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Chelsfield Village Society Constitution (revised 2008)

1. Name.

The name of the society shall be "Chelsfield Village Society".

2. Aims and Objectives.

1. Non-sectarian and non-political
2. The protection of the interests of the individual and the community.
3. The improvement of the facilities and amenities of Chelsfield Village and preservation of the rural character of the area.
4. Encouraging the social life of the community.
5. Encouragement of high standards of architecture in the area and the preservation of the conservation and green belt concept.
6. Stimulate public interest in and care for the beauty, history and character of Chelsfield Village and the immediate environment.
7. Pursuit of these ends by means of meetings, lectures, publications and other forms of social activity or publicity.

3. Membership.

Membership shall be open to all households within the vicinity of Chelsfield Village and to any other person who supports the aims of the Society and whose application is approved by the Committee.

If any member acts in such a way that his or her conduct is injurious to the aims and objectives of the Society, that member may have their membership terminated. The power to terminate membership of the Society will by a majority decision of the Committee. In the event that termination of membership is considered the member shall be informed and given the opportunity to comment before any further action is taken. The decision of the Committee in matters of this kind shall be final.

4. Subscriptions.

Annual subscriptions or life membership will be reviewed and fixed at each AGM, with implementation taking place from the beginning of the following financial year.

5. Meetings.

The financial year of the Society shall end on the 30th September each year and a general meeting of members shall be convened within 3 months of this date, giving 10 days notice to members in writing. 20% of paid up members (but no fewer than six) shall constitute a quorum.

The purpose of the AGM is to receive the annual report and balance sheet, election of the Committee, appoint the Hon. Auditor and to consider any other business as may be necessary.

Special General Meetings shall be called at the request of at least 20% of (but no fewer than six) paid up members of the Society. Such meetings shall be held within 21 days of receipt giving 14 days notice to members in writing. 20% of (but no fewer than six) paid up members shall constitute a quorum for such a meeting.

6. Committee.

The Committee shall consist of the Officers (see 7) and not more than 8 other members. Nominations for election to the Committee should be presented at the AGM. Such nominations should be with the consent of the nominee and should be supported by a proposer and a seconder. If nominations exceed vacancies a ballot shall take place. Committee members must be members of the Society. Committee members shall be elected annually but are eligible for re-election. Committee members should support the aims and objectives of the Society and be able and willing to undertake additional tasks. The Committee shall have the power to co-opt members in an advisory capacity and further to co-opt to fill vacancy.

The Committee shall be responsible for the running of the affairs of the Society and shall make decisions on its behalf. The Committee shall meet at least 6 times per year, a simple majority of the committee shall constitute a quorum.

If any Committee members shall have an interest in any matter to be discussed at a Committee meeting then that member shall declare their interest and may be requested not to attend that meeting or the relevant part thereof. The Chairman’s decision in matters of this kind shall be final.

7. Officers.

The Officers of the Society shall be Chairman, Secretary and Treasurer. The holders of these posts shall be decided at the first Committee Meeting after the AGM from among the elected Committee Members. Nominations should be proposed and seconded with the consent of the nominee. Ballots will take place if necessary.

Officers shall be elected annually but are eligible for re-election.

8. Finances.

The activities of the Society shall be financed by annual subscriptions, fund-raising activities as decided by the Committee, donations, legacies and the like.

Out of the Society's funds the Committee should pay all proper expenses and shall use the residue as it thinks fit to assist the aims and objectives of the Society.

An Honorary Auditor is appointed at the AGM, for the sole purpose of auditing the Society’s accounts prior to the AGM. This position is to be reviewed annually.

9. Amendment to the Constitution.

The Constitution may be amended by a 2/3 majority at an AGM or Special GM providing 10 days notice is sent to all members.

10. Dissolution.