CHEPSTOW MANY WORLDS

Adopted: 20/1/26

1. NAME

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The name of the unincorporated association shall be "Chepstow Many Worlds" (hereinafter referred to as "the Association").

2. PRINCIPAL OFFICE

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The principal office of the Association shall be 20 Wintour Close, Chepstow, Wales, United Kingdom.

3. AIMS AND OBJECTIVES

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The Association is established for the following charitable purposes for the public benefit:
 

3.1 To advance community development and participation by organising fun, creative and inclusive community events and festivals in the town of Chepstow and surrounding areas that bring people together and celebrate community spirit.
 

3.2 To promote social inclusion by encouraging town-wide participation in community celebrations that welcome people of all ages, backgrounds, abilities and means, thereby reducing social isolation and celebrating what the Association fondly refers to as "daftness" - the joy of creative expression, playfulness and coming together in community life.
 

3.3 To support the local economy and promote sustainable tourism in Chepstow by attracting visitors through engaging community events and festivals that showcase the town's unique character, heritage and community spirit.
 

3.4 To celebrate and promote the history and cultural heritage of Chepstow, including its castle and historic landmarks, through community events and activities.
 

3.5 To provide opportunities for local residents, artists, performers, craftspeople and creative practitioners to participate in and contribute to community events, thereby supporting community creativity and local talent.
 

3.6 To advance education in arts, culture and local history through participatory community events and activities that engage residents and visitors of all ages and backgrounds.

4. POWERS

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In furtherance of the above aims, but not otherwise, the Association shall have the power to:
 

4.1 Organise festivals, events, performances, workshops, exhibitions and community gatherings.
 

4.2 Work in partnership with local authorities, CADW, businesses, community groups and other organisations that share similar aims.
 

4.3 Raise funds through grants, donations, sponsorship and fundraising activities, provided that the Association shall not undertake any permanent trading activities.
 

4.4 Hire venues, equipment and services necessary for the Association's activities.
 

4.5 Engage contractors, suppliers and professional services as required for the organisation of events.
 

4.6 Open and operate bank accounts in the name of the Association.
 

4.7 Publicise and promote the work and events of the Association.
 

4.8 Do all such other lawful things as are necessary for the achievement of the aims.

5. VOLUNTEER BASIS
 

5.1 The Association is entirely volunteer-based and operates on a not-for-profit basis.

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5.2 No member of the Association, including members of the Management Committee, shall receive any salary, wages or other form of monetary reward for their work on behalf of the Association.

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5.3 Members of the Management Committee and volunteers may be reimbursed for reasonable out-of-pocket expenses properly incurred in carrying out their duties, provided such expenses are supported by receipts and approved by the Management Committee.

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5.4 Nothing in this clause shall prevent:
    (a) The payment of reasonable fees to independent contractors, suppliers or professional service providers who are not members of the Association;
    (b) The purchase of goods or services from a member of the Management Committee provided that:
        (i) The transaction is at arm's length and on terms no more favourable than would be offered to an independent third party;
        (ii) The member concerned declares their interest and takes no part in the decision to enter into the transaction;
        (iii) Such transactions are kept to a minimum and properly recorded.

6. MEMBERSHIP
 

6.1 Membership of the Association shall be open to individuals aged 16 and over who support the aims and objectives of the Association and are willing to contribute as volunteers.

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6.2 The Management Committee shall have the power to establish different categories of membership if considered appropriate, including but not limited to: Full Members, Associate Members, and Honorary Members.

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6.3 All members shall have the right to attend and vote at General Meetings, except that Associate Members (if created) may have limited voting rights as determined by the Management Committee.

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6.4 The Management Committee may decide whether to charge a membership subscription and, if so, the amount. Any subscription fee shall be determined annually at the Annual General Meeting and shall be set at a minimal level to cover administrative costs only.

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6.5 Membership shall cease if:
    (a) The member resigns in writing to the Secretary;
    (b) The membership subscription (if any) is more than three months in arrears;
    (c) The member is removed by resolution of the Management Committee for conduct considered to be harmful to the interests of the Association, provided the member has been given the opportunity to be heard before the Committee.

7. MANAGEMENT COMMITTEE
 

7.1 The affairs of the Association shall be managed by a Management Committee comprising at least three and not more than twelve members, all serving as unpaid volunteers.

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7.2 The Management Committee shall consist of:
    (a) Honorary Officers: Chairperson, Secretary and Treasurer (collectively "the Officers");
    (b) Such other committee members as may be elected at the Annual General Meeting.

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7.3 The Officers and other committee members shall be elected at the Annual General Meeting and shall hold office until the conclusion of the next Annual General Meeting, but shall be eligible for re-election.

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7.4 The Management Committee may co-opt additional members to fill casual vacancies or to bring specific skills, provided that co-opted members shall serve only until the next Annual General Meeting and the number of co-opted members shall not exceed one third of the total Committee membership.

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7.5 All members of the Management Committee must be members of the Association.

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7.6 A member of the Management Committee shall cease to hold office if they:
    (a) Resign in writing to the Secretary;
    (b) Cease to be a member of the Association;
    (c) Are absent without apology from three consecutive Committee meetings;
    (d) Are removed by a two-thirds majority vote at a General Meeting;
    (e) Become disqualified under clause 7.7.

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7.7 No person shall be appointed or continue as a member of the Management Committee if they:
    (a) Have an unspent conviction for an offence involving dishonesty or deception;
    (b) Are an undischarged bankrupt;
    (c) Have been removed from trusteeship of a charity by the Charity Commission or High Court;
    (d) Are under a disqualification order under the Company Directors Disqualification Act 1986;
    (e) Are incapable of managing their own affairs through mental disorder.

8. DUTIES AND POWERS OF THE MANAGEMENT COMMITTEE

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8.1 The Management Committee shall:
    (a) Ensure the Association operates in accordance with this Constitution and applicable law;
    (b) Plan and oversee the organisation of the annual festival and other community events;
    (c) Manage the finances and property of the Association;
    (d) Keep proper financial records and accounts;
    (e) Prepare an annual report and accounts for presentation at the Annual General Meeting;
    (f) Maintain a register of members;
    (g) Coordinate volunteers and ensure effective organisation of events.

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8.2 The Chairperson shall:
    (a) Chair meetings of the Management Committee and General Meetings;
    (b) Provide leadership and strategic direction to the Association;
    (c) Act as primary spokesperson for the Association.

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8.3 The Secretary shall:
    (a) Give notice of and prepare agendas for all meetings;
    (b) Record and maintain minutes of all meetings;
    (c) Handle correspondence on behalf of the Association;
    (d) Maintain the register of members;
    (e) Ensure proper filing of all required reports and documents.

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8.4 The Treasurer shall:
    (a) Ensure proper financial records are kept;
    (b) Present financial reports to Committee meetings and the Annual General Meeting;
    (c) Ensure annual accounts are prepared;
    (d) Oversee banking arrangements and authorise payments;
    (e) Prepare budgets and monitor financial performance;
    (f) Ensure all expenditure is in furtherance of the Association's charitable aims.

9. COMMITTEE MEETINGS

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9.1 The Management Committee shall meet at least four times per year.

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9.2 At least seven days' notice of Committee meetings shall be given, save in cases of emergency.

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9.3 The quorum for Committee meetings shall be three members, or one third of the total Committee membership (whichever is greater).

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9.4 Decisions shall be made by simple majority vote of those present. In the event of a tied vote, the Chairperson shall have a casting vote.

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9.5 The Committee may invite non-members to attend meetings in an advisory capacity, but such persons shall have no voting rights.

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9.6 Minutes shall be kept of all Committee meetings and made available to members on request.

10. ANNUAL GENERAL MEETING

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10.1 An Annual General Meeting (AGM) shall be held once in every calendar year, within fifteen months of the previous AGM.

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10.2 At least 21 days' notice of the AGM shall be given to all members, specifying the date, time, location and agenda.

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10.3 The business of the AGM shall include:
    (a) Receiving the annual report of the Management Committee;
    (b) Receiving and approving the annual accounts;
    (c) Electing Officers and Committee members;
    (d) Appointing an independent examiner of accounts (if required);
    (e) Considering any other business of which due notice has been given.

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10.4 The quorum for an AGM shall be ten members or 10% of the membership (whichever is lower).

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10.5 If a quorum is not present within 30 minutes of the scheduled start time, the meeting shall be adjourned to a date not less than seven days later. If a quorum is not present at the adjourned meeting, those members present shall constitute a quorum.

11. SPECIAL GENERAL MEETINGS

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11.1 A Special General Meeting may be called at any time by the Management Committee, or upon written request of at least ten members or 10% of the membership (whichever is lower).

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11.2 At least 14 days' notice shall be given of a Special General Meeting, specifying the business to be discussed.

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11.3 The quorum and voting procedures for Special General Meetings shall be the same as for the AGM.

12. VOTING AT GENERAL MEETINGS

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12.1 Every full member present at a General Meeting shall have one vote.

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12.2 Decisions shall be made by simple majority of votes cast, unless otherwise specified in this Constitution.

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12.3 In the event of a tied vote, the Chairperson shall have a casting vote.

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12.4 Voting by proxy shall not be permitted.

13. FINANCE AND PROPERTY

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13.1 All funds and property of the Association shall be applied solely in furtherance of the aims set out in this Constitution.

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13.2 The Association shall not distribute any surplus funds to members. Any surplus at the end of the financial year shall be carried forward for use in future events and activities that further the Association's charitable aims.

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13.3 The Association shall not make payments to members of the Management Committee except for:
    (a) Reimbursement of reasonable out-of-pocket expenses properly incurred;
    (b) Payment for goods or services supplied under the conditions set out in clause 5.4(b).

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13.4 A bank account shall be opened in the name of the Association with a bank or building society approved by the Management Committee.

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13.5 The bank account shall have at least three authorised signatories, who must be members of the Management Committee. The signatories shall not be related to each other nor members of the same household.

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13.6 All payments and financial transactions shall require the authorisation of two signatories. For cheque payments, two signatories must sign the cheque. For other payment methods (including bank transfers, direct debits, debit card payments and cash withdrawals), two signatories must sign a payment authorisation or requisition note, which shall be retained by the Treasurer.

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13.7 The Treasurer shall maintain accurate records of all income and expenditure and present a financial statement at each Committee meeting.

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13.8 An annual statement of accounts shall be prepared for each financial year and presented to the Annual General Meeting.

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13.9 If the annual income of the Association exceeds £5,000, the accounts shall be independently examined by a suitably qualified person who is independent of the Management Committee.

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13.10 The financial year of the Association shall run from 20/1 to 19/1 each year.

14. INSURANCE

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14.1 The Management Committee shall ensure adequate insurance is in place to protect the Association, its Committee members, volunteers, and participants in its activities, including but not limited to public liability insurance and insurance for events.

15. AMENDMENT OF THE CONSTITUTION

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15.1 This Constitution may be amended at an Annual General Meeting or Special General Meeting, provided that:
    (a) Notice of the proposed amendment is given in writing to the Secretary at least 28 days before the meeting;
    (b) Notice of the proposed amendment is circulated to all members at least 21 days before the meeting;
    (c) The amendment is approved by at least two-thirds of members present and voting at the meeting;
    (d) No amendment shall be made that would cause the Association to cease to have exclusively charitable aims or to operate on a volunteer, not-for-profit basis.

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15.2 If the Association becomes a registered charity, no amendment to the aims (clause 3) or the dissolution clause (clause 16) may be made without the prior written consent of the Charity Commission.

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15.3 A copy of any amendment made shall be filed with the minutes of the meeting at which it was approved.

16. DISSOLUTION

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16.1 The Association may be dissolved by a resolution passed by a two-thirds majority of members present and voting at a Special General Meeting called for that purpose, of which at least 28 days' notice has been given to all members.

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16.2 If upon dissolution there remain any assets after the satisfaction of all debts and liabilities, these shall not be distributed among members of the Association but shall be transferred to:
    (a) One or more charities operating in Chepstow or Wales with similar aims to those of the Association; or
    (b) One or more charities chosen by the members at the time of dissolution; or
    (c) If the Association is a registered charity, to such charitable purposes as the Charity Commission may determine.

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16.3 The decision as to which organisation(s) shall benefit shall be made by members at the meeting at which dissolution is approved.

17. INTERPRETATION

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17.1 In this Constitution:
    "The Association" means Many Worlds: Storm The Castle;
    "The Management Committee" means the committee responsible for managing the Association as described in clause 7;
    "Member" means a member of the Association as described in clause 6;
    "Year" means calendar year unless otherwise specified;
    "In writing" includes communications by email or other electronic means.

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17.2 References to "the Charity Commission" mean the Charity Commission for England and Wales.

18. ADOPTION OF CONSTITUTION

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This Constitution was adopted by the the first Management Committee on an entirely voluntary basis with no expectation of monetary reward on 18/1/26

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