At the 2012 Over Carnival AGM meeting (held on Wed 5th Oct, 8pm at Over Community Centre) a new Constitution was accepted.
Details of the Constitution can be found below.
CARNIVAL ORGANISATION COMMITTE OVER (COCO)
Proposed new CONSTITUTION
1. OBJECTIVES
1.1. To stage an annual carnival for the benefit of the community of Over, Cambridgeshire and the surrounding neighbourhood, without distinction, by associating in a common effort to hold, organise, and develop an event at which local societies and charities can raise funds and local artists and musicians can perform with the objective of encouraging community involvement in village life.
1.2. To generally collect, receive, raise and distribute funds from any person or organisation by sponsorship, donation or other means, to enable it to achieve this objective.
2. Powers
2.1. The power to raise money for the event for the benefit of the event and the organisation
2.2. The power to arrange all insurances as required.
2.3. Do all such lawful things as shall further the objectives of the organisation.
3. Committee
3.1. A committee consisting of a chairman, vice-chairman, secretary, treasurer and up to six committee members will be elected at the A.G.M. each year.
3.2. Sub committees may be formed under the chairmanship of Committee members and the members of these committees may be co-opted from volunteers.
4. MEMBER AND MEMBERSHIP
4.1. All adult residents of the Parish of Over are eligible to be members of the Organisation and may vote on resolutions at the Annual General Meeting.
4.2. Any member may offer themselves for election to the committee with the support of two other members.
4.3. Members may with the support of two other members be elected for more than one term of office on the Governing Committee.
4.4. Members may be co-opted or volunteer for sub committees.
5. MEETINGS
5.1. A General Meeting is to be held annually in October. Notice of the AGM will be published in the Over News at least 21 days before the meeting. The business of the AGM shall be:
5.1.1. To receive the annual report of the chairperson.
5.1.2. To receive the accounts for the preceding financial year.
5.1.3. To elect a committee for the next year.
5.2. Committee meetings are to be held monthly or as required.
5.3. For urgent business or decisions a quorum of at least three committee members consisting of the Chairman or Vice Chairman, Treasurer and any available members must be established.
5.4. All meetings are to be recorded and minuted.
6. ACCOUNTS
6.1. Accurate accounts are to be maintained of all transactions made by the Committee.
6.2. The Accounts are to be presented at the Annual General Meeting for its approval.
7. MEMBERS RIGHTS
7.1. Every member has the right on giving reasonable notice to the appropriate committee member to see the minutes of meetings or the accounts at any time.
8. ESTABLISHED AGREEMENT
8.1. It is established that whilst the Carnival Committee and the Royal British Legion combine their activities on Carnival Day and a joint Programme is published, 25% of the income from the programme sales will go to The Royal British Legion.
9. ALTERATIONS TO THE CONSTITUTION
9.1. Any proposal to alter this constitution must be given in writing to the secretary not less than 28 days before the date of the meeting at which it is to be considered.
9.2. Any alterations shall require the approval of the majority of the committee present and voting at the meeting.
10. DISSOLUTION
10.1. If the committee by a simple majority decides at any time that, on the grounds of expenditure or otherwise, it is necessary to dissolve the organisation, any funds remaining after the settlement of any debts will be donated to the Over Village Lands Trust for distribution to village organisations as that Trust sees fit.
April 2011
Proposed new CONSTITUTION
1. OBJECTIVES
1.1. To stage an annual carnival for the benefit of the community of Over, Cambridgeshire and the surrounding neighbourhood, without distinction, by associating in a common effort to hold, organise, and develop an event at which local societies and charities can raise funds and local artists and musicians can perform with the objective of encouraging community involvement in village life.
1.2. To generally collect, receive, raise and distribute funds from any person or organisation by sponsorship, donation or other means, to enable it to achieve this objective.
2. Powers
2.1. The power to raise money for the event for the benefit of the event and the organisation
2.2. The power to arrange all insurances as required.
2.3. Do all such lawful things as shall further the objectives of the organisation.
3. Committee
3.1. A committee consisting of a chairman, vice-chairman, secretary, treasurer and up to six committee members will be elected at the A.G.M. each year.
3.2. Sub committees may be formed under the chairmanship of Committee members and the members of these committees may be co-opted from volunteers.
4. MEMBER AND MEMBERSHIP
4.1. All adult residents of the Parish of Over are eligible to be members of the Organisation and may vote on resolutions at the Annual General Meeting.
4.2. Any member may offer themselves for election to the committee with the support of two other members.
4.3. Members may with the support of two other members be elected for more than one term of office on the Governing Committee.
4.4. Members may be co-opted or volunteer for sub committees.
5. MEETINGS
5.1. A General Meeting is to be held annually in October. Notice of the AGM will be published in the Over News at least 21 days before the meeting. The business of the AGM shall be:
5.1.1. To receive the annual report of the chairperson.
5.1.2. To receive the accounts for the preceding financial year.
5.1.3. To elect a committee for the next year.
5.2. Committee meetings are to be held monthly or as required.
5.3. For urgent business or decisions a quorum of at least three committee members consisting of the Chairman or Vice Chairman, Treasurer and any available members must be established.
5.4. All meetings are to be recorded and minuted.
6. ACCOUNTS
6.1. Accurate accounts are to be maintained of all transactions made by the Committee.
6.2. The Accounts are to be presented at the Annual General Meeting for its approval.
7. MEMBERS RIGHTS
7.1. Every member has the right on giving reasonable notice to the appropriate committee member to see the minutes of meetings or the accounts at any time.
8. ESTABLISHED AGREEMENT
8.1. It is established that whilst the Carnival Committee and the Royal British Legion combine their activities on Carnival Day and a joint Programme is published, 25% of the income from the programme sales will go to The Royal British Legion.
9. ALTERATIONS TO THE CONSTITUTION
9.1. Any proposal to alter this constitution must be given in writing to the secretary not less than 28 days before the date of the meeting at which it is to be considered.
9.2. Any alterations shall require the approval of the majority of the committee present and voting at the meeting.
10. DISSOLUTION
10.1. If the committee by a simple majority decides at any time that, on the grounds of expenditure or otherwise, it is necessary to dissolve the organisation, any funds remaining after the settlement of any debts will be donated to the Over Village Lands Trust for distribution to village organisations as that Trust sees fit.
April 2011
