Constitution of the Friends of the Manx Diabetic
Registered Charity Number 894
1.1 All monies, from whatever sources received by the group shall be exclusively spent on the Isle of Man, in the furtherance of the well-being of the Manx diabetic and to facilitate the work of their medical carers, unless specifically otherwise requested by the donor in writing.
1.2 To provide support for those who care for sufferers from diabetes and its related complications, and to give support to diabetics and their families on the Isle of Man
1.3 To raise money for the purchase of equipment for the carers of people suffering from diabetes on the Isle of Man, in particular the requirements of the Manx Diabetes Centre.
1.4 To carry out full consultation with the Consultant Diabetologist in charge of the Manx Diabetes Centre prior to any expenditure for equipment is incurred so as to ensure that the equipment will be put to full and constructive use
1.5 To provide street and house-to-house collections and the monies collected to be used in the furtherance of the objectives of the Group.
1.6 To raise funds by means of the promotion of competitions and exhibitions, and to print and publish newsletters, or any other type of periodicals including books, videos, or through the net in the promotion of diabetes and of the aims of the group.
1.7 By written or personal appeals, and by whatever legitimate means are available, at the time, to promote contributions to the funds of the group from donations, legacies or subscriptions and to provide diabetic caters on the Isle of Man with their medical requirements.
1.8 To invest monies on the Island that are not immediately required by the group in such securities and with such sanctions as may be prescribed by Law. The income derived from any such investments to be applied to the general funds of the group at the appropriate time, and used as set out in this constitution and agreed to at an Annual General Meeting.
1.9 Unless approved at an Extraordinary General Meeting with an appropriate quorum as herein after provided, no alterations or amendments shall be made to this constitution.
1.10 No remuneration of monies shall be paid to any committee member except out of pocket expenses and this subject to the approval of the committee.
2. ANNUAL GENERAL MEETINGS
2.1 An Annual General Meeting shall be held in April of every year, 21 days notice shall be given to every member, stating the date, time, and venue of the meeting, and with an agenda explaining the nature of the business.
2.2 Notices advertising the Annual General Meeting will be placed in the Manx press and on Manx Radio at least 14 days prior to the meeting, giving the relevant details, and in as many insertions after that as the Committee may consider necessary.
2.4 The financial year of the group will be for the period 1st January to 31st December of any given calendar year.
2.5 Motions and or resolutions detailing the proposed capital expenditure for the coming year will be presented to the membership for approval. Membership decisions will be binding on the Committee.
2.6 All motions considered on the night of an AGM will be approved by a show of hands. In the event of a tied vote the Chairman will have a casting vote.
2.7 All motions from the membership must be with the Secretary seven days prior to an AGM for them to be considered.
2.8 All committee members will be elected at an AGM by a show of hands.
2.9 No AGM meeting shall be held unless the appropriate quorum is present in accordance with this constitution
2.10 All decisions taken at an AGM are binding on the Committee.
3. EXTRAORDINARY GENERAL MEETINGS
3.1 All other General Meetings other than the Annual General Meeting shall be termed Extraordinary General Meetings.
3.2 An Extraordinary General Meeting may be called by the Committee, or any 20 members whenever they may consider necessary, provided at least 2 1 days notice is given to the membership, requesting the meeting, indicating the venue with an agenda giving details of the nature of the business of the meeting.
3.3 Notices advertising the proposed Extraordinary General Meeting will be placed in the Manx press and Manx Radio at least I 4 days prior to the EGM giving the relevant details and in as many insertions after that as the Committee may consider necessary.
3.4 Only business that is ‘special’ will be transacted at an EGM.
3.5 No EGM shall be held unless the appropriate quorum is present in accordance with this constitution.
3.6 Any proposed amendments or incorporations to the business of the EGM must be with the Secretary seven days prior to the meeting-taking place.
3.7 All decisions taken at an EGM are binding on the Committee.
4. PROCEEDINGS AT ANNUAL GENERAL MEETINGS AND EXTRAORDINARY GENERAL MEETINGS
4. 1 The quorum present shall be 20 members other than committee members.
4.2 If the number of members required for a quorum is not present the meeting shall be adjourned for 20 minutes.
4.3 If after the allotted time there are still insufficient members present for the quorum, the meeting shall be adjourned to another date and time, and the membership so informed by post.
4.4 If at the second attempt a similar situation arises, then after the 20 minutes have elapsed the meeting can proceed after an agreement by a show of hands. Provided always that more members are present than committee members.
4.5 The Chairman of the committee must preside at all meetings
4.6 If however he is not available, then after a wait of 20 minutes the members present can elect a Chairman to preside over the meeting.
4.7 All motions or resolutions shall be carried by a vote of hands, the Chairman having the casting vote in the event of a tie.
4.8 The interests of Diabetics on the Isle of Man and their carers must be paramount in all deliberations and decisions taken at an AGM or an EGM.
4.9 All motions or resolutions passed at an AGM or EGM will be binding on the committee.
5.1 Subject to hereinafter provided every member or Honorary member shall have one vote.
5.2 No surrogate vote will be accepted, with the exception of 5.3 below.
5.3 Parents or Guardians of children can vote on behalf of, or in the absence of their diabetic child provided that their child is under 16 years of age.
6.1 Membership shall be open to any person who is diabetic, their families and friends and all those persons who are concerned for the welfare of all diabetics on the Isle of Man.
6.2 ALL membership fees that from time to time may be in force must be set out and approved at an AGM.
6.3 Membership will be also accepted from those who for whatever reason cannot afford the membership fees as set out by the membership at an AGM
6.4 Members can continue to be members from one year to the next, provided always that they are fully paid up members, Honorary members or members under 6.3 above.
6.5 All new applicants requesting admission to the group shall do so on the prescribed forms supplied by the Membership Secretary.
6.6 All membership subscriptions or otherwise, as approved at an AGM are due on joining and at the end of a calendar year from joining the group, and at each calendar year thereafter. The appointment of Honorary Life Members and Honorary Members must be approved at an AGM.
6.7 No member can be expelled from the group, unless by a vote at an AGM or an EGM. On the condition always that their Human Rights are not breached and that they are properly represented as they may consider necessary. The nature of the alleged offence must be thoroughly considered by the membership, before they arrive at any decision. All rules as set out in this constitution for an AGM and EGM will apply.
7. COMMITTEE MEMBERS
7.1 The committee shall consist of a Chairperson, Deputy Chairperson, Honorary Secretary, Honorary Treasurer, and Membership Secretary together with not more than another 6 Committee Members making a total of eleven (11) Committee Members and serve for the period from one AGM to the next.
7.2 The AGM will also invite a representative of the Manx Diabetes Centre to be one of the six-committee members. The person co-opted from the Manx Diabetic Centre will have equal rights and powers as any AGM elected Committee member, and serve on the Committee for a similar period.
7.3 The Committee shall meet as and when they may consider appropriate, but with a minimum of once every other month to discuss the groups business.
7.4 If any problems arise in-between meetings the Chairman is empowered to take the necessary action after a round robin on the phone with his Committee members, or call a Committee meeting over and above that stated at 7.3 above to resolve the issue.
7.5 Any decisions of the Committee shall be arrived at by a majority vote.
7.6 The Chairman will have the casting vote in the event of a tie.
7.7 The quorum for any Committee meeting shall be 50% plus one.
7.8 All Committee members shall he notified of a Committee meeting by post, giving, the venue, time, and place, in addition to an agenda with the nature of the business to be discussed, 14 days before the date of the meeting.
7.9 In the event of the Chairman not being present, after 20 minutes the meeting can elect a Chairman to preside, provided that the required quorum in accordance with this constitution is present.
7.10 The Committee can appoint Sub-Committees, but any decisions taken by any Sub-Committee must be ratified by the elected Committee and their decision presented to an AGM for adoption. The Committee may if it so desires co-opt members from the public to serve on any Sub-Committee, provided always that they have an interest in the subject matter being pursued and that they are in the minority to AGM elected Committee members,
7.11 The elected Committee must keep full and written minutes of all their meetings, which shall be proof of facts of their deliberation and decisions, and be available at an AGM, for members to review these minutes if they so wish.
7.12 All minutes taken of all Committee meetings, shall be kept for the prescribed time as provided by law as in the case of a Company, provided always that they are retained for a minimum period of at least 10 years.
7.13 All minutes and records of proceedings at an AGM or an EGM shall be kept for the lifetime of the Group, unless otherwise determined, and expressly agreed at an AGM, but in any event not less than a minimum of 10 years.
7.14 The interests of Diabetics on the Isle of Man and their carers must be paramount in all deliberations and decisions taken by the Committee.
8.1 The Honorary Treasurer shall keep proper books in accordance with the Charities Act showing an expenditure and receipt account in addition to all purchases of equipment or otherwise sold or donated in the pursuit of the aims of the group.
8.2 The books shall be kept at the offices of the Treasurer or wherever the committee may from time to time consider appropriate.
8.3 The books of the group shall be open for inspection by any member, or representative of the proper authorities, by appointment.
8.4 At all AGM’s the group’s accounts for the previous year shall be explained by the Treasurer and laid on the table for membership approval.
8.5 Neither the committee or the membership can divest themselves of any monies other than for use in the Isle of Man or for the training of personnel, or the attendance of seminars by personnel which take place outside the Isle of Man and in accordance with section 1 of this constitution and in pursuit of the objectives of this constitution, unless specifically requested otherwise by the donor in writing.
8.5 The accounts will be examined and verified for accuracy by a registered accounting firm on the Isle of Man, and the books prepared in accordance with the regulations of the Charities Act.
8.6 The auditors shall be appointed by a show of hands at an AGM or unless otherwise agreed by the membership at an AGM.
8.7 The Auditors report and any comments they may make shall be read and presented by the Treasurer at all AGM’s and shall be open for inspection and discussion prior to their adoption.
8.8 The financial year will be from the 1st January to 31st December of any calendar year.
8.9 All bank or investment accounts shall have two signatures from the duly elected members of the Committee. These members to be appointed at every initial meeting of the Committee following an AGM, or as soon as possible after an AGM, or as from time to time required to enable the committee to go about their business, without let or hindrance.
9. 1 In accordance with the Charity Act, the membership shall approve the appointment of three trustees who shall be approved at an AGMI
9.2 The trustees do not have to, but, may attend as observers any committee meetings, AGM’s or EGM’s at their discretion, on the provision that they may be heard but that they will have no vote, unless if an EGM is called for the dissolution or winding up of the group.
9.3 In the event of an EGM being called for the winding up or dissolution of the group, the Trustees will conduct the meeting and not the chairman or any member of the group.
9.4 The Trustees shall be treated as committee members for purposes of information, and shall be kept abreast of all minutes, notification of committee meetings, AGM’s or EGM’s, in addition to all major developments of the group.
9.5 The trustees shall be appointed to serve a period of three years after which they can be re-elected or after that period new Trustees may be elected, at the discretion of the membership at an AGM.
10.1 In the event of a dissolution or the winding up of the group, the Trustees will have absolute powers of decision, as to the disposition of all monies held by the Group, be they in accounts or investments, and of how these monies shall be distributed, provided that the Attorney General approves their distribution and that their distribution conforms to the objectives as contained in this constitution, and for which the group was originally set up.