1. NAME
The organisation is known as the Spitalfields Society, hereafter referred to as ‘the Society’.
2. AIMS & OBJECTIVES
The Society is established for the public benefit as an amenity and conservation group. The Society seeks to:
- promote civic pride in the unique and historic Spitalfields area
- enhance the local environment and residential amenity
- promote high standards of architecture, planning and the public realm
- preserve and improve features of historic, cultural or public interest
- listen to, and represent, the local community on matters of public interest with relevant authorities and organisations
Additionally it aims to:
- encourage and conserve green space
- preserve and improve the range and accessibility of local facilities in the area for the benefit of people living and working in the area
- strive to ensure that proposed regeneration and development projects deliver lasting social and economic benefits for local people and for future generations
- ensure that people proposing to effect changes which may have an impact on the area have proper regard to the needs of residents and small businesses and to the maintenance of a sustainable residential and business community
- act as a co-ordinating body and to co-operate with local authorities, planning committees, other statutory bodies and voluntary organisations having aims similar to the Society
- liaise with authorities, political bodies, opinion formers and other influential persons or groups to highlight issues and promote positive policy changes
- hold public meetings on subjects and issues of local interest and thus provide a forum for local people
- liaise with, or partner with, other representative associations and bodies on issues of mutual interest
- encourage community participation in the formation of policies and plans affecting the area
- promote activities of a charitable nature
- publish papers, reports and other material
- hold meetings, lectures and exhibitions
- raise funds from subscriptions and donations
- do any other lawful things as are necessary for the public benefit
3. MEMBERSHIP
The Society is non-politically aligned. Membership of the Society is open to all adult individuals, groups, businesses and those living, working or having an interest in the area regardless of race, nationality, religion, political opinion, gender, disability or sexual orientation who pay the relevant subscription as determined by the Society.
Any member bringing the Society into disrepute or who acts in a way which the organisation feel may affect its work, its aims and its ability to carry out its objects may be asked to resign from membership or may have their membership terminated.
The Annual General Meeting (AGM) shall ratify what subscriptions (if any) shall be paid by members. The method of collection and the amount will be set by the Executive Committee and agreed at the AGM. Only paid up members can vote at meetings.
4. EXECUTIVE COMMITTEE & OFFICERS
The Executive Committee shall conduct the business of the Society. The Committee comprises up to 12 members of the Society. Each Committee member is elected by the Annual General Meeting for a period of three years by rotation. Existing Committee members may offer themselves for re-election.
The Committee then elects the following officers each year: Chair, Vice-Chair, Treasurer and Secretary. The Committee can also co-opt up to two non-committee members to special roles e.g. Membership Secretary, Legal Adviser, Fundraiser etc.
At any meeting where a Committee member has a potential conflict of interest with the subject under discussion, the member must declare that interest and may be requested not to attend the meeting during that discussion.
The Committee will meet a minimum of eight times a year. Minutes will be taken and will be available to all paid-up Society members. The Committee may invite members and other interested parties to attend Committee meetings, but not vote.
A minimum of four committee members must be present for a decision to be quorate. In the event of a decision requiring a vote, where the vote is split equally, the Chair has a second or casting vote.
The Committee may choose to appoint sub-committees for specific tasks, but any decisions must be endorsed by the main committee.
The Committee may choose to elect a President for a minimum period of three years. The President should be a person of good standing who would have an ambassadorial and goodwill role but would not be involved in Committee business, decision making or responsibilities.
5. FINANCE
The Society shall keep proper accounts of all income and expenditure. All cheques issued in the name of the Society shall be signed by the Treasurer and one other officer or committee member. Authorised expenditure above £5,000 must be signed by the Treasurer and two other Committee members.
The Society may undertake fundraising activities. All receipts must be recorded and must only be dispensed in accordance with the aims and objectives of the Society.
6. MEETINGS
Executive Committee Meetings
Notice of Committee meetings shall be advertised by a method approved by the Committee and shall include the date, time and place of the meeting and agenda of matters to be discussed. Society members may request agenda items to be added.
Annual General Meeting
The Committee shall call an AGM of the Society each year and within 15 months of the last AGM, advertised as above. Not less than 21 days’ notice shall be given.
Decisions the AGM decide shall be binding on the Committee. All AGM decisions shall be taken by a simple majority of full paid-up members present and entitled to vote. In the case of equality of votes, the Chair shall have a second or casting vote. The quorum for AGMs shall be not less than 25 members.
At the AGM:
- the Chair shall give an Annual Report of the Group
- the Treasurer shall give accounts of the Society for the previous year
- elections will be held for vacant Committee seats. Committee members seeking re-election and other Society members wishing to stand must notify the Society’s Secretary of their intent in writing not less than fourteen days in advance of the meeting.
Special General Meeting
The Secretary shall call a Special General Meeting (SGM) at the request of a majority of the Committee, or on receipt of a written petition by no less than 30 members of the Society giving reasons for their request. The Secretary shall give not less than 21 days’ notice of the holding of a Special General Meeting to all members, which shall take place within 28 days of the receipt of the request or petition. The quorum for SGMs shall be not less than 25 members.
7. DISSOLUTION
The Society may be dissolved by a two-thirds majority of members voting at an AGM or SGM confirmed by a simple majority of members voting at a further SGM to be held not less than 14 days after the previous meeting. In the event of a dissolution, any available funds are to be transferred to one or more having similar aims and objectives as the Society. These will be nominated by thecharities or voluntary associations Executive Committee and must be approved by a majority of the members at which the decision to dissolve the Society is confirmed. On dissolution any minutes, records or other documentation belonging to the Society will be deposited with the Bishopsgate Institute.
This Constitution was ratified at the Society’s Annual General Meeting held on 4th October 2011.