The Gosport Shed

RULES

Version 7 dated 9 January 2019

The Gosport Shed is a charity and the formal constitution (published separately) is based on common usage for such institutions. The following rules are designed to enable TGS to conduct its day to day business and all members are expected to accept when renewing/joining TGS

1 Title The name of the enterprise shall be 'The Gosport Shed', herein referred to as TGS.

2 The aims and purposes of TGS

2.1 TGS is a craft and social centre for retired people, organised and run by its members for the benefit of all.

2.2 The aims of TGS are to help its members maintain their health and well-being make new friends and enjoy working on a range of projects. TGS will also assist the community of Gosport in practical ways whenever possible.

2.3 TGS will be managed by its elected committee in a democratic, good-humoured and open way, as set out by the constitution and this set of rules.

2.4 These rules will be managed and amended as necessary by the standing committee.

2.5 TGS will aim to be available to members at least five days a week between 9am and 4pm. It may also be open at other times at the discretion of the committee.

2.6 The assets and equipment of TGS will be owned collectively.

2.7 The work done by TGS members may be individual tasks, projects and hobbies, or can be collective projects done as a team.

2.8 Members with particular skills will be encouraged to pass them on to others.

Membership

3.1 Membership of TGS is open to all interested persons over the age of 55, although applications under that age will be considered by the committee and may be accepted depending on circumstances.

3.2 Any member who wants to visit or join the Gosport Shed must be capable of looking after themselves whilst on our premises.

3.3 Members attending the Shed must enter their time of arrival and departure in the attendance log.

3.4 Application for membership must be sent to the membership secretary on the membership agreement form.

3.5 Application forms will be available in the joining folder, which will contain suitable information that a prospective member may wish to know.

3.6 The committee reserve the right to refuse membership.

3.7 The membership agreement shall be logged and kept as a record of an agreement between the member and TGS until the member informs the TGS that he no longer wishes to be a member (See: 19 Privacy Policy)

3.8 All members are invited to confirm/update personal details and renew their subscription by 1 January, when renewal forms will be available.

3.9 Member's details will be held on the club register in both analogue and digital format, (See 19 Privacy Policy).

3.10 The membership secretary is required to report to the committee the current state of the membership and whether any new joiners need assistance, guidance or special needs.

Subscriptions

4.1 New members joining TGS will be required to pay a membership fee which becomes due on 1st January each year.

4.2 A month grace will be allowed (but see paras 3.8 and 4.8) will come into force for those not renewed (at the discretion of the committee).

4.3 The membership annual subscription will be recommended by the committee and will be ratified by majority vote at the AGM.

4.4 New members joining after 31 January shall only be required to pay a pro rata proportion of the annual subscription, at the rate of one twelfth of the annual subscription for every remaining whole month of the year.

4.5 Only fully paid up members and their guests may take part in events of the society.

4.6 The subscription may be paid in instalments as agreed by the Treasurer and under special circumstances or hardship the subscription may be waived at the discretion of the Committee.

4.7 A new joiner (but not a previous member who previously lapsed) may have two month's grace before being required to pay the subscription in order to determine whether TGS is suitable for their needs.

4.8 At the discretion of the membership secretary, members whose subscription has lapsed for more than 3 months will cease to be entitled to membership benefits until subscriptions are fully paid.

5 Liability

5.1 No member of TGS shall be responsible in any way for any injury or damage to persons or property whilst partaking in any TGS activity.

5.2 TGS will maintain a third party insurance policy.

6 Accounts

6.1 A Bank Account shall be operated in the name of The Gosport Shed. All cheques require the signature of the Treasurer and one of three nominated people. In very exceptional circumstances in the absence of the Treasurer, a cheque may be signed by two of the above nominated persons.

6.2 The Treasurer is authorised to pay invoices by BACS.

6.3 The Treasurer is authorised to allocate cash up to a maximum of £100 to the workshop manager and to leaders of specific projects. Project leaders must keep detailed records of expenditure which must be reported to the Treasurer monthly.

6.4 TGS's financial year shall end on the 31 October each year.

6.5 Accounts of TGS shall be certified by two members of TGS nominated by the committee.

6.6 The Treasurer is responsible for the maintenance of accounts and their submission at each Committee or General meeting of TGS.

6.7 Members shall have the right to inspect the accounts by request in writing to the Treasurer.

6.8 TGS may invest surplus funds, but the choice of investment is to be made by the committee.

6.9 Mileage allowance for Gosport Shed business is 20p per mile, with prior approval.

7 AGM             

7.1 An Annual General Meeting shall be held at the end of the financial year. The date of the AGM will be posted on TGS notice board, will be announced at the Monday meetings and will be included in the weekly "Shedder", at least one calendar month before the due date.

7.2 The Treasurer shall make available copies of accounts for inspection at the meeting.

7.3 Ten members, or 10% of the memberships, including members of the committee shall form a quorum.

7.4 Items intended for inclusion on the agenda at the AGM should be submitted in writing to the Secretary, together with names of proposer and seconder, not less than twenty one days prior to the date of the AGM.

8 EGM

8.1 The committee shall be bound to call an Extraordinary General Meeting if requested to do so; it will require at least ten members to put their request in writing to the committee.

8.2 The notice shall specify the nature of the business; fourteen days notice shall be given to all members of the date of the meeting.

8.3 Ten members, including members of the committee shall form a quorum.

9 Voting

9.1 All members whose subscriptions are not in arrears shall be entitled to a vote at all General Meetings.

9.2 A two-thirds majority will be necessary to carry out a resolution, to alter, add to or delete from the constitution of TGS. A simple majority will be required for all other propositions.

10 Minutes

         Minutes of each Committee, Annual or Extraordinary General Meeting shall

 be taken, and copies posted on the club notice board, and copied to all members of the committee.

11 President

11.1   TGS may invite a suitable person to act as President.

11.2   The initial period of office shall be three years, which may be extended at the discretion of TGS.

11.3 TGS may similarly invite a suitably interested person to act as Vice President.

12 Committee

12.1   The affairs of TGS shall be managed by a committee consisting of not less than six and not more than fifteen members.

12.2   The committee will consist of a chairman, vice chairman, a secretary, a treasurer, membership secretary, social secretary, workshop manager and Health and Safety representative. Other members may be co-opted as necessary.

12.3   Committee members shall be elected annually at the Annual General Meeting.

12.4   All existing committee members shall retire annually at the AGM, and are eligible for re-election.

13 Nominations for Elections

13.1   All paid up members are eligible for election to the committee.

13.2   Nominations for election shall be proposed and seconded by paid up members, with the agreement of the nominee.

14 Events

14.1   The committee shall appoint a member to organise events, and he shall be responsible to the Treasurer for the finance of the event.

14.2   The accounts for each event shall be submitted to the Treasurer within two weeks of the event.

15 Guests

Members may include guests in any of their activities, but such guests shall be bound by the constitution of the Society. In this respect it shall be deemed that members shall draw their guest's attention to paragraph 5 of these rules.

16 Expulsion of Members

16.1   The committee shall have the power to expel or suspend any member, who in their opinion is guilty of violating TGS' s Constitution or Rules, or of conduct prejudicial to the best interests of TGS.

16.2   Any member against whom such action is taken shall have the right to appeal at the next Annual or Extraordinary General Meeting convened for that purpose by the committee.

17 Equipment

17.1   The Society may acquire and maintain equipment necessary for the use at meetings, events and activities.

17.2   Valuable and attractive items will be locked away in a secure cupboard and noted when being drawn for use. Key will be held by the Workshop manager or his designated representative.

17.3   Valuable and attractive items will be inventoried and marked as TGS property, then deleted on sale or disposal.

17.4   Two persons must be in the Workshop at all times.

17.5   Times of TGS/Workshop opening are 0900-1600 Monday to Friday. There is presently no weekend working.

17.6   When keys are drawn from the key safe, a second signature will be required in the log, to ensure the whereabouts of keys (both in and out) are known at all times. The key for the key safe will now be held in a combination lock box adjacent to the key safe. This will be open in the morning and locked at close of play.

17.7   All tools and materials sold by TGS will be authorised by the Workshop Manager and a fair and reasonable price agreed upon (guided by eBay prices and also a membership discount of between 10-20%). There are no exceptions - he must see them before they leave Shed property.

17.8   When a price for the item is agreed upon, the Workshop Manager will ask the Social Secretary to make out a receipt and the price logged to be donated to Shed funds. The Workshop Manager attends The Shed on Mondays, Tuesdays and Thursdays therefore these will be the days sales will take place. All monies obtained through this method are entered in Shed funds, which help to provide sundries etc. for the Workshop.

17.9   The Shed also has an equipment loans policy where equipment can be borrowed from TGS by signing that item out in the log( held in the office). This will also require a second signature both in and out. A reasonable donation to TGS funds is expected, to be decided at the time of the loan, by negotiation.

17.10 Anyone not obtaining a receipt or signing out loan equipment and removing it from shed property without permission obviously has intent to steal from the Shed and his fellow members. The result of this will be expulsion from TGS for theft and possible police involvement.

18 Winding Up

18.1   If resolved at the Annual or Extraordinary General Meeting that the Society shall be disbanded, the funds shall be donated to worthy causes at the discretion of the committee. See also paragraph 6 of the Constitution.

19 Privacy Policy

19.1   TGS respects members right to privacy and any personal information collected will be stored on the TGS registration database; the TGS will make every reasonable effort to keep all information collected secure.

19.2   The type of information collected by the TGS on its membership forms generally include, members name, address, telephone numbers and other contact details, along with skills information etc.

19.3   All personal information which members provide will be used by TGS for communication purposes, between members.

19.4   No personal information will be passed on to third parties, unless TGS has the consent of the member involved.

19.5   Members shall be given the opportunity to withhold personal details from being printed in any future documentation.

19.6 Members' details will be removed from TGS database if annual renewal is not made.

20 Health & Safety

         TGS has adopted a health and Safety policy, will be insured against personal injury and will take every reasonable precaution to ensure that members and visitors are safe. No alcohol, non-medicinal drugs or illegal substances or smoking are permitted in the Shed. Brought-in alcohol may be allowed in exceptional circumstances with the approval of St Vincent college.

David Dawson-Taylor

Secretary

Friday 17 February 2017