CONSTITUTION
Name
1) The Group will be named OATLANDS HERITAGE GROUP.
The registered address of the Group will be: c/o 38 Norman House, Chertsey Road, Shepperton, Middlesex TW17 9LF.
Objects
2) To promote interest in and understanding of the social, political and physical history of Oatlands (Oatlands Park) as a community distinct from Weybridge or Walton on Thames by collecting and disseminating knowledge of the village’s history, heritage and the people with which it has been connected.
Status
3) The Group will be an independent body able to seek support or funds from appropriate sources.
Membership
4) Membership will be open to any person wishing to support the Group’s objectives, subject to the approval of the committee.
5) Applications can be made to any member of the committee, or at the registered office.
6) The membership subscription shall be recommended by the committee and agreed by the Group at the AGM.
7) Reduced membership subscriptions to be granted at the committee’s discretion.
8) Honorary memberships to be agreed by the Annual General Meeting.
Committee
9) A committee of at least five members will be elected at the AGM, one third of committee members to retire annually by rotation, but are able to stand for re-election. The committee will elect a Chairman, Vice-Chairman, Secretary, Membership Secretary, Research Coordinator and Treasurer from their number. The committee will have the power to co-opt. A quorum shall consist of four members.
Patrons
10)The Group may from time to time recognise a contribution to its well-being by nominating a patron.
Finance
11)The Honorary Treasurer will receive, for the use of the Group, all monies payable to it, and from such monies pay all sums payable by the Group. All monies received will be paid into the Group’s bank account; all cheques will be signed by the honorary Treasurer and one other registered signatory. The committee shall nominate such additional members to provide second signatures as it deems necessary.
12)Audited accounts will be presented at the AGM and members will appoint someone to audit the accounts for the following year.
Meetings
13)Ordinary meetings will be held at times and dates to be decided by the committee. Items for the agenda should be submitted to the Secretary at least 48 hours before the meeting.
14)The Annual General Meeting shall be held within the period of 15 months from the previous AGM to receive a copy of the Balance Sheet for the preceding year, and to elect members of the committee.
15)The committee may call an Extra-ordinary General Meeting at any time, but must do so within twenty one days on the written request of not less than ten members of the Group. Such written request shall relate the purpose of the meeting.
16) For all Extra-ordinary General Meetings, other than under paragraph 23, a notice shall be posted on the notice board at Walton Library and within the member’s section of the Group’s website at least ten days before the day of the meeting and shall contain the Agenda and no other business shall be discussed at that meeting.
Guests
17)Members may invite non-members to ordinary meetings. At the committee’s discretion there may be a charge.
Procedure
18)The Group will adopt a no smoking policy for its meeting and on any premises where it hosts an event of any kind.
19)The Chairman will preside at all general and committee meetings, or, in his/her absence, the Vice-Chairman, or failing that the Honorary Secretary or failing that the Honorary Treasurer. If no officer is present the meeting shall elect one of their number to act as Chairman.
20)In the case of an equal division of votes the chairman shall have a second, casting vote.
21)No alteration will be made to these rules except by a two thirds majority of those members voting at an Extraordinary General Meeting called for that purpose. A quorum will constitute twenty percent of members.
22)The Group shall not be dissolved without the agreement of two thirds of the members present at an Extraordinary General Meeting called for that purpose. Should the Group dissolve, its assets should be offered to an appropriate organisation of similar interests and aims as determined by those present at that Extraordinary General Meeting.
23)Any matter not provided for in this constitution will be dealt with at the discretion of the committee.
Issued and approved by the founding committee as a formalisation of the draft constitution drawn up at the inception of Oatlands Heritage Group in 2009.
1st February 2012
Amendments:
None
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