DRAFT CONSTITUTION
March 2021
NAME
The name of the Association shall be Haslemere Community Station (HCS).
OBJECTIVES
HCS is established for the mutual benefit of all the people and organisations of Haslemere, together with the immediate surrounding areas for the following purposes:
MEMBERSHIP
Membership shall be open to all local organisations.
SUBSCRIPTION
All monies raised will be given by one of the following: voluntary subscription, allocated grants, voluntary donations or local fund raising events.
MEETINGS
HCS will operate under the following structure:
In the event of an equality of votes at any meeting of the Steering Group or Full Partnership, the chairperson shall have a second or casting vote.
The Honorary Secretary shall ensure Minutes of all meetings of the Steering Group and Full Partnership are taken and be responsible for the safe custody of the minutes which will be available to all members, subject to the Data Protection Acts.
Six members of the Steering Group, one of whom must be the Honorary Secretary, or another member of the Committee deputed to act on his/her behalf, shall constitute a quorum for the Steering Group meetings.
An Annual General Meeting (AGM) shall be held each year to receive the Chairman’s report and audited accounts and to elect officers and members of the Steering Group.
The Honorary Secretary will give not less than 14 days notice for the Annual General Meeting or Extraordinary General Meeting (EGM). Other meetings shall be convened as required by the chairperson.
OFFICERS
The officers of the HCS shall consist of:
All officers shall be eligible for re-election at the Annual General Meeting and not more than one post can be held by individual officers.
Nominations for the officers shall be made in writing to the Honorary Secretary at least ten days before the date of the Annual General Meeting. Nominations shall be supported by a seconder and by the consent of the nominee.
The Steering Group shall have the power to fill vacancies among officers arising between one Annual General Meeting and the next, and may co-opt any additional personnel if required
DECLARATION OF INTEREST
It shall be the duty of every officer of the Executive Committee or member of the Steering Group who is directly or indirectly interested financially or professionally in any item discussed at any Meeting at which s/he is present to declare such interest and s/he shall not speak on that item, except by invitation of the Chairperson, and shall not vote thereon.
Partners speaking at any meeting of the HCS shall be required to declare any interest, financial or professional, direct or indirect; they may have in the item under discussion.
FINANCE
The Officers shall, out of the funds, pay all proper expenses of administration and management of the HCS. Any payment made must be approved by at least two officers, either in writing (signed) or by email before the payment or electronic authorisation is made.
The Honorary Treasurer shall keep proper records and accounts of all income and expenditure and shall prepare an interim statement at each Steering Group meeting and an Annual Statement in appropriate form, for presentation to the members at the Annual General Meeting.
The Financial Year runs from 1 November to 31 October.
All financial records and accounts, including the Annual Statement, shall be audited by a qualified accountant who is not a member of the Steering Group.
RISK ASSESSMENT AND COMPLIANCE
Any work undertaken within the station boundaries or on behalf of the HCS shall be subject to proper risk assessment and compliance with Health and Safety regulations.
WINDING UP
The HCS may be wound up by a two thirds majority of members present at an AGM or EGM of the Association.
In the event of the winding up of the Association, all funds remaining after the settlement of all debts shall be transferred to a charitable organisation chosen by the Steering Group and approved by the majority of members present at such a meeting.
CHANGES TO THE CONSTITUTION
The Steering Group are delegated to make changes to the constitution during the year but these changes must be ratified in full at the following AGM.
To be enacted at the next meeting of the HCS.
The name of the Association shall be Haslemere Community Station (HCS).
OBJECTIVES
HCS is established for the mutual benefit of all the people and organisations of Haslemere, together with the immediate surrounding areas for the following purposes:
- To promote Haslemere and its surrounding districts, including the Surrey Hills, South Downs National Park and the National Trust, plus the organisations working within these boundaries.
- To work with the local community and South Western Railway to provide a high standard in the infrastructure at the station, to bring it into the heart of the community.
- To encourage greater use of sustainable public transport.
- Enable local railways to play a larger role in local and regional economic and social regeneration including projects to enhance tourist, educational, health, cultural and environmental regeneration and development activities.
MEMBERSHIP
Membership shall be open to all local organisations.
SUBSCRIPTION
All monies raised will be given by one of the following: voluntary subscription, allocated grants, voluntary donations or local fund raising events.
MEETINGS
HCS will operate under the following structure:
- The Executive Committee (Officers) – consisting of the Chairperson, Treasurer and Honorary Secretary. Responsible for the day to day decisions.
- The Steering Group – consisting of the Executive Committee, plus all named partners, who will meet quarterly to agree strategic decisions. The date of all Steering Group Meetings will be set at the start of the calendar year.
- The Full Partnership – consisting of the Executive Committee, all named partners and volunteers. This will form the basis of the AGM.
In the event of an equality of votes at any meeting of the Steering Group or Full Partnership, the chairperson shall have a second or casting vote.
The Honorary Secretary shall ensure Minutes of all meetings of the Steering Group and Full Partnership are taken and be responsible for the safe custody of the minutes which will be available to all members, subject to the Data Protection Acts.
Six members of the Steering Group, one of whom must be the Honorary Secretary, or another member of the Committee deputed to act on his/her behalf, shall constitute a quorum for the Steering Group meetings.
An Annual General Meeting (AGM) shall be held each year to receive the Chairman’s report and audited accounts and to elect officers and members of the Steering Group.
The Honorary Secretary will give not less than 14 days notice for the Annual General Meeting or Extraordinary General Meeting (EGM). Other meetings shall be convened as required by the chairperson.
OFFICERS
The officers of the HCS shall consist of:
- Chairperson – Chairing meetings & representing the Association to outside bodies.
- Hon Secretary – Ensuring minutes of meetings are taken & handling correspondence on behalf of the Association.
- Hon Treasurer – Managing the finances of the Association and preparing the annual accounts.
All officers shall be eligible for re-election at the Annual General Meeting and not more than one post can be held by individual officers.
Nominations for the officers shall be made in writing to the Honorary Secretary at least ten days before the date of the Annual General Meeting. Nominations shall be supported by a seconder and by the consent of the nominee.
The Steering Group shall have the power to fill vacancies among officers arising between one Annual General Meeting and the next, and may co-opt any additional personnel if required
DECLARATION OF INTEREST
It shall be the duty of every officer of the Executive Committee or member of the Steering Group who is directly or indirectly interested financially or professionally in any item discussed at any Meeting at which s/he is present to declare such interest and s/he shall not speak on that item, except by invitation of the Chairperson, and shall not vote thereon.
Partners speaking at any meeting of the HCS shall be required to declare any interest, financial or professional, direct or indirect; they may have in the item under discussion.
FINANCE
The Officers shall, out of the funds, pay all proper expenses of administration and management of the HCS. Any payment made must be approved by at least two officers, either in writing (signed) or by email before the payment or electronic authorisation is made.
The Honorary Treasurer shall keep proper records and accounts of all income and expenditure and shall prepare an interim statement at each Steering Group meeting and an Annual Statement in appropriate form, for presentation to the members at the Annual General Meeting.
The Financial Year runs from 1 November to 31 October.
All financial records and accounts, including the Annual Statement, shall be audited by a qualified accountant who is not a member of the Steering Group.
RISK ASSESSMENT AND COMPLIANCE
Any work undertaken within the station boundaries or on behalf of the HCS shall be subject to proper risk assessment and compliance with Health and Safety regulations.
WINDING UP
The HCS may be wound up by a two thirds majority of members present at an AGM or EGM of the Association.
In the event of the winding up of the Association, all funds remaining after the settlement of all debts shall be transferred to a charitable organisation chosen by the Steering Group and approved by the majority of members present at such a meeting.
CHANGES TO THE CONSTITUTION
The Steering Group are delegated to make changes to the constitution during the year but these changes must be ratified in full at the following AGM.
To be enacted at the next meeting of the HCS.