The Reading Room: A New Constitution The Case for Change Since the - - PowerPoint PPT Presentation

The Reading Room: A New Constitution

 Since the present constitution of the Reading Room was set up in 1979 a good deal has changed.

 There were only 3 TV stations, no satellite broadcasters, internet, mobile phones , iPads, or streaming services  Entertainment and socialising revolved around the wide variety of clubs and societies and the job

• f the Reading Room was to provide an attractive space where they could meet.

 The management of the Reading Room was given to a Committee of 22 including 19 representatives of user groups

The Case for Change

The Case for Change

But Helmdon has changed Several of the groups

• riginally named no longer exist

 The Parish Council of Helmdon,  The Parochial Church Council of the Ecclesiastical Parish of Saint Mary Magdalene, Helmdon,  The Baptists in Helmdon,  The Helmdon Branch of the Royal British Legion,  The Helmdon Brownies,  The Helmdon Conservative Club,  The Helmdon Cub Scouts,  The Helmdon Girls’ Brigade,  The Helmdon Merry Comrades,  The Helmdon Mothers’ Union,  The Helmdon Play Group,  The Helmdon Retired People,  The Helmdon School,  The Helmdon Sports Club,  The Helmdon Workers Educational Association,  The Helmdon Working Men’s Club,  The Helmdon Women’s Institute,  The Helmdon Young Wives, and  The Helmdon Youth Club.

Several of the groups that have survived, or been created since, have falling memberships.

The Case for Change

 With the growth in alternative forms of entertainment, it seems that fewer people are interested in committing to attending regular meetings of a club or society  As the number of groups falls so the rental income from lettings to these groups falls and the use of the Reading Room is reduced.  There is evidence, however, that people still welcome and support events or activities they can drop into casually like the Village Café and the Flower and Produce Show  To enable the best use of the Reading Room and to make the money needed to maintain it, we need to find ways to generate these sorts of events.

The Case for Change

 In order make the best use of the Reading Room, expand opportunities for residents and generate income, we may have to look for opportunities to work jointly with others in the village, like the pub, the sports club or the church, or in surrounding villages.  We may need to have to think about how to market the Reading Room and promote events.  We need a different sort of management Committee.  Parliament has changed the law to create a new type of charity – a Charitable Incorporated Organisation (CIO)

Present  The Reading Room is an unincorporated

• association. This means it cannot own

land and the members of the Management Committee (Trustees) are personally responsible for any liabilities.  The ownership of the Reading Room is held in trust by the Parish Council Proposed  The new constitution would be for a CIO. It would have the power to own land and buildings and the Trustees would no longer have personal liability if things go wrong.  Ownership of the Reading Room would transfer to the new CIO.  The new body would continue to be

• verseen by the Charity Commission.

The Legal Position

Name

The proposal is to call the new organisation Helmdon Community Foundation This is to recognise that the new body will have responsibilities which go beyond simply maintaining the building but will extend to promoting activities in the building and elsewhere. The building will still be called the Reading Room.

Present

Reading Room Object…….shall be the provision and maintenance of a village hall for the use of the inhabitants of the Parish of Helmdon (hereinafter called “the area of benefit”) without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and for other forms of recreation and leisure-time

• ccupation, with the object of improving the

conditions of life for the said inhabitants.

Proposed

 Foundation’s Object is essentially the same except that it also extends to land and facilities related to the village hall  Because it will be incorporated it will have a wider range of powers: to raise and borrow money, buy and sell land, employ people, support financially new activities and collaborate with other organisations in Helmdon or elsewhere.

Objects and Powers

These determine what purposes the Foundation would have and its powers to carry them out. It would not be able to do anything which does not fit with these. The proposed constitution closely follows a model provided by the Charity Commission.

Present

 The Management Committee consists of 3 elected members and 12 representatives of Helmdon groups chosen by those groups. Some are users of the Reading Room, some are not. One third of members need to be present for a quorum.  It is possible to co-opt up to 2 additional members

• f the Management Committee

 The AGM is open to all residents of Helmdon. While many things can be discussed it has only the power to elect 3 members to the Management Committee and receive the annual report and accounts

Proposed

 The Foundation would have between 5 and 9 trustees chosen for their knowledge or experience to make sure the Trustees have the right range of skills available. Three trustees would be needed for a quorum.  Trustees could serve for a maximum of two 3 year terms with some retiring each year.  Vacancies would be advertised before being filled by the remaining trustees who would have to give reasons for their decisions.  There would continue to be an AGM with an annual report and accounts.  The Trustees could set up additional committees to bring in others with special skills or interests to run specific projects for example.

Management Arrangements

 Because of the special limited liability status of the Foundation, there would be more rules to prevent Trustees, or those they are related to or in business with, benefiting financially from their position as a trustee.  There would be detailed provisions for what should happen to the Foundation’s property should the Foundation be wound up.  To reflect technological changes, on-line meetings – including the AGM – would be allowed.  Copies of both the old and proposed constitutions can be seen on the Reading Room page of the Parish Council website

Other Differences

What Happens Next?

 The proposed constitution has already been seen and agreed by the Management Committee.  It is now open for consultation with the whole village until 21 August  Provided there is broad support for the proposals they will be finalized and sent to the Charity Commission for approval.  Once the Foundation is set up the “first Trustees” will agree a list of the skills and experience they need and organize a recruitment for additional trustees to fill the vacancies.  In the meantime the existing Management Committee will continue to look after the Reading Room and make sure it continues to function as it does now.