MOLD & DISTRICT CIVIC SOCIETY
26th NOVEMBER 1996
The name of the society shall be the Mold & District Civic Society.
The Society is established for the public benefit for the following purposes in the area comprising Mold and its adjacent communities which area shall hereinafter be referred to as “the area of benefit”
- To promote high standards of planning and architecture in o or affecting the area of benefit.
- To educate and inform the public in the geography, history, natural history and architecture of the area of benefit.
- To secure the preservation, protection, development and improvement of features of historic or public interest in the area of benefit.
In furtherance of the said purposes but not otherwise the Society through its Executive Committee shall have the following powers:-
- To promote civic pride in the area of benefit.
- To promote research into subjects directly connected with the objects of the Society and to publish the results of any such research.
- To co-operate with the local authorities, planning committees and all other statutory authorities, voluntary organisations, charities and persons having aims similar to those of the Society.
- To publish papers, reports and other literature.
- To make surveys and prepare maps and plans and other collected information, in relation to any place, erection or building of beauty or historic interest within the area of benefit.
- To hold meetings, lectures and exhibitions.
- To inform public opinion and to give advice or information.
- To raise funds and to invite and receive contributions from any person or persons or organisations whatsoever by way of subscription, donation and otherwise provided that the Society shall not undertake any permanent trading activities in raising funds for its primary purpose.
- To acquire by purchase, gift or otherwise property whether subject to any special trust or not.
- To sell, let, mortgage, dispose of or rurn to account all or any of the property or funds of the Society as shall be necessary.
- To borrow or raise money for the purposes of the Society. On such terms and on such security as the Executive Committee shall think fit, but so that the liability of individual members of the Society shall in no case extend beyond the amount of their respective annual subscriptions.
- To do all such other things as are necessary for the attainment of the said purposes.
Membership shall be open to all who are interested in actively furthering the purposes of the Society. No member shall have the power to vote at any meeting of the Society if his or her subscription is in arrears at the time.
Junior Members shall be those aged less than 18 years at the time their subscription is due; and they shall not be entitled to vote under the age of 16 years at any meeting of the Society.
Corporate Members shall be such societies, associations, educational institutions or businesses as are interested in actively furthering the purposes of the Society. A Corporate Member shall appoint a representative to vote on its behalf at all meetings but before such representative exercises his or her right to vote the Corporate Member shall give particulars in writing to the Honorary Secretary of such representative.
The subscriptions of a member joining the Society in any year shall be regarded as covering membership for the Society’s year commencing on 1st February following the date of joining the Society.
The subscription shall be such reasonable sum as the Executive Committee shall determine from time to time, and it shall be payable on or before February each year. Membership shall lapse if the subscription is unpaid three months after it is due.
An Annual General Meeting shall be held on or about the month of February of each year to receive the Executive Committee’s report and audited accounts and to elect Officers and Members of the Committee. The Committee shall decide when ordinary meetings of the Society shall be held. The Treasurer shall present audited accounts to the Annual General Meeting for the year ended with 31st December previous.
Special General Meetings of the Society shall be held at the written request of ten or more members of the Society whose subscriptions are fully paid up.
Ten members personally present shall constitute a quorum for a meeting of the Society.
The Committee shall give at least 7 days’ notice to its members of all meetings of the Society.
Nominations for the election of the Officers shall be made in writing to the Honorary Secretary at least 14 days before the Annual General Meeting. Such nominations shall be supported by a seconder and the consent of the proposed nominee must first have been obtained. The election of Officers shall be completed prior to the election of further Committee members. Nominees for election as Officers or Committee Members shall declare at the Annual General Meeting at which their election is to be considered any financial or professional interest known or likely to be of concern to the Society.
In the event of no valid nominations having been received, nominations may be made at the meeting.
The Officers of the Society shall consist of:-
All of whom shall relinquish their office every year and shall be eligible for re-election at the Annual General Meeting. A President and Vice-Presidents may also be elected at a General Meeting of the Society, for periods to be decided at such a meeting. The Executive Committee shall have the power to fill casual vacancies occurring among the Officers of the Society.
7. The Executive Committee
The Executive Committee shall be responsible for the management and administration of the Society. The Executive Committee shall consist of the Officers and not less than seven and not more than twelve other members. The Committee shall have the power to co-opt further members (who shall attending an advisory and non-voting capacity). The Officers and Members of the Committee shall normally be resident or work in the area of benefit, but the Committee shall have the power to co-opt additional members from outside the area of benefit. The President and Vice-Presidents may attend any meeting of the Executive Committee but shall not vote at any such meeting. In the event of an equality in the votes cast, the Chairman shall have a second or casting vote.
Nominations for election to the Executive Committee shall be made in writing to the Honorary Secretary at least 14 days before the Annual General Meeting. They must be supported by a seconder and the consent of the proposed must first have been obtained. If the nominations exceed the number of vacancies, a ballot shall take place in such a manner as shall be determined. Members of the Executive Committee shall be elected annually at the Annual General Meeting, and out-going members shall be re-elected. In the event of insufficient valid nominations having been received, additional nominations may be made at the meeting.
The Executive Committee shall meet not less than six times a year at intervals of not more than two months, and the Honorary Secretary shall give all members not less than seven days’ notice of each meeting, The quorum shall, as near as may be comprise one third of the members of the Executive Committee. The Executive Committee shall have the power to fill up to three casual vacancies occurring among the members of the Executive Committee between General Meetings.
The Executive Committee may constitute such sub-committees from time to time as shall be considered necessary for such purposes as shall be thought fit. The Chairman and Secretary of each sub-committee shall be appointed by the Executive Committee and all actions and proceedings shall be reported to and confirmed by the Executive Committee as soon as possible. Members of the Executive Committee may be members of any sub-committee and membership of any sub-committee shall be no bar to appointment of the Executive Committee. Sub-committees shall be subordinate to and many may be regulated or dissolved by the Executive Committee
9. Declaration of Interest
It shall be the duty of every Officer or member of the Executive Committee or sub-committee who is in any way directly or indirectly interested financially or professionally in any item discussed at any Committee meeting at which he or she is present to declare such interest and he/she shall not discuss such item or vote thereon.
10. Expenses of Administration and Application of Funds
The Executive Committee shall, out of the finds of the Society, pay all proper expenses of administration and management of the Society. After the payment of the administration and management expenses and the setting aside to reserve of such sums as may be deemed expedient, the remaining funds of the Society shall be applied by the Executive Committee in furtherance of the purposes of the Society. Cheques will be signed by the Treasurer and any two of the remaining officers.
All monies at any time belonging to the Society and not required for immediate application for its purpose, shall be invested by the Executive Committee in or upon such investments, securities or property as it may think fit, subject nevertheless to such authority, approval or consent by the Charity Commissioners as may for the time being be required my law or by the special trusts affecting any property in the hands of the Executive Committee.
Any freehold and leasehold property acquired by the Society shall, and if the Executive Committee so directs any other property belonging to the Society may, be vested in the trustees who shall deal with such property as the Executive Committee may from time to time direct. Any trustees shall be at least three in number or a trust corporation. The Power of Appointment of new trustees shall be vested in the Executive Committee. A trustee need not be a member of the Society but no person whose membership lapses by virtue of Clause 4 hereof shall thereafter be qualified to act as a trustee unless and until re-appointed as such by the Executive Committee. The Honorary Secretary shall from time to time notify the trusteed shall not be bound by any such amendments in their duties as trustees unless such notice has been given. The Society shall be bound to indemnify the trustees in their duties (including the proper charge of a trustee being a trust corporation) and liability under such indemnity shall be a proper administrative expense.
This Constitution may be amended by the votes of two thirds of the members present at the Annual General Meeting r Special General Meeting of the Society, provided that provided that 14 days’ notice of the amendment has been given to all members and provided that nothing herein contained shall authorise any amendment the effect of which would be to cause the Society at any time to cease to be a Charity
Any notice required to be given by these Rules shall be deemed to be duly given if left at or sent by prepaid post addressed to the address of that member last notified to the Secretary.
15. Winding up
The Society may be dissolved by the votes of two thirds of the members present at an Annual General Meeting, or Special General Meeting of the Society confirmed by a simple majority of the members voting at a further Special General Meeting held not less than 14 days after the previous Meeting. If a motion for the dissolution of the Society is to be proposed at an Annual General Meeting or a Special General Meeting this motion shall be referred to specifically when notice of the Meeting is given.
In the event of the dissolution of the Society, the available funds of the Society shall be transferred to such one or more charitable institutions or other bodies having objectives similar or reasonably similar to those hereinbefore declared as shall be chosen by the Executive Committee and approved by the Meeting of the Society at which the decision to dissolve the Society is confirmed. On dissolution, the minute books and other records of the Society shall be deposited with the local archivist on behalf of the Civic Trust.
The Society shall affiliate to the Civic Trust Wales and shall give six weeks’ notice to the Trust of any proposal to change this constitution.
Diane Johnson (Chairperson)
Kevin Matthias (Vice-Chair)
R. Chris Bithell (Hon Treasurer)