Constitution
Kibworth & District Heritage Society Constitution (2025)
Understanding yesterday, for the benefit of today and tomorrow
1. The Society shall be called the ‘Kibworth & District Heritage Society’ and will replace
the Kibworth History Society first established in 1989 and dissolved in 2018.
2. The aims and objectives of the Society are to acknowledge and encourage the interests of
people in the local history and heritage of Kibworth Beauchamp, Kibworth Harcourt and
Smeeton Westerby and the surrounding area.
The Society shall undertake the following to achieve the aims and objectives:
2.1 Carry out research
2.2 Collect and preserve
2.3 Arrange talks and exhibitions
2.4 Circulate and publish
3. Management of Kibworth & District Heritage Society
3.1 The Committee of Kibworth & District Heritage Society shall consist of not less than six
members and not more than nine. The Committee shall be established upon relaunch of the
society and have the option of co-opting further members as is deemed necessary. At least
one committee member should be a representative and trustee of the community library.
3.2 The election of the Chairperson, Secretary, Treasurer and the rest of the Committee will
take place at the Annual General Meeting by the membership
3.3 The Annual General Meeting of Kibworth & District Heritage Society will take place
annually during September. The date of the Annual General Meeting shall be notified to
members not less than 21 days prior to it being held.
3.4 Resolutions for discussion at the Annual General Meeting and nominations for election to
the Committee shall be provided to the Secretary at least 14 days prior to the date of the
AGM3.5 The Constitution of the Society can only be changed at the Annual General Meeting or at
an Extraordinary General Meeting requested in writing by ten members of the Society.
3.6 Rules relating to the Constitution of the Society may only be changed by a two thirds
majority of the members present at the Annual or Extraordinary General Meeting. The
proposed alteration(s) submitted in writing and seconded, shall be sent to the Secretary 30
days prior to the date of the meeting
3.7 Four Committee members or six ordinary members are required to call an Extraordinary
General meeting of the Society. This will be convened within thirty days of a signed written
request being received by the Secretary
3.8 The Committee shall meet at least six-weekly and as often as it deems necessary for the
good administration of Society business. Resolutions discussed by the Committee shall be
passed by a simple majority. The Chairperson shall exercise a casting vote should this be
necessary
3.9 Committee meetings shall require a quorum of four Committee members to take place
3.10 Any comment or opinion given to the press, media, official bodies or to the public by a
member of the Kibworth & District Heritage Society committee or by a Kibworth & District
Heritage Society member can only be deemed to be that of the individual concerned unless
the matter has been discussed within the Committee and agreed by them. Any written
communication to such bodies should be done on Kibworth & District Heritage Society
headed paper.
4. Membership and Subscriptions
4.1 Membership shall be open to all persons, irrespective of ethnicity, age, gender,
nationality, sexuality, political party or religion, interested in the local history of Kibworth
Beauchamp, Kibworth Harcourt, Smeeton Westerby and the surrounding area within the
county of Leicestershire and on payment of an appropriate subscription if required
4.2 Guests are welcome to attend Kibworth & District Heritage Society meetings and events
on payment of an appropriate entry charge
4.3 Membership fees and guest charges will be decided at the inaugural meeting of the
society and thereafter at the Annual General Meeting. Subscriptions will include individual or
family membership. The amount of each type of membership shall be recommended by the
Committee and agreed at the Annual General Meeting for the following year. Annual
subscriptions will be renewable from the 1st January for the calendar year.
5. Finance
5.1 The Treasurer shall prepare a draft Income and Expenditure Account for the year to
present at the Annual General Meeting. The accounts shall be audited annually by an
independent auditor.5.2 Bank Account(s) shall be maintained in the name of the Society and shall be operated by
the Treasurer, Chairman and Secretary. Any payment on behalf of the society, or any
withdrawal of funds, will require two signatures.
5.3 The Treasurer shall receive all donations, contributions, bequests and grants. All income
from whatever source shall be paid into the Kibworth & District Heritage Society bank
account
5.4 The three principal officers are responsible for the maintenance and safe custody of the
property of the Society
5.5 All items of expenditure by any member of the Committee shall be strictly within the
context of the aims and objectives of the Society. All such expenditure shall be subject to the
prior approval of the Treasurer, who may wish to consult with other Committee members. No
officer or other Committee member shall unilaterally make any commitment or enter into any
agreement to purchase supplies or equipment or take any action that will incur expense to the
Society without first consulting the Treasurer
5.6 Failure to observe the above principles may result in a Committee member not being
reimbursed
5.7 The society shall not be entitled to distribute income or property to its members during its
lifetime
6. Ownership issues
6.1 Any resources or materials obtained and/or published by the Society will remain the
property of Kibworth History Society
6.2 The domain name of the website for Kibworth & District Heritage Society shall be the
property of Kibworth & District Heritage Society
7. Dissolution
7.1 The Society shall be wound up only by a resolution of an Extraordinary General Meeting
called for the purpose and on the approval given by not less than two-thirds of those present
and entitled to vote as members
7.2 Any assets remaining after the meeting once liabilities have been met shall be disposed
of in such a manner as the meeting shall decide to another charitable or non-profit
organisation.
8. Validation and Adoption
The validation and adoption process involves several steps to ensure that the constitution and
any changes to it are properly reviewed and accepted by the members of the Kibworth &
District Heritage Society. This process is crucial for maintaining the integrity and
functionality of the society.8.1 Proposal Submission: Any proposed changes to the constitution must be submitted in
writing and seconded. These proposals should be sent to the Secretary at least 30 days
prior to the date of the meeting.
8.2 Meeting Notification: The date of the Annual General Meeting (AGM) or an
Extraordinary General Meeting (EGM) must be notified to members not less than 21
days prior to it being held.
8.3 Discussion and V oting: Resolutions for discussion at the AGM and nominations for
election to the Committee must be provided to the Secretary at least 14 days prior to the
date of the AGM . Rules relating to the constitution can only be changed by a two-thirds
majority of the members present at the AGM or EGM.
8.4 Quorum Requirements: Committee meetings require a quorum of four
Committee members to take place. An EGM can be called by four Committee members
or six ordinary members and must be convened within thirty days of a signed written
request being received by the Secretary.
8.5 Approval and Implementation: Any changes to the constitution are validated
through the voting process and, once approved, are adopted and implemented by the
society.
This process ensures that all members have a say in the governance of the society and that
changes are made transparently and democratically.
Resolution: That this constitution be formally adopted by the Kibworth & District Heritage
Society which will be launched in September 2025 when all committee members have signed
below:
John Freeland (Chair)………………………………………………..Date ……………………
Stephen Poyzer (Vice-Chair) ………………………………………..Date……………………
Sara Barrett (Treasurer) ……………………………………………..Date ……………………..
Janet Dowling (Secretary) …………………………………………..Date ……………………..
Other Committee Members
Ann Davis ……………………………………………………………Date……………………
Janet Davis ……………………………………………………………Date……………………
John Tillotson…………………………………………………………Date …………………..