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Friends of Renal Care Glan Clwyd FORC GC Constitution and Rules

Name: Friends of Renal Care Glan Clwyd. Hereafter referred to as FORC GC.

The Friends of Renal Care Glan Clwyd is a registered charity (Charity Number 1047989). The Charity functions under the ‘Umbrella’ of Awyr Las/Blue Sky purely for governance/charity commission regulation.

Aims:

  1. To promote throughout the area covered by Glan Clwyd Hospital the welfare of persons suffering from Kidney disease, Renal failure, and Renal transplant patients, hereafter referred to as Kidney Patients.
  2. To promote a wider knowledge of understanding of the problems of renal patients to the general public.
  3. To operate with local organizations & statutory bodies with a view to improving the facilities for Kidney Patients.
  4. To generally further & assist the work of the Renal Unit at Glan Clwyd Hospital.
  5. To administer any monies coming to the charity for the benefit of the Kidney Patients.
  6. To support the work of The Kidney Wales Foundation.

1. Membership

  1. Membership is by default to all suffering from renal disease, renal failure, and renal transplant patients. It also includes families and friends who support the aims of FORC GC.
  2. The names of such members (unless opted out) will be maintained on an encrypted Flash Disc, available only to Office Bearers, and will be updated monthly by hospital employees, group members.

2. Management

  1. The FORC GC will be managed by a Committee of 12 Elected members (plus a Co-opted ‘Young Person Representative’). No more than 2 members of the Committee shall be members of the Renal Department Staff.
  2. Duration of office for Committee members will be 2 years. (In order to maintain continuity in the Committee, 6 members will stand for re-election after the first year).
  3. The Committee shall have the power to co-opt any additional members to maintain a full Committee.

3. Annual General Meeting (AGM) This will be held as soon as possible after the completed audit of the accounts. The Agenda for this meeting shall be:

  1. President’s Welcome
  2. Apologies for absence
  3. Minutes of the previous Annual General Meeting
  4. Matters arising from the minutes
  5. Secretary’s Report
  6. Treasurer’s Report
  7. Chairperson’s Report
  8. President’s Report
  9. Election of Committee
  10. Election of Office Bearers
  11. Any other relevant business
  12. Nominations for Committee members. The names of members to be nominated (with the nominee’s approval) must be in the hand of the Secretary prior to the commencement of the AGM.

4. Office Bearers The following Office Bearers will be elected at the Annual General Meeting.

  1. Honorary President
  2. Honorary Vice President/s
  3. Honorary Chairperson
  4. Honorary Vice Chairperson
  5. Honorary Treasurer
  6. Honorary Secretary

5. Additional Officers

  1. Press Secretary
  2. Membership Secretary
  3. Box Secretary
  4. Representative to The Kidney Wales Foundation

6. Meetings

  1. Any members of the Committee failing to attend meetings on three (3) consecutive occasions without adequate reason will be deemed to have ceased his or her membership of the Committee.
  2. The Honorary Secretary or Chairperson will notify all Committee members of the date of the Committee meetings at least two weeks prior to the meeting.
  3. Six members shall form a quorum at Committee meetings.
  4. The chairperson of the Committee will only vote in the event of a tied vote.
  5. A copy of the minutes of meetings will be maintained in a folder in the reception of the Reception Area.

7. Duties of Officials

  1. The Honorary Chairperson shall be responsible for the general supervision of the FORC GC administration. He or she or, in their absence, the Honorary Vice Chairperson shall preside at the meetings with the exception of the AGM when the Honorary President will preside. (In the event of neither the Chair nor Vice Chairpersons being unable to attend, the Committee shall elect a Chairperson for that meeting).
  2. The Honorary Secretary shall keep the minutes of all meetings, shall be responsible for convening meetings, and in collaboration with the Membership Secretary shall keep an up-to-date register of the members. They shall also be responsible for keeping records of all correspondence and shall be responsible for any returns other than financial returns.
  3. The Honorary Treasurer shall receive and be responsible for the safekeeping of all FORC GC funds, for keeping accounts and presenting a Statement of Accounts at each Committee meeting and the Annual Statement of Accounts at the AGM.

8. Funds

  1. All funds shall be the property of the FORC GC and shall be banked care of the Health Board in accordance with the appendix Financial Guidelines.
  2. The FORC GC accounts shall be produced in accordance with the prevailing Charity Commission rules.
  3. Signatures for withdrawal of funds. Any two of the following: Honorary Chairperson, Honorary Treasurer, Honorary Secretary. Designated Renal Staff member. No two members of a family are allowed to sign a withdrawal document.
  4. Receipt Books. Five receipt books will be issued by the Health Board as per appendix. Financial Guidelines.
  5. All incoming monies will be acknowledged by an official receipt. As per appendix. Financial Guidelines.
  6. Receipt Books will be returned to the Honorary Treasurer at the end of the financial year.
  7. The accounts of the FORC GC shall be audited by the Health Board.
  8. Requests. All requests for funding to be presented to the Committee via the Renal Team Meeting or the Social Worker. In exceptional circumstances, requests may be made by letter to the Secretary.

9. Permanent Collection Boxes

  1. The register of permanent collection boxes will be maintained by the Box Secretary.
  2. All boxes shall be identified by a unique box number.
  3. The emptying of the boxes will be in accordance with appendix. Financial Guidelines by persons holding a receipt book as per appendix. Financial Guidelines.
  4. All boxes to be accounted for Annually.

10. Events

  1. Balance Sheets for special events organized or authorized by the Committee will be presented to the Committee following the event.
  2. Organizers of events will ensure that the relevant Risk Assessment (if required) has been completed.

11. Sub Committees These can be formed for special events at the discretion of the Committee. All decisions by such a Sub-Committee will have to be ratified by the Management Committee.

12. Press No communication concerning the FORC GC or its affairs shall be sent to any newspaper or otherwise published by any member without the sanction of the Committee or The Press Secretary.

13. Equipment Any equipment purchased will become the responsibility of the recipient.

14. In the eventuality of FORC GC ceasing to exist All funds would be used for promoting throughout the area covered by Glan Clwyd Hospital the welfare of persons suffering from Renal disease, Renal failure, and Renal transplant patients under the umbrella of the Renal Disease Fund.

15. Alteration to the Constitution & Rules No alterations or additions shall be made to this constitution and rules except by a majority of not less than two-thirds of the votes cast at an AGM or an Extraordinary General Meeting of the FORC GC. The notice convening such a meeting which must be accompanied by a Notice of Motion must be sent to all members at least one month before the date of the meeting.

Approved at an Extraordinary AGM 30th November 2010.

Modified: The addition of Honorary Vice Presidents items 4b at the AGM July 2015.

Addendum: Approved at AGM on Monday, 11th September 2017, the following:

  1. Committee Membership
    • Addition to the membership. Co-opted ‘Young Persons Representative’ to have the powers as a full member.
  2. Opening Statement
    • The Charity functions under the ‘Umbrella of Awyr Las/Blue Sky purely for the governance/charity commission regulation.
  3. 8c Addition to Signatures
    • Designated Renal Staff member