Constitution of Lympstone Twinning Association, adopted in 2008


Section 1 - Name of the Association

1.1 The name of the Association shall be the Lympstone Twinning Association 

Section 2 - Objects

2.1 To promote and foster friendship and understanding between the people of Lympstone and those of Biéville-Beuville 
2.2 To encourage visits by individuals and groups to and from Lympstone and Biéville-Beuville, to develop personal contacts of all age groups and by so doing to broaden the mutual understanding of the cultural, recreational, educational and commercial activities of the two villages. 
2.3 To extend these objects beyond the community of Biéville-Beuville as opportunities arise, commensurate with members’ interest and commitment. 

Section 3 - Principles

3.1 The Association shall be non-political and non-profit making 
3.2 The Association shall have a membership from which a management Committee shall be formed
3.3 No member shall receive financial payment or profit from the Association other than
pre-agreed reimbursement of expenses 

Section 4 - Powers

4.1 The Committee shall organise the activity of the Association 
4.2 The Committee may fundraise and spend to further the Objects of the Association whilst conforming to the Principles
 

Section 5 - Membership

5.1 Membership shall be open to all persons or representatives of organisations who support the Objects of the Association and who subscribe annually such fees as shall be agreed at the Annual General Meeting. 
5.2 Membership fees become due from the day after the AGM, and membership lasts until the following AGM. 
5.3 The Committee may confer the status of Honorary Member to particular members. Subscriptions for Honorary Members may be waived. 

Section 6 - Committee

6.1 The affairs of the Association shall be conducted by a Committee consisting of a Chairman, Vice-Chairman, Honorary Secretary, Honorary Treasurer and other members to a maximum of ten. 
6.2 Five members shall form a quorum 
6.3 Any Committee member absent from three consecutive meetings without an apology being received by the Secretary before each meeting shall be deemed to have resigned 
6.4 The Committee shall have the power to co-opt members at any time subject to 6.1 
6.5 The Committee shall have the power to set up sub-committees with specific terms of reference, chaired by a Committee member. The Chairman, the Vice-Chairman, the Honorary Treasurer and the Honorary Secretary shall be ex-officio members of all sub-committees.

Section 7 - Election of Committee

7.1 The Committee and Officers shall be elected at the Annual General Meeting (AGM). 
7.2 An Honorary Auditor shall be appointed at the AGM. 
7.3 Each Committee member shall resign from the Committee every 2 consecutive years and seek re-election if wishing to continue. 
7.4 Committee members shall not be eligible to stand for election to the same Officer post after 4 consecutive years in post, unless a nem con secret vote of Committee members specifically agree otherwise during the period of notice of an AGM. 

Section 8 - Annual General Meeting

8.1 The Committee shall hold an Annual General Meeting within the months of January or February each year, giving members at least fourteen days notice of the location time date & Agenda and advertising the meeting in the village. 
8.2 Only those members present at the meeting shall be entitled to vote unless arrangements for a total membership ballot on a particular issue are announced. 
8.3 Each Member shall be entitled to one vote. The Chairman shall also have a casting vote.
8.4 The only items that are eligible for decision at an AGM are
a) Acceptance of the Minutes of the previous AGM
b) Acceptance of the Treasurer’s Report
c) Election of the Committee
d) Election of Officers
e) Setting the level of Membership subscription for the year ahead
f) Appointment of an independent auditor
g) Matters that relate to items that appear on the published Agenda

Section 9 - Special General Meeting

9.1 A Special General Meeting (SGM) may be called at any time by a written request signed by a minimum of ten members of the Association, delivered to the Honorary Secretary, giving details of the matter to be discussed or by resolution of the Committee. Conditions for advertising the SGM’s shall be the same as for AGM’s. The Committee shall endeavour to arrange for the holding of the SGM within 2 months of receiving the request. Only matters relating to items that appear on the published agenda are eligible for decision. 

Section 10 - Finance

10.1 The Association’s financial accounting year shall be the same as the calendar year 
10.2 Audited annual accounts of the previous year shall be presented at the Annual General Meeting. 
10.3 Subscriptions rates for membership shall be determined at the Annual General Meeting and shall come into force immediately. 
10.4 Whilst the Association should maintain adequate reserves to service the two-year cycle of expenditure and any planned expenditure. Any positive balance at the end of a year shall be carried over and devoted to the Objects of the Association.

Section 11 - Amendments to the Constitution

11.1 Amendments to the Constitution may only be agreed at an AGM or SGM. 
11.2 An amendment shall be deemed carried if not less than two thirds of those present at the meeting vote in its favour subject to a minimum of a quarter of the current membership being present. 

Section 12 - Winding Up

12.1 The Committee may call an SGM or use an AGM to propose winding up the Association. 
12.2 If at an AGM or SGM two thirds of the total membership vote for Winding Up, the Committee may wind up the Association and dispose of all assets of the Association and publish a final statement of accounts. 
12.3 If cash repayments were to be made to members, no member or groups of members may receive an unequal proportional share, however due consideration of other existing or future groups with similar Objects and Principles should be considered for receipt of assets. 

Section 13 - Policies

13.1 The Committee shall nominate individuals from within its ranks to consider and advise the Committee and to review policy specifically on Safeguarding Children and Data Protection.

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