Constitution

Constitution of the Eastbourne and District Veterans Community Interest Company

  1. Name
    • The organisation shall be known as the Eastbourne and District Veterans Community Interest Company or shortened to EDVCIC.
    • The Organisation shall be registered in England and Wales under Number: 15289895.
    • The Organisations Registered address shall be: Flat 1 Mayo Court, 6-8 Pembury Road, Eastbourne, United Kingdom, BN23 7HH.
  1. Objectives
    2. The CIC aims to:
    • Provide mutual support for veterans, serving members of the armed forces, and their families.
    • Create a safe, relaxed social environment for face-to-face interactions to combat loneliness and foster camaraderie.
    • Organise the annual Armed Forces Day (AFD) to:
      • Show support for the Armed Forces community, including service members, families, veterans, and cadets.
      • Express gratitude to the public for their support.
      • Highlight the government’s Armed Forces Covenant.
      • Collaborate with military associations and local Royal British Legion branches for events and support.
      • Raise funds to sustain AFD and other initiatives.
    • Assist and support charities and causes that aid veterans and benefit the broader community under Veterans Aiding Civil Community (VACC) tasks.
  1. Asset Lock
    2. The organization’s assets shall be used solely to further its objectives and must not provide private benefit, except for reasonable payments for services or expenses advancing its mission. Upon dissolution, remaining assets must transfer to similar not-for-profit organizations. This clause can only be amended by a two-thirds majority vote, ensuring compliance with its purpose.
  1. Membership
    • Eligibility – Membership is open to all serving and veteran military personnel and their families upon payment of an annual subscription.
    • The annual subscription will be determined at an AGM or EAGM.
    • Membership Classes
      • Full Member – serving and veteran military personnel and their families.
      • Associate Member – accepted upon proposal/seconding by a full member & subject to committee approval.
    • Termination of Membership – Membership may be terminated for gross misconduct or actions prejudicial to the CIC. Affected members have the right to appeal to the Management Committee, accompanied by a friend or representative.
    • Consent for Media Usage – Unless revoked members agree to the use of their images solely for CIC promotional purposes.
  1. Chair
    • The Chair ensures the effective functioning of the Management Committee.
      • Pre-Meeting Duties
        • Plan the agenda with officers.
        • Confirm meeting location & timing.
        • Ensure all necessary documents are distributed beforehand.
      • During Meetings
        • Open the meeting and address attendance and apologies.
        • Outline meeting objectives.
        • Manage discussions impartially and maintain focus.
        • Ensure decisions are clearly recorded with actionable responsibilities.
      • Post-Meeting Duties
        • Summarise decisions and assign follow-ups.
        • Confirm and schedule the next meeting.
        • Ensure timely distribution of minutes.
  1. Vice-Chair
    2. The Vice-Chair supports the Chair and assumes their duties during absences, ensuring continuity.
  1. Secretary
    2. The Secretary supports smooth committee operations by:
    • Preparing and circulating agendas, minutes, and other documents.
    • Liaising with external bodies and coordinating requests for assistance.
    • Maintaining compliance with Companies House requirements.
  1. Treasurer
    2. The Treasurer oversees financial matters, including:
    • Managing accounts and ensuring compliance with legal requirements.
    • Presenting financial reports at meetings and the AGM.
    • Assisting with AFD financial planning and record-keeping.
  1. Committee Responsibilities
    2. The Management Committee (minimum of ten members) may:
    • Raise and manage funds.
    • Acquire, maintain, or dispose of property as needed for CIC objectives.
    • Collaborate with other organisations to further the CIC’s mission.
  1. Membership Secretary
    2. Duties include:
    • Managing membership records and communications.
    • Issuing membership cards and welcome materials.
    • Ensuring GDPR compliance in all member interactions.
  1. General Meetings
    • Annual General Meeting (AGM) – An AGM shall be held annually, with 21 days’ prior notice. Members may propose motions and nominate candidates for committee positions in advance.
    • Quorum – A quorum consists of 25% of members or twenty members, whichever is fewer.
    • Voting – Each full member has one vote, with resolutions decided by majority. The Chair has the casting vote in case of ties.
    • Election of Officers – Officers (Chair, Vice-Chair, Secretary, Treasurer) are elected annually during the AGM and serve until resignation or re-election.
  1. Welfare Team
    2. The Welfare Team provides support by:
    • Directing members to appropriate resources and assistance.
    • Addressing welfare issues and collaborating with other CIC members.
  1. Social Secretary
    2. The Social Secretary organises engaging events, collaborates with the Treasurer and social media Officer for promotion, and coordinates planning to enhance community connections.
  1. Armed Forces Day (AFD) Coordinator
    2. Responsible for planning and executing AFD, including grant applications, liaising with vendors, and coordinating logistics, entertainment, and risk assessments.
  1. Constitution
    2. The Constitution shall be formally adopted at the inaugural AGM and may be amended with a two-thirds majority vote at a general meeting.
  1. Dissolution
    2. In the event of dissolution, remaining assets shall be distributed to organisations with similar objectives as determined by members.
 

Working with and supported by Eastbourne Branch of the Royal British Legion.

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