The Constitution
1. NAME OF THE ASSOCIATION
The name of the Association shall be the "LINGFlELD AND DISTRICT TWINNING ASSOCIATION."
2. AIMS OF THE ASSOCIATION
a) To promote and foster friendship and understanding between the people of Lingfield and District and those of Plaisance du Touch and District in France, and those of other towns with which the Association may later form links.
b) To encourage visits by individuals and groups to and from linked towns, particularly by children and young people, and the development of personal contacts, and by so doing to broaden the mutual understanding of the cultural, recreational, educational and commercial activities of the linked towns.
c) To organise fund-raising activities to foster the aims of the Association.
3. MEMBERSHIP
Membership shall be open to all persons or organisations in sympathy with the aims of the Association. There shall be three categories of membership:
a) Individual Membership.
b) Family Membership, being open to all members of a family excepting sons or daughters over the age of eighteen years.
c) Corporate Membership. Corporate Membership does not in itself entitle members, or employees of the organisation which is a member, to the rights of individual, or family membership. Corporate membership entitles not more than two members of the organisation to the same rights conferred on individual, or family members.
4. COMMITTEE
The affairs of the Association shall be conducted by the Management Committee consisting of twelve members, one of which shall be, ex-officio, the Mayor, two others to be nominated by Lingfield Parish Council and the remaining nine to be elected by the Association, being broadly representative of organisations, associations, clubs and individuals in Lingfield and district.
a) The Committee shall have the power to co-opt and the co-opted members shall have the right to vote.
b) The quorum shall be five.
c) The Committee shall have the power to set up sub-committees, which shall have the power to co-opt to their membership, with the power to vote.
5. ELECTION OF COMMITTEE
The Committee shall be elected at the Annual General Meeting of the Association. The Association shall appoint a Chairman, Hon. Secretary, Hon. Treasurer and other such officers as it deems necessary, including an Hon. Auditor.
6. THE CHAIRMAN
The Chairman of the Management Committee, the Hon. Secretary and the Hon. Treasurer shall be ex-officio of all sub-committees.
7. THE MANAGEMENT COMMITTEE
The Management Committee shall call an annual general meeting of the Association between St January and 31st March of each year, giving each member at least fourteen days' notice in writing.
8. VOTING AT THE AGM
a) Only members present at the meeting shall be entitled to vote.
b) Each individual member shall be entitled to one vote and each family, or corporate member shall be entitled to two votes, provided that two members of such family, or organisation are present at the meeting. The Chairman shall have a casting vote.
9. SPECIAL GENERAL MEETING
A Special General Meeting of the Association may be called at any time on a written request signed by at least twenty members of The Association and delivered to the Hon. Secretary, containing details of the matter to be discussed. At least twenty-eight days' notice must be given.
10. ACCOUNTS
Audited accounts to 3lst December of each year shall be submitted to each Annual General Meeting.
11. MONEY
All monies received on behalf of the Association shall be kept in safe custody by the Hon. Treasurer and all cheques drawn on the Association shall be signed by any two of the Chairman, Hon. Treasurer, or Hon. Secretary.
12. SUBSCRIPTIONS
All subscriptions shall be determined at the AGM and be payable within two months thereof.
13. AMENDMENTS TO THE CONSTITUTION
Amendments to the Constitution shall only be made at the AGM, or at a Special General Meeting. Notice of the proposed amendment shall be given in writing to the Hon. Secretary at least twenty-one days before the meeting and details shall be given in the notice convening the meeting. No such amendment shall be carried unless not less than two-thirds of the members present and voting at the meeting vote in its favour.
14. DISSOLUTION OF THE ASSOCIATION
In the event of the dissolution of the Association, all surplus funds shall be transferred to such charity or charities, as the Committee shall in its absolute discretion decide.
