Rules and Policies of Friends of Royal South Hants Chapel

1 Representative of Other Organisations
[1] Any Organisation [including Company or Business] that is a member of the charity may nominate any person to act as its representative at any meeting of the charity. The Organisation must give written notice to the charity of the name of its representative. The nominee shall not be entitled to represent the Organisation at any meeting unless the notice has been received by the charity. The nominee may continue to represent the Organisation until written notice to the contrary is received by the charity. Any notice given to the charity will be conclusive evidence that the nominee is entitled to represent the Organisation or that his or her authority has been revoked. The charity shall not be required to consider whether the nominee has been properly appointed by the Organisation.

2 Membership
[1] Membership of the charity shall be open to all persons over the age of 16 years and organisations approved by the charity interested in the aims and objectives and paying an annual subscription as determined by an AGM. The Board will propose the amount of the subscription and classes of membership to the AGM for the approval of the membership. Failure to re-new any subscription after a reminder has been sent by post to the last known address will result in privileges such as the right to vote at meetings, and the receipt of a newsletter etc being withdrawn, followed by the termination of membership in writing to the last known postal address in the UK after a period of 6 months. Renewal of membership by a standing order must be at the current rates approved by a general meeting and payments for lesser amounts reflecting obsolete rates will be deemed to be donations to the charity. All members will receive a copy of the Memorandum and Articles of Association and will be invited to complete a Gift Aid declaration to enable the charity to recover tax. Additional copies of the Memorandum and Articles of Association may be purchased from the Company Secretary on payment of £3 plus postage.
[2] Under the powers of the Articles of Association 3[1] the directors nominate the following classes of membership:
[i] Member
[ii] Family Member [up to 2 adults plus 2 children up to the age of 16 years]
[iii] Concession [unwaged or persons over the age of 60 years]
[iv] Organisation [including club, society, charity, library or public institution or non-profit association]
[v] Company or business
[vi] Life Member of categories [i] to [iii]
[vii] Honorary Member; awarded to person who has given dedicated and distinguished to the charity and the nomination will be awarded the right to vote at General or Special Meetings of the charity.
[viii] Honorary Title Posts
[1] Under Articles of Association 5 [10] the Board may consider and recommend to an AGM a person to hold an Honorary Title. The Board will consider a person of influence and commitment or with skills appropriate to building a positive future for the Chapel and the Friends charity to serve as President for a period of time, such period to be at the discretion of the Board. The Board can similarly recommend to an AGM persons from the field of medicine, heritage, conservation or academic distinction to be a Vice President but such not to exceed 3 in number at any one time. The Vice President will be appointed to serve for a period of time, such period to be at the discretion of the Board.
[2] On occasions the Board may wish it identify individual members or organisational members who have given distinguished service to the charity and with the agreement of a majority vote at a general meeting award a Certificate of Merit or an honorary membership.
[3] On the agreement to the proposal[s] at the general meeting, the Secretary will invite the nominee[s] to accept the post [s] and to invite attendance at any event or future meeting.

3 Rates of subscription
[1] [a] The Board has set the rates of subscription at Member £6, Family Member £7, Concession Member £5, Concession Family Member £6, Organisation [not for profit] minimum £10, Corporate [Business/Company] minimum £15, Cornerstone Corporate [larger businesses] minimum £30 and Life Member £60. The Board will make a proposal to any changes or increases in a resolution at a general meeting.
[b] A member applying for membership other than from the United Kingdom may be asked for an increased subscription of up to 20% above the normal rate to cover postage costs.
[2] The membership year will end on 31st March each year and new members joining after 31st December of the preceding year may as a concession, renew after 15 months of membership.

4 The Board
There will be a minimum of 3 Board Members and a maximum of 12 Board Members and that the Board will consist of one nominated representative of Southampton City Primary Care Trust [or their successors]. The Board member nominated by the SCPCT will serve for an indefinite term and will not be the subject of the normal retirement and re-election process.

5. General Meetings
The Board may invite the press and guests to attend AGM’s including the Mayor of Southampton, Board Members of SCPCT, a representative from Southampton Voluntary Services, a representative of the Southampton Faith Group and the SCC Conservation Officer or other guests as appropriate.

6. Affiliation
The charity may take membership or affiliation of Southampton Voluntary Services and the National Council for Voluntary Organisations and any other organisation [other than a political party] sharing the aims and objectives or from which support and expertise will be of benefit to the charity.

7 Investments
Under the powers of the Articles of Association 5.8 the Board will in appointing a financial advisor, state their policy on ethical and environmental issues in writing and direct that all investments shall be in accordance with such instruction.

8 Health and Safety
[1] The Board will meet regularly with a representative of SCPCT [or any successor] to review health and safety issues, inspections required by statute and repairs and maintenance of the Chapel and record risk assessments and follow up action. Additionally the Board will hold its own assessments and keep a record of reviews. The Board will record all meetings and recommendations, with follow up actions in a book designated for the purpose including any requirements under the COSHH regulations.
[2] The Directors and officers must keep in repair and insure to their full value against fire and other usual risks all property and assets owned or leased by the charity. They must also insure suitably in respect of public liability; where appropriate the directors may additionally arrange a trustee indemnity policy, employer’s liability and personal accident and injury cover for volunteers and members when engaged on the business of the charity.
[3] The Directors will maintain a book to record accidents and injuries which will be retained in the Chapel under the control of the Secretary.

9. Use of the Chapel by community groups.
[1] The Board will require all persons or organisations using the facilities of the Chapel to respect its heritage value and the ambiance of the surrounding community care hospital and ensure that their members and visitors conduct themselves in an orderly and respectful fashion. The Directors may if appropriate ask for a form of indemnity including a financial deposit and reserve the right to cancel any future bookings in cases of misuse. The person responsible for the hiring of a room or rooms within the Chapel will be required to demonstrate to a Director or Company Officer that the group is suitably insured against public liability risks and that any equipment or machinery [other that that supplied by the charity or within the control of SCPCT [or any successors] has a current certification of testing of electrical plugs and switches to be used within the chapel. In the case that a public performance requires a licence or permit, the organiser must be in possession of such valid document[s] at the time the booking is made for the use of the Chapel [or any rooms within].
[2] The use of pyrotechnics is prohibited within the Chapel and its surrounds.
[3] Animals are not permitted to enter the Chapel unless trained and registered with an approved organisation to assist members or visitors with disabilities and/or in the prevention or the detection of a crime, with the police or law enforcement authority.
[4] A person or organisation hiring the Chapel must acknowledge that balls, missiles including electronically powered projectiles, games involving shooting at targets or the throwing of projectiles will not be used inside or adjacent to the Chapel.

10. Ownership of the Chapel.
The Charity acknowledge that the Chapel building and curtilege are Grade II Listed and are in the ownership of the SCPCT [or any successor] and will not undertake any changes or alterations or removals at the building without the express approval of the Trust and where appropriate the SCC Conservation Officer and only use the Chapel for events appropriate to a community hospital being adjacent.

11. Disputes within the organisation.
The Board will encourage all members to conduct themselves favourably and in harmony in supporting the charity. If any dispute arises either between individuals or with outside organisations or with members of the Board, we would look for a conciliatory conclusion. In cases where a satisfactory result has not been achieved, the Chair will appoint two members of the Board to investigate the grievance or complaint and to submit a written report to the Chair. The Chair having considered the report and any recommendations, will write a ruling within a period of 14 days of receiving the report to the member[s] raising the complaint or grievance and, if appropriate, any other party involved in the dispute.

12. Contact with the press.
It is preferable that a Company Officer should deal with all press matters but from time to time members may be asked to give informal comments on events and fund raising etc. The Board prefers that such contact is referred to a Board member or Company Officer. The charity has an agreement with SCPCT that any views or statements on health issues [including any displays or exhibitions etc on the subject of health matters on display within the Chapel] should be dealt with exclusively by the SCPCT Press Officer.

13. Data Protection
The names and addresses plus any detail such as telephone or e-mail detail will be used to administer a list of membership and to send details of meetings, news events etc. The detail will not be disclosed to any third party unless required by statute. Members on request will be supplied with a copy of the entry relevant to the data held on the individual and any requests for amendment will be recorded as soon as practicable. Details on members who have resigned or have terminated their membership will be destroyed within 28 days. The Company Secretary will act as Data Controller and make appropriate statutory returns.

14. Equal Opportunities
Membership will be open to all individuals and organisations that support the aims and objectives of the charity. The members of the charity will be treated fairly and equally and groups from the local community wishing to hire or use the facilities of the Chapel or any equipment available for hire will be treated equally and without discrimination.

15. Children and vulnerable persons
The Directors and Company Officers will be subject to Criminal Records Bureau [an executive agency of the Home Office] checks and will take advice from Southampton Voluntary Services and/or other qualified advisory organisations on any matter concerning contact with children or vulnerable persons.

16. Copies of Memorandum, Articles of Association and Rules and Policies of Friends of RSH Hospital Chapel
[1] A copy will be issued to each member joining the charity. Further copies will be available to members and non-members and will be supplied on request to the Secretary at a fee of £3 plus postage.
[2] Each member will receive a form of notice setting out their personal liability to the charity

17. Bank to be appointed
The Board directs the Officers to open and maintain the company bank account at the Lloyds Banking Group, Bitterne, Southampton, [or at any other branch of that bank [or its successors] based in the city of Southampton] and that all cheques, mandates and authorisations to be on the authority of any two signatures of the Chair, Treasurer, Secretary and a nominated Director.
Agreed by resolution passed at the meeting held at 10am at the Seminar Room 2, RSH Hospital, Graham Road, Southampton on 7th July 2009.
Sally Greenwood Chair John Gordon Avery Company Secretary

Added by resolution at the Board meeting on 18th September 2009 Sally Greenwood Chair John Gordon Avery Company Secretary

18. Conflict of interests policy

At each meeting including Board meetings, sub committee and general meetings that a Director will declare to the Chair any direct or indirect interest in a firm, company, organisation or association or of a connection by a personal or family relationship with any executive of such organisation that has a material interest in a subject on the agenda or which arises during discussion on other matters including tenders or service agreements. With the agreement of the Chair, the individual[s] will leave the room when the agenda item is called or when there is any conflict of interest arising during a discussion at the meeting and the Director will not vote on any matter arising from the discussion. The minutes of the meeting will record the conflict of interest and that the Director[s] took no part in the discussion or voting.

19. Accountant to be appointed

The Board approved the appointment of Martin Young of 5A Rumbridge Street, Totton, Southampton SO40 9DQ as the accountant.

20. Insurers to be appointed

The Board approved the Public Liability and Trustees Indemnity Insurance of the company with Ansvar Insurance Co Ltd.