Old Pharosians’ Association

(Charity Number 295653)

Constitution

1 NAME

The charity’s name is “The Old Pharosians’ Association”.

2 THE PURPOSES OF THE CHARITY ARE:-

To advance the education of the students of Dover Grammar School for Boys by providing and assisting in the provision of additional facilities and opportunities for education at the School. To that end the association may: (a) foster relations between the staff, former students and others associated with the School and (b) engage in activities which support the School and advance the education of the pupils attending it.

3 TRUSTEES

The charity shall be managed by a committee of trustees, comprising:
• the President who is appointed at the Annual General Meeting (AGM) of the charity
• up to 12 other members of the charity who are also appointed at the AGM
• up to two additional members whom the committee may appoint.

4 CARRYING OUT THE PURPOSES

In order to carry out the charitable purposes, the trustees have the power to:
(1) raise funds, receive grants and donations
(2) apply funds to carry out the work of the charity
(3) co-operate with and support other charities with similar purposes
(4) do anything which is lawful and necessary to achieve the purposes.

5 MEMBERSHIP

Membership of the charity is open to anyone aged 16 or over who provides the Association with their name and contact details and has either been a pupil at the school or is or has been a member of staff. The trustees will keep an up-to-date membership list. The Headteacher shall be an ex officio member of the Association.

The trustees may remove a person’s membership if they believe it is in the best interests of the charity. The member has the right to be heard by the trustees before the decision is made and can be accompanied by a friend.

6 ANNUAL GENERAL MEETING – AGM

(1) The AGM must be held every year, with 14 days’ notice given to all members telling them what is on the agenda. Meetings may be held electronically. Minutes must be kept of the AGM.
(2) There must be at least 12 members present at the AGM.
(3) To vote or be eligible to vote at the AGM a member must have been on the membership list not less than one calendar month before the meeting. Every member has one vote.
(4) The trustees shall present the annual report and accounts.
(5) Any member who has been on the membership list for not less than one calendar month may stand for election as a trustee.
(6) Members shall elect the President of the Association at each AGM. He or she is eligible for re-election.
(7) Members shall elect up to 4 other trustees at each AGM, each to serve for a period of three years. They may stand for re-election. Members shall also elect trustees to fill, for the balance of the remaining period, any casual vacancies that have arisen.
(8) Members shall appoint the auditor for the Association.

7 TRUSTEE MEETINGS

(1) Trustees must hold at least 3 meetings each year. Meetings may be held electronically. The Headteacher has a right to attend and speak at trustee meetings.
(2) The President, if available, will take the chair at meetings. In his absence those present will elect one of their number to chair the meeting.
(3) At least 6 trustees must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.
(4) At their first meeting after the AGM the trustees will elect a treasurer, secretary, membership secretary, newsletter editor. They may also elect other officers.
(5) Interests must be declared. Where a conflict of interest arises in relation to an item of business, trustees must determine whether the person concerned needs to leave the meeting while the matter is being discussed or decided.
(6) During the year, the trustees may appoint up to 2 additional trustees. They will stand down at the next AGM.
(7) The trustees may make reasonable additional rules to help run the charity. These rules must not conflict with this constitution or the law.

8 MONEY AND PROPERTY

(1) Money and property must only be used for the charity’s purposes.
(2) Trustees must keep accounts. The most recent annual accounts can be seen by anybody on request.
(3) Trustees cannot receive any money or property from the charity, except to refund reasonable out of pocket expenses.
(4) Money must be held in the charity’s bank account. All cheques must be signed or electronic transfers approved by 2 trustees.

9 GENERAL MEETINGS

If the Trustees consider it is necessary to change the constitution or wind up the charity they must call a General Meeting so that the membership can make the decision. Trustees must also call a General Meeting if they receive a written request from the majority of members. They may, on their own initiative, call a General Meeting to consult the membership.

All members must be given 14 days’ notice and told the reason for the meeting. All decisions require a two thirds majority. Minutes must be kept.

(1) Winding up – any money or property remaining after payment of debts must be given to Dover Grammar School for Boys or a charity with similar purposes to the Association.

(2) Changes to the Constitution – can be made at AGMs or General Meetings. No change can be made that would make the organisation no longer a charity.

[This revised constitution was adopted on 25 September 2021 at the Association’s AGM.]