The name of the Society shall be the Norsey Wood Society (hereinafter referred to as the ‘Society’).

(a) To participate with Basildon Borough Council in the management and conservation of Norsey Wood.

(b) To give information, advice and assistance to the Warden appointed by Basildon Borough Council.

(c) To encourage public interest and participation in the management and conservation of Norsey Wood.

(d) To promote public interest in Natural History and Conservation.

(e) To promote and support wildlife conservation and biodiversity in Billericay and the surrounding area, co-operating with other organisations when appropriate.

Membership shall be open to all who share the interests and objects of the Society as stated in Clause 2.

The Society shall meet at least once in every year, which meeting shall be the Annual General Meeting and on such other occasions as shall be deemed necessary. The Annual General Meeting shall elect by simple majority of all fully paid up members present a Chairperson, a Secretary, a Treasurer and such other officers as it may from time to time determine.

The general management of the affairs of the Society shall be directed by a Committee which shall meet not less than four times a year and which shall consist of:

(a) A Chairperson, who shall be Chairperson of the Society.

(b) The remaining Honorary Officers of the Society.

(c) Six representatives of the individual members of the Society entitled to vote at meetings of the Society elected by and from among themselves at the Annual General Meeting.

(d) Co-opted members appointed by the Committee who shall be members of the Society entitled to vote at meetings of the Society provided that the total number of co-opted members does not exceed one-third of the total membership of the Committee as defined in (a), (b) and (c) above.

(e) Two representatives of Basildon Borough Council.

All members of the Committee shall retire at the Annual General Meeting but shall be eligible for re-election. Any Officer shall serve for no longer than three consecutive years, after which he/she shall retire. In the event of no nomination being received and the office bearer being willing to continue, the three-year requirement to retire shall be waived.

Candidates for Officer positions shall be existing members of the Committee unless the retiring Committee confirms that no suitable candidate is available. 

Nominations for election to positions in sub-clauses (a), (b) and (c), including the name and signature of the Nominee and Proposer, must be submitted to the Secretary not less than 14 days before the Annual General Meeting. A Seconder for each nomination, who shall not be an existing member of the Committee, must come forward at the Meeting before a candidate can be elected.

Casual vacancies shall be filled by appointment by the Committee and the members so appointed shall retire at the next Annual General Meeting.

The Committee shall have power to appoint such sub-Committees as it may from time to time determine.

(a) The Annual General Meeting shall be held not more than three months following the end of the financial year.

(b) The business of the Annual General Meeting shall include the presentation and consideration of the annual report of the Committee and of the annual audited statement of accounts; the election of Honorary Officers; the election of members to serve on the Committee; the appointment of an Independent Accounts Examiner; the making of recommendations to the Committee, and such other business as may be detailed in the Agenda.

(c) The Chairperson or Secretary may at any time at their discretion call a General Meeting of the Society and such meetings shall be called upon the requisition in writing to the Secretary of at least 15 members of the Society stating the purpose of the meeting.

(d) Not less than six weeks’ notice of General Meetings must be given.

(e) Notices of Motion must be delivered to the Secretary of the Society not less than 14 days before a General Meeting.

(f) An Agenda for a General Meeting must be sent to all members of the Society at least seven days before a General Meeting stating the business to be considered thereat.

(a) The financial year of the Society will end on 31st October.

(b) The Treasurer of the Society shall be responsible for receiving all monies on behalf of the Society and for making all payments on behalf of the Society. He/she shall keep proper accounts of the monies received and paid by the Society.

(c) All monies received by the Society shall be paid into a Bank Account at a Bank approved by the Committee, except where required for immediate cash disbursement, in which case due account should be shown of such disbursement. Payments shall normally be by cheque drawn on the Society Bank Account or by Electronic Transfer or Direct Debit authority signed or otherwise authorised by any two of the Society’s Officers.

(d) An Independent Accounts Examiner shall be appointed to examine the accounts of the Society and report thereon to the Annual General Meeting. He/she shall not be a member of the Committee and shall have appropriate qualifications or experience. The examiner shall have the right to call for all Minutes, records, accounts and vouchers necessary for the performance of his/her duties and to any necessary explanation from any officers of the Society.

(e) The Committee may, at their discretion, decide upon subscriptions to be paid by Members of the Society.

(f) The income and assets of the Society may only be used for the furtherance of the Objects listed in Clause 2. No part of the Society’s income or property may be paid or transferred directly or indirectly by way of bonus or distribution to the members of the Society.

(a) One-third of the members apart from co-opted members shall form a quorum of meetings of the Committee or of any sub-Committee.

(b) A quorum of General Meetings of the Society shall be 20 members of the Society entitled to vote at meetings of the Society.

If by a simple majority the Committee decide that it is necessary or advisable on whatever grounds to dissolve the Society it shall call a General Meeting of the Society stating the resolution to be proposed thereat.

If it is confirmed at such a meeting by a simple majority of those voting that the Society should be dissolved, the Treasurer for the time being shall sell and realise the assets of the Society and shall after the satisfaction of all proper debts and liabilities of the Society pay all monies arising from such sale to further the objects of the Society as stated in Clause 2.

Any alteration to this Constitution shall require the approval of a majority of two-thirds of those voting at a General Meeting of the Society.