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Chrishall Archive Group Constitution

  1. NAME: Chrishall Archive Group (hereinafter referred to as CAG)

  2. AIMS/OBJECTIVES: To raise awareness in Chrishall and the surrounding villages of the history of the Chrishall area and to promote and run an archive about the history of Chrishall and the surrounding villages.

  3. POWERS: In order to achieve its aims CAG may:
  • raise money
  • open bank accounts
  • take out insurance
  • employ staff
  • acquire and manage buildings
  • organise events and courses
  • work with other groups and exchange information
  • do anything which is lawful which will help it to fulfil its aims
  1. MEMBERSHIP

Membership shall be open to anyone who lives or works or has lived in Chrishall (or Great Chishill, Heydon or Elmdon) (“the Villages”) or who has a parent or grandparent who lives in the Villages.

Membership shall be available to anyone without regard to gender, race, colour, ethnic or national origin, sexuality, disability, religious or political belief, marital status or age.

Every member shall have one vote at the General Meeting.

Membership will begin as soon as the membership form is received by the Secretary.

A list of all members will be kept by the Secretary.

Members may resign at any time in writing to the Secretary.

The membership of any member may be terminated for good reasons by the Management Committee but the member has a right to be heard by the Management Committee before a final decision is made.

  1. COMMITTEE

CAG shall be administered by a management committee of officers of not more than 6 officers comprising a Chairperson, Secretary, Treasurer and three other members.

Duties of the Chairperson

  • Chair meetings of the committee and CAG
  • Represent CAG at functions/meetings that CAG has been invited to
  • Act as a spokesperson for CAG where necessary

Duties of the Secretary

  • To keep minutes of meetings
  • Prepare agendas for meetings of the committee and the group in consultation with the Chairperson.
  • Maintain the membership list.
  • Deal with correspondence
  • Collect and circulate relevant information within the CAG.

Duties of the Treasurer

  • Supervise the financial affairs of CAG
  • Keep proper accounts that show monies collected and paid out by the Group.
  1. MEETINGS

6.1 ANNUAL GENERAL MEETING (AGM)

To be held in March annually and the officers to be elected at this meeting.

Notification of the AGM to members will be by 4 weeks notice.

Items for discussion to be submitted one week in advance of the meeting.

Nominations for the committee may be made to the Secretary before the meeting, or at the Meeting.

The quorum for the AGM will be 10% of the membership or 3 members, whichever is the greater number

6.2 SPECIAL GENERAL MEETINGS

The Secretary will call a Special General Meeting at the request of the majority of the committee.

The meeting will take place within twenty-one days of the request.

All members will be given 2 weeks notice of such a meeting, giving the venue, date, time and agenda. Notice will be by email.

The quorum for the Special General Meeting will be 10% of the membership or 3 members, whichever is the greater number.

6.3. COMMITTEE MEETINGS

To be held as required. Not less than 4 per year.

Three members of the committee shall constitute a quorum.

  1. FINANCE

A bank account will be maintained at Barclays Bank plc, Saffron Walden, Essex.

There are to be three signatories, one of whom is the treasurer.

Each transaction will require two signatories.

For cheque payments, signatories will sign the cheque.

For other payments (such as BACS payment, cash withdrawals,debit card payments or chaps payments), a requisition note will be signed by two signatories and held by the treasurer.

Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting.

All money raised by or on behalf of CAG is only to be used to further the aims of CAG.

  1. AMENDMENTS TO THE CONSTITUTION

Amendments to the constitution may only be made at the Annual General Meeting.

Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of meeting.

Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.

  1. DISSOLUTION

If a meeting, by simple majority decides that it is necessary to close down CAG it may call a Special General Meeting to so so. The sole business of this meeting will be to dissolve CAG.

If it is agreed to dissolve CAG, all remaining money and assets, once outstanding debts have been paid, will be donated to a local charitable organisation. The organisation will be agreed at the meeting which agrees the dissolution.

The constitution was agreed following the Inaugural General Meeting of CAG held 24th March 2017 at Ramblers, Chrishall.

 

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