BayThorpe Shed AGM Guidance

1. Trustees

The charity will be managed by a committee of THREE trustees who are appointed at the first Annual General Meeting (AGM) of the charity.

2. Membership

The charity shall have a membership. People who support the work of the charity and are aged 18 or over, can apply to the trustees to become a member. Once accepted by the trustees membership lasts for one year and may be renewed. The trustees will keep an up-to-date membership list.

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.

3. Appointment of charity trustees

  1. At the first annual general meeting of the members of the CIO all the charity trustees shall retire from office;

  2. At every subsequent annual general meeting of the members of the CIO, one-third of the charity trustees shall retire from office. If the number of charity trustees is not three or a multiple of three, then the number nearest to one-third shall retire from office, but if there is only one charity trustee, he or she shall retire;

  3. The charity trustees to retire by rotation shall be those who have been longest in office since their last appointment or reappointment. If any trustees were last appointed or reappointed on the same day those to retire shall (unless they otherwise agree among themselves) be determined by lot;

  4. The vacancies so arising may be filled by the decision of the members at the annual general meeting; any vacancies not filled at the annual general meeting may be filled as provided in sub clause (5) of this clause;

  5. The members or the charity trustees may at any time decide to appoint a new charity trustee, whether in place of a charity trustee who has retired or been removed in accordance with clause 15 (Retirement and removal of charity trustees), or as an additional charity trustee, provided that the limit specified in clause 12(3) on the number of charity trustees would not as a result be exceeded;

  6. A person so appointed by the members of the CIO shall retire in accordance with the provisions of sub-clauses (2) and (3) of this clause. A person so appointed by the charity trustees shall retire at the conclusion of the next annual general meeting after the date of his or her appointment and shall not be counted for the purpose of determining which of the charity trustees is to retire by rotation at that meeting.

4. Reappointment of charity trustees

Any person who retires as a charity trustee by rotation or by giving notice to the CIO is eligible for reappointment.

5. General meetings of members

There must be an annual general meeting (AGM) of the members of the CIO. The first AGM must be held within 18 months of the registration of the CIO, and subsequent AGMs must be held at intervals of not more than 15 months. The AGM must receive the annual statement of accounts (duly audited or examined where applicable) and the trustees’ annual report, and must elect trustees as required under clause [13].

6. Conduct of all (AGM’s)

The AGM will be held every year

(1) Prior to the AGM

  1. At least 21 days’ notice shall be given to all Members telling them the arrangements of the AGM and what is on the agenda

  2. Any Member wishing to stand for election as a Trustee shall give the Secretary 7 days’ notice prior to the AGM

  3. The Secretary shall prepare Ballot papers

(2) At the AGM

  1. There must be at least one quarter of the paid-up members present.

  2. Every member who has paid their annual subscription is entitled to vote

  3. The trustees shall present the annual report, accounts and take questions

  4. The Trustee(s) reaching the end of their term shall resign

  5. All committees shall be dissolved

  6. Votes are cast by ballot.

  7. Votes are collated and results presented to the AGM

  8. The new Trustees are appointed

  9. Minutes will be kept of the AGM

(3) After the AGM

  1. The minutes of the AGM will be published on the Shed Notice Board and Website within 10 days of the AGM

  2. During the year the Trustees may appoint up to 2 additional Trustees. They will stand down at the next AGM.

  3. The Charities Commission register of Trustees shall be updated accordingly

  4. The Trustees may invite other members to serve on a committee

  5. The Trustees may make reasonable additional rules to help run the charity. These rules must not conflict with the advice of the Charity Commission or the law

  6. The Trustees may form as many committees as they wish

  7. At least one Trustee shall become a member of any committee

  8. The Trustees shall decide what (if any) powers are devolved to the Committee(s)

  9. The Committee(s) shall organise themselves

  10. The Trustees must hold at least 3 meetings each year

  11. If a Trustee has a conflict of interest, they must declare it and leave the meeting while the matter is being discussed and decided.

7. The First AGM

  1. Will be held in April 2025

  2. All Trustees will resign

  3. Members shall elect THREE trustees.

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