City of Winchester Trust
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The City of Winchester Trust Ltd

INFORMATION PACK FOR
TRUST COUNCIL MEMBERS



14 SUMMARY OF THE ORGANISATION OF THE TRUST



1. THE OBJECTS OF THE TRUST


The Trust’s objects are fully described in the Memorandum of Association. They can be summarised as follows:


To seek to conserve the character of the City of Winchester and its surrounding area by:


• preserving and protecting its buildings, spaces and artefacts;


• sponsoring and encouraging new building, redevelopment, landscaping and conservation in accordance with the highest architectural standards;


• promoting awareness of the above.


2. ORGANISATION


a) Membership


Individuals and couples may apply for Single or Family membership and pay either a fee for Life Membership or an annual fee at rates determined by the Council. Corporate bodies may apply for annual membership.


b) Council


The Council consists of not less than three (but no maximum) elected members, one of which is the Chairman and another is the Honorary Treasurer. Council members are elected at the Annual General Meeting, by a majority vote. Council members are elected for three years but may stand for re-election – the exceptions to this are the Chairman and Honorary Treasurer who serve until they either retire or are removed by a majority vote of the Council. The Council appoints a number of Vice Chairmen.


The Council invites a person to be President, and other people to be Vice Presidents.


Council members act as Trustees of the Charity and Directors of the Company Limited by Guarantee.


The roles of Secretary of the Charity and Company Secretary are vested in a part-time paid employee who is not a member of the Council but who attends Council meetings.


The Council makes decisions after research, consideration and discussion, most frequently by consensus but, in specific cases, by a simple majority vote.


c) Finance and Resources Committee


The Finance and Resources Committee is accountable to the Council for the internal organisation of the Trust, administration, legal issues and financial matters as well as land, buildings and their contents. The Committee has its own Terms of Reference, approved by the Council.


d) Panels, Groups, Projects and Specific Activities


The Council authorises the formation of Panels and Groups and appoints their leaders, normally from members of the Council. Examples of these are:


i. Planning Appraisal Panels

which examine and comment as appropriate on planning applications within the City of Winchester.


ii. Policy Group
which considers planning policy and its application in general terms in the context of the City of Winchester. Information about this is published to members of the Trust, and feedback is encouraged.


iii. Projects
the range and number of projects varies with time. They may range from workshops in secondary schools, or publishing newsletters at regular intervals throughout the year, through keeping members informed, to projects for specific major developments or topics of general interest. The Council considers each suggestion for a project and may give its approval in principle. A Project Leader is then nominated, who need not be a member of the Council.


Many projects are undertaken in co-operation with other organisations so consultation, funding and agreement may take some time. When financial aspects are known, provision for the Trust’s contribution will be introduced into the Budget. In years when the bids from Project Leaders do not exceed the agreed total budget for expenditure on Projects and Activities, Project Leaders may authorise their share of the budget. In years where bids from Project Leaders exceed the agreed total budget, Project Leaders must refer to the Council for authorisation of expenditure on Projects and Activities.


Projects and their expenditure are usually reviewed by the Council twice a year as part of the Budget and Half Yearly Financial Review processes. In budgetary terms it is assumed that all Projects approved by the Council will be brought to account in the forthcoming financial year. This Committee will keep project expenditure under close review to achieve an acceptable balance.


iv. Specific Activities
Specific activities such as the arrangement of conducted walks within the City and sales of books and Christmas cards are well-established. Each such activity has an Organiser, who is not necessarily a member of the Council.


3. 30 AND 32 UPPER BROOK STREET, WINCHESTER (The Heritage Centre)


Thanks to the legacy of a house, the Trust’s financial situation was transformed when the house was sold with vacant possession in 1988. The proceeds were invested in a range of investments. 30-32 Upper Brook Street is a pair of Victorian houses which were scheduled for demolition to increase the size of a municipal car park. The Trust intervened and, having saved the building from demolition, rented it from Winchester City Council and in 1998 purchased a ninety-nine year lease, due to expire in 2097. The Trust then turned some 40% of the building into two one-bedroomed self-contained flats, which are let to provide income whilst the rest of the building provides rent-free offices, and a meeting room.



[Revised March 2016]