Constitution and Rules

Constitution Summary


1. The Weybridge Society was registered by the Charity Commission as a Charitable Incorporated Organisation (CIO) # 1167053 for the public benefit of Weybridge on May 11th 2016.  It should be noted that all activities of the CIO are governed by the Charities Act 2011.  This document provides a summary of the key points of the constitution; the full constitution can be found via this link

2. OBJECTS

The following objects are for the public benefit of Weybridge residents with membership open to the whole community, while being independent from all political parties and aiming to take a balanced view to protect and enhance the character and amenities of the town of Weybridge and the surrounding area for the benefit of the public:-
(i) to promote high standards of planning and architecture in or affecting the area of benefit;
(ii) to educate the public in the geography, history, natural history and architecture of the area of benefit;
(iii) to secure the preservation protection development and improvement of features of historic or public interest in the area of benefit, including parks, open spaces, footpaths and facilities for recreation, health, education and transport.

3 POWERS

(1) To promote civic pride in the area of benefit;
(2) To promote research into subjects directly connected with the objects of the Society and to publish the results of any such research;
(3) 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;
(4) To promote or assist in promoting activities of a charitable nature throughout the area of Benefit;
(5) To publish papers, reports and other literature;
(6) 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;
(7) To hold meetings, lectures and exhibitions;
(8) To educate public opinion and to give advice and information;
(9) 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;
(10) To acquire, by purchase, gift or otherwise, property whether subject to any special trust or not;
(11) 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;
(12) 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 Executive 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;
(13) To do all such other lawful things as are necessary for the attainment of the said purposes.

3. MEMBERSHIP

(1) Membership shall be open to all persons resident in, or with an interest in, the Weybridge area on payment of the appropriate subscription as determined annually at the AGM.
(2) The Executive Committee is empowered to offer honorary membership to the chairmen of local residents associations in the Weybridge area on an annual basis.

4 TRUSTEES

The charity’s trustees shall manage the affairs of the CIO and may for that purpose exercise all the powers of the CIO. There must be a minimum of 3 trustees and a maximum of 20.  Trustees will retire by rotation but are available for re-election at an AGM.  Trustees will meet at least 3 times per year.

5. EXECUTIVE COMMITTEE

The day-to-day business of the Society shall be conducted by the Executive Committee of not more than twenty members, whose members shall be elected at the AGM. The committee will meet approximately every 2 months. The Committee shall have power to fill any vacancy which may occur and also to co-opt additional non-voting members onto the Committee. Two members shall form a quorum for meetings of the Committee.  Society members may attend committee meetings and should contact the Secretary or Chairman to make arrangements if they wish to.  Sub-Committees may be formed for purposes such as town planning.

6. OFFICERS

The Officers of the Society who shall be honorary, shall be chosen from and elected by the Committee and shall consist of Chairman, Vice Chairman, Secretary and Treasurer

7. VOTING

Each paid up member of the Society shall be entitled to one vote at General Meetings. Voting by proxy shall not be permitted. The Chairman of any committee or general meeting shall have a second or casting vote in the event of a tie.

8. ANNUAL GENERAL MEETING

The AGM of the Society shall be held between the 1st February and 30th April at such time and place as the Committee shall determine for the purpose of:
(1) Receiving the Trustees report and electing trustees for the following year
(1) Receiving the Executive Committee’s report and financial statement for the preceding financial year
(2) Electing the committee
(3) Appointment of an independent examiner who shall not be a member of the Committee for the ensuing year
(4) Determination of the subscription for the following calendar year
(5) Deciding on any resolution duly submitted to the meeting hereinafter (see 10)

9. NOTICE

Notice of the date, time and place and the agenda shall be sent to each member at the last address notified to the Secretary not less than 28 days prior to the meeting.  Electronic communication will be used when available.

10. RESOLUTION

Any member may propose a resolution at the AGM provided that the resolution signed by three paid up members is delivered to the Secretary or Chairman at least 14 days before the date of the Meeting

11. ELECTION OF COMMITTEE

The Committee or any member may propose a candidate to serve as a committee member providing written notice of the proposal incorporating the candidate’s signed agreement to serve if elected is delivered to the Secretary or Chairman not less than 14 days before the AGM. The candidates receiving the most votes shall be declared elected

12. DISQUALIFICATION FOR OFFICE

Pursuant to its object of being independent of all political parties no local or county councillor or MP with a party political allegiance shall be eligible for election to the Committee while in office or within one year of holding office, and any member of the Committee standing for election on behalf of a political party shall be required to resign from the Committee

13. EXTRAORDINARY GENERAL MEETING

An EGM may be called at any time by the Trustees or at the request of not less than 10% of CIO members specifying the business to be transacted. Notices of any such meeting shall be sent to members not less than 14 days before the date of the meeting. No business other than that for which the meeting was convened shall be transacted at an EGM

14. MINUTES

The Secretary shall be responsible for taking Minutes of all Committee and General meetings which, when signed by the chairman at a subsequent meeting, shall be regarded as a proper record of the business transacted

15. FINANCE

All funds shall be banked in the Society’s name at a bank determined by the Committee. The Chairman, Vice Chairman, Treasurer and Secretary shall be the sole authorised signatories for cheques, and all cheques shall bear two signatures

16. TRUSTEES

shall be the sole authority for the interpretation of these rules or on any matter affecting the Society and not provided for by these rules, and the decision of the Trustees or, if a question rises at a General meeting, of the chairman of the meeting, shall be final and binding on the members. 
 

17. THESE RULES

may be added to, repealed or amended, by resolution at a General Meeting, provided that no such resolution shall be deemed to have been passed unless it is carried by a majority of at least three quarters of the members voting thereon.
 

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