE EXPENDITURE
MAXIMUM AMOUNT OF EXPENDITURE
DETAILS OF HOW THE GROUP IS TO BE WOUND UP AND ASSETS AND FUNDS DISTRIBUTED
On page 2 thereis a specimen constitution which meets the outlines given here. You can use this to provide the basis for your own constitution and personalise it to suit your own situation.
Blue type indicates points which must be decided and agreed by the group when setting up the Constitution.
Green type is advice and should be deleted from your final copy.
Further information about setting up and operating a group, writing a constitution and managing your finances can be found on the Voluntary Arts web site at
Associated Form: INF30 Group Affiliation – General Information – Questions and Answers
**Group Name** CONSTITUTION **date**
1The name of the Group is **Group Name**.
2The objects of the Group are to encourage members **to further their knowledge and enjoyment of all aspects of Patchwork, Quilting and Associated Crafts byholding regular meetings, workshops and lectures**.
3The maximum number of Members is **number**.
4New members will be accepted by **application / personal recommendation of an existing member / by decision of the Committee / other method**. (Delete or amend as required.)
5Applicants who have been approved will be held on a waiting list if the maximum number would be exceeded and will be offered first refusal of any vacancy which occurs.
6The **name of post**willmaintain a Register of the Members of the Group. (Normally the Secretary or Treasurer.)
7The Annual Subscription for the forthcoming year will be agreed by the Members at the Annual General Meeting each year on the recommendation of the Committee.
8The Group will be run by a Committee elected by the Members at the Annual General Meeting. The Committee will consist of not less than **number**members. The Officers of the Group will be **Chairman / Deputy Chairman / Treasurer / Secretary / other**.(Identify any specific officer titles.)
9Committee members may serve a maximum of **number** years in one post and a maximum of **number**consecutive years in total on the Committee. After serving for this time a Committee Member must step down for at least one year. (These periods of time and whether you enforce changeovers is at the discretion of the group as a whole.)
10Nominations for election to the Committee must be made to the Chairman by no later than one month prior to the date of the AGM. All nominations must be made in writing and with the approval of the Nominee.
11The Committee may co-opt additional members to serve until the next Annual General Meeting either to replace an elected member who has left the Committee or to further the aims of the Group.
12The Committee will decide charges for Meetings, Workshops, Lectures or other events. The committee may only deal with matters relating to the objects of the Group.
13Insurance: The Committee is responsible for ensuring that the Group is adequately insured for all activities undertaken by the Group whether for its Members specifically or for the General Public where appropriate. (The group should at least have basic public liability insurance)
14The Annual General Meeting will be held in **month**.
15Any proposal for alteration to this Constitution must be made by giving the Chairman notice in writing of the proposal. Such a proposal must be signed by not less than **number**paid up members. Such proposals should normally be made at least one month prior to the AGM for discussion at that meeting.If this is not appropriate an Extra-ordinary General Meeting will be called to discuss it. This EGM must take place as soon as is practicable and may be incorporated into a regular meeting of the group.
16A Bank Account in the name of the Group will be maintained into which all funds relating to the Group’s activities must be paid.At least **number**(normally three)of the group’s Officerswill be registered as authorised Signatories with the Bank. Any **number**(normally two)signature(s) on a cheque or other payment instrument shall be a sufficient discharge for the Banker.
17Expenses incurred by Committee Members or other Members of the Group in respect of the operational requirements of the Group will be re-imbursed on submission of a written claim to the Treasurer. Claims must be authorised by **Chairman / Deputy Chairman / other**. (Identify at least one person who will authorise claims who is not the Treasurer.) Any expenditure over **amount** must be authorised in advance by at least **number** Officers.
18The Treasurer will keep proper records of the receipts and disbursements of the Group. An Account of the Group’s Finances must be produced by the Treasurer up to**date** each year, and made available to the Members at the Annual General Meeting.
19In the case of **Group Name**deciding to discontinue as a group, any funds being held by the group at the time of closure should be distributed to **a charity agreed by any remaining members**. (Usually a charity with similar aims to those of the group)
The Quilters’ Guild of the British Isles Tel 01904 613242 Form R16
Registered Office: St Anthony’s Hall, Peasholme Green, YORK YO1 7PW June 2011
Registered in England and Wales as a charity no. 1067361 and a company limited by guarantee no. 3447631 Version 2.2
Registered as a charity in Scotland no. SCO43174 Page 1