1. NAME
The name of the Society shall be The Gosport Society.
2. PURPOSES
The Society is established for the public benefit within the Borough of Gosport (hereinafter referred to as the “area of benefit”) for the following purposes:
- To promote high standards of planning and architecture in, or affecting, the area of benefit.
- To inform the public about the history and architecture of the area of benefit.
- To promote the preservation, protection, and improvement of buildings and features of historic or public interest within the area of benefit.
In furtherance of these purposes, the Society, through its Committee, shall have the following powers:
- Promote research on subjects directly related to the Society’s purposes and publish the findings.
- Act as a coordinating body and co-operate with local authorities, planning committees, voluntary organisations, charities, and individuals with similar aims.
- Promote or assist in promoting charitable activities throughout the area of benefit.
- Hold meetings, lectures, and exhibitions.
- Raise funds and invite contributions through subscriptions, donations, and other means.
- Manage and utilise Society property and funds as necessary.
- Borrow or raise money for the Society’s purposes under terms set by the Committee, ensuring that individual members’ liabilities do not exceed their annual subscriptions.
3. MEMBERSHIP
Membership is open to all interested in furthering the Society’s purposes.
- Members in arrears on their subscriptions shall not have voting rights.
- Junior Members: Those under 18 years old at the time of subscription payment do not have voting rights.
- Corporate Members: Societies, educational institutions, or businesses that support the Society’s purposes.
4. SUBSCRIPTIONS
- The annual subscription fee, as determined by the Committee, is due by 1 April each year.
- Members joining within the three months preceding 31 March will have their membership extended to cover the following Society year.
- Membership shall lapse if subscriptions remain unpaid three months after the due date.
5. MEETINGS
- Annual General Meeting (AGM): Held in or about June each year to receive reports, and audited accounts, and elect Officers and Committee members.
- Ordinary Meetings: Scheduled at the Committee’s discretion.
- Special General Meetings (SGM): Convened at the written request of at least 15 fully paid-up members.
- Quorum: 30 members must be personally present for General or Special General Meetings.
- Members shall receive at least 7 days’ notice for all meetings.
6. OFFICERS
- Election: Nominations must be submitted in writing to the Honorary Secretary at least 14 days before the AGM, supported by a seconder, with the nominee’s consent.
- Officers must declare any financial, professional, or official interests that may be of concern to the Society.
- Officers of the Society:
- Chairman
- Vice-Chairman
- Honorary Secretary
- Honorary Treasurer
- Officers serve for one year and are eligible for re-election for up to five years. If no successor is available, the current officer may continue.
- President: An elected member of the Council in the area of benefit.
- Vice-President: A Society member recognised for significant contributions may be elected at a General Meeting.
- The Committee may fill any casual vacancies among Officers.
7. THE COMMITTEE
- The Committee manages the Society and consists of the Officers and at least six additional members.
- Members should be residents or work within the area of benefit, but the Committee may co-opt members from outside.
- The President and Vice-President may attend but shall not vote.
- In case of a voting tie, the Chairman has a casting vote.
- Nominations must be submitted in writing at least 14 days before the AGM, with a proposer, seconder, and nominee’s consent.
- If nominations exceed vacancies, a ballot shall be held.
- Committee members are elected annually at the AGM and may be re-elected.
- Meetings: Held at least every two months, with 7 days’ notice provided by the Honorary Secretary.
- Quorum: One-third of the Committee members.
- The Committee may fill up to three casual vacancies and co-opt advisory (non-voting) members.
8. SUB-COMMITTEES
- The Committee may establish sub-committees as needed.
- Each sub-committee’s Chairman and Secretary shall be appointed by the Committee.
- Sub-committees operate under the Committee’s authority and may be dissolved by it.
9. DECLARATION OF INTEREST
- Officers and Committee members must declare any financial or professional interest in matters under discussion.
- Such members may not participate in discussions unless invited by the Chairman and shall not vote on the matter.
10. EXPENSES & APPLICATION OF FUNDS
- The Committee shall use Society funds to cover administrative expenses.
- After administration costs, the remaining funds shall be applied to furthering the Society’s purposes.
11. INVESTMENT
- Excess Society funds may be invested in suitable securities as deemed fit by the Committee, subject to legal and Charity Commission requirements.
12. TRUSTEES
- At least three Trustees shall be appointed by the Committee.
- Trustees need not be Society members but must not have lapsed membership.
- Trustees shall be informed in writing of any constitutional amendments.
- The Society shall indemnify Trustees for their official duties.
13. AMENDMENTS
- Amendments to this Constitution require a two-thirds majority at an AGM or SGM.
- 14 days’ notice of proposed amendments must be given to members.
- No amendment shall compromise the Society’s charitable status.
14. NOTICES
- Notices shall be deemed given if sent by prepaid post to the member’s last notified address.
15. WINDING UP
- The Society may be dissolved by a two-thirds majority vote at an AGM or SGM, confirmed by a simple majority at a subsequent SGM at least 14 days later.
- The dissolution motion must be clearly stated in the meeting notice.
- The remaining funds shall be transferred to one or more charitable institutions with similar purposes, as chosen by the Committee and approved by members.
- Upon dissolution, the Society’s minute book and records shall be deposited with an appropriate organisation.
Revised and agreed at the Special General Meeting held on 21st April 2010 at the Discovery Centre, Gosport.