Constitution of the
Letchworth Garden City Society
1. Name
The organisation shall be known as The Letchworth Garden City Society and hereinafter referred to as The Society.
2. Objects
The objects of the Society are:
(a) To promote interest in Letchworth Garden City (“the Garden City") directed to the study, conservation and development of the aims and ideals of the founders of the Garden City and to foster civic pride.
(b) To promote the preservation for the benefit of the public generally and especially the inhabitants of the Garden City of lands and buildings of beauty or historic interest and, as regards lands, of ecological or other scientific importance within the said Garden City and generally to protect and preserve the character and amenities of the said Garden City.
(c) To hold meetings and lectures and arrange visits.
(d) To promote or assist in promoting research into subjects directly connected with the objects of the Society and to publish the results of any such research.
(e) To raise and receive funds and to invite and receive contributions from any person or persons whatsoever by way of subscription, donation, legacy and otherwise; provided that the Society shall not undertake any permanent trading activities in raising funds for its primary purpose.
(f) To affiliate to or to accept affiliation from any body having similar objects to those of the Society.
(g) To do all such lawful acts or things as are incidental to the attainment of the primary objects of the Society and so far as may be necessary or desirable to do such acts or things in collaboration with any person, body, institution, authority or otherwise.
3. Membership
Membership shall be open to all who are interested in these objects on payment of the annual subscription subject to ratification by the Council. No member shall have power to vote at any meeting of the Society if his or her subscription is in arrears at the time.
The Council shall have the power to refuse admission to the Society, to refuse to renew the membership of any member and to terminate the membership of any member.
4. Subscriptions and Donations
The annual subscription shall be such reasonable sum as determined in a general meeting. The subscription of a member joining the Society in the three months preceding 31st May in any year shall be regarded as covering membership for the Society’s year commencing on 1stJune following the date of joining the Society. Membership shall lapse if the subscription is unpaid three months after it is due. The Society shall have power to accept donations for any purpose not inconsistent with its objects and may make special appeals for funds to be used in connection with any such purpose.
5. Determination of Membership
Any member may determine his or her membership at any time by notice in writing to the Membership Secretary.
6. Council
The Council shall be appointed by the annual general meeting of the Society and will be the directing body of the Society. It will meet as necessary not less than four times a year and will have the following composition:
(a) The officers.
(b) Up to six members, of whom not less than two- thirds must be resident in the Garden City. Of these one-third must resign each year on rotation and may be eligible for re‑election.
The quorum of the Council shall be one‑third of its Members.
The Council shall at its discretion have the power to co‑opt up to two additional members. Such co‑opted members shall serve until the next general meeting.
Each member of the Council who is in any way directly or indirectly interested financially or professionally in any item discussed in any meeting of the Council at which he or she is present to declare such interest and he/she shall not discuss such item (except by invitation of the Chair) or vote on it.
The Secretary shall give not less than seven days’ notice of each meeting of the Council.
Any member of the Council may participate in a meeting of the Council in person or by means of video conference, telephone or any suitable electronic means agreed by the members of the Council and by which all those participating in the meeting are able to communicate with all other participants.
If the members of the Council participating in the meeting are not in the same place, they may decide that the meeting is to be treated as taking place wherever any of them is.
7. Officers and their roles.
The officers of the Society shall be:
All officers shall relinquish their office every year but shall be eligible for re-election at the annual general meeting. The Council shall have the power to fill vacancies occurring among the officers of the Society.
In the interests of continuity, it is desirable that the Chair should hold office for a period of at least three years.
8. Finance and Property
(a) Money collected on behalf of the Society shall be handed to the Treasurer and paid into an account opened in the name of the Society at a bank or building society or other suitable financial institution determined by the Council.
(b) The Treasurer shall cause proper books of account to be kept in respect of all sums received and expended by the Society and its officers and the matters in respect of which such receipts and expenditure take place.
(c) The Society's cheques shall be signed by two of the Authorised Officers (one to be the Treasurer).
(d) The Council may appoint not less than two or more than four Trustees of the Society.
(e) Any monies or other realisable properties which in the opinion of the Council are unlikely to be required for the immediate purposes of the Society may be invested by the Trustees in any securities in which trust money by law may be invested. Such investments may be varied from time to time by the Trustees providing such variations have been approved by the Council. Details of such investments and any subsequent variations will be shown in the Treasurer's report to the annual general meeting.
(f) The Financial Year shall end on the 31st May each year and audited accounts shall be presented to the next ensuing annual general meeting.
9. Annual General Meeting
The annual general meeting shall be held in the Garden City during the first four months of the financial year, and 14 days' notice must be given to all members by written notice. The business of each annual general meeting shall include:
(a) Officers' reports.
(b) The presentation of the audited accounts by the Treasurer and their approval.
(c) Fixing of annual subscription.
(d) Elections of officers and Council members.
(e) Appointment of auditors.
(f) To consider and decide upon any resolution submitted to the meeting.
(g) Any other business.
A quorum of a general meeting shall consist of fifteen paid-up members or 25% of paid-upmembers whichever is the less. In the event of a quorum not being present the meeting shall be adjourned to such place, date, and time within the ensuing 14 days as the Chair shall decide and at that meeting the business shall be transacted by the members present and voting.
10. Amendments to the Constitution
Any proposal to amend or alter the constitution can only be considered by the annual general or an extraordinary general meeting if received in writing by the Secretary 14 days before the Meeting. The Secretary shall notify all members of the proposed alterations at least seven days before the meeting at which they are to be proposed.
Clauses 1 and 2 of the Constitution shall not be subject to amendment. The Society in general meeting by a resolution passed by not less than two‑thirds of those present and voting may amend other parts of the constitution.
11. Extraordinary General Meeting
An extraordinary general meeting may be convened at any time by a resolution of the Council or on the requisition of at least ten members of the Society. A meeting held on such requisition shall be held within 21 days of the receipt of such requisition by the Secretary and the Secretary shall give to the other members of the Society seven days' notice of such a meeting specifying the nature of the business to be discussed.
12. NOTICES.
Any notice required to be given by this constitution shall be duly given if left at or sent by prepaid post to the address of that member or sent to the e-mail address last notified to the Secretary.
13. WINDING UP
The Society may be dissolved by a two-thirds majority of members voting at an annual general meeting or special general meeting of the Society confirmed by a simple majority of members voting at a further special general meeting held not less than 14 days after the previous meeting. At least 28 days’ notice of the meeting shall have been given to members. If a motion to dissolve the Society is to be proposed at an annual general meeting or special general meeting this motion shall be referred to specifically when notice of the meeting is given. None of the assets of the Society including property or its available funds is to be distributed to its members during the lifetime of the Society or upon its winding up.
Should the Society be dissolved all its assets and available funds shall be transferred to one or more institutions having objects similar or reasonably similar to those in this constitution as shall be chosen by the Council and approved by the meeting of the Society at which the decision to dissolve it is confirmed.
Upon the dissolution of the Society any of its books and other records shall be deposited with the local museum, a local history society or the archive of the Hertfordshire County Council, as the Council shall determine.
14.Interpretation
The Council shall be the sole authority for the interpretation of the rules set out in this constitution and on matters not covered by the rules.
Letchworth Garden City Society
1. Name
The organisation shall be known as The Letchworth Garden City Society and hereinafter referred to as The Society.
2. Objects
The objects of the Society are:
(a) To promote interest in Letchworth Garden City (“the Garden City") directed to the study, conservation and development of the aims and ideals of the founders of the Garden City and to foster civic pride.
(b) To promote the preservation for the benefit of the public generally and especially the inhabitants of the Garden City of lands and buildings of beauty or historic interest and, as regards lands, of ecological or other scientific importance within the said Garden City and generally to protect and preserve the character and amenities of the said Garden City.
(c) To hold meetings and lectures and arrange visits.
(d) To promote or assist in promoting research into subjects directly connected with the objects of the Society and to publish the results of any such research.
(e) To raise and receive funds and to invite and receive contributions from any person or persons whatsoever by way of subscription, donation, legacy and otherwise; provided that the Society shall not undertake any permanent trading activities in raising funds for its primary purpose.
(f) To affiliate to or to accept affiliation from any body having similar objects to those of the Society.
(g) To do all such lawful acts or things as are incidental to the attainment of the primary objects of the Society and so far as may be necessary or desirable to do such acts or things in collaboration with any person, body, institution, authority or otherwise.
3. Membership
Membership shall be open to all who are interested in these objects on payment of the annual subscription subject to ratification by the Council. No member shall have power to vote at any meeting of the Society if his or her subscription is in arrears at the time.
The Council shall have the power to refuse admission to the Society, to refuse to renew the membership of any member and to terminate the membership of any member.
4. Subscriptions and Donations
The annual subscription shall be such reasonable sum as determined in a general meeting. The subscription of a member joining the Society in the three months preceding 31st May in any year shall be regarded as covering membership for the Society’s year commencing on 1stJune following the date of joining the Society. Membership shall lapse if the subscription is unpaid three months after it is due. The Society shall have power to accept donations for any purpose not inconsistent with its objects and may make special appeals for funds to be used in connection with any such purpose.
5. Determination of Membership
Any member may determine his or her membership at any time by notice in writing to the Membership Secretary.
6. Council
The Council shall be appointed by the annual general meeting of the Society and will be the directing body of the Society. It will meet as necessary not less than four times a year and will have the following composition:
(a) The officers.
(b) Up to six members, of whom not less than two- thirds must be resident in the Garden City. Of these one-third must resign each year on rotation and may be eligible for re‑election.
The quorum of the Council shall be one‑third of its Members.
The Council shall at its discretion have the power to co‑opt up to two additional members. Such co‑opted members shall serve until the next general meeting.
Each member of the Council who is in any way directly or indirectly interested financially or professionally in any item discussed in any meeting of the Council at which he or she is present to declare such interest and he/she shall not discuss such item (except by invitation of the Chair) or vote on it.
The Secretary shall give not less than seven days’ notice of each meeting of the Council.
Any member of the Council may participate in a meeting of the Council in person or by means of video conference, telephone or any suitable electronic means agreed by the members of the Council and by which all those participating in the meeting are able to communicate with all other participants.
If the members of the Council participating in the meeting are not in the same place, they may decide that the meeting is to be treated as taking place wherever any of them is.
7. Officers and their roles.
The officers of the Society shall be:
- Chair who shall chair general and council meetings.
- Treasurer who shall be responsible for maintaining accounts
- Secretary who shall be responsible for the taking of minutes, the distribution of all papers, arranging meetings and speakers.
- Membership Secretary-responsible for enrolling new members, keeping membership records, acting as GDPR officer.
All officers shall relinquish their office every year but shall be eligible for re-election at the annual general meeting. The Council shall have the power to fill vacancies occurring among the officers of the Society.
In the interests of continuity, it is desirable that the Chair should hold office for a period of at least three years.
8. Finance and Property
(a) Money collected on behalf of the Society shall be handed to the Treasurer and paid into an account opened in the name of the Society at a bank or building society or other suitable financial institution determined by the Council.
(b) The Treasurer shall cause proper books of account to be kept in respect of all sums received and expended by the Society and its officers and the matters in respect of which such receipts and expenditure take place.
(c) The Society's cheques shall be signed by two of the Authorised Officers (one to be the Treasurer).
(d) The Council may appoint not less than two or more than four Trustees of the Society.
(e) Any monies or other realisable properties which in the opinion of the Council are unlikely to be required for the immediate purposes of the Society may be invested by the Trustees in any securities in which trust money by law may be invested. Such investments may be varied from time to time by the Trustees providing such variations have been approved by the Council. Details of such investments and any subsequent variations will be shown in the Treasurer's report to the annual general meeting.
(f) The Financial Year shall end on the 31st May each year and audited accounts shall be presented to the next ensuing annual general meeting.
9. Annual General Meeting
The annual general meeting shall be held in the Garden City during the first four months of the financial year, and 14 days' notice must be given to all members by written notice. The business of each annual general meeting shall include:
(a) Officers' reports.
(b) The presentation of the audited accounts by the Treasurer and their approval.
(c) Fixing of annual subscription.
(d) Elections of officers and Council members.
(e) Appointment of auditors.
(f) To consider and decide upon any resolution submitted to the meeting.
(g) Any other business.
A quorum of a general meeting shall consist of fifteen paid-up members or 25% of paid-upmembers whichever is the less. In the event of a quorum not being present the meeting shall be adjourned to such place, date, and time within the ensuing 14 days as the Chair shall decide and at that meeting the business shall be transacted by the members present and voting.
10. Amendments to the Constitution
Any proposal to amend or alter the constitution can only be considered by the annual general or an extraordinary general meeting if received in writing by the Secretary 14 days before the Meeting. The Secretary shall notify all members of the proposed alterations at least seven days before the meeting at which they are to be proposed.
Clauses 1 and 2 of the Constitution shall not be subject to amendment. The Society in general meeting by a resolution passed by not less than two‑thirds of those present and voting may amend other parts of the constitution.
11. Extraordinary General Meeting
An extraordinary general meeting may be convened at any time by a resolution of the Council or on the requisition of at least ten members of the Society. A meeting held on such requisition shall be held within 21 days of the receipt of such requisition by the Secretary and the Secretary shall give to the other members of the Society seven days' notice of such a meeting specifying the nature of the business to be discussed.
12. NOTICES.
Any notice required to be given by this constitution shall be duly given if left at or sent by prepaid post to the address of that member or sent to the e-mail address last notified to the Secretary.
13. WINDING UP
The Society may be dissolved by a two-thirds majority of members voting at an annual general meeting or special general meeting of the Society confirmed by a simple majority of members voting at a further special general meeting held not less than 14 days after the previous meeting. At least 28 days’ notice of the meeting shall have been given to members. If a motion to dissolve the Society is to be proposed at an annual general meeting or special general meeting this motion shall be referred to specifically when notice of the meeting is given. None of the assets of the Society including property or its available funds is to be distributed to its members during the lifetime of the Society or upon its winding up.
Should the Society be dissolved all its assets and available funds shall be transferred to one or more institutions having objects similar or reasonably similar to those in this constitution as shall be chosen by the Council and approved by the meeting of the Society at which the decision to dissolve it is confirmed.
Upon the dissolution of the Society any of its books and other records shall be deposited with the local museum, a local history society or the archive of the Hertfordshire County Council, as the Council shall determine.
14.Interpretation
The Council shall be the sole authority for the interpretation of the rules set out in this constitution and on matters not covered by the rules.