Constitution of the Peter Warlock Society

As amended on 17th May 2014

  1. Name: Peter Warlock Society.

  2. The Peter Warlock Society is an unincorporated Society, registered with the Charity Commissioners. Registration Number 257041.

  3. The object of the Society is to spread knowledge and appreciation of the life and work of Peter Warlock among the public, and to encourage performance of his music.

  4. Membership is open to all who pay the annual subscription (see also 7.).

  5. The annual subscription will be reviewed periodically at an AGM (currently £17 in 2014). The financial year is from 1st January to 31st December, and the annual subscription of any member joining after the issue of the year’s second Newsletter will be carried over to include the following year. Life membership is also obtainable on payment of the equivalent of twelve years’ subscription (£204 in 2014). All renewal subscriptions for paying members are therefore due on the 1st January.

  6. A member whose subscription for that year has not been received by 30th June shall automatically be deemed a lapsed member. A lapsed member may re-join the Society on payment of the relevant sum(s).

  7. Honorary membership of The Peter Warlock Society is granted by a quorum of the Committee, and does not presuppose payment of an annual subscription.

  8. (a) The Society’s affairs shall be decided and implemented by a Committee of four executive officers (Chairman, Vice Chairman, Secretary and Treasurer) and six ordinary committee members. All of these ten individuals shall be elected at an AGM, and whilst in office will constitute the current trustees of the Society. In the event of a casual vacancy on the Committee, this may be filled at the instigation of the Committee. Any Committee member (including executive officers) may retire or resign only by providing at least a month’s prior notice in writing to the Hon. Secretary.
    (b) The Committee may co-opt additional Committee members and invite advisers for special purposes. They need not be Society members, but if not, will have no voting rights.
    (c) The Treasurer shall present audited accounts at each AGM.
    (d) The quorum for a Committee meeting is dependent on the number of Committee positions filled at the time in question. The quorum will be that figure which is immediately in excess of 50% of the actual Committee size.
    (e) The other officers of the Society shall be:
    – Newsletter Editor
    – Hire Librarian
    – American Representative
    – Webmaster
    – Such other persons the Committee deems necessary

    These other officers, being non-executive, will be appointed by the Committee, and may either be existing Committee members, or members not on the Committee. If from outside of the Committee, such officers do not have the automatic right to attend committee meetings. They may be invited to do so by the Committee, or they may themselves request attendance when relevant (but would have no voting rights). The Committee will review all appointments annually, and terminate any such if it believes the circumstances justify such action.

  9. The Committee shall have the discretion to appoint honorary officers for life; these include President, Vice Presidents and any other Emeritus positions. Vice Presidents are appointed on the basis of either (a) status, e.g., a well known name that might add prestige and lustre to the Society, or (b) by way of recognition, conferred on those who have made an outstanding contribution to the Society’s affairs sustained over a long period. The President and Vice Presidents have a right to attend Committee meetings in an advisory capacity, but without voting rights. Any such appointments made by the Committee would be subject to ratification at the next AGM.

  10. From the year 2006, the AGM will normally be held in the month of May, but may not be held later than 30th June. Notification of the AGM will be sent out no less than four weeks before the date of the meeting, along with the previous AGM’s minutes, an agenda for the forthcoming meeting, and a list of individuals nominated for the Election of Executive Officers and ordinary committee members. Nominations (proposed and seconded) for executive officers and committee members are required to be sent to the Hon. Secretary to arrive no later than 1st March in the appropriate year.

  11. Election of Officers and Ordinary Committee Members.

    At the AGM all serving executive officers (apart from those elected for life) and committee members shall stand down. Such officers shall have the right to be re-elected either to the post they have held, or to another post. Should an officer not be re- elected to a previous post, he/she has the right to stand for election to any remaining posts. The outgoing Chairman shall chair the initial part of the election, i.e., that of Chairman. Should he/she be re-elected, he/she will continue to chair the remainder of the meeting. Should a new Chairman be elected, that new Chairman shall take the chair for the rest of the elections and the meeting. Then shall be elected in the following order:
    – Vice Chairman
    – Secretary
    – Treasurer
    – Six ordinary committee members. Ratification of any honorary officers appointed by the Committee (as in 9. above).

    For an election to be valid all posts shall require a proposer and seconder and for the proposal to be carried by a majority at an AGM. Should two or more members be proposed for any one post, then an election is required by secret ballot. The successful candidate shall be the one who receives most votes. The Chairman may not take part in the ballot, but shall have a casting vote in the event of a tie.

    The quorum for an AGM is 12.

    The Committee should specify the duties of all officers to avoid confusion of responsibilities, and a job description should be drawn up for each officer post.

  12. (a) An Extraordinary General Meeting may be convened at any time on a requisition signed by at least 15 members and delivered to the Secretary, following which the Secretary shall give notice of the meeting to all members of the Society. The meeting must be held not more than 42 days, or less than 21 days after delivery of the requisition. The requisition for the meeting must set out the resolution, or resolutions, to be proposed at it, and the notice of the meeting to all members (as above) must contain details of such resolution or resolutions.
    (b) Resolutions at an Extraordinary General Meeting shall be passed by a majority of at least three quarters of the votes entitled to be cast by the members present at any such meeting. The Chairman shall not have a second or casting vote, but shall be entitled to vote.

  13. The Society welcomes donations, grants in aid, or financial guarantees.

  14. The income and property of the Society, whencesoever derived, shall be applied solely towards the promotion of the object of the Society as stated in 3. above. In no case will a member receive financial benefit from the activities of the Society. Trustees of the Society will not receive any payment for activities directly related to their trusteeship. However, trustees may be paid for supplying goods or services where such activities are clearly outside the trusteeship, and provided the payment is in line with current guidance from the Charity Commission.

  15. In the event of the winding up of the Society, any remaining assets shall be handed over to a charitable society or association having similar aims and objectives. This to be decided by the Committee.

  16. Any proposal to amend this Constitution shall be circulated to members with the notification of the Annual General Meeting or Extraordinary General Meeting, and shall be voted upon at that meeting in accordance with provisions of 12.(b).

    Members who are unable to attend an AGM or EGM at which an amendment to the constitution is to be proposed and voted upon, may request to vote by Proxy. In the case of an AGM or EGM a formal request to vote by Proxy must be sent to the Hon. Secretary to arrive no later than 10 days prior to the date of the meeting.

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