Name

The name of the group is West Midlands Butterfly and Moth Society. Called ‘the Society’ in these rules.

Aims of the Society

• to encourage the study, conservation of butterflies and moths in the West Midlands region of the United Kingdom;
• to promote, undertake and sponsor scientific study and research into the life cycles of butterflies and moths in relation to the habitats where they are found;
• to promote or undertake conservation work and sound management for the benefit of butterflies and moths;
• to foster interest in governmental and voluntary bodies, educational establishments and the general public in issues concerning the conservation of butterflies and moths.

Powers

To further these aims, the Society may exercise the following powers:

• To raise funds and receive contributions, membership subscriptions, grants, donations and otherwise;
• To work with representatives of voluntary and statutory organisations, government departments and individuals in support of the overall aims;
• To organise conservation tasks to maintain or create habitat for butterflies and moths;
• To produce leaflets/posters, newsletters and other publications to publicise Society activities;
• To create and maintain a website and promote activities using social media;
• To recruit and support volunteers to undertake conservation and recording activities to further the work of the Society;
• To hold meetings and organise other events;
• To obtain insurance cover for its members and other volunteers involved in Society activities;
• To undertake any other lawful activity to further the Society’s aims.
• To employ staff, when necessary, to carry out work;
• To affiliate to other organisations sharing similar aims;
• To undertake any other lawful activity to further the Society’s aims.

Membership

Membership of the Society shall be open to all persons in sympathy with the aims, willing to abide by the Society’s constitution and pay the required membership fee. Each member will have one vote and will be eligible to stand for election onto the committee.

The Society will be not-for-profit, non-party-political, non-sectarian and will be committed to non-discriminatory practices and equal opportunities.

Management Committee

The Society shall elect a committee of members who will direct the policy and management of the Society. They shall be elected to serve for three years after which time they may stand for re-election.

The chair will have a casting vote in the event of a tie.

The committee will have the power to co-opt members.

The committee will decide on membership subscriptions.

The committee will meet a minimum of twice a year a year. The quorum level will be set at three members.

From amongst the committee, a chairperson, a secretary and a treasurer will be selected. Other members may be appointed to undertake particular responsibilities within the Society, eg fundraising or leading conservation tasks.

Meetings

General meetings will be held as often as necessary.

An annual general meeting (agm) of the Society shall be held every year at a time to be determined. All members shall be notified not less than fourteen days before the meeting. An agenda will be circulated. Business of the agm will include electing the committee; reporting on the activities during the year, amendments to the constitution and approval of the Society’s accounts.

An extraordinary general meeting (egm) can be held at the chair’s discretion or by a written request to the chair of not less than 50 Members. The meeting shall be called within twenty-one days of such a request and appropriate measures taken to inform all members. An extraordinary general meeting should only consider the business specified in the request.

Finances

• Any money raised shall be used to further the aims of the Society and for no other purpose;
• A bank account will be opened in the name of the Society;
• The account will require two signatures on any cheque or other bank document (except paying in slips). There will be three signatories available to the treasurer for signing cheques. The committee shall decide the signatories to any account set up in the name of the Society.
• A simple written note of the Society’s financial position, will be produced and available at committee meetings;
• A statement of accounts verified by a competent person who is independent of the Society shall be tabled at the agm;
• No member shall derive any financial benefit from the Society, except for payment of ‘reasonable expenses’;
• No money will be paid out in the name of the Society without a receipt being presented.

Amendments to the constitution

If amendment(s) to the constitution are necessary, members will be informed in writing and given the opportunity to consider and vote on the amendments. The amendment(s) will be made if there is a two-thirds majority vote of members.

Dissolution

If the committee, by a simple majority, deem it advisable to dissolve the group, it shall call a meeting of all the members of the Society, giving not less than 14 days notice. If such a decision is confirmed by a majority of those present, then all the assets of the Society shall be transferred to another local voluntary group or community group with similar aims.