CONSTITUTION OF THE STREET TWINNING
ASSOCIATION
1. NAME
The name of the association is Street Twinning Association.
2. THE PURPOSES
OF THE ASSOCIATION ARE:
a) 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.
b) 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.
c) To undertake fund-raising activities
to support the aims of the Association.
d) To promote or support such other
activities as may further the aims of the Association.
3.
CARRYING OUT THE PURPOSES
In order to carry out the objectives of the association, the
committee will:
a)
Raise
funds, and receive grants and donations
b)
Apply
funds to carry out the work of the association
c)
Receive,
hold and disburse money from members and others, on trust, in order to
facilitate activities associated with planned visits
d)
Co-operate
with and support other organisation with similar purposes
4. THE COMMITTEE
The association shall be managed by a committee. The officers
of the committee will be the chairman, vice chairman, treasurer and the
secretary. Only one member of the same family is permitted to hold
office. The officers and the
committee will be appointed at the Annual General Meeting (AGA) of the
association according to the rules in section 6:
a)
The
committee must hold at least 10 meetings each year. At least 50% of the entire
committee rounded up to the next whole number if necessary (including the officers) must be present at the meeting to be able to make
decisions. Minutes shall be kept for every meeting and put on the
website.
b)
If
committee members have a conflict of interest, they must declare it and leave
the meeting whilst the matter is being discussed or decided.
c)
During
the year, the committee may appoint additional members
d)
The
committee may make reasonable additional rules to help run the association.
These rules must not conflict with this constitution or the law.
e)
Members
of the association are welcome and encouraged to attend the committee meetings
but are not permitted to vote.
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.
No annual subscription will be payable by a member under 18
and up to and including 21 years of age if in full-time education.
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
or other monies due.
6. ANNUAL GENERAL
MEETING – AGM
The AGM will be held each year in March.
Schedule
a)
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.
b)
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 email, at least 14 days before the date of the AGM. It will be assumed the
nominee is willing to stand/remain in office.
c)
A second notice
will then advise members of the candidates for each position together with the
finalised agenda, the previous AGM minutes and the financial report.
Procedure
d)
There
must be a minimum of 10 members present and minutes will be kept.
e)
The
Chairman will present the annual report and the Treasurer will present the
accounts for acceptance by the members.
f)
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.
g)
Every
member has a vote and those not able to attend may express their wish by post
or email, giving a minimum of 7 days’ notice.
h)
The
elected Chairman will take the chair and voting will continue, as above, for
Vice Chairman, Treasurer and Secretary.
i)
Members
will be invited to volunteer to serve on the committee, with a target of at
least 10 members. A list of those members will be recorded in the minutes.
j)
Other
support roles will be determined at the first committee meeting after the AGM
if required.
7. MONEY AND ASSETS
a)
Money
must only be used for the association’s purposes.
b)
Money
must be held in the Association’s bank accounts.
c)
The
financial accounting year is from January 1st to December 31st.
At the end of each year the accounts will be independently verified prior to approval
at the AGM.
d)
Cheques
must be signed by 2 authorised members.
e)
The
Treasurer is authorised to undertake internet banking on behalf of the
Association. All payments must be
notified to the chairman and secretary by e-mail prior to the actual payment.
f)
Members
cannot receive any money, other than to be reimbursed for out
of pocket expenses supported by appropriate receipts.
g)
The
treasurer will maintain the accounts and will report to the Committee on the
most up to date position of the accounts at each committee meeting.
h)
After
each fund-raising event, the treasurer will prepare a detailed
income/expenditure report.
i)
Visits
to and from our twin towns, will normally be planned by a nominated
sub-committee. It will be responsible for the preparation of a proposed budget
which must be agreed in advance by the Committee. A financial report will
follow the visit.
j)
Requests
for monies due from members (other than subscriptions) must be paid within 30 days from the
date requested.
k)
All
travel payments are non-refundable.
l)
The
accounts may be viewed by any member on request to the Treasurer.
m)
All
gifts that are presented to the twinning association remain the property of the
Street Twinning Association.
n)
Total unbudgeted
expenditure of up to £100.00 in any month between Committee Meetings can be
authorized by two of the Chairman, Secretary and Treasurer.
o)
The Treasurer is authorized to hold a
Debit Card on behalf of and in the name of the Association to undertake payment
of any approved expenditure.
8. SUBSCRIPTIONS
All members must pay an annual subscription to be determined at the AGM
and effective from the 1st January of the following year.
Payment must be received from existing members by the end of January of that
year and new members must pay within 2 calendar months of the date of their
becoming members.
9. EXTRAORDINARY GENERAL MEETING - EGM
If the committee considers it necessary
they may call an Extraordinary General Meeting (EGM) so that the membership can
make the decision. An EGM 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.
a) Winding up - any money or assets
remaining after payment of debts must be given to a local charity.
b) Changes to the
Constitution - can be made at AGMs or EGMs.
c) The committee may
also call an EGM to consult the membership.
10. ADOPTION OF CONSTITUTION
This constitution was adopted at the
AGM on 2e Mars 2024.
Président Secretary