We adopted this constitution at our
Annual General meeting on 21st April 2009.
It is based on a model constitution
supplied by The National Trust to all Centres and Associations. Our
particular version has been seen and approved by the National
Trust's Supporter Group Liaison Office.
This webpage is for information only.
The definitive copy of the constitution is held by the Association's
CONSTITUTION OF THE
PURBECK ASSOCIATION OF
NATIONAL TRUST MEMBERS
A National Trust
The name of this National Trust members’ and volunteers' group (being an
unincorporated association) is The Purbeck Association of The National Trust
objects (“the Objects”) are to promote and prosper actively the work
of the National Trust (registered charity number 205846) in
particular within the boundaries of the Isle of Purbeck and in the
postal districts BH19 and BH20 and to promote social activities to
make membership of the National Trust more enjoyable.
member of the Association for the time being (Clause E).
||The main Committee
of the Association for the time being (as specified in Clause G2).
||A member of the
Committee for the time being (as specified in Clause G2).
||An Annual General
Meeting of Association Members (Clause M).
General Meeting of Association Members (Clause N).
|| An AGM or EGM.
Vice-Chairman, Secretary and Treasurer (Clause F).
The financial year of
the Association shall run from 1st February to31st January
(Clauses L and M).
A person who holds a currently valid
National Trust volunteer card or admission card issued by the Trust
in recognition of voluntary work undertaken by them on Trust working
holidays and/or other residential projects.
POWERS OF THE ASSOCIATION
To further the Objects
in Clause B only the Committee shall have power:
to raise funds, to
invite and receive contributions and to encourage legacies to
the National Trust;
organise or enlist voluntary support and assistance;
to promote and
publicise the National Trust and enrol new members for the
to adopt charitable
status should the Association ever deem it appropriate;
to arrange meetings,
courses, lectures and other events and produce newsletters,
films, tapes and publicity in any media;
to arrange related
social activities, travel and refreshments;
to co-operate with
other organisations (including charities, voluntary bodies,
private and public sector organisations) and exchange
information and advice with them for mutual benefit;
lease or licence any property and alter, maintain and equip it
to take out and
arrange insurance and other security provisions; and
to do all other
lawful things as may further the achievements of the Objects.
Membership of the
Association shall be open to any person who:
i) is a fully paid-up member of
the National Trust or of the National Trust for Scotland; or
spouse or partner of a life member; or
ii) is a National Trust
iii) is a fully paid
up member of an affiliated overseas organisation; or
iv) is a member of
National Trust staff; and
b) is interested in
furthering the Objects; and
is admitted to membership having completed any application
procedures required by the Committee; and
d) pays any relevant
subscription within 60 days of it falling due.
The Committee may
decline to accept any person as an Association Member by a two
third majority of all Committee Members but shall always make its decisions objectively and
Every Association Member shall
be entitled to attend and vote at every GM and be eligible to
serve on the Committee.
Any Association Member’s
membership may be terminated for a fair and proper reason by a
two thirds majority of all Committee Members provided that the
individual is informed of the reason and given the right to be
heard by the Committee, accompanied by a Member friend, before a
final decision is made. That decision may be appealed at a GM
if the individual concerned requests this in writing to the
Chairman or Secretary within 14 days.
Where any subscription is not
paid within 60 days of it falling due, the relevant Association
Member shall automatically cease to hold (but may reapply for)
If membership is terminated or
resigned no part of any membership subscription paid shall be
The Committee may recommend
categories and levels of annual membership subscription for
confirmation at each AGM.
At the AGM, Association
Members shall elect from amongst themselves the Officers to hold
office from the end of that AGM until the end of the next AGM. One
person may hold more than one office.
shall be organised and managed by the Committee in accordance
with this Constitution.
shall consist of:
four Officers and
less than five other Committee Members (the number being determined
by the Committee) to be elected at the AGM from amongst the
Association Members to hold office from the end of that AGM until
the end of the next AGM.
The Committee may also fill a
vacancy or temporary absence among the Officers or other
Committee Members by co-option.
All Officers and
other Committee Members shall serve a term of one year expiring
at the end of the next AGM following their election. They shall
be eligible for re-election to the particular office held or to
another Committee position for not more than four additional
annual terms but at the end of the fifth term shall be
ineligible for re-election until the next AGM.
In such circumstances he/she may
continue as a Committee Member only if a motion to relax this
requirement in a particular case, signed by at least ten
Association Members, has been circulated as part of the agenda
and approved by the AGM.
Each co-opted Committee Member
shall hold office until the end of the AGM following his/her
appointment and may be re co-opted or elected.
The Committee’s proceedings
shall not be invalidated by any vacancy or defect in the
appointment or qualification of any Committee Member.
No one shall be eligible to be a
Committee Member if he/she is not an Association Member.
A member of National Trust staff
shall be entitled to attend Committee meetings from time to time
but not vote.
A Committee may invite a
suitable person to be President of the Association and may
likewise invite one or more persons to be Vice-Presidents. A
President or Vice-President is entitled to attend Committee
meetings from time to time but not to vote. A President or
Vice-President is entitled to attend a GM but may not vote
unless he/she is also an Association Member.
ENDING OF COMMITTEE MEMBERSHIP
A Committee Member
shall cease to hold office if he/she:
is absent without the
Committee’s permission from all its meetings for six months or
more and the Committee resolves that his/her office be vacated;
resigns by notice in writing to
the Chairman or Secretary; or
ceases to be an Association
has his/her Committee membership
terminated for a fair and proper reason following the same
procedure as for termination of Association membership set out
in Clause E4 above.
I. COMMITTEE MEETINGS
The Committee shall be entitled
(subject to this Constitution) to regulate its own affairs and
to determine the activities of the Association within the
Objects. However, the Committee must ensure that the Objects
are met and that this Constitution is adhered to.
The Committee shall hold at
least four meetings each year. An additional meeting may be
called by the Chairman or any two Committee Members giving
notice to the Secretary, who shall convene the meeting by giving
not less than four working days’ notice to all Committee Members
together with a written agenda.
The Chairman (or in the
Chairman’s absence the Vice-Chairman) shall act as chair at
Committee meetings. If both are absent, the Committee Members
present shall choose one of their number to be Chairman of the
Unless resolved otherwise by the
Committee, the quorum for any meeting shall be the greater of
one third of Committee Members or five, to include at least one
Unless otherwise specified in
this Constitution, every matter considered by the Committee
shall be determined by a majority of votes, (taken by show of
hands) of the Committee Members present and voting. In the case
of equal votes the Chairman of the meeting shall have a second
or casting vote.
The Secretary shall keep full
minutes of Committee meetings (recording those present, all
resolutions and their outcome). All minutes shall be approved
and signed by the Chairman or (if different) by the Chairman of
the meeting at the next Committee meeting and shall (on
reasonable notice) be available for inspection by any Committee
Member or Association Member.
The Committee shall ensure that
the Chairman of the Association signs the National Trust’s
Letter of Affiliation.
The Committee may appoint (and
dissolve) one or more sub-committees each consisting of at least
one Committee Member and other suitable Association Members for
any function or duty which in the Committee’s opinion should be
undertaken by a sub-committee.
The Chairman of each
sub-committee shall be a Committee Member.
Sub-committee proceedings shall
be fully and promptly reported to the Committee.
No sub-committee shall incur
expenditure or enter into any obligation on behalf of the
Association except as pre-approved by the Committee in a written
Unless the Committee otherwise
resolves, the Chairman and other sub-committee members shall
retire after five and three calendar years in office
All further arrangements in
connection with the holding and conduct of sub-committee
meetings may be decided by the Committee.
K. RECEIPTS AND
All Association funds (including
all contributions, donations and legacies) shall within a
reasonable period of receipt be paid into an account operated by
the Committee in the Association’s name at such bank or building
society as the Committee shall from time to time decide. All
cheques drawn on the account must be signed by at least two
Officers or, in their absence, Committee Members as their
The Association’s funds shall be
applied only in furthering the Objects and shall in no
circumstances be paid to or for the benefit of any Association
All funds collected on behalf of
the Association must be made payable to the Association and not
to any individual Committee Member or Association Member.
All the Association’s surplus
funds shall in due course be given to the National Trust.
The Committee shall ensure that
the Association’s funds are disbursed in accordance with this
Constitution and the current edition of the National Trust
Association’s Handbook from time to time.
The Association shall keep such
accounting records, prepare such annual accounts and arrange
such independent examination or auditing as shall be proper,
reasonable and sufficient to show and explain the transactions
of the Association.
The Treasurer shall be
responsible for keeping full and accurate accounting records
recording all income and expenditure of the Association for each
M. ANNUAL GENERAL
An AGM shall be held within
three months of the end of each Financial Year and shall be
called by the Committee to:
a) elect the
Officers and other elected Committee Members for the period to
the end of the next AGM
b) receive the
Committee Members’ reports and approve the accounts for the
preceding Financial Year;
c) appoint any
required independent examiner or auditor until the next AGM;
d) confirm, after
recommendation by the Committee, the annual subscriptions until
the next AGM;
e) approve the
Committee’s recommendations for the donation of any surplus
Association funds raised during the preceding Financial Year to
specific National Trust appeals or projects; and
f) consider any
The Secretary shall give at
least 21 days notice of the AGM to all Association Members and
circulate a broad written agenda.
Nominations (proposed, seconded
and with the consent of the nominee) for Officers or other
elections to the Committee must be made by any Association
Member(s) in writing and be in the hands of the Secretary at
least 14 days before the AGM. Should nominations exceed
vacancies, election shall be by ballot. If vacancies exceed
nominations then nominations may be accepted from the floor at
EXTRAORDINARY GENERAL MEETINGS
The Committee may call an EGM on
21 days’ notice.
If at least ten Association
Members, or a quarter of the total membership, (whichever is the
smaller) call an EGM in writing stating the business to be
considered, the Secretary shall within 21 days call an EGM by
giving 21 days’ notice.
Every notice of an EGM must
include a broad written agenda.
PROCEDURE AT GENERAL MEETINGS
The Secretary shall keep full
minutes of proceedings at every GM.
A quorum shall be set by the AGM
and may be varied by a subsequent AGM, any such changes to take
effect after the conclusion of that meeting. The figure set
shall be at least 15 if the Association has fewer than 200
Members and 30 if the Association has 200 members or more.
(Joint Members being counted individually).
Voting at GMs shall be by show
of hands, unless a ballot is requested by an Association Member
or the matter is the election of Officers or other Committee
Members and a ballot is required under Clause M3.
The Chairman (or in his/her
absence the Vice-Chairman) shall chair each GM. In their
absence the Association Members may elect another Committee
Member or an Association Member as President to chair the
The Chairman of a GM shall in
the event of an equality of votes have a second or casting vote.
All other arrangements for
holding and conducting GMs (not specified by law or this
Constitution) may be decided by the Committee.
Any notice to be sent
to any Association Member shall be in writing and sent by the
Secretary or the Committee through the post in a prepaid letter
addressed to such Member at his/her last known address, or delivered
by hand. Any
notice so sent shall be deemed to have been received within three
working days of posting.
Q. ALTERATIONS TO THE
Subject to the
following sub-paragraphs this Constitution may only be amended:
a) by a resolution (for which
prior written consent has been obtained from the National Trust)
passed by not less than two thirds of the Association Members
present and voting at a GM, the notice having included the wording
of the alteration proposed; or
b) on written notice from the
National Trust specifying the alteration to be made (which shall be
effective from the time of receipt by the Chairman or Secretary of
No amendment may be made to
Clause B (the Objects clause), Clause R (the dissolution clause)
or this Clause Q unless it is passed in accordance with Clause
Q1b), or Q1a) with the words “unanimous resolution” replacing
the words “not less than two thirds”.
The Committee should promptly
send to the National Trust a copy of any amendment made under
this Clause Q.
If the Committee
decides that it is necessary or advisable to dissolve the
Association it shall call a GM, of which not less than 21 days’
notice (stating the terms of the proposed resolution) shall be
given. If the proposal is confirmed by a two thirds majority of
Association Members present and voting the Committee shall realise
any assets held by or on behalf of the Association. Any assets
remaining after the payment of any proper debts and liabilities
shall promptly be given to the National Trust subject to the terms
of any trust or condition under which the assets were held by the
Committee Members may
collectively and separately be indemnified out of Association
funds in respect of any claims arising from the Association’s
affairs PROVIDED that no Committee Member shall be so
indemnified against any liability arising from his/her breach of
trust or duty.
If the Association wishes, it
may pay a premium for trustee indemnity insurance to cover the
liability of the Committee or any Committee Member for an
inadvertent breach of trust or duty.
This page was last updated
28 November 2013
© The Purbeck Association
of The National Trust