Constitution
HIGHCLERE SOCIETY
CONSTITUTION
1. Name
The name of the Group shall be the Highclere Society.
2. Objectives
The Society is established for the public benefit for the following purposes in the area comprising the parish of Highclere which area shall hereinafter be referred to as “the area of benefit”
(i) To promote high standards of planning and architecture and to educate the public in the geography, history, natural history and architecture of the area of benefit
(ii) To secure the preservation, protection, development and improvement of features of historic or public interest and of the environment in the area of benefit.
(iii) To promote social activities to encourage a community spirit in the area of benefit.
3. Membership
Membership shall be open to all who are interested in actively furthering the purposes of the Society and who are approved by the Committee. The Committee may only refuse an application for membership if, acting reasonably and properly, they consider it to be in the best interests of the Society to refuse the application, No member shall have power to vote at any meeting of the Society if his or her subscription is in arrears at the time. Junior members shall be those aged less than 18 years at the time their subscription is due; and they shall not be entitled to vote at any meeting of the Society. Corporate members shall be such societies, associations, educational institutions or businesses as are interested in actively furthering the purposes of the Society. A corporate member shall appoint a representative to vote on its behalf at all meetings but before such a representative exercises his or her right to vote the corporate member shall give particulars in writing to the Honorary Secretary of such representative. The subscription of a member joining the Society in the three months proceeding 31 March in any year shall be regarded as covering membership for the Society’s year commencing on 1 April following the date of joining the Society.
The Committee must keep a register of names and addresses of members, which must be made available to any member upon request, not withstanding that the trustees must ensure that they handle personal data in accordance with the requirements of the Data Protection Act 1998.
All members are eligible to vote provided that their annual subscription was paid by the 30th August. New members can vote 40 days after payment of their annual subscriptions,
Membership is terminated if:
(a) the member dies
(b) the member resigns by written notice to the Society
(c) the member is removed from membership by a resolution of the Committee that it is in the best interests of the Society that his or her membership is terminated
4. Subscriptions
The Subscription shall be:-
Life Members £250 per individual
Full Membership per household per annum £10 per individual
Full Membership per individual per annum £6 per individual
Corporate members per annum £500
Or such other reasonable sum as the Committee shall determine from time to time, and it shall be payable on or before 1 April each year
Membership shall lapse if the subscription is unpaid three months after it is due.
5. Meetings
An Annual General Meeting shall be held in or about October of each year to received the Committee’s report and audited accounts and to elect Officers and Members of the Committee. The Committee shall decide when ordinary meetings of the Society shall be held.
Special General Meetings of the Society shall be held at the written request of fifteen or more members whose subscriptions are fully paid up.
The Committee shall give at least 7 days notice to members of all Meetings of the Society.
Ten per cent of the paid up members personally present shall constitute a quorum for a meeting of the Society.
If a quorum is not present within half an hour from the time appointed, the meeting shall be adjourned to such time and place as the Committee shall determine.
The Committee shall give at least 7 days notice of the reconvened meeting.
If no quorum is present at the reconvened meeting within fifteen minutes of the time specified the members present shall constitute the quorum for that meeting.
6. Officers and Committee
The Society and its property shall be managed and administered by a committee comprising of Officers and other members elected in accordance with this constitution.
The Officers of the Society shall consist of:-
Chairman
Vice Chairman
Honorary Secretary
Honorary Treasurer
All of whom shall relinquish their office every year and shall be eligible for re-election at the Annual General Meeting. A President and Vice Presidents may also be elected at a General Meeting of the Society, for periods to be decided at such meetings.
7. The Appointment of Officers
Nominations for the election of Officers shall be made in writing to the Honorary Secretary at least 14 days before the Annual General Meeting. Such nominations shall be supported by a seconder and the consent of the proposed nominee must first have been obtained. The elections of Officers shall be completed prior to the election of further Committee members. Nominees for elections as Officers shall declare at the Annual General Meetings at which their election is to be considered any financial or professional interest known or likely to be of concern to the Society.
Committee shall consist of the Officers and not less than two and not more than six other members. The Committee shall have power to co-opt further members (who shall attend in an advisory and non-voting capacity).
The Committee shall have the power to fill casual vacancies occurring among the Officers of the Society.
Members of the Committee shall be elected annually at the Annual General Meeting of the Society, and outgoing members may be re-elected. Nominations for election to the Executive Committee shall be made in writing to the Honorary Secretary at least 14 days before the Annual General Meeting. Such nominations shall be supported by a seconder and the consent of the proposed nominee must first have been obtained. Nominees for election to the Committee shall declare at the Annual General Meeting at which their election is to be considered any financial or professional interest or likely to be of concern to the Society. If the nominations exceed the number of vacancies, a ballot shall take place in such manner as shall be determined.
The Committee shall meet not less than six times a year at intervals of not more than two months and the Honorary Secretary shall give all members not less than seven days notice of each meeting. The Quorum shall, as near as may be, comprise one third of the members of the Committee. The President and Vice-Presidents may attend any meeting of the Committee but shall not vote at such meetings. In the event of equality in the votes cast, the Chairman shall have a second or casting vote. The Committee shall have the power to fill up to three casual vacancies occurring among the members of the Committee between General Meetings.
8. Powers of the Committee
The Committee shall be responsible for the management and administration of the Society and they have the following powers to further the Objects:
(a) To promote civic pride in the area of benefit.
(b) To promote research into subjects directly connected with the objects of the Society and to publish the results of any such research.
(c) To act as a co-ordinating body and to co-operate with the local authorities, planning committees, and all other statutory authorities, voluntary organisations, charities and persons having aims similar to those of the Society.
(d) To promote or assist in promoting activities of a charitable nature throughout the area of benefit.
(e) To publish papers, reports and other literature.
(f) To make surveys and prepare maps and plans and collect information in relation to any place, erection or building of beauty or historic interest within the area of benefit.
(g) To hold meetings, lectures and exhibitions.
(h) To educate public opinion and to give advice and information.
(i) To raise funds and to invite and receive contributions from any person or persons whatsoever by way of subscription, donation and otherwise; provided that the Society shall not undertake any permanent trading activities in raising funds for its primary purpose.
(j) To acquire by purchase, gift or otherwise, property whether subject to any special trust or not.
(k) Subject to such consents as may be required by law, to sell, let, mortgage, dispose of or turn to account all or any of the property or funds of the Society as shall be necessary.
(l) Subject to such consents as may be required by law, to borrow or raise money for the purposes of the Society on such terms and on such security as the Committee shall think fit, but so that the liability of individual members of the Society shall in no case extend beyond the amount of their respective annual subscriptions.
(m) To do all such other lawful things as are necessary for the attainment of the said purposes.
9. Sub-Committees
The Committee may constitute such sub-committees from time to time as shall be considered necessary for such purposes as shall be thought fit. The Chairman and Secretary of each sub-committee shall be appointed by the Committee and all actions and proceedings of each sub-committee shall be reported to and confirmed by the Committee as soon as possible. Members of the Committee may be members of any sub-committee and membership of the sub-committee shall be no bar to appointment to membership of a sub-committee. Sub-committees shall be subordinate to and may be regulated or dissolved by the Committee.
10. Declaration of Interest
It shall be the duty of every member who is in any way directly or indirectly interested financially or professionally in any item discussed at any meeting of the Society (including any meeting of any Committee or Sub-Committee) at which he or she may be present to declare such interest and he or she shall not discuss such item (except by invitation of the Chairman) or vote thereon.
11. Expenses of Administration and Application of Funds
The Committee shall, out of the funds of the Society, pay any proper expenses of administration and management of the Society. After the payment of the administration and management expenses and the setting aside to reserve of such sums as may be deemed expedient, the remaining funds of the Society shall be applied by the Committee in furtherance of the purposes of the Society.
12. Investment
All moneys at any time belonging to the Society and not required for immediate application for its purposes shall be invested by the Committee in or upon such investment, securities or property as it may think fit.
13. Accounts
The Committee are responsible for ensuring that accounts are prepared once a year. The accounts must have either an independent examination or annual audit, by a competent, independent accountant. The Committee will present the accounts each year to the members at a General Meeting
14. Amendments
This Constitution may be amended by a two-thirds majority of members present at an Annual General Meeting or Special General Meeting of the Society, providing that 28 days notice of the proposed change has been given to all members, and provided that no amendment may be made to the alter the Objects if the change would not be within reasonable contemplation of the members of or donors to the Society
15. Notices
Any notice required to be given by this Constitution must be:
(1) In writing or
(2) Given using electronic communication
16. Dissolution
(1) If the members resolve to dissolve the Society the Committee will remain in office and be responsible for the winding up affairs of the Society in accordance with this clause.
(2) The Committee must collect in all the assets of the Society and must pay or make provision for all the liabilities of the Society.
(3) The Society must apply any remaining property or money:
(a) Directly for the Objects or
(b) Transfer to any charities for purposes the same as or similar to the Society.
(4) In no circumstances shall the assets of the Society to be paid to or distributed among the members of the Society.