CONSTITUTION
The Lewes Twinning Association
1. AIMS
The aims of the Association are:
a) To promote and foster friendship and understanding between the people of Lewes Town and those of other towns with which the Association may form links. These currently include Blois in France and Waldshut-Tiengen in Germany.
b) To encourage visits by individuals and groups to and from linked towns, to include younger people and adults alike, and to promote the development of personal contacts. Through these activities, the Association seeks to broaden mutual understanding of the cultural, recreational and commercial activities of the linked towns and their respective countries.
c) To organize fund-raising and other activities to foster the aims of the Association.
2. MEMBERSHIP
- Membership of the Association shall be open to all individuals, groups and organisations interested in promoting the aims of the Association. Membership categories and subscription rates shall be determined by the Committee and may include:
- Individual Membership
- Family Membership
- Affiliated Membership (clubs, groups or societies).
- Members should conduct themselves in an appropriate manner and should comply with the best interests of the Twinning Associations.
- The recording of Twinning events, including photography, should be carried out with empathy, and should be done from a respectful distance. Advice may be given by a member of the Committee.
- The Association may decline to accept any application at its sole discretion.
3. COMMITTEE
The Association shall be managed by a Committee. The officers of the Committee shall be the Chair, Vice Chair, Treasurer and Secretary, together with additional Committee Members as required. Officers and Committee Members shall be appointed at the Annual General Meeting (AGM).
a) The Committee shall meet at least ten times per year. A quorum shall consist of at least 50% of the total Committee membership, rounded up to the next whole number if necessary, including at least one officer. No decisions may be taken unless a quorum is present. Minutes shall be kept of all meetings.
b) Any Committee Member with a conflict of interest in a matter under discussion must declare that interest and withdraw from the meeting for the duration of the discussion and any related decision.
c) During the year, the committee may appoint additional members. There may be no more than one committee member per household.
d) The Committee may establish sub-committees for specific purposes, including the organisation of events or visits. Sub-committees shall operate under the authority of the Committee and shall report regularly to it.
e) The Committee may make reasonable additional rules for the conduct of the Association, provided that such rules do not conflict with this Constitution or with the law.
4. ANNUAL GENERAL MEETING – AGM
The AGM will be held each year in March.
a) A 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 14 days of the notice.
b) The notice shall invite nominations for the positions of Chair, Vice Chair, Secretary, Treasurer, and Committee Members. Members may nominate themselves or be nominated by another member. Nominations must be received by post or email at least 14 days before the AGM. It shall be assumed that nominees are willing to stand for election or re-election.
c) A second notice shall be issued to members, confirming the final agenda, the list of candidates, the minutes of the previous AGM and the financial report.
d) All decisions taken at the AGM shall be recorded in the minutes of the meeting. The Secretary, who need not be a member of the Association, shall be appointed by the meeting.
5. REPRESENTATION
A member may be represented by another Twinning member at an AGM, provided that a valid proxy has been submitted in advance to the Secretary by post or email.
6. VOTING
Only members who are present or properly represented at a general meeting, and whose subscriptions are fully paid for the relevant year, shall be entitled to vote. Affiliated Members shall be entitled to one vote, exercised by an officially appointed representative. Decisions shall be made by a simple majority of votes cast. In the event of an equality of votes, the Chair shall have a casting vote.
8. BANKING AND INVESTMENTS
a) The Association shall maintain a current account with an authorised British financial institution.
b) All funds shall be used solely to further the aims of the Association.
c) Money must be held in the Association’s bank accounts.
d) The financial year shall run from 1 January to 31 December. At the end of each financial year, the accounts shall be independently verified and presented for approval at the AGM.
e) Cheques shall require two of the four signatures of authorised members.
f) 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.
g) No member shall receive payment from the Association other than reimbursement of properly incurred out-of-pocket expenses, supported by appropriate receipts.
h) The Treasurer shall maintain accurate accounts and report on the financial position at each Committee meeting.
i) Following each fundraising event, the Treasurer shall prepare a detailed income and expenditure report.
j) Visits to and from twin towns shall normally be organised by a nominated sub-committee. Where required, a proposed budget shall be prepared and approved in advance by the Committee, and a financial report shall be submitted following the visit.
k) Requests for payment from members, other than subscriptions, shall be payable within 30 days of the date requested.
l) The accounts shall be available for inspection by any member upon reasonable request to the Treasurer.
m) All gifts presented to the Association shall remain the property of the Association.
n) Unbudgeted expenditure of up to £100 in any month between Committee meetings may be authorised jointly by any two of the Chair, Secretary or Treasurer.
o) The Treasurer is authorised to hold and use a debit card in the name of the Association for the purpose of making approved payments.
9. DISSOLUTION OF THE ASSOCIATION
In the event of the dissolution of the Association, and after the return of any current subscriptions due to members, any remaining funds shall be transferred to such local charity or charities as the Committee shall determine at its absolute discretion.