CONSTITUTION 2025

1 NAME

1.1 The name of the Association shall be Frome Open Art Trail (herein referred to as the Association).

2 OBJECTS

2.1 Deliver an Annual Arts Trail (the Event) and associated activities.

2.2 Raise the profile of artists and craftspeople in Frome and locality.

2.3 Enable artists and craftspeople to open their homes, studios, workshops or venues to the public.

2.4 Offer economic benefit to artists, craftspeople and local community through cultural tourism.

2.5 Bring art and craft to a wider audience.

2.6 Create a network of artists and craftspeople promoting art in all its forms, and fostering a positive community spirit through participation, volunteering and cooperation.

2.7 Encourage and support young artists and craftspeople as well as artists and craftspeople new to the area.

2.8 For the Event to be recognised as a Community Event for Frome and environs.

2.9 Deliver Community Art Projects.

3 POWERS

3.1 Power to raise funds and to invite and receive contributions.

3.2 Power to appoint and constitute such advisory committees as the Executive.

3.3 To do all such lawful things as shall be conducive to the attainment of the above objects.

4 MANAGEMENT

4.1 The management of the Association shall be vested in an Executive Committee.

4.2 The Officers shall be the Chair, Event Coordinator, Treasurer, Admin Secretary, Minutes Secretary and Publicity Organiser.

4.3 Three Executive Committee members shall form a Quorum.

4.4 The Executive Committee will be elected at the Annual General Meeting and will normally serve for 3 years.

4.5 The Executive Committee may be enlarged beyond the Chair, Event Coordinator, Treasurer, Publicity Organiser and Secretarial posts at the Annual General Meeting or by co-option by the Executive Committee. All Committee Members will have an equal vote at Executive Committee Meetings.

The Officers’ roles are as follows:

  • Chair, who shall chair both general and committee meetings.
  • Event Coordinator who will have an overview of all aspects of the Event and associated activities.
  • Minutes Secretary, who shall be responsible for the taking of minutes, set the agenda for meetings, and the distribution of all papers.
  • Admin Secretary, who shall be responsible for keeping entrants’ details, oversee pre-press and liaise with the printer for the brochure.
  • Treasurer, who shall be responsible for maintaining accounts.
  • Publicity Organiser, who shall be responsible for advertising and promotion of the Event and associated activities.

4.6 Any Committee Member not attending a meeting without apology for three months will be contacted by the committee and asked if they wish to resign.

5 FINANCE

5.1 The funds of the Association shall be applied solely to the stated objects of the Association.

5.2 In the event of dissolution of the Association, the property of the Association will be realised and after the satisfaction of all its debts and liabilities, such property shall not be paid to or distributed among the members of the Association but shall be given or transferred to some other institution having objects similar to the Association. This is to be determined by the Committee at or before the time of dissolution.

5.3 The Treasurer shall keep proper books of accounts showing all sums received and paid and shall have the authority to give receipts for monies paid to the Association. Cheques on the Association Bank Account shall be signed by two of the following: namely Chair, Event Coordinator, Minutes Secretary, Admin Secretary or Treasurer. No monies shall be expended without the sanction of the Executive Committee.

5.4 All money raised by or on behalf of the Association is only to be used to further the aims of the Association.

5.5 The Treasurer shall present the accounts annually at the AGM.

6 MEETINGS

ANNUAL GENERAL MEETING

6.1 The Annual General Meeting shall be held in September or October when the business to be transacted shall be the confirmation of last Minutes, Secretaries reports, Treasurer’s report and Event Coordinator’s report; election of the Executive Committee and any other business appropriate to an Annual General Meeting.

6.2 Participants of the Frome Open Art Trail may ask to have particular business included at the meeting by email to the Minutes Secretary seven days prior to the meeting. Emergency business may be considered under Any Other Business.

6.3 A minimum 14 days’ notice shall be sent by email to each Committee Member and previous Event Participants prior to an AGM.

6.4 The Quorum for the AGM shall be five Executive Committee Members.

EXTRAORDINARY GENERAL MEETING

6.5 An Extraordinary General Meeting may be called at the discretion of the Executive Committee, or on requisition in writing to the Minutes Secretary by five previous Participants of the Association’s Event, stating the object of such a meeting.

6.6 At least seven days’ notice of the Extraordinary General Meeting, specifying the business, shall be given via email to each Committee Member and previous Event Participant of the Association.

6.7 No other business shall be transacted at such meetings.

EXECUTIVE COMMITTEE MEETINGS

6.8 The Executive Committee shall meet as required to manage the business of the Frome Open Art Trail.

6.9 Any matter or question which is not provided for in these rules, shall be dealt with by the Executive Committee whose decision shall be final.

7 GENERAL

7.1 This constitution may not be altered except at the Annual General Meeting of which every Committee member shall receive notice via email, setting out full details of the proposed alterations.

7.2 Each Committee member will receive a copy via email of the Constitution on joining the Association’s Executive Committee.

7.3 The Constitution of the Association, along with the Terms and Conditions of the Association’s Event, will be available to the public via the Frome Open Art Trail website.

7.4 Dissolution: If a meeting, by simple majority, decides that it is necessary to close the Association it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the Association in accordance with Point 5.2 above.

8 EQUAL OPPORTUNITIES POLICY

8.1 Statement of Intent

Frome Open Art Trail is committed to the actuality of equality of opportunity and will not discriminate either within the group, or within the events it promotes, on any of the following grounds:

Age, Colour, Ethnic Origin, Gender, Domestic Care Responsibilities, HIV/AIDS, Language, Health status, Marital status, Nationality, Physical disabilities, Religious or Political beliefs, Sensory impairment, Sexual orientation, Social or economic background, Unrelated criminal convictions.

8.2 Objectives

  • Management: Officer roles in the Association’s organisational structure are allocated on a voluntary basis and there are no restrictions as to who may participate.
  • Practice: Frome Open Art Trail will ensure all its events and participants are available to and, as far as possible, accessible to, all members of the community.
  • Publications: All published material used and issued by Frome Open Art Trail should be non-discriminatory.

8.3 Review Procedure

The above Statement of Intent and Objectives will be made known at Association meetings, and the activities of the group reviewed annually at the group’s AGM to ensure the aims and principles of this Policy are being maintained. If needed, revisions will be made to improve this Policy.

DATA PROTECTION POLICY

Frome Open Art Trail (FOAT) – Data Protection Policy

There are clear regulations for how organisations handle the personal data of those associated with it. FOAT as an Association needs to gather data such as names, phone numbers, postal and email addresses from its participants. The term ‘participants’ includes those taking part in FOAT events, FOAT committee members plus other individuals linked to the organisation for which data may be held. This policy describes how this personal data will be collected, handled and stored to meet the data protection standards and comply with the law. This personal information about the participants of FOAT will be collected and used fairly, stored safely and not disclosed unlawfully.

Participants’ Rights:

Participants are entitled to:

  • Ask what information FOAT holds about them and why
  • Ask how to gain access to it
  • Be informed how to keep it up to date
  • Be informed about how FOAT is meeting its data protection obligations
  • Have the right to opt out of any communication at any stage and/or request deletion of their data

Requests:

  • Requests must be made by email to the Administrator
  • The Administrator aims to provide the data within 14 days
  • Identity verification is required before releasing information
  • Administrator in FOAT is the Data Controller

Participants will be informed how and why their data is collected and what it will be used for, including how long data is kept. Data will only be shared when required by law.

Queries or Suspected Breach:

Participants must contact the Chair or Administrator.

Application Forms:

From 30.4.2025 application forms will include an opt‑in line regarding receiving post or emails. Participants must tick a box confirming they understand and agree. Forms also explain how data will be used and how to access the full policy. Applicants are asked for consent for use of photographs of participants and work taken at events. Committee members will reconfirm consent at AGMs.

Security of Data:

Only those needing the information can access it. Paper records will be kept secure. Computer files will be password protected and only accessible by the file owner and Chair.

Who Sees the Data:

Chair, Treasurer, Admin Secretary, Event Coordinator, Publicity Officer, IT/Website Manager.

Data is not shared informally.

Committee Members with Access:

All must acknowledge they have read and understood the policy. New committee members must sign to confirm.

Breach:

A breach (e.g., hack or lost memory stick) must be reported to the ICO within 72 hours.

Data Retention:

  • Paper records shredded 12 months after the event.
  • Electronic personal information (except Mailchimp list) deleted 3 years after the event.
  • Memory sticks will be placed into a secure recycling facility.

Mailchimp Contact List:

All participants will be subscribed. They may unsubscribe at any time. Mailchimp privacy policy: https://mailchimp.com/legal/privacy/