Great Doddington Heritage Group Constitution

heritage group logo 2016

The Constitution
The organisation shall be known as ‘Great Doddington Heritage Group’

In this constitution the following definitions will apply unless indicated otherwise:
• ‘Committee’ means the Committee of management
• ‘Member’ means a member of the Group
• ‘Group’ means The Great Doddington Heritage Group
• ‘Village’ means Great Doddington
• ‘HSWA’ means Health and Safety at Work Act

Aims and Objectives
The aims and objectives of the Group shall be to:
• record the past and living history of the village for future generations
• encourage and engage the village community in our work
• make our work available to the village community and others
• assist others in activities related to the heritage of the village

Membership shall be open to any person who is interested in furthering the aims and objectives of the Group.
The Group may charge an annual membership subscription, which shall be decided only at an AGM of the Group.

The Committee will consist of the following honorary officers and other members of the Group and will be elected at the AGM from amongst the members to hold office from the end of that AGM until the end of the following AGM.
• Chairman
• Vice-Chairman
• Secretary
• Treasurer
• Vice-Treasurer
• No less than two and no more than 10 members, excluding the above nominated roles, making a total minimum committee of 7 or a total maximum committee of 15

All members of the Committee will have one vote. In the event of a tie then the Chairman shall have a second or casting vote.
A Committee member shall cease to hold office if he or she:
• Is absent without the committee’s approval for more than six consecutive meetings
• Resigns by notice in writing to the Chairman or Secretary

Committee – Powers and Duties
The Committee shall have the general management and direction of funds and affairs of the Group, and in particular may:
• Decide, implement and vary the tasks and workload of the Group, which shall at all times align with the aims and objectives of the Group.
• Fill casual vacancies by co-option in order to further the aims and objectives of the Group. Any person so co-opted will retire at the next AGM but will be eligible for re-¬election.
Any rates of annual subscription shall be set by vote at the AGM.
Annual subscriptions shall be become due at each AGM after the business of the AGM has been concluded. Any members whose subscriptions are not current by the start of the AGM shall forfeit their right to vote.
The Group shall keep and maintain a Register of Members in which shall be entered the full name, address and contact details of each Member and the date upon which that Member joined the Group.
The funds of the Group shall at all times only be used to further the aims and objectives of the Group and under no circumstances be paid to or for the benefit of a Member.
All funds shall be held in a unique bank account in the name of the Group with such bank as the Committee may decide or vary.
All cheques drawn on such bankers shall be signed by any two of the Chairman, Vice Chairman, Secretary or Treasurer. All documents requiring endorsement shall be sufficiently endorsed if signed by any one of them.
All accounts shall be properly drawn up and audited. An auditor, accountant or independent examiner, who shall be appointed at the AGM, and shall not be a Member of the Committee.
A statement of accounts for the last financial year, fully audited, shall be submitted by the Committee to the AGM each year.
The Group will hold at all times a minimum cover level of:
• £5m third party liability
• £ 10m employers liability
• £250k legal defence costs against prosecution under HSWA
• £10k contents insurance
Scope of cover to include as minimum;
• meetings of the Group
• events promoted by the Group as the principal
• visits undertaken by the Group
• collection and storage of archived materials
Annual General Meeting
The AGM of the Group shall be held at such time and place as the Committee shall determine, being not more than 15 months after the adoption of this Constitution and thereafter, the holding of the preceding AGM. At least 21 days notice shall be given to all Members by the Secretary together with an agenda.
The business of the AGM shall be to:
• Receive Chairman’s annual report;
• Receive and approve the annual accounts and to appoint an auditor, accountant or independent examiner as appropriate;
• To elect the officers of the committee for the period to the next AGM
• To confirm, after recommendation of the Committee, any annual subscription;
• Consider any other business of which due notice has been given in writing to the secretary, not less than 10 days before the date of the AGM
• Nominations for officers to the committee must be made my members in writing and be in the hands of the Secretary at least 21 days before the AGM. Should nominations exceed vacancies elections shall be by ballot
Extra General Meetings
The Committee may at any time, and shall within 28 days of receiving a request in writing from any 20 members, convene an EGM. Not less than 14 days’ notice, specifying the business to be transacted, shall be given by the Secretary to each Member.
Committee Meetings
The Committee shall be entitled, subject to this constitution, to regulate its own affairs and to determine and manage the activities of the Group. The Committee must ensure that the activities align with the aims and objectives of the Group and this constitution.
Committee meetings shall be held at least three times per year.
The Secretary shall keep full minutes of Committee meetings, recording those present, resolutions and outcomes. All minutes shall be approved and signed by the Chairman of the meeting at the next Committee meeting and shall be available for inspection by any Committee Member or Member.
A quorum shall consist of:
• At a General meeting, one tenth of the members
• At a Committee Meeting, at least four elected members