Sandford Surgery

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The Friends of Sandford Surgery Constitution

Friends of Sandford Surgery is a charity formed by a group of patients. We raise funds to provide equipment, amenities and activities to help improve patients’ well being.Membership is open to all patients of the surgery over the age of 18 who are interested in actively supporting the aims and activities of the charity.

Please contact us via our email address [email protected] to give us your ideas and how you could help. 

Governing Document of the Friends of Sandford Surgery Dorset

  1. NAME

The name of the charity is The Friends of Sandford Surgery Dorset

We are affiliated to the Swanage and Purbeck Development Trust and our charity number is 1162662


The Charity’s aims are:   

  1. Support for patients of Sandford Surgery.
  2. To promote and foster mutual benefit for the patients of Sandford Surgery by the provision of equipment and other amenities and activities and generally to support any charitable work for the said surgery.


             The charity will have the following powers:

  1. To use such means as the committee deem acceptable to stimulate public interest in the aims of the charity.
  2. To raise funds and to invite and receive donations and contributions from any person, organisation or public body.
  3. To do all such other things as are necessary for the attainment of the stated aims.


  1. Membership shall be open to all patients of Sandford Surgery over the age of 18 who are interested in actively furthering the interests and aims of the charity.
  2. A register of Friends shall be kept and updated as required, but at least on an annual basis, preferably at the Annual General Meeting.
  3. New Friends will need to provide their name, address and confirmation they are a patient at the Surgery and over the age of 18 to be entered onto the Register.
  4. Only registered Friends shall be entitled to vote at Annual and Extraordinary general Meetings.


               a) The Officers of the Friends shall be as follows and shall be elected on an annual basis at     the Annual General Meeting:               

                i) Chairman

               ii) Secretary

               iii) Treasurer

            b) There shall be one ex officio member representing the Surgery employees

c) Ordinary committee members shall number no more than 6 and be elected at the Annual General Meeting.

d) At the discretion of the Committee, provision may be made for the appointment of such other officers as deemed necessary. If additional Officers to the above list of 3 are appointed, the number shall be subtracted from the number of ordinary Committee members.

e) The appointment of an honorary auditor shall also be made at the Annual General Meeting.

f) For the purposes of a committee meeting, a quorum shall be no less than 3, with at least 2 officers present.

g) The Committee may form sub- committees as may be deemed necessary for any purpose. Any sub- committee shall be subordinate to the main committee and reports made to the main committee.

h) Officers and / or committee members wishing to resign shall give written notice to the Secretary.


a) An annual General Meeting shall take place with at least 28 days notice given.

b) In the event of an equality in votes cast, the appointed Chairman shall have a casting vote.

c) An agenda and copy of audited accounts shall be presented to members not less than two weeks before the annual General Meeting.

d) Officers and committee members may hold office up to 3 years. This may be extended if there are no nominations received for any vacant position.

e) Nominations for the election of Officers and committee members shall be supported and signed by a proposer after first obtaining the consent of the person proposed. Each nomination shall be submitted in writing, to the Chairman not less than 7 days before the date of the Annual General Meeting.


a) An extraordinary General Meeting may be called at any time on written request to the secretary, signed by no less than a third of registered friends of the Charity or at the request of the committee. The request shall contain details of the matter to be discussed. At least 28 days notice of such a meeting shall be given to all registered friends of the charity.


a) The Committee shall pay from the Charity’s funds, all proper expenses of administration and Management of the Charity. After payment of such expenses and the setting aside of any reserves as shall be decided, the Committee shall apply the remaining funds in furtherance of the stated aims of the Charity.

b) Accounts shall be prepared and audited ready for distribution to members prior to the Annual General Meeting as indicated in 6c above.

c) An account shall be kept at a building society or bank and all receipts from whatever source be paid to the credit of the account and cheques shall be signed by the Treasurer and either the Chairman or Secretary.

d) The income and property of the charity shall be applied solely towards promoting the aims of the Charity as outlined in Section 2, and no portion thereof shall be paid or transferred either directly or indirectly to any Friends of the Charity except in payment of legitimate expenses incurred on behalf of the Charity.


a) Amendments to the constitution shall only be made at an annual or extraordinary general meeting. Notice of the proposed amendment(s) shall be given in writing to the Secretary at least 28 days before the meeting. Details of the amendment(s) shall be given to members in the notice convening the meeting as soon as practicable after receipt of the proposal(s). Any such amendment(s) shall be carried with not less than two thirds of the Friends present.


a) The Charity may be dissolved by a minimum two thirds majority of Friends present voting at an Annual or extra ordinary General Meeting.

c) In the event of the Charity being dissolved, payment of all proper debts and liabilities shall be made from the Charity’s funds if sufficient to do so. Any remaining monetary and other assets shall be dispersed in line with the aims of the Charity and agreed at the dissolution meeting by a two thirds majority.