CONSTITUTION OF STREET TWINNING ASSOCIATION
Revised: September 2016
The name of the charitable association is Street Twinning Association.
2 THE PURPOSES OF THE ASSOCIATION ARE:
- To promote and foster friendship and understanding between the people of Street, Somerset, and the surrounding area and those of other European communities with which the Association has formed or may later form links.
- To encourage visits by individuals and groups to and from the linked towns and their surrounding areas and the development of personal contacts and by so doing broaden the mutual understanding of the social, cultural, educational, recreational, civic and commercial activities of the linked towns.
- To assist fund-raising activities to support the aims of the Association.
- To promote or support such other activities as may further the aims of the Association.
The association shall be managed by a committee of trustees who are appointed at the Annual General Meeting (AGM) of the association.
4 CARRYING OUT THE PURPOSES
In order to carry out the charitable purposes, the trustees have the power to:
- raise funds, and receive grants and donations
- apply funds to carry out the work of the association
- receive, hold and disburse money from members and others, on trust, in order to facilitate activities associated with planned visits
- co-operate with and support other charities with similar purposes
- do anything which is lawful and necessary to achieve the purposes
The association shall have a membership subject to an annual subscription. Any person who supports the work of the association and is aged 18 or over can apply to the trustees to become a member. Once accepted by the trustees, membership lasts until 2 calendar months after the date of the next AGM, and is renewable. The trustees will keep an up-to-date membership list and a record of subscriptions paid. The trustees may remove a person’s membership if they believe it is in the best interests of the association or for non-payment of a subscription. The member has the right to be heard by the trustees before the decision is made and can be accompanied by a friend.
6 ANNUAL GENERAL MEETING - AGM
- The AGM must be held in September every year, with 14 days notice given to all members telling them what is on the agenda. Minutes must be kept of the AGM.
- There must be at least 10 members present at the AGM.
- Every member has one vote.
- The trustees shall present the annual report and accounts.
- Any member may stand for election as a trustee.
- Members shall elect at least 10 trustees to serve for the next year. They will retire at the next AGM but may stand for re-election.
7 TRUSTEE MEETINGS
- Trustees must hold at least 10 meetings each year. At their first meeting after the AGM they will elect a Chair, Vice Chair, Treasurer, Deputy Treasurer and Minutes Secretary. Trustees may act by majority decision.
- At least 4 trustees must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.
- If trustees have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.
- During the year, the trustees may appoint up to 2 additional trustees. They will stand down at the next AGM.
- The trustees may make reasonable additional rules to help run the association. These rules must not conflict with this constitution or the law.
8 MONEY AND PROPERTY
- Money and property must only be used for the association’s purposes.
- Trustees must keep accounts. The most recent annual accounts can be seen by anybody on request.
- Trustees cannot receive any money or property from the association, except to refund reasonable out of pocket expenses.
- Money must be held in the association’s bank account. All cheques must be signed by 2 designated trustees.
All members must pay an annual subscription, to be determined at the AGM. Payment must be received from existing members within 2 calendar months of the date of the AGM. New members must pay within 2 calendar months of the date of their becoming members, subject to a discount of 1/12 (one-twelfth) of the current annual amount for each full calendar month between the date of the last AGM and the date of their becoming members.
10 GENERAL MEETINGS
If the Trustees consider it is necessary to change the constitution, or wind up the association, they must call a General Meeting so that the membership can make the decision. Trustees must also call a General Meeting if they receive a written request from the majority of members. All members must be given 14 days notice and told the reason for the meeting. All decisions require a two thirds majority of those present.
Minutes must be kept.
- Winding up - any money or property remaining after payment of debts must be given to a charity with similar purposes to this one.
- Changes to the Constitution - can be made at AGMs or General Meetings. No change can be made that would make the organisation no longer a charitable association.
- General Meeting - called on written request from a majority of members. d) Trustees may also call a General Meeting to consult the membership