HYDE HEATH VILLAGE SOCIETY
CONSTITUTION (Feb 5th 2013 Draft)
The name of
the Society is Hyde Heath Village Society.
2.1 promote the benefit
of the inhabitants of Hyde Heath,
of benefit”) without distinction of sex, sexual orientation, nationality,
age, disability, race or of political, religious or other opinions by
public interest and education
beauty, history and character of
the area of benefit
the care and maintenance thereof;
the preservation, development and improvement of features contributing to
the pleasant and convenient living conditions of the inhabitants of
the area of benefit;
issues that impact upon the area of benefit and conduct such campaign or
campaigns in relation to such issues as the Society considers to be of
importance to the inhabitants of the area of benefit;
2.4 encourage high standards of architectural planning and building in
keeping with the character of
the area of benefit;
such actions as the Committee may determine to further the Objects of the
has the following powers, which may be exercised only in promoting the
To carry out research;
To provide advice;
To co-operate with other voluntary organisations, statutory authorities
3.4 To establish or support a local forum of representatives of
community groups, voluntary organisations, statutory authorities and
individuals involved in community and campaigning work relevant to the
3.5 To arrange and provide for, either alone or with others, the
holding of exhibitions, meetings, lectures, classes, seminars and training
3.6 To collect and disseminate information on all matters relating
to theObjects, and to exchange such information with other bodies having
3.7 To write, print or publish, in whatever form
including electronic or via internet
such papers, books, periodicals, pamphlets or other documents, including
films and recorded material, as shall further its objects, and to issue or
circulate the same whether for payment or otherwise;
3.8 To raise funds and invite or receive donations and
contributions, whether by subscription or otherwise.
4.1 Membership is open to any individual or organisation interested
in promoting the Objects.
The Society may establish different classes of membership,
prescribe their respective privileges and duties and set the amounts of
The Society must keep a register of members.
A member may resign by written notice to the Society.
4.5 The Societymay by resolution of the Committee terminate the membership
of any member on the ground that in their reasonable opinion the member’s
continued membership would be harmful to the Society. The Committee may
only pass such a resolution after notifying the member in writing and
considering the matter in the light of any written representations which
the member puts forward within 14 clear days after receiving notice.
Membership of the Society is not transferable.
Members are entitled to attend general meetings of the Society in person
or (in the case of a member
organisation) through an authorised representative. General meetings are
called on at least 14 clear days’
written notice to the members specifying the business to be transacted.
5.2 There is a quorum at a general meeting if the number of ordinary
members personally present is at least 10 or 10% of the ordinary members
whichever is the greater.
5.3 The Chair or (if the Chair is unable or unwilling to do so)
some other member elected by those present presides at a general meeting.
5.4 Except where otherwise provided by this Constitution, every
issue at a general meeting is determined by a simple majority of votes
cast by the members present in person [or (in the case of a member
organisation) through an authorised representative].
5.5 Except for the Chair of the meeting, who has a casting vote,
every ordinary member present in person is entitled to one vote on every
5.6 Except at first, an AGM must be held in every year. The first
AGM may be held at any time within 18 months after the formation of the
5.7 At an AGM the members:
receive the accounts of the Society for the previous financial
receive the report of the Committee on the Society’s activities
since the previous AGM;
accept the retirement of those Officers who wish to retire or are
retiring by rotation;
elect Officers to fill the vacancies arising;
(5) appoint an auditor or independent examiner for the Society
(6) may confer on any individual (with his or her consent) the
honorary title of Patron, President or Vice-President of the Society; and
(7) discuss and determine any issues of policy or deal with any
other business put before them by the Committee.
Any general meeting which is not an AGM is an Extraordinary General
An EGM may be called at any time by the Committee and must be
called within 14 clear days after a written request to the Committee from
at least [number] members.
The Officers of the Committee have control of the Society and its
property and funds.
The full number of Officers is at least 3 and not more than 11
individuals, all of whom must be ordinary members
The Committee consists of:
(1) the Chair;
(2) up to 8 elected
One third (or the number nearest one third) of the elected Officers must
retire at each AGM, those longest in office retiring first and the choice
between any of equal service being made by drawing lots;
(3) up to 2 co-opted
appointed by resolution of the Committee to hold office until the end of
the next AGM.
A retiring Officerwho remains qualified may be re-appointed an Officer.
An Officer automatically ceases to be an Officer if he or she:
convicted of any offence involving dishonesty or deception;
been adjudged bankrupt he or she has not been discharged
incapable, whether mentally or physically, of managing his or her own
(4) is absent without permission from three consecutive meetings of
the Committee and is asked by a majority of the other Officersto resign;
(5) ceases to be a member of the Society
(6) is removed by a resolution passed by all the other Officers
after they have invited the views of the Officer concerned and considered
the matter in the light of any such views.
A technical defect in the appointment of an Officer of which the
Officers are unaware at the time does not invalidate decisions taken at a
PROCEEDINGS OF THE COMMITTEE
The Committee must hold at least two meetings each year.
A quorum at a meeting of the Committee is three Officers.
7.3 The Chair or (if the Chair is unable or unwilling to do so)
some other Officer present chosen by the Committee presides at each
meeting of the Committee.
7.4 Every issue may be determined by a simple majority of the votes
cast at a meeting of the Committee but a resolution which is in writing
and signed by all the Officers is as valid as a resolution passed at a
meeting and for this purpose the resolution may be contained in more than
one document and will be treated as passed on the date of the last
Except for the Chair of the meeting, who has a second or casting vote,
Officer has one vote on each issue.
Committee has the following powers in the administration of the Society:
appoint a Treasurer and other honorary officers from among their number.
8.2 To delegate any of their functions to sub-committees consisting of two
or more individuals appointed by
them and all proceedings of sub-committees must be reported promptly to
make standing orders consistent with this Constitution to govern
proceedings at general meetings
exercise any powers of the Society which are not reserved to a general
BENEFITS TO MEMBERS AND OFFICERS
property and funds of the Society must be used only for promoting the
Objects and do not belong to the members or the Officers.
9.2 No Officer or connected person may receive any payment of money
or other material benefit (whether direct or indirect) from the Society
(1) reimbursement of reasonable out-of-pocket expenses (including
hotel and travel costs) actually incurred in the administration of the
(2) interest at a reasonable rate on money lent to the Society;
(3) a reasonable rent or hiring fee for property let or hired to
(4) an indemnity in respect of any liabilities properly incurred
in running the Society (including the costs of a successful defence to
(5) payment to a company in which the
has no more than a 1 per cent
shareholding; and in exceptional
cases, other payments or material benefits.
Whenever an Officer or connected person has a personal interest in
a matter to be discussed at a meeting of the Committee or a sub-committee,
the Officer concerned must:
(1) declare the nature and extent of the interest before the
meeting or at the meeting before discussion begins on the matter;
(2) be absent from that part of the meeting unless expressly
invited to remain in order to provide information;
(3) not be counted in the quorum for that part of the meeting;
be absent during the vote and have no vote on the matter.
PROPERTY AND FUNDS
which are not required for immediate use (including those which will be
use at a
future date) should be placed on deposit or invested until needed.
RECORDS & ACCOUNTS
The Treasurer shall keep proper account of the finances of the Society and
shall open a bank account in the name of the Society.
The Committee must keep proper records of:
(1) all proceedings at general meetings;
(2) all proceedings at meetings of the Committee;
(3) all reports of sub-committees; and
all professional advice obtained.
Accounting records relating to the Society must be made available for
inspection by any Officer and may be made available for inspection by
members if the Committee so decides.
A copy of the Society’s latest available Annual Accounts must be supplied
on request to any Officer or member..
Notices under this Constitution may be sent by hand, by post or by
suitable electronic means or in any journal distributed by the Society or
on the Society’s website.
The address at which a member is entitled to receive notices is the
address noted in the register of members
Any notice given in accordance with this Constitution is to be treated for
all purposes as having been received:
(1) 24 hours after being sent by electronic means or sent by first
class post to that address;
(2) on the date of publication of a journal or newspaper containing
on the date on which it is posted on the Society’s website
This Constitution may be
amended at a general meeting by two thirds
the votes cast, but the members must be given 21
clear days’ notice of the proposed amendments.
If at any time members at a general meeting decide to dissolve the
Society, the Officers will remain in office and will be responsible for
the orderly winding up of the Society’s affairs.
After making provision for all outstanding liabilities of the Society, the
Committee must apply the remaining property and funds
transfer to one or more other bodies established for purposes within, the
same as or similar to the Objects
A MEETING HELD AT [PLACE] ON [DATE]
signature of Chair of meeting]
address, occupation and signature of witness]