Milford Haven Business Circle Constitution
(formerly known as Milford Haven Chamber of Trade.) 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. The executive shall have the right to refuse an application for membership without
giving a reason. 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
The officers of the business circle shall be chairman; treasurer, and secretary. Executive committee
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 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. 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
The secretary shall keep a record of the proceeding of the meetings of the business
circle. 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:
The approval of the accounts. The fixing and approval of the rates of membership subscriptions for the
current year. The election of the officers
The election of other members to serve on the executive committee
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. 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.
