Rules: Difference between revisions

From Freegle Wiki
Jump to navigationJump to search
No edit summary
 
(30 intermediate revisions by 3 users not shown)
Line 1: Line 1:
Freegle Limited was registered with the FCA[https://mutuals.fsa.gov.uk/SocietyDetails.aspx?Number=32410&Suffix=R] 3rd June 2014, registration no. 32410R
Freegle Limited was registered with the FCA[https://mutuals.fsa.gov.uk/SocietyDetails.aspx?Number=32410&Suffix=R] 3rd June 2014, registration no. 32410R
[https://drive.google.com/file/d/0B2R4ItxT_JfZQ215NWM1cENKclk/view Original PDF version][https://drive.google.com/file/d/0B-1RmuJEJbouSlEyZ2E2MlFzWUU/view Signature Sheet]


==Rule 1: NAME==
==Rule 1: NAME==
Line 7: Line 9:
==Rule 2: REGISTERED OFFICE==
==Rule 2: REGISTERED OFFICE==


2.    The registered office of the society shall be at 4 Welbeck Close, Burgess Hill, West Sussex,RH15 0AU
2.    The registered office of the society shall be at Weavers Field, Loud Bridge, Chipping, PR3 2NX


==Rule 3: INTERPRETATIONS==
==Rule 3: INTERPRETATIONS==
Line 25: Line 27:
''"Clear Days"'' in relation to the period of notice does not include the day on which the meeting is to be held and the day on which the notice is handed to someone or left at their Address, or the day on which it is sent, is in the process of being sent and is
''"Clear Days"'' in relation to the period of notice does not include the day on which the meeting is to be held and the day on which the notice is handed to someone or left at their Address, or the day on which it is sent, is in the process of being sent and is
assumed to be delivered;
assumed to be delivered;
''
 
"Connected"'' means the spouse, civil partner, child, step-child, parent,
''"Connected"'' means the spouse, civil partner, child, step-child, parent,
grandparent, grandchild, brother, sister or other person in a relationship with a
grandparent, grandchild, brother, sister or other person in a relationship with a
director, which may reasonably be regarded as equivalent to such a relationship or
director, which may reasonably be regarded as equivalent to such a relationship or
any company or business controlled or managed by a director and includes a trustee
any company or business controlled or managed by a director and includes a trustee
of any trust, the beneficiaries of which include a Connected Person;
of any trust, the beneficiaries of which include a Connected Person;
''
 
"Director"'' means a director of the society and includes any person occupying the
''"Director"'' means a director of the society and includes any person occupying the
position of director, by whatever name called;
position of director, by whatever name called;


Line 49: Line 51:


''"Member"'' has the meaning as detailed under ‘Membership’ in these rules;
''"Member"'' has the meaning as detailed under ‘Membership’ in these rules;
''
 
"Office Holder"'' means a receiver, administrative receiver, liquidator, provisional
''"Office Holder"'' means a receiver, administrative receiver, liquidator, provisional
liquidator or administrator of a Member of all or substantially all of the Member's  
liquidator or administrator of a Member of all or substantially all of the Member's  
assets;
assets;
Line 62: Line 64:
unincorporated body, firm, partnership or corporate body;
unincorporated body, firm, partnership or corporate body;


"Registrar" means the Financial Conduct Authority (FCA) or any body that succeeds
''"Registrar"'' means the Financial Conduct Authority (FCA) or any body that succeeds
its function;
its function;


Line 103: Line 105:
particular, may borrow or raise funds for any purpose that is beneficial to the Society.
particular, may borrow or raise funds for any purpose that is beneficial to the Society.


==BORROWING==
==Rules 6-9: BORROWING==


6.    The Society shall have the power to borrow money from its Members and others in
6.    The Society shall have the power to borrow money from its Members and others in
Line 123: Line 125:
to further its objects but shall not receive money on deposit.
to further its objects but shall not receive money on deposit.


==FINANCIAL SERVICES AND MARKETS ACT 2000 ACTIVITY==
==Rule 10: FINANCIAL SERVICES AND MARKETS ACT 2000 ACTIVITY==


10.  For the avoidance of doubt the Society shall not engage in any activity by virtue of any
10.  For the avoidance of doubt the Society shall not engage in any activity by virtue of any
Line 129: Line 131:
activity without first having applied for and obtained such permission.
activity without first having applied for and obtained such permission.


==INVESTMENT OF FUNDS==
==Rule 11: INVESTMENT OF FUNDS==


11.  The Society may invest any part of its funds in the manner set out in Section 31 of the
11.  The Society may invest any part of its funds in the manner set out in Section 31 of the
Act.
Act.


==MEMBERS==
==Rules 12-21: MEMBERS==


12.  The first Members of the Society will be the Founder Members. The Board may at its  
12.  The first Members of the Society will be the Founder Members. The Board may at its  
Line 224: Line 226:
property of the Society.  Each Member shall hold one share only in the Society.
property of the Society.  Each Member shall hold one share only in the Society.


==GENERAL MEETINGS==
==Rules 22-49: GENERAL MEETINGS==


22.  The Society shall, within six months of the end of the financial year, hold a general
22.  The Society shall, within six months of the end of the financial year, hold a general
Line 397: Line 399:
49.  Resolutions may be passed at general meetings or by written resolution.  A written
49.  Resolutions may be passed at general meetings or by written resolution.  A written
resolution may consist of several identical Documents signed by one or more
resolution may consist of several identical Documents signed by one or more
Members.  
Members.


==DIRECTORS==
==Rules 50-69: DIRECTORS==


50.  The Society shall have a Board of Directors comprising not less than three Directors.   
50.  The Society shall have a Board of Directors comprising not less than three Directors.   
Line 407: Line 409:


52.  Under no circumstances shall any Employee of the Society serve on the Board.
52.  Under no circumstances shall any Employee of the Society serve on the Board.


53.  Only persons of the Society who are aged 18 years or more may serve on the Board
53.  Only persons of the Society who are aged 18 years or more may serve on the Board
of Directors.
of Directors.
OPTION 1: Elected Board of Directors


54.  The Board of Directors shall be elected by and from the Society’s Members. The
54.  The Board of Directors shall be elected by and from the Society’s Members. The
Line 420: Line 419:
===Retirement Cycle===
===Retirement Cycle===


56.  At the first annual general meeting all elected Directors shall stand down. At every
55.  At the first annual general meeting all elected Directors shall stand down. At every
subsequent annual general meeting one-third of the elected Directors, or if their
subsequent annual general meeting one-third of the elected Directors, or if their
number is not a multiple of three then the number nearest to one-third, shall retire from  
number is not a multiple of three then the number nearest to one-third, shall retire from  
Line 430: Line 429:
===Co-option of Directors===
===Co-option of Directors===


57.    In addition the Board of Directors may co-opt up to two external independent Directors  
56.    In addition the Board of Directors may co-opt up to two external independent Directors  
who need not be Members and are selected for their particular skills and/or
who need not be Members and are selected for their particular skills and/or
experience. Such external independent Directors shall serve a fixed period determined
experience. Such external independent Directors shall serve a fixed period determined
Line 437: Line 436:
a resolution of the Board of Directors.  
a resolution of the Board of Directors.  


58.  The Board of Directors may at any time fill a casual vacancy on the Board by  
57.  The Board of Directors may at any time fill a casual vacancy on the Board by  
co-option. Co-opted individuals must be Members of the Society and will hold office as
co-option. Co-opted individuals must be Members of the Society and will hold office as
a Director only until the next annual general meeting.
a Director only until the next annual general meeting.


59.  At no time must the number of co-opted individuals comprise more than one-third of
58.  At no time must the number of co-opted individuals comprise more than one-third of
the Board of Directors.
the Board of Directors.


===Powers and Duties of the Board of Directors===
===Powers and Duties of the Board of Directors===


60.  The business of the Society shall be managed by the Board who may exercise all
59.  The business of the Society shall be managed by the Board who may exercise all
such powers of the Society as may be exercised and done by the Society and as are  
such powers of the Society as may be exercised and done by the Society and as are  
not by statute or by these Rules required to be exercised or done by the Society in
not by statute or by these Rules required to be exercised or done by the Society in
general meeting.
general meeting.


61.  All decisions made by a meeting of the Board of Directors or by any person acting as
60.  All decisions made by a meeting of the Board of Directors or by any person acting as
a Director shall remain valid even if it is later discovered that there was some defect in
a Director shall remain valid even if it is later discovered that there was some defect in
the Director’s appointment or that the individual had previously been disqualified from  
the Director’s appointment or that the individual had previously been disqualified from  
acting as a Director or as a charity trustee.
acting as a Director or as a charity trustee.


62.  All cheques, promissory notes, drafts, bills of exchange and other negotiable
61.  All cheques, promissory notes, drafts, bills of exchange and other negotiable
instruments, and all receipts for monies paid to the Society shall be signed, drawn,
instruments, and all receipts for monies paid to the Society shall be signed, drawn,
accepted, endorsed, or otherwise executed in such manner as the Board shall from  
accepted, endorsed, or otherwise executed in such manner as the Board shall from  
time to time direct.
time to time direct.


63.  Without prejudice to its general powers, the Board may exercise all the powers of the  
62.  Without prejudice to its general powers, the Board may exercise all the powers of the  
Society to borrow money and to mortgage or charge its undertaking and property or  
Society to borrow money and to mortgage or charge its undertaking and property or  
any part of it and to issue debentures and other securities whether outright or as
any part of it and to issue debentures and other securities whether outright or as
security for any debt, liability or obligation of the Society or of any third party.
security for any debt, liability or obligation of the Society or of any third party.


64.  No Regulation made by the Society in general meeting shall invalidate any prior act of  
63.  No Regulation made by the Society in general meeting shall invalidate any prior act of  
the Board which would have been valid had that Regulation not been made.
the Board which would have been valid had that Regulation not been made.


===Delegation===
===Delegation===


65.  Subject to these Rules, the Directors may delegate any of the powers which are
64.  Subject to these Rules, the Directors may delegate any of the powers which are
conferred on them under these Rules to any Person or committee consisting of
conferred on them under these Rules to any Person or committee consisting of
Members of the Society, by such means, to such an extent, in relation to such matters
Members of the Society, by such means, to such an extent, in relation to such matters
and on such terms and conditions as they think fit.  
and on such terms and conditions as they think fit.  


66.  The Directors may specify that any such delegation may authorise further delegation
65.  The Directors may specify that any such delegation may authorise further delegation
of the powers by any Person to whom they are delegated.
of the powers by any Person to whom they are delegated.


67.  The Directors may revoke any delegation in whole or in part or alter any terms and
66.  The Directors may revoke any delegation in whole or in part or alter any terms and
conditions.   
conditions.   


===Sub-Committees===
===Sub-Committees===


68.  A sub-committee to which the Directors delegate any of their powers must follow
67.  A sub-committee to which the Directors delegate any of their powers must follow
procedures which are based as far as they are applicable on those provisions of these  
procedures which are based as far as they are applicable on those provisions of these  
Rules which govern the taking of decisions by Directors.
Rules which govern the taking of decisions by Directors.


69.  The Directors may make Regulations for all or any sub-committees, provided that
68.  The Directors may make Regulations for all or any sub-committees, provided that
such Regulations are not inconsistent with these Rules.  
such Regulations are not inconsistent with these Rules.  


70.  All acts and proceedings of any sub-committee must be fully and promptly reported to  
69.  All acts and proceedings of any sub-committee must be fully and promptly reported to  
the Directors.
the Directors.


==PROCEEDINGS OF THE BOARD OF DIRECTORS==
==Rules 70-81: PROCEEDINGS OF THE BOARD OF DIRECTORS==


===Calling a Meeting of the Board of Directors===
===Calling a Meeting of the Board of Directors===


71.  Any Director may, and the Secretary on the requisition of a Director shall, call a
70.  Any Director may, and the Secretary on the requisition of a Director shall, call a
meeting of the Board of Directors by giving reasonable notice of the meeting to all
meeting of the Board of Directors by giving reasonable notice of the meeting to all
Directors. Notice of any meeting of the Board of Directors must indicate the date, time
Directors. Notice of any meeting of the Board of Directors must indicate the date, time
Line 506: Line 505:
===Proceedings of a Meeting of the Board of Directors===
===Proceedings of a Meeting of the Board of Directors===


72.  The Board of Directors may meet together for the despatch of business, adjourn and  
71.  The Board of Directors may meet together for the despatch of business, adjourn and  
otherwise regulate their meetings as they think fit.  
otherwise regulate their meetings as they think fit.  


73.  A Director is able to exercise the right to speak at a meeting of the Board of Directors
72.  A Director is able to exercise the right to speak at a meeting of the Board of Directors
and is deemed to be in attendance when that person is in a position to communicate
and is deemed to be in attendance when that person is in a position to communicate
to all those attending the meeting. The Directors may make whatever arrangements
to all those attending the meeting. The Directors may make whatever arrangements
Line 517: Line 516:
any two or more Directors attending are in the same place as each other.
any two or more Directors attending are in the same place as each other.


74.  Questions arising at any meetings of the Board shall be decided by a majority of votes.  
73.  Questions arising at any meetings of the Board shall be decided by a majority of votes.  
In the case of an equality of votes the status quo shall be maintained and the Board of  
In the case of an equality of votes the status quo shall be maintained and the Board of  
Directors may choose to refer the matter to a general meeting of the Society.  
Directors may choose to refer the matter to a general meeting of the Society.  


75.  A written resolution, circulated to all Directors and signed by a simple majority (51%)
74.  A written resolution, circulated to all Directors and signed by a simple majority (51%)
of Directors, shall be valid and effective as if it had been passed at a Board meeting
of Directors, shall be valid and effective as if it had been passed at a Board meeting
duly convened and held. A written resolution may consist of several identical
duly convened and held. A written resolution may consist of several identical
Documents signed by one or more Directors.   
Documents signed by one or more Directors.   


76.  The Board of Directors may, at its discretion, invite other persons to attend its
75.  The Board of Directors may, at its discretion, invite other persons to attend its
meetings with or without speaking rights and without voting rights. Such attendees will  
meetings with or without speaking rights and without voting rights. Such attendees will  
not count toward the quorum.  
not count toward the quorum.  
Line 532: Line 531:
===Quorum===
===Quorum===


77.  The quorum necessary for the transaction of business at a meeting of the Board of  
76.  The quorum necessary for the transaction of business at a meeting of the Board of  
Directors shall be 50% of the Directors or 3 Directors, whichever is the greater and
Directors shall be 50% of the Directors or 3 Directors, whichever is the greater and
shall include those Directors not present in person.   
shall include those Directors not present in person.   


78.  If at any time the total number of Directors in office is less than the quorum required,
77.  If at any time the total number of Directors in office is less than the quorum required,
the Directors are unable to take any decisions other than to appoint further Directors  
the Directors are unable to take any decisions other than to appoint further Directors  
or to call a general meeting so as to enable the Members to appoint further Directors.  
or to call a general meeting so as to enable the Members to appoint further Directors.  
Line 542: Line 541:
===Chairing Board Meetings===
===Chairing Board Meetings===


79.  The chairperson shall facilitate meetings of the Board of Directors. If s/he is absent or  
78.  The chairperson shall facilitate meetings of the Board of Directors. If s/he is absent or  
unwilling to act at the time any meeting proceeds to business then the Directors
unwilling to act at the time any meeting proceeds to business then the Directors
present shall choose one of their number to be the chairperson for that meeting.
present shall choose one of their number to be the chairperson for that meeting.
Line 548: Line 547:
===Declaration of Interest===
===Declaration of Interest===


80.  A Director shall declare an interest in any contract or matter in which s/he has a  
79.  A Director shall declare an interest in any contract or matter in which s/he has a  
personal, material or financial interest, whether directly or indirectly, and shall not vote
personal, material or financial interest, whether directly or indirectly, and shall not vote
in respect of such contract or matter, provided that nothing shall prevent a Director  
in respect of such contract or matter, provided that nothing shall prevent a Director  
Line 556: Line 555:
===Expenses===
===Expenses===


81.  The Society's income and property shall be applied solely to the promotion of the objects of the Society. and no portion shall be transferred directly or indirectly by way of dividend, bonus or otherwise whatsoever by way of profit to the Members of the Society and  no Director or Connected Person may buy goods or services from the Company on terms preferential to those applicable to other members of the public, sell any interest in land to the Society, or be employed by the Society, unless the payment is in respect of payment of any reasonable expenses which the Directors properly incur in connection with their attendance at meetings or otherwise in connection with the exercise of their powers and the discharge of their responsibilities in relation to the Society.  A Director or Connected Person may sell goods or services to the Society, receive remuneration from the Society and receive any other financial benefit from the Society, provided that person declares their conflict of interest and does not authorise or vote on the transaction or decision.
80.  The Society's income and property shall be applied solely to the promotion of the objects of the Society. and no portion shall be transferred directly or indirectly by way of dividend, bonus or otherwise whatsoever by way of profit to the Members of the Society and  no Director or Connected Person may buy goods or services from the Company on terms preferential to those applicable to other members of the public, sell any interest in land to the Society, or be employed by the Society, unless the payment is in respect of payment of any reasonable expenses which the Directors properly incur in connection with their attendance at meetings or otherwise in connection with the exercise of their powers and the discharge of their responsibilities in relation to the Society.  A Director or Connected Person may sell goods or services to the Society, receive remuneration from the Society and receive any other financial benefit from the Society, provided that person declares their conflict of interest and does not authorise or vote on the transaction or decision.


===Termination of a Director’s Appointment===
===Termination of a Director’s Appointment===


82.  A person ceases to be a Director of the Society as soon as:
81.  A person ceases to be a Director of the Society as soon as:


(a)    Where there is co-option of Directors for their skills/experience: That
(a)    Where there is co-option of Directors for their skills/experience: That
Line 587: Line 586:


(h)  A bankruptcy order is made against that person;  
(h)  A bankruptcy order is made against that person;  


(i)    A registered medical practitioner who is treating that person gives a written  
(i)    A registered medical practitioner who is treating that person gives a written  
Line 597: Line 595:
which that person would otherwise have.
which that person would otherwise have.


==OFFICERS==
==Rule 82: OFFICERS==


83.  The Board shall elect from among their own number a chairperson and Secretary and  
82.  The Board shall elect from among their own number a chairperson and Secretary and  
such other Officers as they may from time to time decide. These Officers shall have  
such other Officers as they may from time to time decide. These Officers shall have  
such duties and rights as may be bestowed on them by the Board or by law and any  
such duties and rights as may be bestowed on them by the Board or by law and any  
Officer appointed may be removed by the Board.  A serving Officer who is not re-
Officer appointed may be removed by the Board.  A serving Officer who is not re-
elected to the Board at the annual general meeting shall nevertheless continue in
elected to the Board at the annual general meeting shall nevertheless continue in
office until the first Board meeting following the annual general meeting.
office until the first Board meeting following the annual general meeting.


==DISPUTES==
==Rule 83: DISPUTES==


84.  In the event of a dispute between the Society or its Board and a Member of the
83.  In the event of a dispute between the Society or its Board and a Member of the
Society or a former Member, such dispute shall be referred to an independent
Society or a former Member, such dispute shall be referred to an independent
arbitrator whose appointment is acceptable to both parties to the dispute or in the
arbitrator whose appointment is acceptable to both parties to the dispute or in the
Line 620: Line 618:
should be done with the deposit.
should be done with the deposit.


==REGULATIONS==
==Rule 84: REGULATIONS==


85.  The Society in a general meeting, or the Board of Directors, may from time to time
84.  The Society in a general meeting, or the Board of Directors, may from time to time
make, adopt and amend such Regulations in the form of bye-laws, standing orders,  
make, adopt and amend such Regulations in the form of bye-laws, standing orders,  
secondary rules or otherwise as they think fit for the management, conduct and  
secondary rules or otherwise as they think fit for the management, conduct and  
Line 631: Line 629:
Regulations whether or not they have received a copy of them.
Regulations whether or not they have received a copy of them.


==LIABILITY OF MEMBERS==
==Rule 85: LIABILITY OF MEMBERS==


86.  The liability of a Member is limited to the amount of their shareholding.
85.  The liability of a Member is limited to the amount of their shareholding.


==APPLICATION OF PROFITS==
==Rule 86: APPLICATION OF PROFITS==


87.  The Society shall not trade for profit.  Any profits generated by the Society shall be  
86.  The Society shall not trade for profit.  Any profits generated by the Society shall be  
applied solely to the continuation and development of the Society.
applied solely to the continuation and development of the Society.


==AMALGAMATION, TRANSFER OF ENGAGEMENTS AND CONVERSION==
==Rules 87-88: AMALGAMATION, TRANSFER OF ENGAGEMENTS AND CONVERSION==


88.  The Society may, by special resolution passed in the way required by the Act,
87.  The Society may, by special resolution passed in the way required by the Act,
amalgamate with or transfer its engagements to any other charitable society with
amalgamate with or transfer its engagements to any other charitable society with
objects similar to or compatible with those of the Society.  The Society may also
objects similar to or compatible with those of the Society.  The Society may also
Line 648: Line 646:
general meeting.
general meeting.


89.  The Society may, by special resolution passed in the way required by s52(3) of the  
88.  The Society may, by special resolution passed in the way required by s52(3) of the  
Act, amalgamate with or transfer its engagements to a charitable company or convert
Act, amalgamate with or transfer its engagements to a charitable company or convert
itself into a charitable company under the provisions of the Act.  In relation to calling a
itself into a charitable company under the provisions of the Act.  In relation to calling a
Line 686: Line 684:
whichever is the greater, subject to an absolute minimum of three Members.
whichever is the greater, subject to an absolute minimum of three Members.


==DISSOLUTION==
==Rules 89-90: DISSOLUTION==


90.  The Society may be dissolved by the consent of three quarters of the Members by  
89.  The Society may be dissolved by the consent of three quarters of the Members by  
their signatures to an instrument of dissolution, or by winding up in a manner provided
their signatures to an instrument of dissolution, or by winding up in a manner provided
for by the Act.   
for by the Act.   


91.  If on the winding up or dissolution of the Society any of its assets remain to be
90.  If on the winding up or dissolution of the Society any of its assets remain to be
disposed of after its liabilities are satisfied, these assets shall not be distributed among
disposed of after its liabilities are satisfied, these assets shall not be distributed among
the Members, but shall be transferred instead to some other charitable body or bodies  
the Members, but shall be transferred instead to some other charitable body or bodies  
Line 698: Line 696:
the members at the time of or prior to the dissolution.
the members at the time of or prior to the dissolution.


==ADMINISTRATIVE ARRANGEMENTS==
==Rules 91-111: ADMINISTRATIVE ARRANGEMENTS==


===Means of Communication===
===Means of Communication===


92.  A Member must provide their consent to receive communications from the Society by  
91.  A Member must provide their consent to receive communications from the Society by  
Electronic Means.
Electronic Means.


93.  A notice sent to a Director’s Address shall be deemed to have been duly served 48
92.  A notice sent to a Director’s Address shall be deemed to have been duly served 48
hours after its posting.  A Director may agree with the Society that notices or  
hours after its posting.  A Director may agree with the Society that notices or  
Documents sent to her/him in a particular way are to be deemed to have been
Documents sent to her/him in a particular way are to be deemed to have been
Line 713: Line 711:
===Seal===
===Seal===


94.  If the Society has a seal, it shall only be used by the authority of the Board of Directors  
93.  If the Society has a seal, it shall only be used by the authority of the Board of Directors  
acting on behalf of the Society.  Every instrument to which the seal shall be attached
acting on behalf of the Society.  Every instrument to which the seal shall be attached
shall be signed by a Director and countersigned by a second Director or the Secretary.
shall be signed by a Director and countersigned by a second Director or the Secretary.
Line 719: Line 717:
===Registers===
===Registers===


95.  The Board of Directors shall ensure accurate registers are maintained which shall  
94.  The Board of Directors shall ensure accurate registers are maintained which shall  
include a register of Members, a register of Directors and a register of Officers.
include a register of Members, a register of Directors and a register of Officers.


===Register of Members===
===Register of Members===


96.  The Board shall ensure that the register is maintained in accordance with the Act and
95.  The Board shall ensure that the register is maintained in accordance with the Act and
that the particulars required by the Act are available for inspection and accessible
that the particulars required by the Act are available for inspection and accessible
without the need to disclose other particulars contained in the register.
without the need to disclose other particulars contained in the register.
Line 730: Line 728:
===Register of Directors and Officers===
===Register of Directors and Officers===


97.  The Society shall maintain a register of Directors and Officers which shall include the  
96.  The Society shall maintain a register of Directors and Officers which shall include the  
following particulars:  
following particulars:  


Line 746: Line 744:
===Amendments to Rules===
===Amendments to Rules===


98.  Any of these Rules may be rescinded or amended or a new rule made by an
97.  Any of these Rules may be rescinded or amended or a new rule made by an
Extraordinary Resolution at a general meeting of which 14 Clear Days’ notice has  
Extraordinary Resolution at a general meeting of which 14 Clear Days’ notice has  
been given, such notice to include details of the change(s) to be proposed at that
been given, such notice to include details of the change(s) to be proposed at that
Line 757: Line 755:
===Copies of the Society's Rules===
===Copies of the Society's Rules===


99.  A copy of these Rules and any amendments made to them shall be given free of  
98.  A copy of these Rules and any amendments made to them shall be given free of  
charge to every Member upon admission to membership and shall be provided to any  
charge to every Member upon admission to membership and shall be provided to any  
other Person on demand and on payment of the statutory fee chargeable for the time
other Person on demand and on payment of the statutory fee chargeable for the time
Line 764: Line 762:
===Minutes===
===Minutes===


100.  The Society shall ensure that minutes are kept of all:
99.  The Society shall ensure that minutes are kept of all:


(a)  Proceedings at general meetings of the Society; and
(a)  Proceedings at general meetings of the Society; and
Line 774: Line 772:
===Annual Return===
===Annual Return===


101.  Every year and within the period prescribed by the Act, the Secretary shall send the  
100.  Every year and within the period prescribed by the Act, the Secretary shall send the  
annual return in the prescribed form to the Registrar.  The annual return shall be  
annual return in the prescribed form to the Registrar.  The annual return shall be  
accompanied by:
accompanied by:
Line 785: Line 783:
or other appropriate person as required by statute on that balance sheet.  
or other appropriate person as required by statute on that balance sheet.  


102.  The Society shall on demand supply free of charge to any Member or any person with
101.  The Society shall on demand supply free of charge to any Member or any person with
an interest in the funds of the Society a copy of the latest annual return together with a
an interest in the funds of the Society a copy of the latest annual return together with a
copy of the Auditor's report on the accounts and balance sheet contained in the
copy of the Auditor's report on the accounts and balance sheet contained in the
annual return and the Auditor’s Report (if any).
annual return and the Auditor’s Report (if any).


103.  The Society shall at all times keep a copy of the latest balance sheet of the Society
102.  The Society shall at all times keep a copy of the latest balance sheet of the Society
together with a copy of the corresponding Auditor's report (if any) hung up in a  
together with a copy of the corresponding Auditor's report (if any) hung up in a  
conspicuous place at the registered office and displayed on the Society's website (if
conspicuous place at the registered office and displayed on the Society's website (if
Line 797: Line 795:
===Audit===
===Audit===


104.  Unless the Society meets the criteria set out in section 4(2) of the Friendly and
103.  Unless the Society meets the criteria set out in section 4(2) of the Friendly and
Industrial and Provident Societies Act 1968 or fulfils the exemptions set out in sub-
Industrial and Provident Societies Act 1968 or fulfils the exemptions set out in sub-
sections 4(A) (1) and (2) of the Friendly and Industrial and Provident Societies Act  
sections 4(A) (1) and (2) of the Friendly and Industrial and Provident Societies Act  
Line 805: Line 803:
the Society is in its first financial year.  
the Society is in its first financial year.  


105.  The following persons shall not be appointed as Auditor of the Society:
104.  The following persons shall not be appointed as Auditor of the Society:


(a)  An Officer or Employee of the Society;
(a)  An Officer or Employee of the Society;
Line 812: Line 810:
Society.
Society.


106.  The Board may appoint an Auditor to fill a casual vacancy occurring between general
105.  The Board may appoint an Auditor to fill a casual vacancy occurring between general
meetings.
meetings.


107.  An Auditor for the preceding financial year shall be re-appointed as Auditor of the  
106.  An Auditor for the preceding financial year shall be re-appointed as Auditor of the  
Society for the current financial year unless:
Society for the current financial year unless:


Line 829: Line 827:
(d)  S/he has ceased to act as Auditor of the Society by reason of incapacity.
(d)  S/he has ceased to act as Auditor of the Society by reason of incapacity.


108.  Any ordinary resolution of a general meeting of the Society either to remove an Auditor
107.  Any ordinary resolution of a general meeting of the Society either to remove an Auditor
from office or to appoint another person as Auditor shall not be effective unless notice
from office or to appoint another person as Auditor shall not be effective unless notice
of the proposed resolution has been given to the Society at least 28 days prior to the  
of the proposed resolution has been given to the Society at least 28 days prior to the  
Line 838: Line 836:
===Social Accounting and Reporting===
===Social Accounting and Reporting===


109.  In addition to any financial accounts required by the Act, the Members may resolve to  
108.  In addition to any financial accounts required by the Act, the Members may resolve to  
undertake an account of the activities of the Society which will endeavour to measure  
undertake an account of the activities of the Society which will endeavour to measure  
its social and environmental performance using whatever methodology the Members  
its social and environmental performance using whatever methodology the Members  
Line 846: Line 844:
===Indemnity and Insurance===
===Indemnity and Insurance===


110.  Subject to the following rule, any Director or former Director of the Society may be
109.  Subject to the following rule, any Director or former Director of the Society may be
indemnified out of the Society’s assets against:
indemnified out of the Society’s assets against:


Line 857: Line 855:
(c)  Any other liability incurred by that Director as an Officer of the Society.
(c)  Any other liability incurred by that Director as an Officer of the Society.


111.  The above rule does not authorise any indemnity which would be prohibited or  
110.  The above rule does not authorise any indemnity which would be prohibited or  
rendered void by any provision of law.
rendered void by any provision of law.


112.  The Directors may decide to purchase and maintain insurance, at the expense of the
111.  The Directors may decide to purchase and maintain insurance, at the expense of the
Society, for the benefit of any Director or former Director of the Society in respect of
Society, for the benefit of any Director or former Director of the Society in respect of
any loss or liability which has been or may be incurred by such a Director in
any loss or liability which has been or may be incurred by such a Director in
Line 900: Line 898:
Full Name of Secretary in BLOCK CAPITALS
Full Name of Secretary in BLOCK CAPITALS
(no initials)
(no initials)
...............................................................
For record of changes , see [[Rules - Amendments]]
[[Category: Policies, Procedures, Remits]] [[category:Freegle Organisation]]

Latest revision as of 08:37, 22 October 2017

Freegle Limited was registered with the FCA[1] 3rd June 2014, registration no. 32410R

Original PDF versionSignature Sheet

Rule 1: NAME

1. The name of the society shall be Freegle Limited.

Rule 2: REGISTERED OFFICE

2. The registered office of the society shall be at Weavers Field, Loud Bridge, Chipping, PR3 2NX

Rule 3: INTERPRETATIONS

3. In these rules:

"Address" means a postal address or, for the purposes of electronic communication, a fax number, email address or telephone number for receiving text messages;

"the Act" refers to the Industrial and Provident Societies Act 1965 or any Act or Acts amending or in substitution of it or them for the time being in force;

"Auditor" means a person eligible for appointment as a company auditor under section 25 of the Companies Act 1989;

"The Board of Directors" or "Board" means all those persons appointed to perform the duties of directors of the society;

"Board Meeting" includes, except where inconsistent with any legal obligation a physical meeting, a meeting held by electronic means and a meeting held by telephone;

"Clear Days" in relation to the period of notice does not include the day on which the meeting is to be held and the day on which the notice is handed to someone or left at their Address, or the day on which it is sent, is in the process of being sent and is assumed to be delivered;

"Connected" means the spouse, civil partner, child, step-child, parent, grandparent, grandchild, brother, sister or other person in a relationship with a director, which may reasonably be regarded as equivalent to such a relationship or any company or business controlled or managed by a director and includes a trustee of any trust, the beneficiaries of which include a Connected Person;

"Director" means a director of the society and includes any person occupying the position of director, by whatever name called;

"Document" includes, unless otherwise stated, any document sent or supplied in electronic form;

"Electronic Means" shall include, for example, email, video links and secure authenticated website transactions;

"Extraordinary Resolution" means, unless the context requires otherwise, those decisions requiring an Extraordinary Resolution as detailed under ‘Resolutions’ in these rules;

"Founder Member" means a subscriber to these rules for the purposes of registration;

"Member" has the meaning as detailed under ‘Membership’ in these rules;

"Office Holder" means a receiver, administrative receiver, liquidator, provisional liquidator or administrator of a Member of all or substantially all of the Member's assets;

"Officer" has the meaning as detailed under ‘Officers’ in these rules;

"Paper ballot" means a ballot of all members by physical or electronic means.

"Person" means, unless the context requires otherwise, a natural person, unincorporated body, firm, partnership, corporate body or the nominee of an unincorporated body, firm, partnership or corporate body;

"Registrar" means the Financial Conduct Authority (FCA) or any body that succeeds its function;

"Regulations" has the meaning as detailed under ‘Regulations’ in these rules;

"Rules" means these Rules;

"Secretary" means any person appointed to perform the duties of the Secretary of the society;

"Show of Hands" means a show of hands at a physical meeting or using electronic means to make a decision at the meeting;

"Society" means the above named society;

"Transferable" means shares that are transferable to another Person who also qualifies for membership of the Society in accordance with these Rules;

"Withdrawable" means shares with the associated right for the Member to withdraw and receive in return the value of their shares from the Society.

"Writing" means the representation or reproduction of words, symbols or other information in a visible form by any method or combination of methods, whether sent or supplied by Electronic Means or otherwise.

Rule 4: OBJECTS

4. The objects of the Society shall be to carry on any business for the benefit of the community by

  • Promoting the keeping of usable items out of landfill.
  • Promoting and supporting local community groups working in the area of reuse.
  • Empowering and supporting volunteers working for local Freegle groups.
  • Informing and educating the public about environmental matters related to the reuse and recycling of unwanted usable goods.
  • Promoting sustainable waste management practices.

Rule 5: POWERS

5. The Society may do all such lawful things as may further the Society's objects and, in particular, may borrow or raise funds for any purpose that is beneficial to the Society.

Rules 6-9: BORROWING

6. The Society shall have the power to borrow money from its Members and others in order to further its objects providing that the amount outstanding at any one time shall not exceed £10,000,000.

7. The Society shall have the power to mortgage or charge any of its property, including the assets and undertakings of the Society, present and future, and to issue loan stock, debentures and other securities for money borrowed or for the performance of any contracts of the Society or its customers or Persons having dealings with the Society.

8. The rate of interest on money borrowed, except on money borrowed by way of bank loan or overdraft or from a finance house or on mortgage from a building society or local authority, shall not exceed 5% per annum or 2% above the Co-operative Bank’s base rate at the commencement of the loan, whichever is the greater.

9. The Society may receive from any Person, donations or loans free of interest in order to further its objects but shall not receive money on deposit.

Rule 10: FINANCIAL SERVICES AND MARKETS ACT 2000 ACTIVITY

10. For the avoidance of doubt the Society shall not engage in any activity by virtue of any of these Rules that would require a permission from the Registrar to carry on that activity without first having applied for and obtained such permission.

Rule 11: INVESTMENT OF FUNDS

11. The Society may invest any part of its funds in the manner set out in Section 31 of the Act.

Rules 12-21: MEMBERS

12. The first Members of the Society will be the Founder Members. The Board may at its discretion admit to membership any individual, corporate body or nominee of a unincorporated body, firm, partnership or corporate body who supports the objects of the Society through being an owner, moderator or other volunteer for a Freegle affiliated local group or who is a volunteer for the Society who has paid or agreed to pay any subscription or other sum due in respect of membership for the time being in force.

Applications for Membership

13. No natural person shall be admitted into membership of the Society unless they have attained the age of 16. All those wishing to become a Member must support the objects of the Society and complete an application for membership which shall include an application for at least one share in the Society. Such an application form must be approved by the Directors and the Directors must approve each application for membership.

14. A corporate body which is a Member shall by resolution of its governing body appoint a representative who may during the continuance of her/his appointment be entitled to exercise all such rights and powers as the corporate body would exercise if it were an individual person. Each such corporate body Member shall supply notification in Writing to the Society of its choice of representative.

Member Commitment

15. All Members agree to participate in general meetings and take an active interest in the operation and development of the Society and its business. Members have a duty to respect the confidential nature of the business decisions of the Society.

Termination of Membership

16. A Member shall cease to be a Member of the Society immediately that they:

(a) Fail to hold the minimum shareholding; or

(b) Fail to pay the annual subscription (if any) within 3 months of it falling due; or

(b+) Are no longer active as an owner, moderator or volunteer if accepted into membership as such

(c) Resign in Writing to the Secretary; or

(d) Are expelled from membership in accordance with these Rules; or

(e) Die, are wound up or go into liquidation.

Expulsion from Membership

17. A Member may be expelled for conduct prejudicial to the Society by an Extraordinary Resolution, provided that the grounds for expulsion have been specified in the notices calling the meeting and that the Member whose expulsion is to be considered shall be given the opportunity to make representations to the meeting or, at the option of the Member, an individual who is there to represent them (who need not be a Member of the Society) has been allowed to make representations to the general meeting.

18. If on due notice having been served the Member fails to attend the meeting the meeting may proceed in the Member's absence. No Member expelled from membership shall be re-admitted except by an Extraordinary Resolution.

Proceedings on Death or Bankruptcy of a Member

19. Upon a claim being made by:

(a) The personal representative of a deceased Member; or

(b) The trustee in bankruptcy of a Member who is bankrupt; or

(c) The Office Holder to any property in the Society belonging to such a Member, the Society shall transfer or pay property to which the Office Holder has become entitled as the Office Holder may direct them.

20. A Member may in accordance with the Act nominate any individual or individuals to whom any of her/his property in the Society at the time of her/his death shall be transferred, but such nomination shall only be valid to the extent of the amount for the time being allowed in the Act. On receiving a satisfactory proof of death of a Member who has made a nomination the Society shall, in accordance with the Act, either transfer or pay the full value of the property comprised in the nomination to the individual or individuals entitled thereunder.

Share Capital

21. The shares of the Society shall be of the nominal value of £1 issued to Persons upon admission to membership of the Society. The shares shall be fully paid prior to issue, and shall be non-Transferable except on death or bankruptcy or (in the case of an unincorporated organisation or partnership), on a change of nominee(s) and only to the new nominee(s), nor Withdrawable, shall carry no right to interest, dividend or bonus, and shall be forfeited and cancelled on cessation of membership from whatever cause, and the amount paid up on such cancelled shares shall become the property of the Society. Each Member shall hold one share only in the Society.

Rules 22-49: GENERAL MEETINGS

22. The Society shall, within six months of the end of the financial year, hold a general meeting of the Members as its annual general meeting and shall specify the meeting as such in the notice calling it.

23. The business of an annual general meeting shall comprise, where appropriate:

(a) The receipt of the accounts and balance sheet and of the reports of the Board and Auditor (if any);

(b) The appointment of an Auditor, if required;

(c) The election of the Board or the results of the election if held previously by ballot;

(d) The application of profits;

(e) The transaction of any other business included in the notice convening the meeting.

Calling a General Meeting

24. The Secretary, at the request of the Board of Directors may convene a general meeting of the Society. The purpose of the general meeting shall be stated in the notice of the meeting.

25. The Board of Directors upon an application signed by one-tenth of the total number of Members, or 100 Members, whichever is the lesser, delivered to the registered office of the Society, shall convene a general meeting. The purpose of the general meeting shall be stated in the application for and notice of the meeting. No business other than that stated in the notice of the meeting shall be conducted at the meeting.

26. If within one month from the date of the receipt of the application the Board have not convened a general meeting to be held within six weeks of the application, any three Members of the Society acting on behalf of the signatories to the application may convene a general meeting, and shall be reimbursed by the Society for any costs incurred in convening such a meeting.

Notices

27. The Directors shall call the annual general meeting giving 14 Clear Days’ notice to all Members. All other general meetings shall be convened with at least 14 Clear Days’ notice but may be held at shorter notice if so agreed in Writing by 90% of the Members.

28. Notices of meetings shall either be given to Members personally or sent to them at their Address or alternatively, if so agreed by the Society in general meeting, notices of general meetings may be displayed conspicuously at the registered office and in all other places of business of the Society to which Members have access. Notices shall specify the date, time and place at which the meeting is to be held, and the business which is to be transacted at that meeting. A general meeting shall not transact any business other than that specified in the notices calling the meeting.

29. A notice sent to a Member's Address shall be deemed to have been duly served 48 hours after its posting. The accidental omission to send any notice to or the non-receipt of any notice by any Person entitled to receive notice shall not invalidate the proceedings at the meeting.

30. All notices shall specify the date, time and place of the meeting along with the general nature of business to be conducted and any proposed resolutions.

31. If the Society has appointed an Auditor in accordance with these Rules they shall be entitled to attend general meetings of the Society and to receive all notices of and communications relating to any general meeting which any Member of the Society is entitled to receive. The Auditor shall be entitled to be heard at any meeting on any part of the business of the meeting which is of proper concern to an Auditor.

Quorum

32. No business shall be transacted at a general meeting unless a quorum of Members is present which shall include those Members not present in Person. Unless amended by Extraordinary Resolution, a quorum shall be 20 Members or 10% of the membership whichever is smaller, subject to a minimum of 3 Members.

Chairing General Meetings

33. The chairperson of the Society shall facilitate general meetings. If s/he is absent or unwilling to act at the time any meeting proceeds to business then the Members present shall choose one of their number to be the chairperson for that meeting.

Attendance and Speaking at General Meetings

34. A Member is able to exercise the right to speak at a general meeting and is deemed to be in attendance when that Person is in a position to communicate to all those attending the meeting. The Directors may make whatever arrangements they consider appropriate to enable those attending a general meeting to exercise their rights to speak or vote at it including by Electronic Means. In determining attendance at a general meeting, it is immaterial whether any two or more Members attending are in the same place as each other, provided that they are able to communicate with each other.

35. The chairperson of the meeting may permit other persons who are not Members of the Society to attend and speak at general meetings, without granting any voting rights.

Adjournment

36. If a quorum is not present within half an hour of the time the general meeting was due to commence, or if during a meeting a quorum ceases to be present, the chairperson must adjourn the meeting. If within half an hour of the time the adjourned meeting was due to commence a quorum is not present, the Members present shall constitute a quorum.

37. The chairperson of a general meeting may adjourn the meeting whilst a quorum is present if:

(a) The meeting consents to that adjournment; or

(b) It appears to the chairperson that an adjournment is necessary to protect the safety of any persons attending the meeting or to ensure that the business of the meeting is conducted in an orderly manner.

38. The chairperson must adjourn the meeting if directed to do so by the meeting.

39. When adjourning a meeting the chairperson must specify the date, time and place to which it will stand adjourned or that the meeting is to continue at a date, time and place to be fixed by the Directors.

40. If the meeting is adjourned for 14 days or more, at least 7 Clear Days’ notice of the adjourned meeting shall be given in the same manner as the notice of the original meeting.

41. No business shall be transacted at an adjourned meeting other than business which could properly have been transacted at the meeting if the adjournment had not taken place.

Voting

42. A resolution put to the vote at a general meeting shall be decided on a show of hands unless a paper ballot is demanded in accordance with these Rules. A declaration by the chairperson that a resolution has on a show of hands been carried or lost with an entry to that effect recorded in the minutes of the general meeting shall be conclusive evidence of the result. Proportions or numbers of votes in favour for or against need not be recorded.

43. In the case of an equality of votes, whether on a show of hands or a poll, the chairperson shall not have a second or casting vote and the resolution shall be deemed to have been lost.

Paper Ballot

44. A paper ballot on a resolution may be demanded before or on the declaration of the result of the show of hands by three Members at a general meeting.

45. If a paper ballot is duly demanded it shall be taken in such a manner as the chairperson directs, provided that no Member shall have more than one vote, and the result of the ballot shall be deemed to be the resolution of the meeting at which the ballot was demanded.

46. The demand for a paper ballot shall not prevent the continuance of a meeting for the transaction of any other business than the question upon which a ballot has been demanded. The demand for a paper ballot may be withdrawn.

Resolutions

47. Decisions at general meetings shall be made by passing resolutions:

(a) The following decisions must be made by Extraordinary Resolution:

(i) Decisions to expel Members;

(ii) Any amendment to the Society's Rules;

(iii) The decision to wind up the Society.

(b) All other decisions shall be made by ordinary resolution.

48. An Extraordinary Resolution is one passed by a majority of not less than 75% of votes cast at a general meeting and an ordinary resolution is one passed by a simple majority (51%) of votes cast.

49. Resolutions may be passed at general meetings or by written resolution. A written resolution may consist of several identical Documents signed by one or more Members.

Rules 50-69: DIRECTORS

50. The Society shall have a Board of Directors comprising not less than three Directors.

51. The initial Directors of the Society from registration until the first annual general meeting shall be appointed by the Founder Members.

52. Under no circumstances shall any Employee of the Society serve on the Board.

53. Only persons of the Society who are aged 18 years or more may serve on the Board of Directors.

54. The Board of Directors shall be elected by and from the Society’s Members. The maximum number of Directors serving on the Board shall be determined by a general meeting of the Society from time to time.

Retirement Cycle

55. At the first annual general meeting all elected Directors shall stand down. At every subsequent annual general meeting one-third of the elected Directors, or if their number is not a multiple of three then the number nearest to one-third, shall retire from office. The Directors to retire shall be the Directors who have been longest in office since their last election. Where Directors have held office for the same amount of time the Directors to retire shall be decided by lot. A retiring Director shall be eligible for re- election.

Co-option of Directors

56. In addition the Board of Directors may co-opt up to two external independent Directors who need not be Members and are selected for their particular skills and/or experience. Such external independent Directors shall serve a fixed period determined by the Board of Directors at the time of the co-option, subject to a review at least every 12 months. External independent Directors may be removed from office at any time by a resolution of the Board of Directors.

57. The Board of Directors may at any time fill a casual vacancy on the Board by co-option. Co-opted individuals must be Members of the Society and will hold office as a Director only until the next annual general meeting.

58. At no time must the number of co-opted individuals comprise more than one-third of the Board of Directors.

Powers and Duties of the Board of Directors

59. The business of the Society shall be managed by the Board who may exercise all such powers of the Society as may be exercised and done by the Society and as are not by statute or by these Rules required to be exercised or done by the Society in general meeting.

60. All decisions made by a meeting of the Board of Directors or by any person acting as a Director shall remain valid even if it is later discovered that there was some defect in the Director’s appointment or that the individual had previously been disqualified from acting as a Director or as a charity trustee.

61. All cheques, promissory notes, drafts, bills of exchange and other negotiable instruments, and all receipts for monies paid to the Society shall be signed, drawn, accepted, endorsed, or otherwise executed in such manner as the Board shall from time to time direct.

62. Without prejudice to its general powers, the Board may exercise all the powers of the Society to borrow money and to mortgage or charge its undertaking and property or any part of it and to issue debentures and other securities whether outright or as security for any debt, liability or obligation of the Society or of any third party.

63. No Regulation made by the Society in general meeting shall invalidate any prior act of the Board which would have been valid had that Regulation not been made.

Delegation

64. Subject to these Rules, the Directors may delegate any of the powers which are conferred on them under these Rules to any Person or committee consisting of Members of the Society, by such means, to such an extent, in relation to such matters and on such terms and conditions as they think fit.

65. The Directors may specify that any such delegation may authorise further delegation of the powers by any Person to whom they are delegated.

66. The Directors may revoke any delegation in whole or in part or alter any terms and conditions.

Sub-Committees

67. A sub-committee to which the Directors delegate any of their powers must follow procedures which are based as far as they are applicable on those provisions of these Rules which govern the taking of decisions by Directors.

68. The Directors may make Regulations for all or any sub-committees, provided that such Regulations are not inconsistent with these Rules.

69. All acts and proceedings of any sub-committee must be fully and promptly reported to the Directors.

Rules 70-81: PROCEEDINGS OF THE BOARD OF DIRECTORS

Calling a Meeting of the Board of Directors

70. Any Director may, and the Secretary on the requisition of a Director shall, call a meeting of the Board of Directors by giving reasonable notice of the meeting to all Directors. Notice of any meeting of the Board of Directors must indicate the date, time and place of the meeting and, if the Directors participating in the meeting will not be in the same place, how they will communicate with each other.

Proceedings of a Meeting of the Board of Directors

71. The Board of Directors may meet together for the despatch of business, adjourn and otherwise regulate their meetings as they think fit.

72. A Director is able to exercise the right to speak at a meeting of the Board of Directors and is deemed to be in attendance when that person is in a position to communicate to all those attending the meeting. The Directors may make whatever arrangements they consider appropriate to enable those attending a meeting of the Board of Directors to exercise their rights to speak or vote at it including by Electronic Means. In determining attendance at a meeting of the Board of Directors, it is immaterial whether any two or more Directors attending are in the same place as each other.

73. Questions arising at any meetings of the Board shall be decided by a majority of votes. In the case of an equality of votes the status quo shall be maintained and the Board of Directors may choose to refer the matter to a general meeting of the Society.

74. A written resolution, circulated to all Directors and signed by a simple majority (51%) of Directors, shall be valid and effective as if it had been passed at a Board meeting duly convened and held. A written resolution may consist of several identical Documents signed by one or more Directors.

75. The Board of Directors may, at its discretion, invite other persons to attend its meetings with or without speaking rights and without voting rights. Such attendees will not count toward the quorum.

Quorum

76. The quorum necessary for the transaction of business at a meeting of the Board of Directors shall be 50% of the Directors or 3 Directors, whichever is the greater and shall include those Directors not present in person.

77. If at any time the total number of Directors in office is less than the quorum required, the Directors are unable to take any decisions other than to appoint further Directors or to call a general meeting so as to enable the Members to appoint further Directors.

Chairing Board Meetings

78. The chairperson shall facilitate meetings of the Board of Directors. If s/he is absent or unwilling to act at the time any meeting proceeds to business then the Directors present shall choose one of their number to be the chairperson for that meeting.

Declaration of Interest

79. A Director shall declare an interest in any contract or matter in which s/he has a personal, material or financial interest, whether directly or indirectly, and shall not vote in respect of such contract or matter, provided that nothing shall prevent a Director voting in respect of her/his terms and conditions of employment or any associated matter.

Expenses

80. The Society's income and property shall be applied solely to the promotion of the objects of the Society. and no portion shall be transferred directly or indirectly by way of dividend, bonus or otherwise whatsoever by way of profit to the Members of the Society and no Director or Connected Person may buy goods or services from the Company on terms preferential to those applicable to other members of the public, sell any interest in land to the Society, or be employed by the Society, unless the payment is in respect of payment of any reasonable expenses which the Directors properly incur in connection with their attendance at meetings or otherwise in connection with the exercise of their powers and the discharge of their responsibilities in relation to the Society. A Director or Connected Person may sell goods or services to the Society, receive remuneration from the Society and receive any other financial benefit from the Society, provided that person declares their conflict of interest and does not authorise or vote on the transaction or decision.

Termination of a Director’s Appointment

81. A person ceases to be a Director of the Society as soon as:

(a) Where there is co-option of Directors for their skills/experience: That person is removed from office by a resolution of the Board of Directors, where the person is a co-opted Director appointed for their particular skills and/or experience;

(b) Where ex officio Directors: That person ceases to hold that office or that office ceases to exist, where the person is a Director ex officio;

(c) Where there are representatives of organisations on the Board: The organisation they are representing removes their endorsement of them;

(d) Where there are representatives of organisations on the Board: The organisation they are representing ceases to exist;

(e) That person resigns from office in Writing to the Secretary of the Society, and such resignation has taken effect in accordance with its terms;

(f) That person is removed from office by an ordinary resolution of the Society in general meeting, the notices for which specified that the question of the Director's removal was to be considered;

(g) That person is prohibited from being a Director by law or otherwise disqualified by law from serving as a charity trustee;

(h) A bankruptcy order is made against that person;

(i) A registered medical practitioner who is treating that person gives a written opinion to the Society stating that the person has become mentally incapable of acting as a Director and may remain so for more than three months;

(j) By reason of that person’s mental health, a court makes an order which wholly or partly prevents that person from personally exercising any powers or rights which that person would otherwise have.

Rule 82: OFFICERS

82. The Board shall elect from among their own number a chairperson and Secretary and such other Officers as they may from time to time decide. These Officers shall have such duties and rights as may be bestowed on them by the Board or by law and any Officer appointed may be removed by the Board. A serving Officer who is not re- elected to the Board at the annual general meeting shall nevertheless continue in office until the first Board meeting following the annual general meeting.

Rule 83: DISPUTES

83. In the event of a dispute between the Society or its Board and a Member of the Society or a former Member, such dispute shall be referred to an independent arbitrator whose appointment is acceptable to both parties to the dispute or in the absence of agreement to be nominated by the Secretary General of Co-operatives UK (or any role or body that succeeds to its function). The decision of such an arbitrator shall be binding. In the event that a dispute cannot, for whatever reason, be concluded by reference to an arbitrator, the matter may be referred to the county court (or in Scotland, to the sheriff). Any Person bringing a dispute must, if so required, deposit with the Society a reasonable sum (not exceeding £100) to be determined by the Board. The arbitrator will decide how the costs of the arbitration will be paid and what should be done with the deposit.

Rule 84: REGULATIONS

84. The Society in a general meeting, or the Board of Directors, may from time to time make, adopt and amend such Regulations in the form of bye-laws, standing orders, secondary rules or otherwise as they think fit for the management, conduct and regulation of the affairs of the Society and the proceedings and powers of the Board of Directors and sub-committees. Such Regulations (if any) shall be made available to Members. No Regulation shall be made which is inconsistent with these Rules or the Act. All Members of the Society and the Board of Directors shall be bound by such Regulations whether or not they have received a copy of them.

Rule 85: LIABILITY OF MEMBERS

85. The liability of a Member is limited to the amount of their shareholding.

Rule 86: APPLICATION OF PROFITS

86. The Society shall not trade for profit. Any profits generated by the Society shall be applied solely to the continuation and development of the Society.

Rules 87-88: AMALGAMATION, TRANSFER OF ENGAGEMENTS AND CONVERSION

87. The Society may, by special resolution passed in the way required by the Act, amalgamate with or transfer its engagements to any other charitable society with objects similar to or compatible with those of the Society. The Society may also accept a transfer of engagements and assets by resolution of the Board or of a general meeting.

88. The Society may, by special resolution passed in the way required by s52(3) of the Act, amalgamate with or transfer its engagements to a charitable company or convert itself into a charitable company under the provisions of the Act. In relation to calling a general meeting for the purpose of such resolution, the following provisions shall apply.

(a) The Society shall give to Members not less than two months’ notice of the meeting;

(b) Notice of the meeting shall be posted in a prominent place at the registered office and at all trading premises of the Society to which Members have access.;

(c) The notice shall be accompanied by a separate statement setting out for Members:

(i) the reasons for the proposal;

(ii) whether the proposal has the support of the Board of the Society;

(iii) what alternative proposals have been considered, and whether they are viable;

(iv) details of the number of shares in the Society held by Members of the Board, and Persons connected with them;

(v) a recommendation by reputable independent financial advisors that the Members should support the proposal rather than any alternative proposal.

(d) Where the separate statement is contained in another Document, information shall be provided in the notice specifying where Members can obtain a copy of the Document.

(e) The quorum for a meeting at which a special resolution to amalgamate with, transfer engagements to or convert into a charitable company is to be voted upon shall be 150 Members or 50% of the Members present in Person, whichever is the greater, subject to an absolute minimum of three Members.

Rules 89-90: DISSOLUTION

89. The Society may be dissolved by the consent of three quarters of the Members by their signatures to an instrument of dissolution, or by winding up in a manner provided for by the Act.

90. If on the winding up or dissolution of the Society any of its assets remain to be disposed of after its liabilities are satisfied, these assets shall not be distributed among the Members, but shall be transferred instead to some other charitable body or bodies with objects similar to or compatible with those of the Society as may be decided by the members at the time of or prior to the dissolution.

Rules 91-111: ADMINISTRATIVE ARRANGEMENTS

Means of Communication

91. A Member must provide their consent to receive communications from the Society by Electronic Means.

92. A notice sent to a Director’s Address shall be deemed to have been duly served 48 hours after its posting. A Director may agree with the Society that notices or Documents sent to her/him in a particular way are to be deemed to have been received within a specified time of their being sent, and for the specified time to be less than 48 hours.

Seal

93. If the Society has a seal, it shall only be used by the authority of the Board of Directors acting on behalf of the Society. Every instrument to which the seal shall be attached shall be signed by a Director and countersigned by a second Director or the Secretary.

Registers

94. The Board of Directors shall ensure accurate registers are maintained which shall include a register of Members, a register of Directors and a register of Officers.

Register of Members

95. The Board shall ensure that the register is maintained in accordance with the Act and that the particulars required by the Act are available for inspection and accessible without the need to disclose other particulars contained in the register.

Register of Directors and Officers

96. The Society shall maintain a register of Directors and Officers which shall include the following particulars:

(a) Name of the Director;

(b) Address of the Director;

(c) The date on which they assumed office;

(d) The date on which they vacated office; and

(e) The position held by a Director if s/he is also an Officer and the date on which the Director assumed and vacated his/her Officer position.

Amendments to Rules

97. Any of these Rules may be rescinded or amended or a new rule made by an Extraordinary Resolution at a general meeting of which 14 Clear Days’ notice has been given, such notice to include details of the change(s) to be proposed at that meeting. No amendment may be made to the Rules which shall cause the Society to cease to be a charity in law. No amendment of Rules is valid until registered by the Registrar. When submitting the rule amendments for registration, the Secretary may at their sole discretion accept any alterations required or suggested by the Registrar without reference back to a further general meeting of the Society.

Copies of the Society's Rules

98. A copy of these Rules and any amendments made to them shall be given free of charge to every Member upon admission to membership and shall be provided to any other Person on demand and on payment of the statutory fee chargeable for the time being in force.

Minutes

99. The Society shall ensure that minutes are kept of all:

(a) Proceedings at general meetings of the Society; and

(b) Proceedings at meetings of the Board of Directors and its sub-committees which include names of the Directors present, decisions made and the reasons for those decisions.

Annual Return

100. Every year and within the period prescribed by the Act, the Secretary shall send the annual return in the prescribed form to the Registrar. The annual return shall be accompanied by:

(a) A copy of the Auditor’s report on the Society's accounts for the period covered by the annual return or a copy of such other report (if any) as is required by statute for such a period; and

(b) A copy of each balance sheet made during that period and report of the Auditor or other appropriate person as required by statute on that balance sheet.

101. The Society shall on demand supply free of charge to any Member or any person with an interest in the funds of the Society a copy of the latest annual return together with a copy of the Auditor's report on the accounts and balance sheet contained in the annual return and the Auditor’s Report (if any).

102. The Society shall at all times keep a copy of the latest balance sheet of the Society together with a copy of the corresponding Auditor's report (if any) hung up in a conspicuous place at the registered office and displayed on the Society's website (if any).

Audit

103. Unless the Society meets the criteria set out in section 4(2) of the Friendly and Industrial and Provident Societies Act 1968 or fulfils the exemptions set out in sub- sections 4(A) (1) and (2) of the Friendly and Industrial and Provident Societies Act 1968, the Board shall in each financial year appoint an Auditor as required by section 7 of the Friendly and Industrial and Provident Societies Act 1965 as amended, to audit the Society’s accounts and balance sheet for the year. This provision also applies if the Society is in its first financial year.

104. The following persons shall not be appointed as Auditor of the Society:

(a) An Officer or Employee of the Society;

(b) A person who is a partner or employee of, or who employs, an Officer of the Society.

105. The Board may appoint an Auditor to fill a casual vacancy occurring between general meetings.

106. An Auditor for the preceding financial year shall be re-appointed as Auditor of the Society for the current financial year unless:

(a) A decision has been made by the Board to appoint a different Auditor or expressly decided that s/he shall not be re-appointed; or

(b) S/he has given notice in writing to the Secretary of her/his unwillingness to be re-appointed; or

(c) S/he is ineligible for appointment as Auditor of the Society for the current financial year; or

(d) S/he has ceased to act as Auditor of the Society by reason of incapacity.

107. Any ordinary resolution of a general meeting of the Society either to remove an Auditor from office or to appoint another person as Auditor shall not be effective unless notice of the proposed resolution has been given to the Society at least 28 days prior to the meeting at which the resolution is to be considered. At least 14 days' notice of such resolution must then be given to Members of the Society in the manner prescribed in these Rules and in Writing to the Auditor(s).

Social Accounting and Reporting

108. In addition to any financial accounts required by the Act, the Members may resolve to undertake an account of the activities of the Society which will endeavour to measure its social and environmental performance using whatever methodology the Members deem appropriate. Following the completion of such an account the Society shall report any findings to its Members and other stakeholders.

Indemnity and Insurance

109. Subject to the following rule, any Director or former Director of the Society may be indemnified out of the Society’s assets against:

(a) Any liability incurred by that Director in connection with any negligence, default, breach of duty or breach of trust in relation to the Society;

(b) Any liability incurred by that Director in connection with the activities of the Society in its capacity as a trustee of an occupational pension scheme;

(c) Any other liability incurred by that Director as an Officer of the Society.

110. The above rule does not authorise any indemnity which would be prohibited or rendered void by any provision of law.

111. The Directors may decide to purchase and maintain insurance, at the expense of the Society, for the benefit of any Director or former Director of the Society in respect of any loss or liability which has been or may be incurred by such a Director in connection with their duties or powers in relation to the Society or any pension fund or employees’ share scheme of the Society.


1.

2.

3.


1.


Signatures of Founder Members




Signature of Secretary


Full Names of Founder Members in BLOCK CAPITALS (no initials)




Full Name of Secretary in BLOCK CAPITALS (no initials)

...............................................................

For record of changes , see Rules - Amendments