What We Wish To Do
Help vulnerable children who have urgent, professionally assessed, health, social or educational needs regardless of race nationality or disability. Act to help secure the well-being of children in Montserrat and so protect them from all forms of harm.
Help to remove barriers for Disabled children who may require specific assistance so they can be fully included within Montserrat Society. Attract funding from both national and international sources to enable specific projects to run for the support of vulnerable children in Montserrat; Raising awareness of children’s issues and needs with a view to acting upon the above objectives
Montserrat Children’s Society Constitution
NAME
The name of the organisation shall be Montserrat Children’s Society
AIMS
The aims of the Society shall be
To raise raising awareness of children’s issues and needs in Montserrat
To help secure the wellbeing, health and development needs of children, and protect them from all forms of harm and neglect
To work with Government agencies to develop policies and activites focused on the most vulnerable, in order to ensure that all children have the best start in life
To identify young carers and the support they need.
To deliver specific services commissioned by the Government of Montserrat
POWERS
To further these aims the Executive Committee shall have power to:
(a) Obtain, collect and receive money or funds by way of contributions, donations, grants and any other lawful method towards the aims of the Society.
(b) Develop relationships with other organisations and residents in Montserrat in a common effort to carry out the aims of the Society.
(c) Enter into contracts with public agencies to carry out functions commissioned by them
(d) Do all such lawful things as will further the aims of the Society.
(e) Provide personal assistance in accordance with the requirements of this Constitution
The Executive Committee shall not have the power to make decisions based on the gender, sexual orientation, ethnicity, nationality, religion, disability or medical history of children or their families.
MEMBERSHIP
(a) Voting membership shall be open to anyone over the age of 16 who supports the aims of the Society.
(b) The Executive Committee shall have the power to approve or reject applications for membership or to terminate the membership of any member provided that the member shall have the right to be heard by the Executive Committee before a final decision is made.
(c) Members will be entitled to attend the Annual General Meeting (AGM).
(d) Members who fail to renew their membership fee will no longer be considered to be part of the organisation.
(e) Members should be able to publicly display a good record of behaviour towards children
MANAGEMENT
(a) The Executive Committee will be elected annually at the Annual General Meeting (AGM). It will ensure that the aims and objectives of the Society are achieved and that the Society is managed effectively and in accordance with all relevant regulations and best practice. It will ensure effective communication with members, co-ordination of volunteer activity, and ensure proper processes are in place for effective governance and safeguarding.
(b) All Members of the Executive Committee should provide the Membership Officer with an appropriate police check from the Royal Montserrat Police Force, or UK DBS check. The checks must be renewed every five years
(c) The Executive Committee shall consist of a president, secretary, treasurer, membership secretary, public relations officer, and fund-raising officer, and other offices that may be determined by the Executive Committee in advance of the AGM
(c) In order to fill places which were not filled at an election, fill vacancies which arise between elections, or bring people with specific skills or experience onto the Executive Committee, the Executive Committee may co-opt further voting members who shall resign at the next Annual General Meeting.
(d) The Executive Committee shall meet at least four times each year.
(e) At least four Executive Committee members must be present at a meeting to be able to make decisions.
(f) A proper record of all transactions and meetings shall be kept.
ROLES AND RESPONSIBILITES OF OFFICERS
THE PRESIDENT
Chairs meetings of the Executive Committee
Ensures that the Executive Committee functions properly, that there is full participation during meetings, that all relevant matters are discussed and that effective decisions are made and carried out.
Receives reports on activities and financial matters
Monitors progress in relation to key objectives of the Society.
Represents the Society at Events.
Co-ordinates production of the annual report.
THE VICE-PRESIDENT
Deputises for the President as and when requested to do so.
Undertakes the duties of the President in the absence of the President
THE SECRETARY
Prepares and circulates agendas for meetings of the Executive Committee
Takes Minutes of meetings and circulates to members
Organises the Annual General Meeting and any special meetings, preparing agendas, minutes and notifications.
Ensures statutory requirements are met.
THE TREASURER
Ensures effective financial management.
Ensures effective management of income and expenditure
Produces regular reports of income and expenditure.
Prepares an Annual Accounts for submission to the Auditor.
Produces the budget and financial plan.
Ensures that reporting requirements to the Financial Service Commission are met.
THE MEMBERSHIP SECRETARY
Ensures all membership fees are collected appropriately and recorded.
Communicates with the Members (Patrons and Friends) regularly to keep them up to date with Society activities.
THE PUBLIC RELATIONS OFFICER
Liaises with journalists, radio etc to ensure Society activities are promoted.
Gathers information from organisers of events and activities and publicises
Maintains the Society social media platforms.
THE FUND-RAISING OFFICER
Co-ordinates fund-raising activities, with support from other Executive Committee Members, Patrons and Friends and other volunteer helpers.
Ensures that all actions required for fund-raising events are completed, venues booked, invitations/tickets printed and issued, publicity arranged, food/drink organised, volunteers briefed, cash float arranged.
GENERAL MEETINGS
(a) An Annual General Meeting shall be held within 12 months of the date of the adoption of this constitution and each year thereafter.
(b) Notices of the AGM shall be published three weeks beforehand and a report on the Group’s financial position for the previous year will be made available at the same time.
(c) A Special General Meeting may be called at any time at the request of the Executive Committee, or not less than one quarter of the membership. A notice explaining the place, date, time and reason shall be sent to all members at least three weeks beforehand.
(d) One third of membership shall enable a General Meeting to take place.
(e) Proposals to change the constitution must be given in writing to the secretary at least 28 days before a general meeting and approved by a two thirds majority of those present and voting.
ACCOUNTS
(a) The funds of the group including all donations, contributions and bequests, shall be paid into an account operated by the Executive Committee. All cheques drawn on the account must be signed by at least two members of the Committee.
(b) The funds belonging to the group shall be applied only to further the aims of the group.
(c) A current record of all income, funding and expenditure will be kept.
PROVIDING ASSISTANCE
(a) Entitlement for assistance provided by the association for children with a professionally assessed need will be determined by means of a ”Projects Management Committee” as and when this is required. The professional assessment must be by competent authority.
(b) A Projects Committee will be set up and directed by the Executive Committee
(c) The Executive Committee will establish and agree by a simple majority, the criteria needed for such decisions as made by the Projects Committee.
DISSOLUTION
(a) The Group may be dissolved by a resolution passed by a simple two-thirds majority of those present and voting at a Special General Meeting.
(b) If confirmed, the Executive Committee shall distribute any assets remaining after the payment of all bills to other charitable group(s) or organisation(s) having aims similar to the Group or some other charitable purpose(s) as the Group may decide.
(c) Signed by President………………………… Date……………………….
Signed by Secretary......................... Date……………………….
Signed by Treasurer............................ Date……………………….