CRATHES PUBLIC HALL

CONSTITUTION

1. Name

Crathes Public Hall Management Committee.

2. Objects

The objects of the Committee shall be:

a) To promote for the benefit of the inhabitants of Crathes and environs without distinction of political, religious or other opinions, by associating with the local authorities, voluntary organisations and inhabitants in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants.

b) To secure the establishment, maintenance and management of a community hall for activities promoted by the Committee in furtherance of the above objects.

3. Lessees

All lessees may be liable to pay reasonable nightly or periodical fees in respect of the use by them of the Hall and facilities provided by the Crathes Public Hall. These fees will be set by the Committee at the Annual General Meeting.

4. Trustees

The Trustees will have the overall responsibility for the well-being of the said Hall and will have the ultimate right to veto a decision of the Management Committee and will be held totally liable for the financial affairs of the Crathes Public Hall.

The Trustees are as follows:
David Humble, 55 Raemoir Road, Banchory, AB31 5UL
George Mowat, 22 Silverbank Crescent, Banchory, AB31 5YQ
Alison Beaton, Uppermills, Crathes, AB31 5JE

In the event of a Trustee being unable to fulfil his/her duties the Management Committee will be requested by the remaining Trustees to appoint a successor Trustee. All Trustees will be required to comply with the residence requirement set out in paragraph 5. The meeting to appoint a successor Trustee should be held within two calendar months of the said vacancy occurring.

5. Management

The property and affairs of the Crathes Public Hall will be managed by a Management Committee consisting of the three Trustees together with elected office-bearers comprising a Chairman, Vice Chairman, Secretary, Treasurer and not more than nine ordinary members. All Committee members must at the time of their election reside within three miles of the Hall on the north side of the River Dee. The office-bearers and the ordinary members of the Management Committee shall be elected at the Annual General Meeting in each year and shall hold office until the succeeding Annual General Meeting, when they shall be eligible for re-election.

6. Quorum

At any Management Committee meeting a quorum shall consist of five members of which at least one shall be a Trustee.

7. Voting

At any meeting of the Crathes Public Hall Management Committee the Chairman shall have a casting vote as well as a deliberative vote.

8. Vacancies

The Management Committee shall have the power to co-opt a member to fill the place of any office-bearer or of any ordinary member of the Management Committee which may become vacant provided they meet the residency requirement set out in paragraph 5. Such appointment shall be held valid only until the next Annual General Meeting.

9. General Meetings

An Annual General Meeting of the Crathes Public Hall Management Committee shall be held during the month of March each year (or as soon as possible after the receipt of approved audited accounts from the appointed auditor) to receive the Report and Accounts of the Committee, to elect members of the Committee and to transact any other competent business.

A Special General Meeting shall be called by the Secretary on a request in writing signed by six members of the Committee.

All General Meetings of the Crathes Public Hall Management Committee shall be called by notices posted not less than seven days before the said meetings in a conspicuous place or advertised in the district encompassing the area as defined in paragraph 5.

10. Auditor

An independent auditor, who shall not be a member of the Management Committee, shall be appointed annually at the Annual General Meeting.

11. Finance

The Treasurer shall be responsible to the Committee for all receipts and payments and for the keeping of such books and records of accounts as may be required by the Committee. The Treasurer shall be responsible to ensure that all funds be paid into the Hall’s bank account within seven days of receipt.

The financial year of the Crathes Public Hall Management Committee shall end on 31st December and the year’s accounts, balance sheet, bank pass book and other relevant documents shall thereafter be made available to the Management Committee and Auditor for the purpose of the annual audit before the Annual General Meeting.

All moneys raised by or on behalf of the Committee shall be applied to further the objects of the Committee and for no other purpose provided that nothing herein contained shall prevent the payment in good faith of reasonable and proper remuneration to any employee of the Committee and fees to professional and technical advisors.

All cheques shall require the signatures of two out of a possible three members nominated by the Committee.

12. Alterations to the Constitution

No alterations to the Constitution shall be made except at the Annual General Meeting or at a Special General Meeting of the Crathes Public Hall Management Committee convened for that purpose and written notice of the proposed amendments shall be sent out by the Secretary at least four weeks previously although this period may waived provided there are no objections. Regulations governing the use of the Hall or facilities provided may be made by the Committee, subject always to confirmation thereof at the next Annual General Meeting.

13. Hallkeepers

Hallkeeping shall be managed by the members of the Committee on a basis approved by the Management Committee. The Management Committee shall be responsible for the efficient discharge of the hallkeepers’ duties, but day-to-day instructions shall be the responsibility of the Secretary or, in the absence of the Secretary, by the Chairman or Vice Chairman.

14. Keys to the Hall

The issuing of keys for the letting of the Hall will be the responsibility of the Secretary.

15. Dissolution

In the event of dissolution of the Management Committee, management of the Hall shall be offered to the Local Authority with the proviso that it shall continue to be used as a public hall for the benefit of the local residents. Furthermore, any assets remaining after the satisfaction of all debts and liabilities shall not be paid to or distributed among the members of the Committee, but shall be given or transferred to a recognised charitable organisation(s) having objects similar to those of the Committee.