- Its name shall be Stanford and Westenhanger History Society
- Its objectives shall be the study of history concerning Stanford Parish and the local area and to organise talks, events and visits relating to the historical interests of the Society’s membership
- The Society shall pursue the above aims under the guidance of Officers and a Committee will be elected annually by members during the AGM, or, if required, at an EGM. Members shall also appoint an Honorary Auditor for the ensuing year
- The Officers shall consist of a Chairman, Treasurer, and Secretary. The Committee shall have powers to co-opt additional members in furtherance of the aims of the Society, who will report to the Committee as appropriate
- The affairs of the Society and any property belonging to the Society shall be under the control of the Committee
- Membership is open to all who are interested in local history, in accordance with the aims expressed in Clause 2
- The subscription shall be decided annually at the AGM. Subscriptions shall be due from 31 January each year
- Monies received by the Society shall be paid by the Treasurer into the Society’s bank account and any other depositories that the Committee shall deem fit
- Monies drawn on the Society’s bank account shall be by the following methods:
- Cheques drawn on the account of the Society shall be signed by any two nominated signatories
- Counter signatories, unless specifically agreed by a motion carried by two-thirds of the eligible voting members present at the AGM or an EGM, cannot be related or be in a partnership of any form
- A signatory cannot authorise payments to him or herself
- Cash withdrawals shall be supported by documentation approved by the Committee
- Three committee members will make a quorum at a Committee meeting, of whom at least two must be Officers. Decisions shall be made by a simple majority and in the event of a tie the Chairman of the meeting shall have a casting vote
- The Annual General Meeting shall be held in the month of January and at least 21 days notice of the date shall be given to members
- Notice of motions for inclusion on the agenda – including any motions to amend the constitution – shall be in the hands of the Secretary 21 days prior to the meeting
- If there are motions to amend the constitution these changes will be distributed to all eligible voting members at least 14 days prior to the meeting in printed form or if requested by a member by email
- At the AGM the Chairman or Chairwoman shall present a report on the activities of the Society since the previous AGM
- At the AGM the Treasurer shall present the independently examined accounts of the Society for the year ended. Printed summaries of the accounts will be made available to members at the meeting
- Extraordinary General Meetings may be called by the Committee or by a written request to the Chairman from 10 members.
- EGMs are to be called within one month from the date of receipt by the Chairman of a valid request
- Decisions on all motions at General Meetings will be made by a simple majority vote of members present. The Chairman of the meeting shall have a casting vote if any vote taken results in a tie
- The Society may be dissolved only at a General Meeting by a resolution of the Society passed by not less than two-thirds of those members present being eligible to vote. At least 21 days notice of such a meeting shall be given to all members of the Society who have provided contact details
- As a process of the dissolution the Treasurer will arrange for any assets of the Society remaining after the Society’s liabilities have been met, to be transferred to a charity or organisation agreed at the General Meeting.
