CHARITY FOR HIXON ELDERLY FOLK (CHEF) CHARTER

10 January 2012

CHARTER 1. Name. The organisation shall be known as Charity for Hixon Elderly Folk (CHEF).

2. Objectives. The objective of the organisation is to annually raise sufficient funds in order to provide the retired fraternity living in the village of Hixon a free, annual Christmas dinner and party. 3. Membership. Any person over the age of 18 may become a member of the committee but all members are to be voted in by a forum of committee members of not less that 33% of the full committee strength. 4 Membership Proposal. Any committee member shall be eligible to sponsor new committee members; however, he/she is to ensure that those proposed are aware of the charter and the commitment required. 5. Officials. The organisation will be managed by the following officials: Title Chairman Secretary (Asst Chair) Treasurer PR Lead Web Site Manager April Race Night Family Day/Golf Ball Race September Race Night Bonfire Night Fireworks Annual Christmas Party Name Mr Eric Dale Mrs Suzanne Burt Mr Matt Jessup Mrs Clare Murdoch Mr Andy Murdoch Mr Stuart Vockins Mr Eric Dale Mr Stuart Vockins Mr Trevor Brindle Mr Andy & Mrs Suzanne Burt Contact

Contact with all officials is through the web page email address

6. All officials are to be voted in annually on the first meeting of the calendar year and their responsibilities are shown at Annex A. 7. Voting. Only committee members are entitled to vote.

8. Fund Raising. The organisation is to raise funds from a variety of activities but is to focus on those events shown below: Race Night (2nd Saturday in April to coincide with the Grand National) Family Fun Day (2nd Saturday in June) Golf Ball Race (Linked to the Family Fun Day) Race Night (1st Saturday in October) Bonfire Night (Closest Friday to 5th Nov) 9. If targeted correctly, those events shown above should raise sufficient funds annually to meet the costs of the annual Christmas dinner; however, fund raising is not limited to those events. Should a committee member wish to organise, promote and manage other activities, with or without the support of other committee members, they are encouraged to do so. 10. Meetings. The meeting is to be chaired by the chairman and/or the deputy and all members should make every effort to attend meetings. 11. The committee are to meet not less than the 4 times per years on the dates shown below, however extraordinary meeting may be called by the chairman, secretary or event organiser:

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Fixed Date 2nd Tuesday in January 2nd Tuesday in April 2nd Tuesday in September 2nd Tuesday in October

Main Agenda Charter, Committee & Race Night Family Day/Race Night Race Night/Bonfire Bonfire/Christmas Party

2012 10th 10th 11th 9th

2013 8th 9th 10th 8th

12. Unless otherwise agreed and notified the meetings are to be held in the Green Man Public House and are to start at 7 p.m. prompt. 13. Finance. No financial obligation shall be assumed by the body other than for that of the CHEF. 14. The organisation will generate all income from fund raising events or donations and all expenditure must be authorised by at least 2 committee members. 15. Any expenditure is excess of 10% of the organisations total worth is to be authorised by a forum of committee members of not less that 33% of the full committee strength. 16. Reconciled accounts are to be presented by the Treasurer at the AGM.

17. Responsibility. The organisation shall NOT assume any responsibility whatsoever for accidents to committee members or loss or damage to members property in the execution of organisation responsibilities. Committee Members are strongly advised to hold their own personal liability insurance. 18. Insurance. The organisation is to ensure that suitable insurance cover is provided for any public events. 19. Publicity. Members are to submit any photographs or ideas for articles to the PR member at the earliest opportunity. 20. Christmas Party. The Christmas party is to be held in the Hixon Memorial Hall on the 2nd Saturday in December. Due to the limited seating capacity the event is to be open to those pensioners that currently live in Hixon on a first come first served basis, but any spare seats may be given to those that have lived and retired in Hixon, but have since moved outside of the village boundary. The event is to start at 4 p.m. and is to finish no later that 8.30 p.m.

E C Dale OBE Chairman Annex A - Officials responsibilities.

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Annex A to CHEF CHARTER OFFICIALS RESPONSIBILITIES Title Chair Responsibilities 1. Overall responsibility for the management of the organisation. 2. Overall responsibility for the raising of sufficient funds. 3. Deciding vote. 1. Maintain a register of committee members. 2. Responsible for the notification of meetings. 3. Production and distribution of meeting minutes. 4. Signatory on the CHEF bank account. 1. The maintenance of accurate financial records of the organisations account. 2. Ensuring that all transactions are fully documented and properly authorised in accordance with the CHEF Charter. 3. Signatory on the CHEF bank account. 4. The production of a reconciliation sheet at every Committee meeting. 1. Overall responsibility for the advertising and promotion of all CHEF events. 1. Overall responsibility for the organisation of the event. 2. Responsibility for: a. Event preparation b. Event equipment requirement c. Event manning of the event d. Event Clear up e. Event Fund reconciliation

Secretary

Treasurer

PR Lead Event Coordinator

A1