Oaten Hill and District Society

The Society's original constitution was approved at an open meeting on 14 August 1974, and subsequently amended by attaching notes at AGMs in 1980, 1982, 1984, 1987, 1991 and 1996.  At the 2002 AGM these amendments were consolidated into a single document which, with a new section on special interest groups to cover the Local History Group, was adopted unanimously. Section 4 (membership) was further amended at the 2005 AGM and section 2 (area) amended at the 2007 AGM.

1. Name 
The Society shall be known as the Oaten Hill and District Society.

2. Area

The Society’s area is South-east of the city walls between the Queningate and the Ridingate; as far as the Old Sessions house along Longport; as far as the junction with Lichfield Avenue along the New Dover Road; as far as the Kent County Cricket ground along the Old Dover Road; together with Nunnery Road/South Canterbury Road and including all roads, closes, etc lying between or feeding into these roads.  This area shall be more precisely defined by a map drawn up by the committee and presented for approval to a general meeting.

3.  Objects

The objects of the society shall to preserve the distinctive village character of the area by:

            (a) enabling members of the community to control their physical environment;

            (b) preserving a balance between residential and business interests in the area;

            (c) informing local residents of the opportunities available to enhance the area;

(d) providing a forum for residents and keeping them in touch with each other through newsletters and social activities.

4. Membership

Membership of the Society shall be open to residents living within the area outlined above who pay an annual subscription which shall be set from time to time by a general meeting upon proposition by the Committee. Other interested persons may join the Society on payment of this subscription together with an additional out-area fee to cover the cost of postage as determined by the Committee.

5.  General Meetings

(a) An Annual General Meeting shall be held no later than in the month of October, which shall elect the Society's officers, committee members and honorary auditor and which shall receive audited accounts.
(b) An Extraordinary General Meeting may be convened by 25% of the membership or by the committee.
(c) Voting at general meetings shall be restricted to the membership.
(d) At least 21 days written notice of the date time and place of general meetings shall be given to all members.

6.  Committee.

(a) The Committee shall act for the interests of the Society as necessary and be instructed on general policy by the membership at general meetings.

(b) The Committee shall comprise the following four officers:
Chairman                                 Vice-chairman
Secretary                                 Treasurer & Membership Secretary
along with between four and six committee members elected at the Annual General Meeting.

(c) The Committee shall in addition have power of co-option, and shall where necessary exercise that power to ensure the presence on the committee of a representative of every special interest group formed in accordance with section 7 below.

(d) The quorum shall be five members, and the chairman of the meeting shall have the casting vote in the event of any deadlock on any decision.

(e) The Committee shall keep minutes which shall be available to the membership.

7. Special Interest Groups

Special Interest Groups may be formed at any time to pursue defined objectives, and may if they so decide operate a separate bank account, provided that:
(a) the Group's name and defined objectives shall be approved by the Society's Committee and ratified by the Society's following Annual General Meeting;

(b) the Group shall be open to all members of the Society without further subscription, and only members of the Society may join the Group;

(c) the Group may not publish anything or make any public pronouncements without prior agreement of the Society's Committee;

(d) the Group shall report annually to the Society's Annual General Meeting on its activities;

(e) if the Group decides to operate a separate bank account, its accounts shall be open to inspection by the Society's treasurer, shall be audited by the Society's auditor and audited accounts shall be presented to the Society's Annual General Meeting;

(f) if the Group dissolves or, in the judgment of the Society's Committee, ceases to be active any funds in its possession shall pass to the Society.

8. Constitution

This constitution can only be amended by the decision of a two-thirds majority of those members present and voting at an Annual General Meeting or at an Extraordinary General Meeting.

9. Dissolution
In the event of the winding up of the Society, the Society’s Committee should arrange to transfer the remaining assets of the Society to a fund or trust with similar interests or aims to those of the Society after consultation with the members of the Society at a general meeting.

As approved at the 28th AGM 4/10/02 and amended at the 31st AGM 1/10/05 and 33rd AGM 28/9/07.  M S