Constitution & Rules
M&W LHG CONSTITUTION
The charity’s name is The Mickleham & Westhumble Local History Group
- THE PURPOSES OF THE CHARITY ARE:-
- To advance the education of the public in all aspects of the local history of Mickleham and Westhumble
- To preserve, conserve and expand the records of our villages.
The charity shall be managed by a committee of trustees who are appointed at the Annual General Meeting (AGM) of the charity.
- CARRYING OUT THE PURPOSES
In order to carry out the charitable purposes, the trustees have the power to:
- raise funds, receive grants and donation,
- apply funds to carry out the work of the charity,
- co-operate with and support other charities with similar purposes,
- do anything which is lawful and necessary to achieve the purposes.
- The charity shall have a membership. People, who support the work of the charity and are aged 18 or over, can apply to the trustees to become a member. Once accepted by the trustees, membership lasts for one year and may be renewed. The trustees will keep an up-to-date membership list.
- The trustees may remove a person’s membership if they believe it is in the best interests of the charity. The member has the right to be heard by the trustees before the decision is made and can be accompanied by a friend.
- ANNUAL GENERAL MEETING – AGM
- The AGM must be held every year, with 14 days notice given to all members telling them what is on the agenda. Minutes of the AGM must be kept.
- There must be at least 15 members present at the AGM.
- Every member has one vote.
- The trustees shall present the annual report and accounts.
- Any member may stand for election as a trustee.
- Members shall elect between 5 and 10 trustees to serve for the next year. They will retire at the next AGM but may stand for re-election.
- TRUSTEE MEETINGS
- Trustees must hold at least 3 meetings each year. At their first meeting after the AGM, they will elect a chair, vice chair, treasurer, and secretary. Trustees may act by majority decision.
- At least four trustees must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.
- If trustees have a conflict of interest, they must declare it and leave the meeting while this matter is being discussed or decided.
- During the year, the trustees may appoint up to 2 additional trustees. They will stand down at the next AGM.
- The trustees may make reasonable additional rules to help run the charity. These rules must not conflict with this constitution or the law.
- MONEY AND PROPERTY
- Money and property must only be used for the charity’s purposes.
- Trustees must keep accounts. The most recent annual accounts can be seen by anybody on request.
- Trustees cannot receive any money or property from the charity, except to refund reasonable out of pocket expenses.
- Money must be held in the charity’s bank account. All cheques must be signed by two trustees.
- GENERAL MEETINGS
If the Trustees consider it necessary to change the constitution, or wind up the charity, they must call a General Meeting so that the membership can make the decision. Trustees must also call a General Meeting if they receive a written request from the majority of members. All members must be given 14 days notice and told the reason for the meeting. All decisions require a two thirds majority. Minutes must be kept.
- Winding up - any money or property remaining after payment of debts must be given to a charity with similar purposes to this one.
- Changes to the Constitution - can be made at AGMs or General Meetings. No change can be made that would make the organisation no longer a charity.
- General Meeting - called on written request from a majority of members.
- Trustees may also call a General Meeting to consult the membership.
These rules are made in accordance with Clause 7.5 of the Constitution which says: ‘The trustees may make reasonable additional rules to help run the charity’.
- The Trustees shall manage the affairs of the Group and administer its funds.
- The subscription for members of the Group shall be such a sum as may be determined by the Trustees from time to time.
- The Trustees may make regulations regarding the conduct of meetings other than General Meetings, attendance of visitors, charges for visitors and otherwise for the regulation of the Group’s affairs. Meetings may be held online or by telephone.
- At least one Trustee shall be a Mickleham Parish Councillor.
- The Group’s financial year shall end on 31st December in every year. Accounts shall be finalised by 28th February for the preceding year.
- An independent financial examiner shall be appointed at the Annual General Meeting, whose duties shall be to examine and report on the annual accounts of the Group for submission to the members.
- The subscription shall entitle all members of the household to attend ordinary events of the Group. Additional charges may be levied where food and drink is served and for special events.
- DISTRIBUTION OF PAPERS
- Only one set of papers per household will be distributed. Email may be used for the distribution of ‘papers’.
- Members shall notify any change of address to the Group Treasurer.
- Members’ details shall be processed fairly and lawfully in accordance with the Group’s legitimate activities.
- AMENDMENT OF CONSTITUTION AND RULES
- These Rules may be amended by a written resolution of which due notice has been given in accordance with Para 9.2 of the Constitution and passed at a General Meeting by at least two-thirds of the members present.