a Special General Meeting and of the business to be transacted thereat, shall be sent to all
members at least fourteen days in advance of the meeting.
12.1 The President (or Vice-President if the President is not present, or other member of Council
chosen by those assembled for the meeting) shall be the Chairperson of the meeting.
12.2 Minutes shall be kept and read at the next Annual General Meeting, or the next Special
General Meeting, whichever happens first.
12.3 There shall be a quorum when at least one twentieth of the members of the Club or twenty
members of the Club, whichever is the greater, are present at the meeting.
13. In the absence of the President and Vice-President, the members present at any meeting of
the Club may elect a Chairperson for that meeting.
14. The Library and Collections owned by the Club (considered to be in the name of the four
holding trustees, as in 10.5) relates to the work done by Essex naturalists and geologists in the
past, and is available for personal study and research. Many of the items are valuable, so access
is to be authorised and/or supervised by one of the appropriate people appointed by the Club.
Application should be made in the first instance to the President or Vice-President.
15. Any notice required to be served on any member of the Club shall be in writing and shall
be served by the General Secretary or the Council either in person, or by post, addressed to the
member at their last known postal address in the United Kingdom, and any letter so sent shall be
deemed to have arrived within ten days of posting.
16. If any question or dispute shall arise as to the correct interpretation of any part of this set of
Rules the Council shall give a ruling which shall be deemed for all purposes to state the true
interpretation and meaning thereof.
17. On the possible dissolution of the Club. If the Council decides that it is necessary or
advisable to dissolve the Club, it shall call a meeting of all members of the Club, giving at least
21 days notice, explaining the reason(s) and the terms of the resolution to be proposed. If the
proposal is confirmed by a two thirds majority of those present and voting the Council shall
have power to realise any assets held by or on behalf of the Club. Any assets remaining after the
satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable
institutions or institutions having objects similar to the objects of the Club, as the members of
the Club may determine, or failing that, shall be applied for some other charitable purpose. A
copy of the statement of accounts, or account and statement, for the final accounting period of
the Club must be sent to the Charities Commission.
18. No Rule shall be amended (altered, added to or repealed), except by not less than two
thirds of the members present and voting at an Annual General Meeting or a Special General
Meeting. Details of proposed alterations shall be sent by post to evety member, at their last
known postal address in the United Kingdom, at least fourteen days before the date of the Meeting.
18.1 No amendment to the following Rules shall be made without the express permission of the
Charity Commission: 1 (name of the Club), 3 (objects of the Club), 7 (Council members not to be
personally interested), 10.6 (money not to be distributed to members) and 17 (the dissolution)
18.2 No amendment may be made which would have the effect of making the Club cease to be
a Charity at law.
18.3 The Council should promptly send to the Charity Commission a copy of any amendment
made under this section.
Essex Field Club Newsletter No. 43, January 2004
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