Constitution of the Chiltern District Welsh Society
The Society shall be called the “Chiltern District Welsh Society”.
The object of the Society is to provide a social and cultural opportunity for people from the Chiltern District (and neighbouring areas) with Welsh connections or interests to meet together. It aims to improve, develop and maintain interest by organising meetings and gatherings which enhance the appreciation of Welsh customs by such ways as the Society, through its committee, shall determine from time to time.
(a) Membership is open to any persons with Welsh interests as shall be approved by the committee.
(b) The Society will maintain a register of active membership and a register of honorary members.
(c) The Committee may at any time remove from the list of members the name of any member from whom any annual subscription shall have been owing for a period exceeding three calendar months and thereupon such person shall cease to be a member of the Society.
(d) The Committee may, at its discretion, designate as Honorary Members any members who, through age or ill-health, are no longer able to attend the Society’s events. Such members shall not be required to pay a subscription and shall not be eligible to vote at General Meetings, but shall be eligible to receive the Society’s publications.
(e) The Society shall have the power to designate one Honorary Life President
- General Meetings
(a) Once in every year the Society shall convene an Annual General Meeting for the purpose of receiving annual reports, accepting a Financial Statement, approving the annual subscription determined by the Committee, electing a committee and officers and any other business.
(b) The Committee shall, at the request in writing of no fewer than 5 members, each of whom shall have, at the date of such request paid all monies due from them to the Society, call a General Meeting to discuss special business.
(c) Members shall be given at least 14 clear days’ notice of a General Meeting (including the Annual General Meeting), but the accidental omission to give notice or the non-receipt of such notice shall not invalidate proceedings.
- Alteration of the Constitution
This constitution may be altered or amended by a resolution voted for by not fewer than half of the members of the Society attending and voting at any General Meeting, provided that a notice setting out the proposed alterations or amendments shall have been given in conformity with rule 4(c) hereof.
At any General Meeting 10 members or one tenth of the membership whichever is the greater shall form a quorum.
At any General Meeting each member shall have one vote either by show of hands or by a poll if demanded. In the event of an equality of votes the Chairman shall have a second or casting vote.
The annual subscription shall be of such a sum as is agreed every year by the Committee and approved at the Annual General Meeting by the members.
The management of the Society shall be invested in a committee elected by the members.
- Constitution of the Committee
(a) The Chairman of the Society shall hold office for two years and shall be elected by the members at an Annual General Meeting. If a Chairman vacates the position before his or her term expires, the Committee shall appoint one of their number to hold the office until the next Annual General Meeting.
(b) The Committee shall consist of the Chairman, the Honorary Life President (if there be one) – in each case ex officio – and such number of other members as the Committee shall from time to time determine. Changes in such number shall be ratified at the next Annual General Meeting.
(c) Committee members shall hold office for one year and shall be elected at the Annual General Meeting.
(d) The Chairman and committee members shall, on expiry of their terms of office, be eligible for re-election.
(e) The Committee shall appoint from among its members a Vice Chairman, a Secretary and a Treasurer.
(f) The Committee shall have power to co-opt members to the Committee until the next Annual General Meeting. The Committee shall also have the power to co-opt a member to perform or assist in specific assignments.
Any nominations for Chairman and committee members must be proposed and seconded and shall be made in writing to the Secretary before the Annual General Meeting and in the event of there being more nominations than vacancies elections shall be by ballot.
(a) At each Annual General Meeting the Treasurer shall produce annual accounts for the preceding year examined to the extent required by legislation or, if there is no such requirement, examined by a person who is independent of the committee.
(b) It shall be open to the Society, on a resolution passed by either a simple majority of the Committee or by a simple majority at any General Meeting called in accordance with clause 4 above to opt for a full, professional audit of a particular year’s accounts.
- Application of Funds
The Society’s funds shall be used for the purposes set out in Clause 2 above.Approved by the Annual General Meeting held on 17th May 2013