The Constitution

Our present Constitution was amended in 2010

1. Title

The Society shall be known as Project Purley.

2. Objects

The objects of the Society shall be:-

a) To cultivate and promote an interest in the history and all other aspects of the Parish of Purley on Thames, Berkshire.

b) To promote and carry out research into these aspects.

c) To collect relevant artefacts, documents and images and ensure that these are properly conserved and protected for the use of future generations.

d) To transfer ownership of  historically important material  to an appropriate institution.

e) To record and document the results of research and acquisition and, where practicable, to publish for a wider audience.

3. Area of Interest

The principal area of interest shall be the conjunction of the Civil Parish of Purley on Thames and the Ecclesiastical Parish of Purley including both former and present parts.

Secondary areas of interest shall extend to persons, organisations or events which have impinged upon Purley and also neigbouring parishes.

4. Membership

a) There shall be three categories of Membership:

Single – open to any person interested in furthering the objects of the society

Joint – for two named persons living at the same address

Honorary – for such persons as have been nominated to and approved by an AGM

b) A membership fee for each category shall be proposed to and agreed by the AGM to take effect on 1st January of the following year.

c) Only those members who have paid the appropriate fee shall be eligible to vote at an AGM.

d) Members shall be entitled to attend any open meeting or event of the Society.

e) One copy of the Journal will be provided for each Single, Joint or Honorary Membership.

5 Executive Committee

a) An Executive Committee, elected at an AGM, shall administer the affairs of the society between Annual General Meetings.

b) The Executive Committee shall consist of three officers, Chairman, Secretary and Treasurer together with not less than four or more than six other members.

c) One of the members of the Executive Committee shall be appointed Vice-Chairman who shall fulfill all the duties of the Chairman in the event of the latter’s indisposition or absence.

d) The Secretary’s name and contact details shall be notified to the public as the official point of contact for the Society

d) The Executive Committee shall meet as required and a quorum shall consist of one officer and three other members of the Executive Committee.

e) The Chairman shall preside at meetings of the Executive Committee. In the event that both the Chairman and the Vice Chairman are  absent, another member shall be elected to preside for that meeting

f) Matters shall be decided by a simple majority with the Chairman exercising a casting vote in the case of a tie.

g) Minutes of all Executive Committee meetings shall be taken and recorded. The record shall be approved at a subsequent meeting.

h) All Officers and Members of the Executive Committee shall be deemed to have resigned prior immediately to the elections at an AGM.

i) A retiring officer or member shall be eligible for re-election save that an officer may hold the same office for no more than five consecutive years. Such an officer may become eligible again after a lapse of one year.

j) The Executive Committee shall appoint  persons to perform a number of routine tasks for the year leading to an AGM. These shall include:-

(i) Meetings Secretary – to arrange and publicise a programme of events and to liaise with speakers as appropriate

(ii) Catering organiser – to arrange catering at events as required.

(iii) Journal Editor

(iv) Reporter(s) – for Purley Parish News, the local media and BLHA newsletter.

(v) Cheque signatories.

(vi) Electronic Archivist – to maintain the definitive electronic archive of the society and to copy to members on request.

(vii) Asset Archivist – to maintain a register of assets and their location.

k) The Executive Committee may co-opt further persons to carry out specific tasks. Such persons may attend Executive Committee meetings but may not vote.

l) The Executive Committee may appoint sub-committees to deal with specific matters or events.

6. Finance

a) The income and property of the Society wheresoever derived shall be applied solely to the promotion of the objects of the Society and no part thereof shall be transferred to any person or organisation without approval of the Executive Committee. 

b) The Treasurer shall maintain a bank account(s) which shall require at least two from three signatories.

c) All cheques must be signed by the Treasurer and one other member of the Executive Committee nominated for this purpose.

d) The Treasurer shall keep regular account of all receipts and payments in a manner approved by the Executive Committee and shall present to each Executive Committee meeting an interim statement of the Society’s finances.

e) The Society’s financial year shall end on 31st December. The annual accounts shall be submitted to and approved by the Executive Committee before the Annual General Meeting.

f) The accounts submitted to the AGM shall have been examined.

7. Annual General Meeting

a) An Annual General Meeting shall be held within three months of the end of the Society’s financial year.

b) Notification of the meeting shall be published at least one month prior to the meeting.

c) A quorum shall be two officers and one third of the paid up membership.

d) The business of the meeting shall be to:-

(i) Receive reports on the activities of the past year from the Chairman.

(ii) Receive and approve the audited accounts of the Society.

(iii) To elect the officers and other members of the Executive Committee.

(iv) Appoint the Hon. Examiner for the forthcoming year.

(v) Transact any other business with the consent of the Chairman.

8. Extraordinary General Meetings

a) An Extraordinary General Meeting shall be held either at the request of members or by resolution of The Executive Committee

b) A request for such a meeting from members must be signed by at least ten members and must specify precisely the resolution that the members wish to be adopted.

c) The Extraordinary General Meeting shall be held no sooner than thirty days and not later than sixty days from the receipt in writing from the ten members of the Society or the resolution of the Executive Committee.

d) The Executive Committee shall inform all members at least thirty days before, of the date and purpose of the business to be transacted, and no other business may be discussed.

e) A Quorum shall be as for the AGM

9. Amendments to the Constitution

a) The Constitution can be altered or amended only at an Annual General Meeting or an Extraordinary General Meeting of the Society.

b) The precise changes proposed to the Constitution must be notified to the Membership at least twenty one days before the AGM or EGM.

c) Rule 9(b) may be satisfied by distributing copies of proposed amendments at the February Meeting and delivering copies only to absent members.

c) The proposal to amend must be approved by at least two-thirds of the votes of society members present.

10. Dissolution of the Society

a) A proposal for the dissolution of the Society must be considered by an Extraordinary General Meeting which may be called either by members or the Executive Committee.

b) The proposal must specify the reasons for the dissolution and direct the disposal of any assets of the Society.

c) Such a motion must be approved by at least two thirds of those members present.

d) Following approval of such a motion the Treasurer shall satisfy any outstanding debts and liabilities.

e) The Officers shall deal with the disposal of any residual assets which shall not be distributed amongst the members of the Society but shall be given to one or more organisations with objects either similar to those of the Society, or to a Charity as the Extraordinary General Meeting may direct.

17th January 2010