THE CONSTITUTION OF THE LEE MEMORIAL HALL TRUSTEES MANAGEMENT COMMITTEE

(Adopted at the Annual General Meeting held on 29 April 2003 with amendments adopted at the Annual General Meetings held on 21 April 2008 and 18 April 2011)

  1. The name of the committee shall be:
    LEE MEMORIAL HALL TRUSTEES MANAGEMENT COMMITTEE
  2. The committee will concern itself with the day to day running of the Lee Memorial Hall on behalf of the Holding Trustees. Any decision made by the committee will need to be ratified by the Holding Trustees.
  3. Membership of the committee shall be restricted to residents of Lee and Lincombe.

The committee shall be composed of the 3 Holding Trustees together with:-

a) Six nominees from village organisations elected annually at the Annual General Meeting;
b) Three persons from the village elected at the Annual General Meeting.

Prior to the Annual General Meeting, and at least 7 days before the date of the meeting, village organisations may submit in writing to the Secretary the names of 1 or 2 persons as nominees from their organisation. If there are 6 or fewer nominations, these persons shall be elected to the committee. If there are more than 6 nominations, and election shall take place at the Annual General Meeting with each person entitled to vote having 6 votes and the 6 persons with the highest number of votes shall be elected. Any person who is not elected may then put their name forward as a village person in the election for 3 village persons. If there are fewer than 6 nominations from village organisations, the remaining positions shall become available for village persons. For example, if there are only 4 nominated from village organisations, up to 5 persons may be elected as village persons.

All the representatives in a) and b) should have been resident in or associated with Lincombe, Lee and the immediate surrounding farms for at least one year.

  1. The committee so formed shall elect from amongst themselves the officers consisting of: Chairperson, Treasurer, Secretary and Bookings Secretary. If the committee is unable to make an appointment to any of the Management Committee posts from its own members, it shall have the power to appoint another person or persons to the vacant post or posts. This person or persons shall not be a member of the committee, but may attend meetings if invited by the Chairperson.
  2. The committee members from the village shall retire annually but may re-stand for election if they wish.
  3. Five members of the committee, including at least one Holding Trustee, shall form a quorum.
  4. a) The committee shall be empowered to co-opt persons from the village to serve on any sub-committee which it may deem desirable to appoint for any special purpose.
    b) In the event of a vacancy occurring during the year, the committee shall have the power to co-opt another person from the village in his or her place.
  5. The committee shall meet at least 4 times during the year.
  6. Any two committee members shall have the right to requisition a special meeting on giving 21 days notice to the Secretary.
  7. The Annual General Meeting shall be held as soon as practicable in the new year, but before the end of April. Notice of the AGM shall be displayed at least 14 days prior to the meeting. Any motions to be discussed must be submitted in writing to the Secretary no less than 7 days prior to the date of the meeting.
  8. Nominations for the committee, with the permission of the person concerned, may be made as follows:-
    Either: - proposed and seconded in writing to the Secretary no less than 7 days prior to the meeting;
    Or: - may be proposed and seconded from the floor of the meeting.
    No employees of the Hall may be nominated.
  9. Members of the committee shall be empowered to undertake expenditure, up to a reasonable sum designated from time to time by the Holding Trustees, for the day to day running of the Hall. Any sums in excess of this must be discussed and approved by the Management Committee and ratified by the Holding Trustees. In an emergency situation the Holding Trustees will approve necessary expenditure.
  10. All bookings for the Hall must be made through the Bookings Secretary who will either approve the application or refer the matter, if necessary, to the Management Committee for approval. The Bookings Secretary will then issue a Standard Conditions of Hire Agreement to the applicant, which should then be signed by the applicant and the authorised representative from the Management Committee. The Bookings Secretary will then inform the Caretaker of the date of the booking of the Hall. The Caretaker may not open the Hall to a hirer unless authorised to do so by the Bookings Secretary.
  11. Alterations to these rules shall be made only at an Annual General Meeting or at an Extraordinary General Meeting called for such purpose. The Committee shall have the power to call an Extraordinary General Meeting at such times as it deems necessary.