NAME – The name of the Society shall be the CIRENCESTER CIVIC SOCIETY
2. 0BJECTS – The objects of the Society shall be to promote and encourage the following by charitable means but not otherwise: –
(a) to encourage high standards of architecture and town planning in Cirencester.
(b) to stimulate public interest in and care for the beauty, history and character of the town and its surroundings.
(c) to encourage the preservation, development and improvement of features of general public amenity or historic interest.
(d) to pursue these objects by means of meetings, lectures, exhibitions, publications and other forms of instruction and publicity, and promotion of schemes of a charitable nature.
3. MEMBERSHIP – Membership shall be open to all persons who are interested in the objects of the Society but only those over 18 years of age shall have powers of voting or be eligible to serve as members of Committees. Membership shall lapse if the subscription is unpaid 12 months after it is due. Corporate membership shall be available to any Firms, Societies or Institutions approved by the Executive Committee, there being one vote per corporate membership.
4. SUBSCRIPTIONS – All subscriptions shall be due of the 1st January each year. The amount is to be authorised at the Annual General Meeting in the preceding year or at a Special General Meeting. The subscription paid by a member joining between Ist September and 31st December in any year shall cover the following calendar year as well.
5. MEETINGS An Annual General Meeting (AGM) shall be held in March of each year to receive the Executive Committee’s report and independently reviewed accounts and to elect Trustees who will serve as members of the Executive Committee. Any Member wishing a matter to be placed on the Agenda shall give written notice thereof to the Secretary at least seven days before the AGM. A Special General Meeting (SGM) shall be held if requested by the Executive Committee or 12 members of the Society. A Quorum for meetings of the Society requires 12 members to be present. Executive Committee meetings will normally take place in person, but when appropriate a meeting may take place on-line or as a hybrid meeting to facilitate attendance and ensure the meeting is quorate.
6. NOTICE OF MEETINGS – Not less than 14 days’ notice shall be given of the Annual or any Special General Meeting, stating the business to be transacted.
7. OFFICERS – Nominations for the election of Trustees and Officers to serve on the Executive Committee shall be made before the beginning of the Annual General Meeting. Nominations shall be made in writing, supported by a proposer and seconder and the consent of the nominee must have been obtained. A ballot shall take place if the number of nominees exceeds the number of vacancies. The election of Officers shall follow the election of Trustees. The Officers of the Society shall be Chair, Secretary, Treasurer and such additional officers as deemed necessary from time to time, all of whom shouldrelinquish their office each year and shall be eligible for re-election at the Annual General Meeting, subject to a recommended period of service of nine years in total. A President and Vice President may be similarly elected at the Annual General Meeting for a period of service of four years in total, with the option to extend.
8. EXECUTIVE COMMITTEE – The Executive Committee shall consist of not more than 12 elected Trustees including the Officers of the Society. Trustees serving on the Executive Committee shall be responsible for running the affairs of the Society and may make decisions on its behalf. A quorum for meetings of the Executive Committee shall consis of five members. Trustees shall have power to appoint additional persons to the Executive Committee who need not necessarily be members of the Society, who attend in an advisory and non-voting capacity; such membership to be reviewed annually. President and Vice President may attend meetings of the Executive Committee but may not vote at such meetings.
Trustees – voting members of the Executive Committee, some of whom are Officers.
Coopted Members – non-voting members of the Executive Committee, in an advisory capacity.
Observers- invited occasional attendees of Executive Meetings; non-voting. Observers may be asked to comment on matters during a meeting but only by specific invitation of the Chair or other officer
9. SUB-COMMITTEES – The Executive Committee shall have power to form sub-committees to carry out the functions of the Society and to appoint additional persons who need not necessarily be members of the Society who may attend in an advisory and non-voting capacity. The Trustees will agree the Terms of Reference (ToR) of each sub-committee.
10. APPEALS – The Executive Committee shall have power to make appeals, solicit donations and canvass monies for carrying out the objects of the Society.
11. EXPENSES OF ADMINISTRATION – The Executive Committee shall, out of monies received by the Society, pay all proper expenses of administration and management of the Society and shall use the residue of such monies as it thinks fit towards the objects of the Society.
12. BANKING – The Executive Committee shall have power to authorise the Treasurer to open and manage bank accounts with up to a further two Trustees serving on the Executive Committee able to carry out cheque payments and electronic transactions.
13. INVESTMENT – All monies belonging to the Society and not required for immediate application for its objects shall be invested in such securities, investments or property as the Executive Committee think proper, providing such investments are approved by the Charity Commission. The title of any property and any investments other than monies in the bank account shall be vested in Trustees of the Society.
14. BORROWING – The Executive Committee may borrow for the objects for the Society such monies at such rate of interest as it may think fit.
15. AMENDMENTS – The Constitution may be amended by a two-thirds majority of members present at an Annual or Special General Meeting, provided that 14 days’ notice of the proposed amendment has been sent to all members, and provided any amendment shall not permit the expenditure of funds on anything which is not a charitable object.
16. WINDING UP – In the event of the winding up of the Society the available funds shallbe transferred to one or more charitable bodies having objects reasonably similar to thoseof the Society, chosen by the Executive Committee and approved by the Charity
Commission of England and Wales.
Revised MARCH 2025