Constitution of the Castleford Civic Society
1. Name The name of the organisation is the ‘Castleford Civic Society’ referred to hereafter as ‘the Society’.
2. Aims and objectives of the Society: The Society is an independent, non-profit-making body and is established for the public benefit, in the area comprising Castleford and District and referred to hereafter as the area of benefit, for the following purposes: The aims of the Society are:
● To promote high standards of architecture, planning, economic and cultural development in the area of benefit.
● To inform and promote amongst the general public the geography, history, natural history and architecture of the area of benefit.
● To secure the preservation, protection, development and improvement of features of historic or public interest in the area of benefit. To this end the objectives of the Society will:
● Promote civic pride in the area of benefit.
● Develop plans and priorities that meet the aims of the Society.
● Promote research into subjects directly connected with the aims of the Society and to publish the results of any such research.
● Work cooperatively with partner agencies, statutory authorities, voluntary organisations, businesses, charities and persons having aims similar to those of the Society.
● Apply for grants and funding that meet the aims, plans and priorities of the Society.
● Publish paper papers, reports and other literature.
● Hold events, lectures and exhibitions.
● Raise funds and to invite and receive contributions from persons, businesses and organisations by way of subscriptions and donations.
● Publicise the work of the Society through the use of social media, newsletters, local newspapers, websites, and noticeboards.
3. Equality Statement The Society will comply with all relevant requirements of the Equality Act (2010) and is committed to treating all people equally and with respect irrespective of their age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.
4. Membership Membership of the Society shall be open to any person, business or organisation paying the relevant subscription as determined by the Annual General Meeting of the Society’s members. The Society welcomes members in line with our Equality Statement above. Membership records shall be held by the Secretary in full compliance with current data protection regulations.
5. General Meetings General meetings will be held bi-monthly, though additional meetings may be called should circumstances merit this and these meetings shall be called ‘Special General Meetings’. General Meetings will be open to all who have paid the annual subscription in full. Members will be notified no later than 7 days before of the date of a General Meeting and an agenda provided. Any member wishing to add an item to the agenda should inform the Secretary no later than 14 days prior to the General Meeting, in accordance with the calendar of meetings set at the AGM. The General Meeting will Page 1 of 3 receive reports from Officers and members on the progress of the Society’s agreed plans and priorities and any general issues which progress the aims and objectives of the Society. A financial report will be presented at each General Meeting by the Treasurer. Each individual paid up member will have one vote. Each individual paid up business or organisation will have one vote. In the event of any tied vote, the Chair will have casting vote or the Vice Chair when deputising for the Chair.
6. Annual General Meeting (AGM) The Society will normally hold an AGM in the 3 rd quarter of each calendar year. Members will be entitled to receive at least 14 days’ notice for an AGM with an agenda provided no later than 7 days before the meeting. Any member wishing for a specific item to appear on the agenda should notify the Secretary 14 days prior to the date of the AGM. The AGM will elect a: Chairperson, Vice Chairperson, Secretary, Treasurer, Press Liaison, Social Media Officer Safeguarding Lead, two auditors and any other officer roles deemed necessary. These officers will serve until each AGM and may seek re-election at the following AGM. Should an officer vacancy arise the General Meeting may appoint a replacement until the next AGM. Votes will normally be conducted by a show of hands, but a secret ballot may be held depending on the nature of the vote. The AGM will set the calendar of General Meetings and the AGM for the following year. These dates will be provided to all members as soon as possible after the AGM and any new members who join throughout the year. The AGM will receive an Annual Report presented by the Society’s Patron. The AGM will receive a year end audited financial report.
7. Officer duties: The duties of the Officers shall be:
● to control the affairs of the Society.
● to always maintain and promote the decisions and interests of the Society as a whole, not to promote individual self-interest.
● to keep timely and accurate records of all meetings and activities of the Society.
● to keep accurate accounts of the Society’s finances, which should be available for reasonable inspection by members and be audited before, and presented to members at, the Annual General Meeting. ● to maintain a bank account in the Society’s name requiring at least two named and unrelated officers to sign each cheque.
8. Members Interests All members must declare any interest related to the aims, plans and priorities of the Society.
9. Working Groups The General Meeting can agree to establish such groups from time to time, as shall be considered necessary and for purposes as seen fit.
10. Payment or benefit Expenses and costs incurred by Officers or other members of the Society shall be explained and reasonable payments made. Members will only receive payment for out of pocket approved expenses with an accompanying receipt.
11. Alterations to the Constitution/Policies The Society will maintain an up-to-date constitution, a safeguarding policy and any appropriate risk assessments. Other policies will be developed as required. The constitution/policies will be approved at the AGM or a Special General Page 2 of 3 Meeting by a majority vote. Any suggested changes to the constitution/policies must be handed to the Secretary 14 days before an AGM/Special General Meeting and circulated to members no later than 7 days in advance of such meetings.
12. Dissolution or winding up The Society may only be dissolved at a Special General Meeting called for that purpose and agreed by the majority of those attending. In the event of dissolution, the treasurer will use the group finances to satisfy any outstanding debts. Any remaining funds/assets will then be distributed to a local group operating in Castleford and District, or failing that, operating elsewhere but possessing similar aims to the Society.
13. Member Conduct To maintain inclusion and cohesion all members will be expected to be respectful at all meetings and functions of the Society, including when using any online communication. Such conduct will be underpinned by the conditions set out in the Equality Statement determined by the Society (Section 3). All members shall respect the views of each other. Meetings will be conducted in an orderly manner and controlled by the Chairperson or in their absence the Vice Chairperson. Aggressive, abusive or intolerant language/behaviour likely to cause offence will not be accepted. Should member conduct fall below these expectations then this may result in a special general meeting being convened to consider any actions to be taken which may involve expulsion. Any member whose conduct is called into question is allowed to make representations to such special general meetings but may not take part in any vote.
RATIFICATION STATEMENT This constitution was formally accepted by members at Society’s Annual General Meeting held on Thursday, 12th September 2024 Signed and witnessed by: Name: Designation: Chair Signature: Name: Designation: Vice Chair Signature: Name: Designation: Secretary Signature: Name: Designation: Treasurer Signature: Page 3 of 3
