The name of the charity shall be the Palliative Care Research Society of the United Kingdom (PCRS) or such other name as the PCRS may in General Meeting from time to time decide with the prior written consent of the Charity Commissioners.
The object of the PCRS is to promote research into all aspects of palliative care and to facilitate its dissemination.
In furtherance of the objects but not otherwise the Executive Committee (hereinafter called ‘the Committee’) may exercise the power to:
- raise funds and to invite and receive contributions by way of subscriptions and otherwise, provided that in raising funds the Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law;
- hold multi-professional scientific meetings for the presentation and discussion of research relevant to palliative care;
- publish keynote lectures and abstracts of presented material in appropriate palliative care journals whenever possible;
- establish a multi-disciplinary network across the UK to facilitate research in palliative care;
- organize geographically-diverse workshops and courses on specific research topics and aspects of research methodology;
- circulate a charity newsletter to members;
- co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance of the object or of similar charitable purposes and to exchange information and advice with them;
- to hold joint meetings with other organisations to further the aims of the Society
- establish or support any charitable trusts, associations or institutions formed for the object;
- do all such lawful things as are necessary for the achievement of the object.
a) Membership of the PCRS shall be open to:
i) any person over the age of 18 years interested in furthering the work of the PCRS and who have paid any annual subscription laid down from time to time by the Committee, and
ii) any body corporate or unincorporated association which is interested in furthering the work of the PCRS and has paid any annual subscription (any such body being called in this constitution a “member organisation”).
b) Every member and member organisation shall have one vote
c) Each member organisation shall appoint an individual to represent it and to vote on its behalf at meetings of the PCRS; and may appoint an alternate to replace its appointed representative at any meeting of the PCRS if the appointed representative is unable to attend.
d) Each member organisation shall notify the name of the appointed representative and any alternate to the secretary. If the representative or alternate resigns from or otherwise leaves the member organisation, he or she shall cease to be the representative of the member organisation.
e) The Executive Committee may unanimously and for good reason terminate the membership of any individual or member organisation: provided that the individual or appointed representative of the member organisation concerned (as the case may be) shall have the right to be heard by the Executive Committee, accompanied by an adviser, before a final decision is made.
a) At the Annual General Meeting (AGM) the Executive Committee of the PCRS will elect from among its members a Chairperson, a Secretary, and a Treasurer who will serve a term of 3 years from the adjournment of the AGM at which they are ratified.
b) The Chairperson, Secretary, and Treasurer may be re-elected to serve for a second term of 2 years but thereafter must stand down from office and from the Executive Committee for a minimum of 2 years before seeking re-election.
a) The Committee, including the Honorary Officers specified in the preceding clause, shall consist of no more than 12 members.
b) Committee members shall be elected by the membership of the PCRS and ratified at the AGM of the PCRS.
c) Membership of the Committee, other than honorary officers, will be for no longer than 3 years from the adjournment of the meeting he or she was elected to the Committee.
d) Former members of the Committee may seek re-election to the Committee for a second term of 2 years but thereafter must stand down from the Executive Committee for a minimum of 2 years before seeking re-election
e) The Committee may appoint advisers to attend Committee meetings in a non-voting capacity.
f) Advisers may serve on the Committee for no longer than 5 years continuously from the date they were appointed to the Committee.
Meetings of the Executive Committee
a) Subject as hereinafter mentioned, the policy and general management of the PCRS shall be directed by the Committee which shall meet not less than 3 times a year.
b) Members of the Committee who fail to attend more than half of the Executive Committee meetings in a 12 month period may be asked to offer their position for re-election at the next AGM of the PCRS.
c) Any casual vacancy in the Committee may be filled by the Committee and any person appointed to such a vacancy shall hold office until the conclusion of the next AGM of the PCRS and shall be eligible for election at that meeting.
d) The proceedings of the Committee shall not be invalidated by any vacancy among their number or by any failure to appoint or any defect in the election, appointment, co-option or qualification of any member.
e) The Committee may appoint such special or sub-committees as may be deemed necessary by the Committee and shall determine their terms of reference, powers, duration and composition. All acts and proceedings of such special or sub-committees shall be reported back to the Committee and the AGM at the next available meeting.
Meetings of the Association
a) The AGM of the PCRS shall be held at such time (normally on an annual basis but not being more than 15 months after the holding of the preceding AGM) and place as the Committee shall determine. At least 21 days notice shall be given in writing by the Secretary to each member. At such AGM the business shall include the appointment of Honorary Officers and members of the Committee; the consideration of an annual report of the work done by or under the auspices of the Committee and of the annual accounts; and the transaction of such other matters as may from time to time be necessary.
b) The Committee may at any time at their discretion call a Special General Meeting (SGM). At least 21 days notice. Members may also initiate a SGM by writing to the Secretary with a written request signed by not less than 20 full members. The Secretary shall then call a SGM within 21 days.
Nominations of Honorary Officers and Committee Members
Only members of the PCRS shall be eligible to serve as Honorary Officers or members of the Committee. Nominations for Committee members must be made in writing and must be in the hands of the Secretary at least 7 days before the AGM. Should nominations exceed vacancies elections shall be by ballot or by a system of postal voting (the arrangements for which will be made by the Committee).
Nominations can only be made by members of the PCRS, and must be seconded by another member of the PCRS. Nominated individuals must indicate their willingness in writing to be nominated.
Rules of Procedure At All Meetings
a) Quorum The Quorum at a meeting of the PCRS shall be one third of the total full membership of the PCRF or 20 full members whichever is the lower. The quorum at a meeting of the Committee or of any special or sub-committee appointed under clause 7(e) shall be one third of the Committee or special or sub-committee (as the case may be) or such other number as the PCRS may in General Meeting from time to time determine.
b) Voting Save as otherwise herein provided all questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote. Arrangements for proxy voting may from time to time be made by the Committee PROVIDED THAT no such arrangements shall be made with regard to clauses 13 and 14 hereof. No person shall exercise more than one vote notwithstanding that he or she may have been appointed to represent two or more interests, but in case of an equality of votes the Chairman of the meeting shall have a second or casting vote.
c) Minutes Minute books shall be kept by the Committee and all other committees, and the (appropriate) Secretary shall enter therein a record of the all proceedings and resolutions.
a) The funds of the PCRS, including all donations, contributions and bequests, shall be paid into an account operated by the Committee in the name of the PCRS at such bank as the Committee shall from time to time decide. All cheques drawn on the account must be signed by at least two members of the Committee. These should normally be a) the Treasurer and the Chairperson or b) the Treasurer and the Secretary.
b) The funds belonging to the PCRS shall be applied only in furthering the object of the PCRS.
c) The Committee shall comply with their obligations under the Charities Act 1993 (or any statutory re-enactment or modification of that Act) with regard to:
i) the keeping of accounting records for the PCRS; ii) the preparation of annual statements of account for the PCRS; iii) the auditing or independent examination of the statements of the account of the PCRS; and iv) the transmission of the statements of account of the PCRS to the Commission
d) Major expenditure from the general fund of the PCRS in excess of £3,000 or a figure set from time to time by the Committee shall be approved by a majority vote of the Committee.
Executive Committee Members Not to be Personally Interested
No member of the Committee shall acquire any interest in property belonging to the PCRS or receive remuneration or be interested (otherwise than as a member of the Committee) in any contract entered into by Committee.
Alterations to the Constitution
Any alterations of this Constitution shall receive the assent of not less that two-thirds of the full members of the PCRS present and voting at a meeting specially called for the purpose. At least 21 clear days’ notice in writing of such a meeting setting forth the terms of the alteration to be proposed shall be sent by the Secretary to each member of the PCRS PROVIDED THAT no alteration shall be made which would have the effect of causing the PCRS to cease to be a Charity at law.
Members requesting change to the constitution must submit a written request to the Secretary signed by not less than 20 members. This request will be considered by the Committee at the next meeting.
If the Committee by a simple majority decide at any time that is necessary and advisable to dissolve the PCRS, it shall call a special general meeting of all the members of the PCRS. If the proposal to dissolve the PCRS shall be accepted by two-thirds majority of those present and voting the Committee shall have the power to dispose of any assets held by or on behalf of the Association. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the object of the PCRS as the Committee may determine.
Any notice may be served by the Secretary on any member personally or by sending it through the post in a prepaid letter addressed to such member at his or her last known address, and any letter so sent shall be deemed to have been received within 10 days of posting.