ESSEX PLAYING FIELDS ASSOCIATION
(Formerly known as The Essex Playing Fields and Children's Play Association)
Fields in Trust
(Formerly known as The National Playing Fields Association)
(adopted November 1984 and amended 29 October 2009)
The Association shall be called "Essex Playing Fields Association" (formerly
known as The Essex Playing Fields and Children's Play Association).
2.1 The objects of the Association shall be to foster and promote facilities
for the benefit of the community at large in the county of Essex and in
the unitary authorities of Southend-on-Sea and Thurrock and for such
persons as having special need of such facilities by reason of their
youth, age, infirmity, poverty or economic circumstances and which will
improve the conditions of life for the community and such other persons
by promoting their physical, mental and spiritual well being.
2.2 In furtherance of such objects but not otherwise, the Association shall
be empowered :
2.2.1 to promote, to develop and to advise on and to assist in the
provision of adequate and safe playing fields, playgrounds and
2.2.2 to encourage an appreciation of play and recreation and the
playing of all games, sports and pastimes including the
promotion of sporting activities and competitions;
2.2.3 to ensure that the fullest use is made of all playing fields,
playgrounds and play space;
2.2.4 to co-operate in saving threatened recreational facilities, and to
safeguard so far as possible playing fields, playgrounds and
2.2.5 to foster and promote facilities for play, recreation and leisure
time occupations for children and young people and to assist
in the creation of such facilities;
2.2.6 to co-ordinate with all statutory and voluntary bodies in matters
concerning the use of playing fields and children's play and
2.2.7 to assist in and to promote the training of play leaders and
recreational and sports coaches and grounds maintenance
2.2.8 to act as the agent for Fields in Trust (formerly known as the
National Playing Fields Association) and to make
recommendations to it and other bodies concerned with the
objects of the Association;
2.2.9 to give direct financial aid to any charitable organisation for the
purpose of carrying out all or any of the objects of the
2.2.10 to receive any funds or property which the Association may
from time to time be given or which may be entrusted to the
Association and to apply such funds or property so given or
entrusted in such a manner and for such objects of the
Association as may be directed by the donor or in default of
any such direction in such manner and for such of the said
objects as the Association shall determine;
2.2.11 to raise by subscription or otherwise funds for the furtherance
of the objects of the Association:
3.1 The Association shall consist of the following members:
3.1.1 the officers of the Association;
3.1.2 subscribers being individuals, local authorities, clubs or other
organisations that have paid not less than the annual or life
membership subscription prescribed by the Executive Committee;
3.1.3 such persons that have been co-opted as members by the Executive
Committee on such terms as the Committee may from time to time
3.2 the Executive Committee may remove any member from membership
provided that the Secretary has given to all the Committee members at
least 14 days' notice of such a proposed removal and that a resolution
to that effect shall be carried by at least a two-thirds majority of
Committee members present and voting:
PROVIDED that the member concerned has been given not less than
twenty-one days' notice of the proposal to remove him/her and that
s/he is given an opportunity to comment on the proposal and to appear
if s/he so wishes before the Executive Committee.
4. OFFICERS OF THE ASSOCIATION
4.1 The officers of the Association shall be the President, one or more
Vice-Presidents, the Secretary, the Treasurer, the ex-officio officers
and other such officers as the Executive Committee shall from time to
4.2 The ex-officio officers shall be the Director and Field Officer of the
Association, the Director of the Rural Community Council of Essex, the
Director of Disability Essex (formerly known as the Essex Physically
Handicapped Association) and any other officer of an organisation
appointed as such at an Annual General Meeting of the Association.
4.3 The officers, other than the Secretary, the Treasurer and the ex-officio
officers shall be elected at the Annual General Meeting of the
Association and shall hold office until the conclusion of the following
Annual General Meeting and shall be eligible for re-election.
4.4 The Committee shall appoint a Secretary and a Treasurer and such
other staff as it considers necessary and may determine their
remuneration, if any, their duties and conditions of service.
5. THE EXECUTIVE COMMITTEE
5.1 The Executive Committee shall consist of the officers, not more than
twelve elected members and the chairman of any committee appointed
under clause 6.
5.2 The elected members of the Executive Committee shall be elected at
the Annual General Meeting from among the members of the
Association and shall hold office until the conclusion of the next Annual
General Meeting and shall be eligible for re-election. For the purpose of
this clause a representative from any local authority, club or other
organisation which is a member of the Association shall be deemed to
be a member of the Association.
5.3 The Executive Committee shall have the power to co-opt persons
whether members of the Association or not to serve on the Committee
provided that the number of co-opted members shall not exceed onethird
of the number of members serving on the Committee.
5.4 The Executive Committee may invite any person to attend its meetings
as an observer but without the power to vote.
5.5 Any casual vacancy on the Executive Committee may be filled by the
Executive Committee and any person appointed to fill a casual vacancy
shall hold office until the conclusion of the next Annual General
Meeting and shall be eligible for election at that meeting.
5.6 The proceedings of the Executive Committee shall not be invalidated
by any failure to appoint or any defect in the appointment, election or
qualification of any member.
5.7 The Executive Committee shall, subject to any direction of the
Association, be responsible for the control and administration of the
Association and may on behalf of the Association perform any
functions of the Association given to it by this Constitution.
5.8 At its first meeting after each Annual General Meeting and whenever
necessary the Executive Committee shall elect a Chairman and one-or
more Vice-Chairmen from amongst its members and shall appoint the
Secretary and Treasurer. Persons so elected shall serve until the
following Annual General Meeting.
5.9 The Executive Committee shall meet not less than four times each
5.10 The quorum at meetings of the Executive Committee shall be five, of
whom two shall be officers of the Association.
The Association and Executive Committee may from time to time appoint such
other committees as may be deemed necessary and shall determine their
terms of reference, powers, duration and composition.
7. GENERAL MEETINGS
7.1 The Executive Committee shall call an Annual General Meeting in each
year as soon as convenient after the close of the previous financial
year. The Executive Committee shall give twenty-one days' notice of an
Annual General Meeting.
7.2 The Annual General Meeting shall:
7.2.1 receive reports from the Executive Committee and any other
committee of the Association on the work and activities of the
Association during the past year;
7.2.2 consider and approve the annual accounts of the Association;
7.2.3 elect the qualifying members of the Executive Committee and
any other committees of the Association;
7.2.4 appoint auditors; and
7.2.5 conduct such other business as the Executive Committee shall
7.3 The Executive Committee may at any time after fourteen days' notice to
members of the Association call a special meeting of the Association to
consider such business as the Executive Committee shall consider
proper. Any such meetings may be adjourned from time to time.
7.4 The Executive Committee shall call a special general meeting of the
Association if at any time requested to do so by not less than ten
members of the Association.
7.5 The quorum for any general meeting shall be twenty. In the event of no
quorum being present a meeting shall be adjourned for fourteen days
and shall continue to be so adjourned until a quorum is present.
7.6 Voting at a general meeting shall be by a show of hands of those
qualified to vote unless the person presiding decides that it shall be by
ballot. The person presiding shall have an original vote and a casting
PROVIDED that if there are more candidates than vacancies in an
office then the person presiding shall only have one vote.
7.7 Local authorities, clubs or other organisations shall only be entitled to
one vote on any motion proposed at a general meeting.
7.8 The President, if present, shall preside over a general meeting; in his
absence a Vice-President or in the absence of the President and all the
Vice-Presidents, the Chairman of the Executive Committee or in all
their absences a Vice Chairman of the Executive Committee. In the
absence of the President and all the Vice-Presidents, the Chairman
and the Vice-Chairmen of the Executive Committee shall elect a
Chairman of the meeting.
7.9 No general meeting shall be invalidated because a person entitled to a
notice thereof has not received such a notice.
8.1 The Association shall have the power to raise money by means of
affiliation fees, subscriptions, donations, legacies, grants-in-aid, loans
and other sources of income:
PROVIDED that no form of permanent trading is undertaken.
8.2 The income and property of the Association shall be applied solely
towards the promotion of the purposes of the Association as set forth in
this Constitution, and no portion shall be paid or transferred directly or
indirectly by way of dividend, bonus or otherwise however by way of
profit to any member of the Association:
PROVIDED that nothing herein shall prevent the payment in good faith
of reasonable and proper remuneration to any officer or servant not
being a member of the Executive Committee of the Association or
repayment of out-of-pocket expenses.
8.3 The Association may appoint a custodian trustee or a trust corporation
to hold any property held by or in trust for the Association or may with
the agreement of the Official Custodian of Charities transfer to him
personal property (within the meaning of Section 16(2) of the Charities
Act, 1960) so held and make application for an order vesting in him any
property so held.
8.4 The Association shall each year cause true and proper accounts to be
kept showing in detail the receipts and expenditure of the Association
and the whole of its property credits and liabilities.
8.5 The Association's financial year shall run from 1
st April to 31st
9. ALTERATIONS TO THE CONSTITUTION
Alterations to the Constitution shall receive the assent of not less than two
thirds of the members of the Association present and voting at a General
Meeting. Such a resolution shall be received by the Executive Committee at
least twenty-one days before the meeting at which the resolution is to be
brought forward. At least fourteen days' notice in writing of a meeting at which
such a resolution is proposed shall be given to the members, and shall include
notice of the alterations proposed:
PROVIDED that no alteration to Clause 2 shall be made without the approval
of the Charity Commission or other authority having charitable jurisdiction, and
no alteration shall be made which would cause the Association to cease to be
a charity at law.
The Association may at any time be dissolved by a resolution supported by
votes of not less than two-thirds of the members present and voting at a
General Meeting of the Association of which at least twenty-one clear days'
notice in writing shall have been sent to all members of the Association. Such
a resolution may give instructions for the dispersal of any assets held by or in
the name of the Association:
PROVIDED that if any property remains after the satisfaction of all debts and
liabilities such property shall not be paid or distributed among the members of
the Association but shall be given or transferred to such other institution or
institutions having charitable objects similar to some or all of the objects of the
Association as the Association may, with the approval of the Charity
Commission or other authority having charitable jurisdiction, determine.
In interpreting the provisions of this Constitution, the Interpretation Act 1889,
shall apply in the same way as it applies to the interpretation of an Act of
8.6 Once at least in every year the accounts of the Association shall be
audited by one or more properly qualified auditors.
that nothing in the foregoing subclauses
of this clause shall authorise or empower the
Association to participate directly or indirectly in any activity
which is not charitable according to the laws of the United
Kingdom for the time being in force.