CONSTITUTION OF LETCHMORE HEATH VILLAGE

1. Name The name of the Society is Letchmore Heath Village Trust (“the Society”.)

2. Area of Benefit The Society is established for the advancement of environmental protection and improvement for the benefit of those living and working in the Letchmore Heath Conservation Area (“the Village.”)

3. Aims The aims of the Society are to:

3.1 promote high standards of planning, architecture and civic amenities in or affecting the Village and the surrounding countryside and, where planning or other proposals could have an adverse effect on the Village or its residents, the areas beyond the Village and the surrounding countryside

3.2 protect the Green Belt and the preservation, protection, development and improvement of features of historic or public interest in the areas above.

4. Powers To achieve its aims the Society, through its Executive Committee,(the Executive”) shall have power to:

(1) promote civic pride

(2) liaise with the parish, borough, county and all other authorities; to comment on their proposals, raise questions and make suggestions and, also, to liaise and co-operate with voluntary organisations, charities and persons having aims similar to those of the Society

(3) undertake projects to enhance, improve and introduce facilities for the benefit of Village life including but not limited to traffic control and visual aspects of the Village

(4) participate in any appeals or judicial review of planning decisions

(5) undertake research and publish papers, reports, surveys, maps and plans and collect and disseminate information in relation to all subjects directly connected with the aims of the Society by way of meetings, lectures, electronic or other communication

(6) raise funds by subscription, donation and otherwise, but the Society shall not undertake any permanent trading activities in raising funds for its aims

(7) acquire, by purchase, gift or otherwise items required to further the Society’s aims

(8) do anything else reasonably necessary for the Society to achieve its aims.

5. Liability The liability of members of the Society, including the Executive , will not exceed the amount of their annual subscription unless they have acted fraudulently or illegally.

6. Membership and Voting Membership is per resident or business and is open to all adult Village residents ,nearby residents who are interested in furthering the purposes of the Society and any business based in the Village.

Membership carries one vote per member or business.

No member may vote at any meeting of the Society if their subscription is in arrears.

A business member may vote via an appointed representative previously notified in writing to the Secretary.

7. Equal opportunities The Society will not discriminate on the grounds of sex, race ( including colour, ethnic or national origin) sexual orientation, disability, gender reassignment, religious or political belief, pregnancy or maternity, marital status or age.

8. Subscription The annual membership subscription to LHVT shall be £10 per household or business, and will apply to the calendar year in which it is made, irrespective of the date of payment.

The annual subscription may be reviewed at an Annual General Meeting (AGM.)

9. AGMs and Special General Meetings (SGM) An AGM will be held in or about November to receive the Executive’s report on its activities, the annual statement of account and to elect members of the Executive.

An SGM of the Society shall be held at the request of the Executive, or upon written request made to the Executive by 25% of the fully paid up members, stating the reason for the request.

All members will be notified in writing at least 3 weeks before any AGM or SGM, giving the venue, date and time.

The quorum for any AGM or SGM will be the greater of 10% of the membership or 10 members.

If consensus cannot be reached on any matter discussed at any meeting a vote will be taken and a decision will be made by a simple majority of members present (except for dissolution where the majority required shall be 2/3rds of members.) In the event of an equality in votes cast, the Chair shall have a second or casting vote.

10. The Executive. The business of the Society will be carried out by the Executive of up to 8 members although the Executive may, at its discretion, increase this up to 10 members. The Executive shall have the power to fill up to 2 vacancies occurring among the members of the Executive between AGMs and may co-opt further members in an advisory, non-voting capacity.

The Executive shall meet as necessary and at least 6 times annually. The Secretary shall give at least 7 days’ notice of each Executive meeting. The quorum for an Executive meeting shall be 5. Executive meetings will be open to the Executive only and the Chair shall have a casting vote, if required.

Members of the Executive shall be elected annually at the AGM and existing Executive members may be re-elected.

Nominations for election to the Executive shall be made in writing to the Secretary at least 7 days before the AGM, with the consent of the proposed nominee. Nominations shall be seconded by a member. If the nominations exceed the number of vacancies a ballot shall take place. In the event of an equality in the votes cast, the Chair shall have a second or casting vote.

Nominees for election as an Executive member shall declare, at the relevant AGM, any financial or professional interest known or likely to be of concern to the Society.

11. Officers The Officers of the Society shall consist of :

• Chair, who shall chair both general and Executive meetings
• Secretary, who shall take minutes and distribute papers
• Treasurer, who shall maintain accounts and keep a list of members

The Executive shall nominate the Officers and may fill casual vacancies occurring.

12. Declaration of Interest Any member, including Executive members, who are directly or indirectly interested, financially or professionally, in any item discussed at any meeting of the Society which they attend must declare that interest, recuse themselves, if required by the Chair, and will not be entitled to vote on that item.

13. Application of funds. The Society’s funds will be applied by the Executive in payment of all proper expenses of administration and management of the Society and then in furtherance of the Society’s aims.

Money belonging to the Society shall be held in a current account and any surplus not required for immediate application may be invested by the Executive in an interest bearing account.

An annual statement of account will be presented to the AGM.

14. Amendments This Constitution may be amended by a majority of members of the Executive. Any such amendments will require subsequent ratification by a majority of members present and voting at an LHVT AGM or SGM.

15. Notices Any notice required to be given by these Rules is properly given if left at or sent by prepaid post or email addressed to the address or email address of that member last notified to the Secretary.

16. Dissolution The Society may be dissolved by a two-thirds majority of members at an AGM or SGM.

Any motion to dissolve the Society shall be referred to specifically when notice of the relevant meeting is given.

If the Society is dissolved its funds and records will be transferred to one or more institutions with reasonably similar aims chosen by the Executive and approved by the meeting of the Society at which dissolution is confirmed.

This Constitution was adopted at the Annual General Meeting of the Society held on the 16th November 2023 at the Aldenham War Memorial Hall, Grange Lane Letchmore Heath WD25 8DY, as evidenced by the signatures of the Officers, below:

Chair……………………………………………………………………………. Alan Lambert

Secretary………………………………………………………………………Alison Rose

October 2023