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Southwick History And Preservation Society
Clause
1 Name.
The name of the Society shall be 'Southwick History and Preservation Society
(SHAPS). It is hereby hereafter referred to as 'The Society'.
2 Objects & Powers.
The objects of the Society shall be:-
A. The promotion of Southwick in a positive manner for the benefit of the public
by way of its past for the enjoyment in the present.
B. To seek further family history links and provide an educational base.
C. To be a voice for local people in the affairs of Southwick.
D. To actively campaign to protect the area's historical past and its buildings
against endangerment.
E. To acquire further historical documention and artefacts and to provide for
ongoing research.
3 In furtherance of these objects, but not otherwise, the society may;-
A Raise money and invite and receive contributions to be applied to the society's
projects subject to clause 4;
B Generally further the purposes of the society and encourage the development
of any facilities which the society may make available;
C Appoint representatives to any other bodies with which the society may make
available;
D Engage in, support and co-ordinate research, publishing, education advertising
and other work for the furtherance of the said
objects;
E Engage in any lawful activities to promote the said objects
4 The Society shall not engage in any substantial permanent trading activities
in raising funds for its objectives and shall conform to any relevant requirements
of the Law.
5 Membership.
There shall be three categories of membership;
A Full
B Family/Group
C Youth
6 Individual membership shall be open to anyone aged over 18 years.
7 Family membership shall be open to any family of one or two parents and any
number of children under 18 years living at the same address.
8 Youth membership shall be open to anyone under 18 years with the proviso that
any such member does not have the right to vote at the Annual General Meeting
and any Extraordinary Meetings until attaining the age of 18 years.
9 All applications for membership shall be made to an appropriate officer of
the society. The Committee may at their discretion exclude or remove from membership
any person who for any reason is considered to be unsuitable to be a member.
Any person so removed has the right of appeal.
10 Committee
The committee shall consist of the following honorary officers and other members;
A A Chairperson, who shall be responsible for ensuring the keeping of proper
Minutes of all meetings by the Secretary or deputy;
B A Vice - Chairperson
C A Secretary
D A Treasurer
E Not more than six other members, thus making for a Committee a maximum of
ten notwithstanding additional co-opted members.
11 Every member of the Committee and the aforementioned Officers shall be elected
at the Annual General Meeting (AGM) except that the initial Officers and Committee
shall be elected at the special formation meeting of the Society. Each committee
member shall have attained the age of 18years.
12 The Committee may co-opt up to 4 additional members with specialist knowledge
as observer members but without the right to vote.
13 All members of the Committee, except the co-opted members, shall have one
vote. In the situation of a tied vote, the Chairperson shall have a second and
casting vote.
14 Committee Powers & Duties
The Committee shall have the general management and direction of the funds and
affairs of the society, and in particular (but without prejudice to the generality
of the foregoing) may;
A Pay any reasonable and proper expenses of any committee member in or about
the execution of their duties on behalf of the
society;
B Make and vary rules for the society which are not inconsistent with the constitution;
C Fill casual vacancies on the Committee by additional co-options;
D Establish an Executive Committee comprising the Officers and any two members,
to manage the day to day business of the Society including routine expenditure.
The Executive Committee may meet as often as necessary but shall have the right
of consultation by telephone or electronic means for urgent decisions. A quorum
shall be four. All decisions of the Executive must be reported to the main Committee
fully and promptly provided that the Executive
shall not spend any funds of the society otherwise than in accordance with a
fixed budget of £50 agreed by the main Committee
15 Annual Subscriptions
The rates of annual subscriptions for membership shall initially be as follows;
A Individuals, ordinary …£5……..
B Individuals, unwaged or OAP …£3……..
C Family / Group …£10……
D Youth …£3……
Any amendment to such subscriptions shall be set by vote at the AGM.
Annual subscriptions shall become due in the month of October each year. Members
whose subscriptions are unpaid at the start of
an AGM shall forfeit the right to vote.
16 A All funds and assets of the society shall be held, and paid out and applied
as the Committee may direct in furtherance of the
objectives of the society. Pending such direction all funds shall be held in
a Bank account or accounts in the name of the society
with such Bankers as the Committee may from time to time direct,
notwithstanding the Treasurer is authorised to hold a balance of monies not
exceeding £50.
B All cheques drawn on such Bankers shall be signed by any two of Chairperson,
Vice-Chairperson, Secretary or Treasurer. All documents
requiring endorsement shall be sufficiently endorsed if signed by
any one of them.
C An auditor or auditors shall be appointed at the AGM. Such auditors shall
not be members of the Committee.
17 Meetings.
The AGM of the society of which not less than 30 days notice shall be given
to all members; shall be held during the month
of April each year.
The business of the AGM shall be:
A To receive Reports from the Chairman and Officers;
B To receive and approve the Annual Accounts and appoint auditors;
C To elect Officers and other Committee members;
D To consider any other business of which due notice has been given in writing
to the Secretary not less than 10 days before the
meeting.
18 Other General Meetings.
The Committee may at any time convene a special General Meeting. Not less than
14 days notice must be given to members, specifying
the business to be transacted.
19 Committee Meetings.
The Committee shall meet not less than four times each year or more frequently
if the Committee deems need.
20 Quorum.
A quorum shall consist of;
A At a General Meeting ………Those attending such a meeting being
considered a representation of the total membership.
B At a Committee Meeting …………Two fifths of the elected members
of the Committee.
21 Chairperson.
In the absence of the Chairperson and Vice-Chairperson, those attending a meeting
shall elect a Chairperson from that meeting from
amongst their number.
22 Notice of Meeting.
Notices to meetings shall be deemed sufficiently served if sent by ordinary
post or published in the newssheet of the society
delivered to the address of the member registered in the records of the society.
23 Amendments.
This Constitution may be reviewed after the initial six months of the society's
formation. No alteration may be made to the Constitution
except by and with the authority of a resolution passed by the majority of members
present and voting at a General Meeting. Should a review be deemed necessary
any amendment may be made including the name of
the society, provided any proposal for amendment shall be made in writing to
the Secretary not less than 14 days before the
minimum period of notice of a meeting at which the resolution is to
be brought forward.
24 Winding up.
The society may be dissolved by a resolution passed by a two thirds majority
of those present and voting at a special General
Meeting held in accordance with the provisions of this constitution.
Adopted as the Constitution of Southwick History and Preservation Society (SHAPS)
at its formation meeting on the fourth day of October,
2002.
e-mail: information@southwickhistory.org.uk or click on SHAPS logo to e.mail SHAPS