Milford Haven Business Circle

Milford Haven Business Circle
(Formerly known as Milford Haven Chamber of Trade.)
Constitution

Name
The name of the association is the Milford Haven Business Circle
(Formerly known as the Milford Haven Chamber of Trade.), referred to as the Business Circle hereinafter.

Aim
To participate in the local community, influence local issues, and act as the voice of the local business community.

Objectives
To promote the well-being and prosperity of the town, to encourage and nurture entrepreneurship, and to foster members’ service and professionalism by encouraging training and embracing innovation.
To promote and protect the interests of its members. The promoting or opposing of legislative or other measures affecting such traders and manufacturers particularly such as may affect traders, manufacturers and business people carrying on business in or near to Milford Haven.
The doing of all such other things as are incidental or conducive to the attainment of the above objects or are otherwise for the benefit of business generally in the district and to render all such other services as may be found possible or desirable.

Membership
Membership of the business circle shall be open to all companies, firms, and persons actively involved in business in Milford Haven and the surrounding area.
Representatives of non-business organisations and individuals are welcome as co-opted members, but they will not have a vote.
There will be one vote per membership fee.
The executive shall have the right to refuse an application for membership without giving a reason to the applicant; however business circle members will need to vote on any possible refused application.
The executive may suspend any member whose conduct is detrimental to or discredits the business circle.
There shall be right of appeal to an independent arbitrator appointed by mutual agreement.

Subscriptions
Every member shall pay an annual subscription as determined by the Annual General Meeting (AGM).
Each annual subscription shall be due for renewal following the AGM.
Any member who has not paid their subscription two months after the due date shall forfeit their right to vote until the treasurer receives their subscription.

Officers and Executive committee
The officers of the business circle shall be chairman; treasurer, and secretary.
The business circle shall appoint an executive committee made up of the chairman, treasurer, secretary, and two other members.
The officers and two other members will be elected annually at the AGM.

Quorum
The business circle shall meet not less than four times a year.
The meeting will be quorate if two officers and/or executives 10% of members are present.
In the absence of the chairman from any meeting, the members present at the meeting shall elect a chairman to preside at that meeting.

Chairman
Shall:
1 Makes arrangements for meeting and notifies members of date, time and place of meeting.
2 Calls meeting to order.
3 Prepares agenda for meeting.
4 Delegates responsibilities to committee members.
5 Uses the community service planning checklist to guide work of committee.
6 Involves all members in the decision making, as much as is possible.

Treasurer
Shall keep an account of all monies received and paid, and shall pay all accounts approved by the business circle.
He/she shall present to the AGM a statement of accounts.

Secretary
Shall keep a record of the proceeding of the meetings of the business circle.

Executives
Shall be there in cases where a decision needs to be taken, when there is not time to call an EGM. The decision outside the meeting will be taken by all officers and executives, and be decided on the majority of votes.

Procedures
The AGM shall be held within 15 months of the previous AGM, the date to be decided at a previous monthly meeting of the circle.
The chairman shall present a report of the group’s activities for the previous year.
The secretary shall give (either in writing or electronic mail) at least 28 clear days’ notice of the meeting to each member.
At each AGM the business shall include:
1. The approval of the accounts.
2. The fixing and approval of the rates of membership subscriptions for the current year.
3. The election of the officers
4. The election of other members to serve on the executive committee
5. Motions submitted by members must be submitted to the secretary within 14 days of the member receiving notice of the AGM.

Extra ordinary general meeting (EGM)
The secretary shall call a special general meeting of the business circle within 21 days of receiving a written request so to do by not less than three members who are each eligible to vote in a ballot of members and giving their reasons for the request.

Nominations of officers
Only members eligible to vote at a meeting of the business circle shall be eligible to serve as officers or members of the executive. Nominations for officers or members of the executive must be made by members eligible to vote, either in writing or by electronic mail, and be in the hands of the secretary at least seven days before the AGM.
A member may not nominate himself / herself. Should nominations exceed vacancies, election shall be by ballot.

Rules of procedures at all meetings
Voting
All questions arising at any meeting shall be decided by a simple majority of the votes cast or by show of hands, by which means the chairman for the time being shall decide. In the case of an equality of votes, the person taking the chair at the meeting shall have a second or casting vote.
Minutes
The secretary shall ensure that minutes are kept of all general meetings, a note of those present, and a record of all proceedings, resolutions and decisions. The authenticity of minutes shall be approved by a representative number of the members present at the meeting to which the minutes refer and signed in their presence by the chairman for the time being at a subsequent meeting when the minutes for that meeting are to be considered.

Finance
All funds raised by or on behalf of the business circle are the property of the business circle and shall be applied to further the objects of the business circle and for no other purpose; the preceding provision shall not, however, prevent the payment in good faith of reasonable and proper remuneration to any employee of the business circle and fees to professional and technical advisers or the repayment to members of the business circle of reasonable out-of-pocket expenses as approved by the executive. The treasurer shall keep proper accounting records and shall prepare proper accounts annually. A bank account shall be opened in the name of the business circle, such banks and/or building societies, as the executive committee shall from time to time decide. The business circle shall authorise in writing three members (one of whom shall be the treasurer) to sign cheques on behalf of the business circle. All cheques must be signed by not less than two of the three authorised signatories.
Fuel allowance shall be provided at the rate set by HM Revenue and Customs at that time (this will be calculated per journey made, and will not need a fuel receipt), a fuel allowance form will need filling in for this monies.
Public transport to anything on behalf of business circle can be reimbursed on presentation of a valid receipt or travel pass.
Business circle will provide printer ink and paper for all printing required by business circle. If printer ink or paper is not available a cost of 10p per black and white and 20p per colour A4 sheet can be applied for.

Property
The title to all property, heritable and moveable, which may be acquired by or on behalf of the business circle, shall be vested in the names of the chairman, secretary and the treasurer.

Alterations to the constitution.
A resolution to alter this constitution shall not be valid unless:
(a) Notice (setting out the terms of the proposed alteration) shall have been given to the members not less than 21 clear days before the meeting at which the alteration was proposed, and
(b) Two thirds of the votes cast in relation to the resolution at a general meeting of the business circle (whether annual or special) are in favour.

Dissolution
If the business circle by simple majority decide at any time that on the ground of expense or otherwise it is necessary or advisable to dissolve the business circle it shall call a special general meeting, of which meeting not less than 21 days’ notice (stating the terms of the resolution to be proposed at the meeting) shall be given. If such decision is confirmed by a two-thirds majority of the votes cast in relation to the resolution at such meeting, the management committee shall sell such assets of the business circle as they may consider appropriate for the best price reasonably obtainable and settle the debts and liabilities of the business circle. Any assets remaining after the satisfaction of such debts and liabilities shall be given or transferred to such other charitable organisation or organisations having objects similar to the objects of the business circle.