CONSTITUTION OF THE FIRE SERVICE PRESERVATION GROUP

TITLE

1.1. This Association, hereinafter referred to as the "GROUP", shall be known as the "Fire Service Preservation Group"

OBJECTS

The objects of the GROUP shall be:

2.1. To bring together those interested in the preservation, operation and display of fire fighting equipment of all ages and types and to provide an opportunity for the exchange of information.

2.2. To encourage and promote interest in the history of the fire Service and its equipment.

2.3. To encourage support of the various fire brigade, historic vehicle, educational and other events during the year; especially those in support of charitable purposes.

2.4. To provide such services as the members may reasonably require to further their knowledge and interest, and which will further the objects of the GROUP.

 GENERAL MATTERS

3.1. The GROUP shall be a non‑profit making Association, all Appointments and Officers being honorary.

3.2. The GROUP may organise, attend and participate in such events as are in keeping with the objects of the GROUP whether singly, in a party, parties or as a whole.

3.3. Members of the GROUP singly, in a party, parties or as a whole, shall not at any time cause themselves to be represented as other than a Preservation Group, nor shall they knowingly permit others to infer that they are other than a Preservation Group.

3.4. Should any member of the GROUP be requested to assist, or offer to assist in an emergency, then they shall first ensure that the appropriate emergency services have been called.

3.5. Members of the GROUP shall at all times conduct themselves in keeping with the best Fire Service traditions, so that they shall establish and maintain good relations with the general public and other bodies and with the several emergency services.

3.6. Members who choose to adopt Fire Service uniform shall follow the notes on uniform which shall be published by the GROUP.

3.7. The views expressed verbally or in writing by any member shall not be held to represent the official view or policy of the GROUP.

3.8. The GROUP shall at all times have a Third Party Policy of Insurance in force.

3.9. The GROUP shall not affiliate to any political party.

3.10. No commercial activity shall be undertaken by a member in the name of the GROUP without prior permission of the Executive Committee.

3.11. No form of fire protection shall be offered at any time in the name of the GROUP.

3.12. The GROUP to enter into reciprocal membership, or at least an agreement to exchange publications and information with The Fire Brigade Society, Fire Brigades of Surrey Preservation Trust and similar organisations.

                        
FINANCE

4.1. The financial year shall run from 1st September each year.

4.2. The Executive Committee shall maintain one or more bank accounts in the name of the GROUP, in which the funds of the GROUP shall be kept.  All cheques drawn on such bank accounts shall be signed by the Hon.Treasurer and by one of two other named Executive Officers.

4.3. All subscriptions, donations and other moneys received for or on behalf of the GROUP shall be paid to the appropriate bank account of the GROUP, and the GROUP shall forthwith produce a receipt for such monies.

4.4. The GROUP shall not pay or make any monetary dividend, gift, division or bonus to or among its members.

4.5. The Group may reimburse reasonable expenses incurred with prior written approval of the Executive Committee, after submission of an itemised account.

MEMBERSHIP

5.1. The annual subscription paid as a condition of membership shall be paid on admission and thereafter one year in advance, becoming due on the 1st October.  The Executive Committee shall fix in July the subscription rates for the coming year, such amounts to be effective from 1st August following.

5.2. Subscriptions received from 1st August until the 30^th September in respect of successful applications for membership shall remain current until the 30^th September of the following year.

• A) Single Membership:      One member 16 years of age and over.
•  B) Joint Membership:        Two persons only.
• C) Family Membership.       Family Membership shall not exceed eight persons.
• D) Junior Membership:      One member under the age of 16 years.
• E) Pensioners:                   Joint or single and aged over 65 years.

5.4. All members from the age of 16 years shall have voting powers for the purpose of moving resolutions at a General Meeting.

5.5a. Honorary Life Membership may be awarded to persons who have served the Group exceptionally well.

5.6. The GROUP reserves the right to decline application or proposals for membership without giving reasons and also reserves the right to discontinue the membership of all, or any, who may fail to observe the provisions of this Constitution.

5.7. Every Member shall, on joining the GROUP, receive a Membership Card, a receipt, a copy of the Constitution of the GROUP and any amendments made thereto and a copy of the “Member’s Handbook”.

5.8. Membership of the GROUP shall be held to imply acceptance of the Constitution of the GROUP by a Member.

5.9. Membership of the GROUP shall be deemed to have lapsed if a subscription is not paid within two calendar months of the date when it became due, or after two reminders have been sent to the last known address of the Member whichever period of time shall be the greater.

5.10. A list of the names, addresses and telephone numbers of all Members shall be available to the Membership.  Any Member who does not wish their address and/or telephone number to be included shall inform the Hon. Secretary accordingly within fourteen days of receiving their copy of the Constitution.  The Executive Committee shall be at liberty to publish the list if they think fit to do so, provided that it is sent only to Members of the GROUP.  The privacy of Members shall be upheld.

EXECUTIVE COMMITTEE

6.1. Management of the GROUP shall be vested in an EXECUTIVE COMMITTEE, elected from the membership, comprising five Committee Members, together with the Officers, which shall meet at least four times a year.

6.2. No Executive Committee Member shall hold more than one voting post by amalgamation of existing Committee vacancies or the creation of new positions.

6.3. The Officers and their duties shall be as follows:

a) The CHAIRMAN shall conduct Executive Committees and all other meetings with full powers to propose and move resolutions, but shall not vote except where his casting vote is required in the event of a tie.  No member may be nominated for the post of Chairman unless they have served as a member of the Executive Committee at some stage during the previous three years.

b) The VICE‑CHAIRMAN shall deputise for the Chairman in his absence, and shall on such occasion assume his powers.

c) In the absence of both of these Officers, it shall be for the meeting to elect one of their number to act with full powers for the duration of the meeting.

d) The SECRETARY shall be responsible for keeping the minutes of all General and Executive Meetings, and shall, under the direction of the Executive Committee, deal with all correspondence in the name of the GROUP.  He shall maintain a list of members of the GROUP, and be responsible for all the GROUP administrative records.  He shall keep a Minute Book, to be the property of the GROUP, and shall send a copy of all Minutes of the Executive Committee meetings to all Committee Members prior to the following Meeting and the approved Minutes to all Branch Secretaries within one month of approval. He shall hold and maintain the Group Standing Orders Book” which shall be the property of the GROUP.  The GROUP SECRETARY may appoint, with the approval of the Executive Committee, other unpaid persons to assist him. All records, correspondence, the above books and all other items of equipment belonging to the GROUP will be handed over in good condition to his successor in title.

e) The TREASURER shall be responsible for keeping proper accounts and for submitting these accounts to annual audit, or as directed by the GROUP.  At each Executive Committee meeting he shall produce a statement of the financial position of the GROUP.  He shall keep an Account Book, to be the property of the GROUP.  He shall present complete Accounts for the past year at the Annual General Meeting. These books and accounts shall be available for inspection on request. All records, correspondence, the above books and all other items of equipment belonging to the GROUP will be handed over in good condition to his successor in title. The GROUP TREASURER may appoint, with the approval of the Executive Committee, other unpaid persons to assist him.

f) The GROUP may have a PRESIDENT and VICE‑PRESIDENT who shall be ex‑officio members of the Executive Committee, but without power to propose or move resolutions, and without voting powers.

6.4. Executive Committee Members shall serve from year to year and upon retirement from each and every term of service may offer themselves for re‑ election at the Annual General Meeting.  Junior Members shall not be eligible to hold Executive Committee posts.  No member will be eligible for nomination to the Executive Committee unless they have been a member of the Group for the whole of the preceding eighteen months.

6.5. The PRESIDENT shall serve for a term of three years and an election shall be held at the A.G.M. every third year.  The appointment may be terminated by the incumbent giving at least one month's notice in writing to the Hon.Secretary or to the GROUP at the AGM or at an EGM called for that purpose.  In the event of a vacancy arising for the position of PRESIDENT an election shall be held at the next AGM or at an EGM called for the purpose as decided by the Executive Committee.

6.6. Other Executive Committee Members may resign at any time by giving at least one month's notice in writing to the Chairman or the Group Secretary. Any Executive Committee Member failing to attend three consecutive meetings, without reasonable cause being notified to the Hon.Secretary or any Executive Committee Member, shall be deemed to have resigned from the Executive Committee.

6.7. In the event of a vacancy arising for any appointment, for any reason whatsoever, the member having the next highest number of votes at the last election for that appointment shall be invited to fill the vacancy. If that member accepts, the Executive Committee shall authorise that member to fill the vacancy.  If this procedure be not applicable or the member not wish to be appointed, then an EGM may be held forthwith to fill the vacancy. The Executive Committee shall have power to make such temporary arrangements as may be appropriate.

6.8. The quorum for Executive Committee Meetings shall be four Members.

6.9. The decisions of the Executive Committee shall, in all matters concerning the Group be final, with the exception of properly presented and voted on matters at a General Meeting of members which may override or change any matters concerning the GROUP.

6.10. As many of the Executive Committee are not based in the London area, the GROUP funds may be used to help defray the costs of attending the meetings, by paying a fuel allowance.  This should be paid annually and linked by a percentage to the number of meetings attended.

6.11.  The Executive Committee do not accept any personal liability, neither jointly nor severally, for personal injury or damage caused to a third party by any members failure to observe the provisions of the Constitution of the FSPG, and the Code of Practice of the FSPG. No personal liability for damages incurred under any circumstances, including negligence, rests with the Executive Committee members.   Whether damages were incurred as a result of judgement or by contract is irrelevant.

OTHER APPOINTMENTS

7.1. The Executive Committee may from time to time appoint and discharge such members of the GROUP as may be appropriate to assist them in carrying out their duties, and allot designations of office to such members, but no such appointment shall thereby constitute such person a Member of the Executive Committee.

7.2. Such members of the GROUP shall provide the Executive Committee with all information concerning the business of the GROUP as may be reasonably required in such form and by such date as the Executive Committee shall specify.

7.3. Members of the GROUP shall, on ceasing to hold any office or appointment within the GROUP, relinquish custody of all moneys, property, records, accounts and correspondence belonging to or concerning the business of the GROUP, and shall forthwith deliver up the same to the Executive Committee.

7.4. No member may enter into any agreement, or conduct any correspondence or negotiations, in the name of the GROUP without the prior approval of the Executive Committee.

GENERAL MEETINGS

8.1. The GROUP shall hold an Annual General Meeting, hereinafter referred to as the AGM, once each year in the month of November.  The AGM shall:

a) Receive from the Executive Committee a full statement of accounts, duly audited, showing receipts and expenditure for the financial year ending the previous 31^st August.

b) Receive from the Executive Committee a report of the activities of the GROUP for the previous year.

c) Elect Officers and other members for the Executive Committee.

d) Resolve any further matter, which has been submitted as hereinafter, provided.

e) The AGM may be offered to individual Branches for them to stage it at an alternative venue.

8.2. All members shall receive a copy of the duly Certified Accounts and Balance Sheet prior to their presentation at the next AGM of the GROUP.

8.3. The Hon.Secretary shall invite all members to submit nominations for the Executive Committee so as to reach him not later than fifty-six days before the next AGM.  Nominees must have given approval for the submission of their name and shall attend the AGM for their election to be valid, unless they have previously notified the Hon.Secretary in writing.

8.3a.  The secret ballot for the Executive Committee will take place between other items on the Agenda.  This will be done in order of seniority.  As each result is known the meeting will be informed.  That newly elected Officers will take office with effect from the end of the meeting.

8.4. Any matter which a Member wishes to raise at a General Meeting shall be submitted by him in writing duly signed so as to reach the Hon.Secretary not later than fifty-six days before the date of the meeting, so that it may be included in the Agenda thereof.

8.5. An Extraordinary General Meeting, hereinafter referred to as an EGM, may be called at any time at the written request of at least 10% of the paid up membership, or by the Executive Committee.  Any Member wishing to call an EGM must request the Executive Committee in writing to circularise the Membership and must provide a full statement of their reasons for requesting the EGM.  The Executive Committee shall circularise the Membership and may add any further statement or information from any other party which they consider relevant to the issue to allow full consideration to be given to the call for the EGM.

8.6. Members shall be given at least four weeks notice of the date and place and Agenda of each General Meeting and no votes may be taken on items not on the Agenda.

8.7. Voting powers shall only be held by fully paid up Members, aged 16 or over.

8.8. Voting for the election of the Executive Committee shall be by secret ballot; any other voting may be by a show of hands.  All postal votes shall be sent to the Secretary, the envelope clearly marked as to the contents.  The Secretary will retain the envelopes unopened.  At least two tellers, nominated from the membership, will open the sealed envelopes for inclusion with any ballot held at the meeting.  Altered or defaced postal voting forms will be rejected as null and void.

8.9. The Secretary shall provide all members with a copy of the Minutes of the previous Annual General Meeting no later than fourteen days prior to the next Annual General Meeting.  Details of additions, deletions or changes to the Constitution or Code of Practice will be published in the first available OtR following the AGM.

8.10. The Executive Committee shall establish and maintain a “Standing Orders Book” which will include details and procedures for the running of Meetings,  Rallies and other events. The duties of appointed and elected Officers and other matters concerning the day to day running of the GROUP. The Executive Committee may make additions to this book and by Members at a General Meeting, which will be included in the minutes of the meeting. This book will be maintained by the GROUP Secretary and may be circulated  to other GROUP Officers. It is intended that this book will be used as guidance for the running of the GROUP and bearing in mind that all Group Officers are volunteers.

 BRANCHES

9.1. Where a number of Members living in a defined geographical area express such a wish, the Executive Committee may authorise the formation of a Branch.

9.2. A Branch shall be self financing.  The Executive Committee may in addition make available to the Branch such finances or other assistance it considers necessary. In the event of the GROUP passing any monies to a Branch, that Branch shall produce a full set of accounts showing all credits and debits to the Group Treasurer at the end of the financial year, which may be included in the Group’s published accounts.

9.3. The function of a Branch shall be to organise social meetings, local rallies and such other events as are compatible with the objects of the GROUP.

9.4. Membership of the Branch shall be available to any GROUP member who regularly attends that Branch.

9.5. By 31^st  October of every year each Branch shall hold an AGM.  The purpose of the AGM shall be to elect from the Membership a Branch Chairman, Secretary, Treasurer and such Officers or Local Committee as the members see fit, and to receive a report on the Accounts and activities of the Branch. Details and minutes of a Branch AGM will be sent to the Group Secretary within fourteen days of any Branch General Meeting.

9.5.a. The Branch AGM or EGM should use the same format as for the GROUP AGM or EGM, but the 10% rule 8.5. will apply to the regular attendees of that Branch. A Branch Committee may also call an EGM. For full guidance see section 8.

9.6. The duties of the Local Committee shall include:‑

a) The organisation of local events and activities.

b) Liaison with the Executive Committee in all matters of GROUP Policy.  A copy of letters written by the branch which refer to matters of a serious or contentious nature must be sent to the Executive Committee for authorisation prior to posting.  Should the dispatch of the letter be a matter of urgency, verbal authorisation should be obtained from a quorum of Executive Committee members prior to the posting.  Should any branch Officer be in doubt as to what falls within the category of serious or contentious nature, he should seek clarification from the Group Secretary.

c) Submit, to the Executive Committee at a minimum of 30 days prior to the GROUP AGM, a report of all activities and accounts of the Branch by Local Officers and Committee as elected under 9.5.

d) Keeping and submission of such Accounts and records as the Executive Committee may from time to time require.

e) Submission to the Hon.Secretary of the GROUP of a list of the names and addresses of all Local Officers and Committee as elected under 9.5.

f) Where, for any reason no member of a local Committee is able to attend an Executive Committee Meeting, the Local Committee may nominate in writing one proxy from among the Members of the Executive Committee to report on behalf of the Branch.

g) That a copy of Branch Minutes be sent to the Executive Committee within one month of any meeting being held.

9.7. The Executive Committee shall be able to declare the Branch dissolved at any time, if for any reason they consider it desirable in the interest of the GROUP.  Any funds held by the Branch shall forthwith be surrendered to the Hon.Treasurer of the GROUP, together with all other assets.

CONCLUSION

10.1. The GROUP may not be dissolved or wound‑up, except by a majority of two‑thirds of all paid up Members voting at a General Meeting.  Not less than three months notice shall be given to Members to propose such a resolution.

10.2. In the event of dissolution of the GROUP, its assets shall be disposed of to some other institution having objects similar to the objects of the GROUP.  Such Institution to be determined by the Members of the GROUP at or before the time of dissolution.  If and so far as effect cannot be given to such provision then to some charitable object.

10.3. The GROUP shall act in the spirit as well as the letter of this Constitution, which may not be varied, shortened or enlarged unless authorised by a two‑thirds majority vote of all Members of the GROUP present at the AGM or at an EGM called for that purpose.  Not less than one months written notice shall be given to Members of proposed alterations.

10.4. Any matter or business which shall not have been provided for in this Constitution shall be discharged by the Executive Committee as may be appropriate having regard to the democratic management of the GROUP and wishes of the Members thereof.

NOTE.

The Group recognises equal opportunities for either gender, and any statement made in Group publications should be deemed to refer to either male or female.