Dore Village Society Constitution

The Constitution of the Dore Village Society is available for download from the following links:

1. Name

The name of the Society shall be the Dore Village Society; and this Body is registered as a Charity with the Charities Commission, registered Charity No. 1017051.

2. Objects

The Society is established for the public benefit for the following purposes in the area comprising Dore, Sheffield, which area shall hereinafter be referred to as "the area of benefit".

  1. To promote high standards of planning or architecture in or affecting the area of benefit.
  2. To educate the public in the geography, history, natural history and architecture of the area of benefit.
  3. To secure the preservation, protection, development and improvement of features of historic or public interest in the area of benefit.
  4. To promote for the benefit of the inhabitants of the area of benefit the provision of facilities and activities in the interest of social welfare for recreation and leisure time occupation with the object of improving their conditions of life.

In furtherance of the said purposes, but not otherwise, the Society, through its Executive Committee, shall have the following powers: 

  1. To promote civic pride in the area of benefit.
  2. To promote research into subjects directly connected with the objects of the Society and to publish the results of any such research.
  3. To act as a coordinating body and 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.
  4. To promote or assist in promoting activities of a charitable nature throughout the area of benefit.
  5. To publish papers, reports and other literature.
  6. To make surveys and prepare maps and plans and collect information in relation to any place, erection or building of beauty or historic interest within the area of benefit.
  7. To hold meetings, lectures and exhibitions.
  8. To educate public opinion and to give advice and information.
  9. To apply to be recognised as a Neighbourhood Forum, which in this instance is a Society established for the public benefit for the purpose of promoting or improving the social, economic and environmental well-being of Dore, Sheffield (under the provisions of the Town and Country Planning Act 1990 or any subsequent amendment or re-enactment thererof), with a view to drawing up Neighbourhood Development Plans for the said area of benefit.
  10. To raise funds and to invite and receive contributions from any person or persons whatsoever by way of subscription, donation or otherwise; provided that the Society shall not undertake any permanent trading activities in raising funds for its primary purpose.
  11. To acquire, by purchase, gift or otherwise, property whether subject to any special trust or not.
  12. Subject to such consents as may be required by law, to sell, let, mortgage, dispose of or turn to account all or any of the property or funds of the Society as shall be necessary.
  13. Subject to such consents as may be required by law, 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.
  14. To do all such other lawful things as are necessary for the attainment of the said purposes.

3. Membership

Membership shall be open to all who are interested in 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.

Corporate members shall be such societies, associations, educational institutions or businesses as are interested in 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.

4. Subscriptions

The subscription shall be:

 Full members per annum                      £7.00

 Corporate members per annum            £35.00

 Junior Members per annum                  Free (aged 25 or under in full time education)

 or such other sum as the Annual General Meeting shall determine from time to time, following a recommendation from the Executive Committee; and it shall be payable on or before lst January each year.

5. Meetings

An Annual General Meeting shall be held in or about May of each year to receive the Trustees' Annual Report and Accounts, which shall meet the requirements of current Charity legislation and to elect Members of the Executive Committee. The Committee shall decide when ordinary meetings of the Society shall be held.

Special General Meetings of the Society shall be held at the written request of fifteen or more members whose subscriptions are fully paid up. Twenty members personally present shall constitute a quorum for a Meeting of the Society.

The Committee shall give at least 7 days notice to members of all Meetings of the Society.

6. Officers

The Officers of the Society shall consist of:

Chairman

Vice Chairman

Honorary Secretary

Honorary Treasurer

all of whom shall relinquish their office every year and shall be eligible for re-election each year.

The Officers of the Society shall be elected each year from among the Members of the Executive Committee. They will be elected at the first meeting of the Executive Committee following the Annual General Meeting, by the Members of the Executive Committee.

Any Executive Committee Members who are being proposed as Officers shall declare at the Executive Committee meeting at which their election is to be considered, any financial or professional interest known or likely to be of concern to the Society.

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 that 5 and not more than 9 other members. The Committee shall have the power to co-opt further members (who shall attend in an advisory and non-voting capacity). 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 nominee must first have been obtained. If the nominations exceed the number of vacancies, a ballot shall take place in such manner as shall be determined.

One third (or as close to this as is possible) of the members of the Executive Committee shall be elected each year at the Annual General Meeting of the Society normally for, but not exceeding, a period of three years; and outgoing members may be re-elected. The maximum period for which an individual shall serve as a member of the Executive Committee shall be twelve years. Transitional arrangements shall apply, as minuted by the Executive Committee and to ensure the smooth running of the Society, for the early years of the introduction of this policy with effect from the Annual General Meeting in 2017.

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 members at least 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.

Individuals who become members of the Executive Committee are acting as Trustees of the Dore Village Society Charitable Body.

A member of the Executive Committee shall be removed and shall cease to hold office if at least a two-thirds majority of other Executive Committee members vote in favour of his or her removal.
 
A member of the Executive Committee shall cease to hold office if he or she is disqualified from acting as a charity trustee by virtue of sections 178-184A of the Charities Act 2011 (or any statutory re-enactment or modification of those provisions).

8. Sub-Committees

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 of each sub-committee shall be reported to and be confirmed by the Executive Committee as soon as possible. Members of the Executive Committee may be members of any sub-committee and membership of a sub-committee shall be no bar to appointment to membership of a sub-committee. Sub-committees shall be subordinate to and may be regulated or dissolved by the Executive Committee.

9. Declaration Of Interest

It shall be the duty of every member who is in any way directly or indirectly interested financially or professionally in any item discussed at any meeting of the Society (including any meeting of any Committee or Sub-Committee) at which he or she may be present to declare such interest and he or she shall not discuss such item (except by Invitation of the Chairman) or vote thereon.

10. Expenses Of Administration And Application Of Funds

The Executive Committee shall, out of the funds 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 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.

11. Investment

All monies at any time belonging to the Society and not required for immediate application for its purposes shall be invested by the Executive Committee in or upon such investment, 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 by law or by the special trusts affecting any property in the hands of the Executive Committee.

12. Trustees

Any freehold or 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 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 trustee unless and until re-appointed as such by the Executive Committee.  The Honorary Secretary shall from time to time notify the trustees in writing of any amendment hereto and the trustees 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.

13. Amendments

This Constitution may be amended by a two-thirds majority of members present at an Annual General Meeting or Special General Meeting of the Society, provided that 28 days notice of the proposed amendment has been given to all members, and provided that nothing herein contained shall authorise any amendment the effect of which would cause the Society at any time to cease to be a charity in law, and provided further that no amendment shall be made to Clause 2, Clause 15 or this Clause until the approval in writing of the Charity Commissioners or other authority having charitable jurisdiction shall have been obtained.

14. Notices

Any notices required to be given by this constitution shall be deemed to be duly given if published in Dore to Door, displayed on the Society’s notice board or left at or sent by prepaid post to members using the address last notified to the Membership Secretary or to the email address last notified to the Membership Secretary

15. Winding Up

The Society may be dissolved by a two-thirds majority of members voting at an Annual General Meeting or Special General meeting of the Society confirmed by a simple majority of 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 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 having objects similar or reasonably similar to those herein before 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 records of the Society shall be deposited with a local history society.

Certified copy of the constitution (as amended at the AGM for 2020 held on 13th January 2021)

Signed: 

Keith Shaw

Chairman

Date: 12.06.2019