Peacehaven & District Chamber of Commerce

The Chamber Constitution

  1. Name

1.1 The association is known as “Peacehaven & District Chamber of Commerce” (hereinafter referred to as “the Chamber”).

  1. Place of Meeting

2.1       Meetings may be held at any place approved by the Committee.

  1. Aims and Objectives

3.1.      To provide a medium through which members can trade, communicate, confer and lobby for the mutual benefit of the membership. With the advancement, promotion and protection of the general commercial and professional interests of the towns of Peacehaven, Telscombe Cliffs and surrounding areas.

3.2.      To be and remain politically independent.

  1. Membership

4.1.      There will be two classes of membership.

4.2.      Full Membership is open to any person representing a business located in Peacehaven, Telscombe Cliffs or surrounding areas subject to the right of the Committee to refuse an application for membership without disclosing any reason.

4.3.      Affiliate membership is open to any person representing a charity, not-for-profit organisation, Social Enterprise, School or College located in Peacehaven, Telscombe Cliffs or surrounding areas subject to the right of the Committee to refuse an application for membership without disclosing any reason.

  1. Subscriptions

5.1.      Members may choose to pay their subscriptions annually or in monthly instalments.

5.2.      The annual subscription shall be set by the Committee and be due on the Anniversary date that Chamber membership was first taken out.

5.3.      The monthly subscription fee shall be set by the Committee and be due on the first of the month.

5.4.      There shall be no reduction or refund in subscription for members leaving mid-year.

5.5       Those members in arrears after the third consecutive reminder will have their membership terminated automatically. All business details will be removed from the Chamber website.

5.6.      Members who submit a payment for their subscription that is subsequently dishonoured will be charged a fee set by the Committee and any repetition may result in termination of membership.

  1. Financial Year

6.1.      The Chamber’s financial and administrative year shall run from 1st February to 31st January.

  1. Committee

7.1.      The Committee shall meet monthly throughout the year, or should circumstances dictate then as often as the Executive Officers deem necessary, at a venue agreed by members of the Committee.

7.2.      The Committee shall consist of a minimum of six fully paid-up members of the Chamber to include Executive Officers; the Chair, Vice Chair, Secretary and Treasurer. Only full members that have served as a Committee member for a minimum of one year may serve as Executive Officers.

7.3.      Executive officers are drawn from Committee and appointed by the Committee.

7.4.      The Committee may co-opt additional members as necessary.

  1. Sub committees

8.1.      From time to time the Committee may create sub-committees and co-opt members as necessary.

  1. Elections

9.1.      All fully paid-up members are eligible to stand for election to the Committee.

9.2.      Nomination papers will be distributed to the membership ahead of the Annual General


9.3.      Nominations for election must be proposed and seconded by fully paid-up members of the Chamber. The nominee must confirm their acceptance of the nomination.

9.4.      If more nominations are received than posts being contested, a secret ballot shall be held and the result(s) declared at the Annual General Meeting.

9.5.      No committee member or Officer may remain in their position for more than three years without standing for re-election.

  1. Meetings and Notice

10.1.    There shall be an Annual General Meeting which shall be held no later than 18 months from the date of the preceding AGM.

10.2.    Notice of the Annual General Meeting shall be given no later than 28 days prior to the meeting.

10.3.    Any member may submit a motion to be heard at an AGM provided that it is proposed, seconded and supported by 6 other fully paid up members. Such motions must be received no later than 21 days prior to the AGM.

10.4.    Agendas shall be circulated no later than 14 days prior to the meeting.

10.5.    Amendments must be submitted no later than 7 days prior to the meeting.

10.6.    Motions and amendments from the floor are not permitted at an AGM.

10.7.    An Extraordinary Meeting may be called by the Officers or by no less than 15% of the membership signing a requisition. Notice of any Extraordinary Meeting shall be given no later than 21 days prior to the meeting.

10.8.    No business shall be transacted at any meeting unless a quorum of members is present at the time that the meeting proceeds to business. Five percent of the membership present in person shall be a quorum for a General Meeting. Four members present in person shall be a quorum for a Committee Meeting.

10.9.    In the event of there not being a quorum for any meeting, the Officers may transact business alone.

10.10. The quorum necessary for the transaction of business by the Officers alone shall be three but all the Officers available shall be consulted. The decision of the Officers shall be final and binding.

  1. Voting

11.1.    At General Meetings, each member shall have one vote. A simple majority shall apply and in the event of a tied ballot, the Chairman shall have the casting vote.

11.2.    No member in subscription arrears shall be entitled to vote at any General Meeting.

  1. Conduct

12.1.    No member shall use the name of the Chamber or claim to represent the Chamber without proper authority.

12.2.    The Committee may terminate a membership providing that it is proven that the Member has not adhered to the constitution or decisions of the Committee or by his actions, has brought the name of the Chamber into disrepute.

  1. Dissolution

13.1.    If, on a ballot vote, a resolution to dissolve the Chamber shall be passed the majority in favour must be at least 20% more than the no vote. or if the numbers be reduced to 10 or less, any fully paid-up member shall be entitled to call a meeting to appoint a committee to wind up the affairs of the Chamber.

13.2.    After payment of liabilities, any assets shall be divided among the members in equal shares.

  1. Interpretation

14.1.    Any question of interpretation of the provisions of this Constitution shall be referred to the Executive Committee for determination. The ruling of the Committee shall be final and binding.

  1. Constitutional Changes

15.1.    The provisions of the Constitution may be altered by resolution of the Chamber at an Annual General Meeting provided details of the proposed alterations have been notified to the membership in writing by the Secretary at least 21 days before the AGM.