Twinning Association Constitution

CONSTITUTION OF STREET TWINNING ASSOCIATION

1 NAME

The name of the charitable association is Association de jumelage rue.

2 THE PURPOSES OF THE ASSOCIATION ARE:

  1. 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.

  2. 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.

  3. To assist fund-raising activities to support the aims of the Association.

  4. To promote or support such other activities as may further the aims of the Association.

3 THE SOCIETY COMMITTEE

The association shall be managed by a committee. The officers of the committee will be the chairman, vice chairman, treasurer and the secretary. The officers and the committee will be appointed at the Annual General Meeting (AGA) of the association according to the rules in section 6.

4 CARRYING OUT THE PURPOSES

In order to carry out the charitable purposes, the committee will:

  1. raise funds, and receive grants and donations

  1. Apply funds to carry out the work of the association

  1. Receive, hold and disburse money from members and others, on trust, in order to facilitate activities associated with planned visits

  1. Co-operate with and support other charities with similar purposes

5 MEMBERSHIP

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 committee to become a member. Once accepted, membership lasts until 1 calendar month after the date of the next AGM, and is renewable. An up-to-date membership list and a record of subscriptions paid will be kept by a member of the committee and be safeguarded according to data protection laws.

The committee 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 committee before the decision is made and can be accompanied by a friend.

6 ANNUAL GENERAL MEETING - AGA

The AGM will be held each year in October.

Schedule

  1. A calling notice will be issued to all members giving 28 days notice of date, time, venue and a provisional agenda. Requests for additional agenda items must be received within the next 10 days.

  2. The notice will also invite members to nominate candidates for the positions of Chairman, Vice Chairman, Treasurer and Secretary. Anyone wishing to serve in one of those positions may nominate themselves. Nominations must be received by either post or e-mail, at least 14 days before the date of the AGM. It will be assumed the nominee is willing to stand/remain in office.

  3. A second notice will then advise members of the candidates for each position.

Procedure

  1. There must be a minimum of 10 members present and minutes will be kept.

  2. The Chairman will present the annual report and the Treasurer will present the accounts for acceptance by the members.

  3. Voting will then take place to elect the Chairman. The candidate(s) will be asked to leave the room and the vote will be conducted by the Vice Chairman or nominated person. Voting will normally be by a show of hands but a ballot may be held if requested by at least 4 members.

  4. Every member has a vote and those not able to attend may express their wish by post or e-mail, giving a minimum of 7 days notice.

  5. The elected Chairman will take the chair and voting will continue, as above, for Vice Chairman, Treasurer and Secretary.

  6. Members will be invited to volunteer to serve on the management committee, with a target of at least 10 members. A list of volunteers will be recorded in the minutes.

  7. All other support roles e.g. Membership Secretary and Minutes Secretary will be determined at the first committee meeting after the AGM.

7 COMMITTEE MEETINGS

  1. The committee must hold at least 10 meetings each year. At least 8 committee members (including the officers) must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting and put on the website.

  2. If committee members have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.

  3. During the year, the committee may appoint up to 2 additional members.

  4. The committee may make reasonable additional rules to help run the association. These rules must not conflict with this constitution or the law.

  5. Members of the association are welcome and encouraged to attend the committee meetings.

8 MONEY AND PROPERTY

  1. Money and property must only be used for the association’s purposes.

  2. Accounts must be kept and the treasurer should advise the most up-to-date financial position of the association in the form of an income / expenditure report at each committee meeting. The most recent annual accounts can be seen by anybody on request.

  3. Committee members cannot receive any money or property from the association, except to refund reasonable out of pocket expenses.

  4. Money must be held in the association’s bank account. All cheques must be signed by 2 designated committee members.

9 SUBSCRIPTIONS

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.

10 GENERAL MEETINGS

If the committee considers it necessary they may call a General Meeting so that the membership can make the decision. A General Meeting must also be called if a written request from 20 members is received. 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.

  1. Winding up - any money or property remaining after payment of debts must be given to a local charity.

  2. Changes to the Constitution - can be made at AGMs or General Meetings.

  3. The committee may also call a General Meeting to consult the membership.

11 ADOPTION OF CONSTITUTION

This constitution was adopted at the October AGM 2018.