The committee has also developed guidance notes relating to the constitution which can be read here: Guidance Notes
1. NAME OF THE SOCIETY
Willaston Residents’ and Countryside Society (the Society)
2. OBJECTS OF THE SOCIETY
The objects of the Society are:
3. DEFINITION OF THE DISTRICT OF WILLASTON
The District of Willaston is defined within the boundary line as shown in the attached appendix. This area does not necessary reflect political or geographical areas.
4. MEMBERSHIP OF THE SOCIETY
Full membership is automatically provided to the Local Councillor(s) and to any person aged 18 or over who resides within the area shown in the appendix. Full members are eligible to vote at the Annual General Meeting (AGM) and any Special General Meeting (SGM).
A person who is nominated by a community organisation listed in Section 7 to represent that organisation on the Management Committee, shall be a full member of the Society for the term of their appointment.
Associate membership is available for those people who do not reside within the village boundary but have a specific interest in the village or a business operating in the District of Willaston. Associate membership is open to people aged 18 or over by application and subject to the agreement by majority vote of the Management Committee. Associate membership is limited to three years, after which the member has to reapply. An associate member can attend and speak and vote at the AGM/SGM. A maximum of ten people may be associate members at any time.
5. MANAGEMENT OF THE SOCIETY
The management of the Society shall be vested in the Management Committee who will be composed of:
The Management Committee can appoint Sub-committees to undertake specific tasks. Membership of Sub-committees and terms of reference will be determined by the Management Committee. The Management Committee retains the final decision-making authority.
The Officers of the Society will comprise the Chair, Vice-Chair (up to two in the absence of a Chair), Secretary, Treasurer, Planning Officer, Footpaths Officers, Publicity Officer, Social Media Officer.
The Secretary will act as the Data Controller for the Society.
Officers are elected at the AGM for a period of three years and must fulfil the full or associate membership criteria in Section 4 at the time of election.
A maximum of three associate members can have the role of an Officer at any one time.
If the role of any Officer becomes vacant before an AGM, the Management Committee may, by a majority vote, co-opt a person fulfilling the full membership criteria in Section 4 to fill the post for the subsequent period up to the next AGM.
The Officers are responsible for the day-to-day work of the Society and may make decisions by majority vote where needed prior to the next meeting.
7. ORGANISATIONAL REPRESENTATIVES
Community organisations are entitled to each appoint one representative to the Management Committee. If the nominated representative is unable to attend a meeting, a substitute nominated by the organisation may attend.
Examples of community organisations include:
The list of organisations will be reviewed annually at the Management Committee meeting prior to the AGM. Interested community organisations based in the District of Willaston may apply for membership, which will be subject to agreement by majority vote of the Management Committee.
A representative of a community organisation need not necessarily reside in the District of Willaston but essentially shall represent the views of their organisation and adhere to the Objects of the Society.
8. RESIDENT REPRESENTATIVES
Resident representatives are elected at the AGM for a three-year period and must fulfil the full membership criteria at the time of election. A maximum of six representatives may serve at any one time.
If a Resident Representative fails to attend without tendering apologies for three of six meetings in a year, their membership can be revoked at the discretion of the Management Committee.
9. CO-OPTED MEMBERS
The Management Committee has the power to co-opt up to ten people by a majority vote to serve on the Management Committee until the next AGM. Co-opted members will retire immediately before the AGM but may be re-appointed.
A co-opted member is a full member of the Society if they reside within the District of Willaston or associate member if residing outside the District.
Only full members may vote at an AGM, SGM or a meeting of the Management Committee. Committee members may only vote at a Management Committee.
A vote on any valid proposition shall be taken by show of hands or ballot as required. A vote is carried if more than 50% of those attending (subject to a quorum) agree to the proposition. The Chair shall not have a further casting vote and if the voting is equal in number the proposition is not carried.
The Management Committee will meet every other month, with meeting dates determined by the Management Committee. Ten members of the Management Committee are required for a meeting quorum. Additional meetings will be held as necessary when determined by a majority of the Officers.
The Management Committee may from time to time make and alter rules for the conduct of their business, the summoning and conduct of meetings and the custody of documents. No rule may be made which is inconsistent with the Objects of the Society.
Membership of the Society is without cost or payment.
Money may be raised by fund-raising and donations. All monies raised on behalf of the Society should be applied to further the aims of the Society and for no other purpose. All monies raised by any sub-committee of the Society must be applied consistently with the terms of reference agreed by the Management Committee.
Bank accounts must be opened in the name of the Society. Cheques, transfers and other banking instructions shall be signed by the Treasurer and at least one other approved signatory who is an Officer. Approved signatories must not be related or members of the same household. All signatory changes will be approved by the Management Committee.
An accurate record of income and expenditure must be kept, along with records of all transactions, including petty cash transactions.
A statement of accounts should be independently examined and presented each year at the AGM. Accounts should be open to inspection by any full member on request to the Treasurer.
16. ANNUAL GENERAL MEETING (AGM)
The Society will hold an AGM once each calendar year and not more than fifteen months shall pass between one AGM and the next.
Nominations for the election of Officers and Resident Representatives are to be received not less than 72 hours prior to the AGM. Nominees and anyone seeking Associate membership should write to the Secretary with a supporting statement explaining their reasons for applying.
Notice of the AGM will be sent to Management Committee members, will be placed on village notice boards and on the Society’s Facebook and web page at least two weeks in advance.
17. SPECIAL GENERAL MEETING (SGM)
A Special General Meeting can be called by a majority vote of the Management Committee. Notice of the SGM will be sent to Management Committee members, will be placed on village notice boards and on the Society’s Facebook and web page at least two weeks in advance.
18.AMENDMENTS TO THE CONSTITUTION
Amendments to the constitution may only be made at an AGM or a SGM. Any proposal to amend the constitution must be circulated with the notice of the AGM or SGM. Any proposal to amend the constitution will require a two-thirds majority of those full members present.
If a Management Committee meeting, by a majority vote, decides that it is necessary to close down the Society, it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the Society.
Any realised assets remaining shall be distributed amongst organisations existing within the District of Willaston as determined solely by the Management Committee at the date of the dissolution.
Appendix: Map of the District of Willaston
(amended at the AGM on 27th October 2023)