The constitution was agreed at the

Inaugural Meeting of NEAT

held on 2 October 2008

at Church House, Nailsea        


 

NEAT CONSTITUTION

   

1) TITLE.

The group shall be called 'NEAT' (hereinafter called 'the Group')

2) AFFILIATION

Any affiliation to kindred bodies shall be decided at an Annual or Extraordinary General Meeting. A list of all current affiliations may be attached to this Constitution. The Group shall not be affiliated to any political party or similar groups.

3) AIMS AND OBJECTIVES   

To investigate and record and monitor the archaeology and elements of the environment of Nailsea & District, using non-destructive technology/methods wherever possible. This information and knowledge to be disseminated to the public, by the publication of suitable material (e.g. electronic or printed matter) and by site visits, exhibitions, talks and lectures.

4) MEMBERSHIP

Any person with an interest in the aims and objectives of the Group and who has paid the current membership fee is eligible for membership. Membership shall lapse if the subscription is unpaid three months after it is due.

The Committee, at its discretion, has the right to refuse an application for membership of the Group.

Honorary membership may be offered to any person who has made a significant contribution to the Group, provided that he/she has been duly elected by a two-thirds majority of those voting at an Annual or Extraordinary General Meeting.

5) GENERAL ADMINISTRATION

a) The day to day affairs of the Group shall be managed by a committee of six members, including the officers. The committee shall have the power to fill any unfilled or casual vacancy occurring during the year, and to co-opt other members on to it for specific tasks.

b) The officers of the Group shall be:-

Chairman, Secretary, Treasurer and Vice Chairman. These positions are Honorary.

c) Members may submit themselves for election to the Committee provided nominations are received by the Secretary at least seven days prior to the Annual General Meeting. Each nomination shall be duly proposed and seconded by two other members of the Group.

d) If so desired, by a majority of the members present at an Annual General Meeting, the Group may appoint an Honorary President who will be an ex-officio member of the Committee.

e) The Chairman, Secretary, Treasurer, and Vice Chairman shall be elected annually by the members of the Group at the Annual General Meeting.

f) Meetings of the Committee shall meet at least twice yearly and at other times at the discretion of the Officers. A quorum may act at any Committee meeting. A quorum shall be three elected Committee members, including two Officers. Sub-committees may be formed as necessary to report to the main Committee on any topic referred to it.

g) The Secretary shall keep Minutes recording details of the business conducted at all the Committee and general meetings.

h) The Group shall maintain a Public Liability Insurance to protect the Group, its Officers, and members against claims at law arising from any Group activity. Details of the Policy shall be held by the Secretary and made available for inspection by any member making a reasonable request.

6) FINANCES

a) The financial year shall be from 1st of April to 31st of March each year.

b) The Treasurer shall be responsible for collecting subscriptions and receiving all other payments made to the Group by members or other parties. The Treasurer shall also be responsible for setting up and maintaining suitable bank accounts for handling the finances of the Group.

c) All payments other than out of petty cash must be validated by any two of four authorised signatories. The signatories shall be the Chairman, Vice Chairman, Secretary and Treasurer.

d) The Officers may recommend donations to other organisations and to appeals by organisations that may have an interest in or advantage to the Group. These donations should not exceed three per financial year. Individual donations should not exceed 10% of the balance in the Group accounts at the end of the previous financial year. Any donations shall be at the discretion of the Committee.

e) All special funds (e.g. Memorial, Trust Funds etc) shall be held in separate bank or building society accounts and separately accounted for in the records of the Group.

f) The property and funds of the Group must be used only for promoting the NEAT Objects and do not belong to the members of Group or the Committee. No part of the Group’s income or property shall be paid or transferred directly to any member of the Group. 

g) The group will always operate on a “not for profit” basis. 

h) The Treasurer shall maintain complete financial records which must be inspected and audited annually by an independent auditor.

7) POWERS OF NEAT COMMITTEE

(1) The Committee must manage the business of the Group and have the following powers in order to further the NEAT Objects (but not for any other purpose):

(a) To raise funds. In doing so, the Committee must not undertake any substantial permanent trading activity and must comply with any relevant statutory regulations;

(b) To establish or support any charitable trusts, associations or institutions formed for any of the purposes included in the Objects;

(c) To acquire, merge with or enter into any partnership or joint venture arrangement with any similar non profit making organisation formed for any of the NEAT Objects;

(d) To set aside income as a reserve against future expenditure but only in accordance with a written policy about reserves;

(e) To obtain and pay for such goods and services as are necessary for carrying out the work of the Group;

(f) To open and operate such bank and other accounts as the Committee consider necessary and to invest funds and to delegate the management of funds in the same manner;  

(g) To do all such other lawful things as are necessary for the achievement of the NEAT Objects.

(2) No alteration of this constitution or any special resolution shall have retrospective effect to invalidate any prior act of the Committee;

(3) Any meeting of Committee at which a quorum is present at the time the relevant decision is made may exercise all the powers exercisable by the Committee.

8) SUBSCRIPTIONS.

a) The amount of the annual subscription shall be agreed by an Annual General Meeting and will take effect from the beginning of the next financial year. All subscriptions are due at the 1st of April each year.

b) New members joining during the year shall pay the full annual subscription for that year, except that those joining during January, February and a March shall have their subscription carried forward to the next financial year.

c) Subscription to be £3 to cover membership until the 2010 AGM and to be decided annually thereafter.

9) ANNUAL GENERAL MEETING

a) An Annual General Meeting shall be held within six weeks of the end of the financial year, and at least twenty one days notice, in writing, must be given to members stating the time, date and venue of the meeting, and of the proposed agenda.

b) At this meeting the following business shall be conducted:-

 1) The Chairman will report to members on the activities throughout the year.

 2) The Treasurer will present an audited statement of accounts for acceptance by the members.

 3) Committee members will be elected to fill vacancies due to constitutional retirement and any casual vacancies that may have occurred during the year. All nominations for the Committee must be handed to the Secretary at least fourteen days before the meeting.

 4) Elections will be held to appoint the Chairman, Vice-Chaiman, Secretary and Treasurer for the year. All nominations for the Committee must be handed to the Secretary at least fourteen days before the meeting.

 5) An Independent Assessor to check the accounts will be appointed for the year.

 6) If appropriate a President and/or Honorary members will be proposed for election or re-election.

 7) Any items or resolutions which have been submitted to the Secretary, in writing, at least fourteen days prior to the date of the meeting.

c) Any other items will only be accepted at the discretion of the Chairman.

d) The quorum for the Annual General Meeting shall be at least 20% of the paid-up membership, or seven members whichever is the greater, and must include at least two Committee members.

e) Only fully paid-up members are eligible to vote at an Annual General Meeting or to be nominated for the Committee.

10) EXTRAORDINARY GENERAL MEETING

a) The Secretary must call an Extraordinary General Meeting of members within twenty eight days of receipt of a written request from a member. Such requests must state the matter to be raised and signed by at least ten members. The Secretary shall give every member not less than fourteen days notice in writing of such a meeting, the notice to give details of the reasons for calling the meeting.

b) The quorum for such a meeting will be as for an Annual General Meeting.

             

11) AMENDMENTS TO THE CONSTITUTION

Alterations to the Constitution shall only be made by Resolution at an Annual General Meeting or an Extraordinary General Meeting in accordance with the wishes of a two-thirds majority of members present and voting. Details of any proposed changes to the Constitution shall be given to the Secretary in writing at least twenty eight days before a meeting and shall be included in the agenda for that meeting.

12) DISSOLUTION OF THE GROUP

If the Committee by a simple majority decide at any time that it is necessary or advisable to dissolve the Group, it shall call a meeting of all voting members of the Group, for which meeting not less than 21 clear days’ notice (stating the terms of the Resolution to be proposed thereat) shall be given. If such decision shall be confirmed by a two-thirds majority of those present and voting at such meeting the Committee shall have power to realise any assets held by or on behalf of the Group. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the objects of the Group as the Committee may determine.

Constitution Issue No 1 dated 7.8.2008

Revised  V1.1 dated 9.8.08

Revised V1.2 dated 29.9.08

Approved version V1.3 dated 2.10.08