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. All activities of the CIO are governed by the Charities Act 2011.
The Society has a Constitution approved by the Charity Commission and a set of Rules about its operation and management.
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.
(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.
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.
The full Constitution document – Weybridge Society Constitution
The Society has the following Rules governing its operation.
These Rules are made by the Trustees of the Society under Clause 26 of the Constitution. They are supplementary to the Constitution, which gives the overall legal provisions and regulations of the Society.
2. EXECUTIVE COMMITTEE
The Trustees delegate the business of the Society to an Executive Committee of not more than twelve members, whose members shall be elected at the AGM. The Committee shall have powers to fill any vacancy which may occur, including by co-opting additional non-voting members onto the Committee.
At Committee meetings four elected members shall form a quorum and decisions shall be by a majority vote with the Chairman having a second or casting vote.
Sub-Committees may be formed for appropriate purposes.
The Officers of the Society, who shall be honorary, shall be chosen from and elected by the Executive Committee and may consist of Chairman, Vice Chairman, Secretary and Treasurer.
It is expected that of the Officers at least the Chairman shall be a Trustee and if that is not the case the Trustees shall consider such an appointment.
(1) Membership shall be open to all persons resident in, or with an interest in, the Weybridge area on payment of the appropriate membership fees.
(2) The Executive Committee is empowered to confer honorary life membership on members who have served on it for at least ten years and have made a substantial contribution to the activities of the Society.
(3) The Executive Committee is empowered to offer honorary membership to the chairmen of local residents associations in the Weybridge area on an annual basis.
5. MEMBERSHIP SUBSCRIPTIONS
(1) There are two levels of subscriptions, one for an individual person and one for two persons living at the same address.
(2) Subscriptions are payable annually with renewal due on the anniversary date of initial membership.
(3) Any changes to subscription rates shall be determined at an AGM.
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.
7. ANNUAL GENERAL MEETING (AGM)
The AGM of the Society shall be held between the 1st February and 30th April at such time and place as the Executive Committee shall determine for the purpose of:
(1) Receiving the Trustee’s annual report and audited financial statement for the preceding financial year
(2) Electing Trustees (as prescribed under Clauses 13 & 16 of the Constitution)
(3) Electing the Executive Committee
(4) Appointment of an accounts examiner, who shall not be a member of the Executive Committee, for the ensuing year
(5) Deciding on any resolutions duly submitted to the meeting, including determination of changes to subscription levels, if appropriate.
8. AGM NOTICE
(1) Notice of the AGM date, time and place and the agenda shall be provided to each member by appropriate means not less than 14 days prior to the meeting.
(2) The notice should include the annual statement of accounts and trustees’ annual report, details of persons standing for election or re-election as Trustee or Executive Committee member, and particulars of any resolutions submitted, or details of where the information may be found on the Society’s website.
9. ELECTION OF EXECUTIVE COMMITTEE
The Executive Committee or any three members may propose one or more candidates to serve as committee members providing written notice of the proposal incorporating each candidate’s signed agreement to serve if elected is delivered to the Secretary not less than 14 days before the AGM. The candidates receiving the most votes shall be declared elected if there are more than twelve candidates.
10. DISQUALIFICATION FOR OFFICE
No local or county councillor or MP with a party political allegiance shall be eligible for election to the Executive Committee while in office or within one year of holding office, and any member of the Executive Committee standing for election on behalf of a political party or as an independent shall be required to resign from the Committee.
11. SPECIAL GENERAL MEETINGS
Other general meetings may be called at any time by the Executive Committee, or at the request of not less than 10% of paid up members, specifying the business to be transacted, as provided under Clause 11(2) of the Constitution. 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 such a meeting.
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
All funds shall be banked in the Society’s name at a bank determined by the Trustees. The Officers of the Society shall be the sole authorised signatories for cheques, and all cheques shall bear two signatures.
The Trustees shall be the sole authority for the interpretation of these rules and in all cases noting that the Constitution provisions and regulations take precedence. If a question arises at a General meeting upon any question of interpretation, or upon any matter affecting the Society and not provided for by these rules or the constitution, then it shall be referred to the Trustees.
15. REVIEW AND AMENDMENT
(1) These Rules should be reviewed periodically by the Trustees.
(2) They may be added to, repealed or amended, by the Trustees at any time and the members should be informed in an appropriate way.