1.    NAME
Northiam Bonfire Society (the ‘Society’) is a private company limited by guarantee and registered in England & Wales No: 15577479. Registered Office: Landgate Chambers, 24 Landgate, Rye TN31 7LJ.

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2.    OBJECTIVES
The Society shall be non-profit making and its objectives are:

a.    to hold an Annual Torchlit Procession, Bonfire and Firework display within or in close proximity to the Parish of Northiam

b.    to raise funds for the above by membership, sponsorship, and the organisation of fundraising events

c.    to raise funds to donate to local and other good causes

d.    to hold social events

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3.    IDENTITY
Northiam Bonfire Society (NBS) shall be affiliated to the Senlac Group of the Sussex Bonfire Council. Identifying costume; Highwaymen, or NBS-adopted striped jumper, colours: black, purple, and white. Costume subject to guidelines in the Procession Manual.

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4.    MEMBERSHIP
Membership of the Society is open to all adults who are interested in furthering the objectives of the Society and Sussex Bonfire.

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New adult members must submit an application form and their application voted in at a meeting where they must be proposed and seconded. There must be no objections raised against them.  If a potential member is not known to any existing member, then they must attend a meeting before being voted in.  

 

All members who represent the Society at home or away processions must be dressed in accordance with the identity of the Society.  

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Membership of the Society is open to all adults who are interested in furthering the objectives of the Society and Sussex Bonfire.

 

New adult members must submit an application form and their application voted in at a meeting where they must be proposed and seconded. There must be no objections raised against them.  If a potential member is not known to any existing member, then they must attend a meeting before being voted in.  

 

All members who represent the Society at home or away processions must be dressed in accordance with the identity of the Society. 

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5. CHILDREN IN THE SOCIETY

The Society encourages the children of members to get involved and learn about the various aspects of the society, what Sussex Bonfire is about and what we do to prepare for our own event and what to do when attending other societies events.

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a.    Children under 18 years old can only participate with the permission of their parent or guardian, recorded on a membership form. A parent’s or guardian’s signature is needed to be present for any child named. Non-parents can take out membership to incorporate children (grandparents/aunts etc), but a parent or guardian is still required to sign the membership form to approve the child’s participation in any Society event. This rule is intended to enable young family members of existing bonfire members to participate, and not for a member to include a child’s friends for one off events.

b.    A supervising adult member must always accompany children. In all cases, the supervising member is responsible and liable for the Child's actions. A supervising member is usually a family member such as a parent or guardian but could also be another Society adult member (over 18). The child can only accompany the latter with the permission of the child’s parent or guardian. Responsible members must be in an appropriate condition to supervise effectively.

c.    NBS enforce a minimum age limit of 13 years old for a child to carry a naked flame in the procession.

d.    The child’s capacity and ability to do this must be judged and monitored by the responsible adult accompanying the child. If the child misbehaves or is involved in any incident, it is the responsible adult that will be responsible and could be penalised by the society. This applies to all members under 18 years old. It is the responsibility of all NBS members to ensure our ranks are safe and maintained well, both at our event and out meetings, as such any NBS member that sees a child struggling or misbehaving with a torch is encouraged to inform their supervising adult or remove the torch from the child if this person does not act or is not immediately present. When attending out meetings, all members must adhere to the rules laid down by the hosting society, including those of age limits for children carrying torches should they differ to our own rules. 

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6.    SUBSCRIPTION – Year 1 January to 31 December
Membership of the Society shall require payment of an annual subscription which shall become due for renewal on 1st January and shall be valid for one calendar year. This should be paid as soon as possible and by 31st April at the latest. Only paid-up members shall be eligible to vote at the AGM. If a renewal is not paid by the end of April, the subscription shall be considered lapsed and a new application shall be required for membership to continue. The Committee shall determine the subscription rate at the final meeting of each calendar year, and this shall remain in force unless amended by an AGM or EGM.  

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7.    TERMINATION OF MEMBERSHIP
The Top Table shall have the right for good and sufficient reason to refuse, suspend or terminate the membership of an individual, provided that the member concerned shall have the right to be heard by the Society at an EGM before the final decision is made.

 

8.    GOVERNANCE

a.    Directors
The directors of the Society have overall responsibility for the management of the Society for which purpose they may exercise all the powers of the Society. A minimum of three directors will be elected by the Society and will each serve a term of 3 years, after which they will be eligible for re-election at the Society’s Annual General Meeting.

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b.    Top Table
Responsibility for the day-to-day management of the affairs of the Society shall be vested in the Top Table committee consisting of a Chairperson, Vice-Chairperson, Treasurer, Outmeetings/Procession Captain,  Main Event Director, Health & Safety Officer, Publicity Officer, Fundraising Captain and Sponsorship Secretary.  All these shall be elected at and shall hold office from the conclusion of the Annual General Meeting.  An additional post of Captain without Portfolio may be included.

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The Society may choose to elect an Honorary President of the Society to be elected at the AGM.  He or she shall be an ex-officio member of the Committee. The position will be held for a two-year term and can be re-elected at the AGM.  All Committee members shall retire at the AGM following their appointment but shall be eligible for re-election. A member shall cease to hold office if: 

a.    He or she gives notice to leave the Society.

b.    He or she has membership suspended or terminated under the constitution.

c.    He or she becomes incapable by reason of illness or injury.

d.    He or she is absent from Society meetings for a period of six months.

e.    He or she notifies the Society that they wish to resign from their position.

If a vacancy occurs among the elected members of the Society, the Top Table shall have the power to fill the vacancy from amongst the members of the Society.  Any person appointed to fill a casual vacancy shall hold office until the next Annual General Meeting of the Society and shall be eligible for election at that meeting. Society proceedings shall not be invalidated by any vacancy or by any defect in the appointment of a Top Table member or other officer.

 

c. Meetings
A quorum for Society meetings shall consist of at least four Top Table members.  Meetings shall be held no less than four times a year.

All questions arising or business to be transacted at any meeting shall be decided by a simple majority of those Society members present and entitled to vote and, in case of an equality of votes, the Chairperson of the meeting shall have a second or casting vote. Minutes shall be kept by the Society and the Secretary shall record all proceedings and resolutions. 

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d. Annual General Meeting

An Annual General Meeting (AGM) of the Society shall be held in March of each year or as soon as practical thereafter.  The AGM shall receive the annual report of the Top Table, discuss business contained in the Agenda for the Meeting and elect the Top Table members for the forthcoming year.

 

Members shall be given fourteen days’ notice of the AGM, of which notice shall be deemed to have been given by email message or social media posting.  

 

Notices of Motions, duly seconded, shall be in the hands of the Secretary ten days before the AGM but the Chairperson of the AGM may accept Motions at the AGM, which could not have been submitted by that date or which arise as a result of business at the AGM.

 

A quorum for the AGM shall consist of at least one-tenth of the members of the Society.

 

Nominations for officers and post-holders may be made before or at the AGM.  Such nominations, duly seconded, shall signify the consent of the nominee.  If the nominations exceed the number of vacancies, a ballot shall be held to elect to that post. 

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e. Extraordinary General Meeting

An Extraordinary General Meeting (EGM) shall be held at the written request to the Secretary of ten members of the Society or by a decision of the Top Table.  Within seven days of receipt of such a request, which shall give notice of the Motion or business to be discussed, the Secretary shall give twenty-one days’ notice of the EGM to all members setting forth the Motion or business to be discussed.  The notice shall be deemed to have been given by email message or social media posting. The EGM shall consider only such business as appears on the agenda for the meeting.  A quorum for the EGM shall consist of one-tenth of the members of the Society.

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9. FINANCE

All monies raised on behalf of or donated to the Society shall be applied to further the objects of the Society and for no other purpose, provided that nothing herein contained shall prevent the payment in good faith of all reasonable and proper out-of-pocket expenses.

 

The Treasurer shall keep proper accounts of the finances of the Society.  The accounts shall be examined once a year by an independent examiner appointed at the Annual General Meeting.

 

A statement of accounts for the last financial year, approved by the independent examiner, shall be submitted to the Annual General Meeting.

 

A bank account shall be opened in the name of the Society with such Bank as the Society shall decide. The Committee shall authorise in writing at least three Committee Members to authorise payments on behalf of the Society.  All payments must be authorised by at least two authorised signatories.  

 

The Treasurer will present the latest financial details of the Society at the monthly meetings of the Society.

 

The Society shall not borrow money or enter a period of credit when funds have not been allocated to that expense at the time of engagement unless there has been approval of the membership at an AGM or EGM.

 

Purchasing of all goods and/or services made on behalf of the Society must be made pursuant to prior Top Table approval. Goods and services should be costed before the application for approval. Out-of-pocket expenses should be presented to the Treasurer within 31 days.

 

Any member of the Society who has a fiduciary interest in any goods and/or services purchased on behalf of the Society must declare their interest to the Society. 

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10.    AMENDMENTS TO CONSTITUTION
The Constitution may be amended by a two-thirds majority present at an AGM or EGM provided that prior notice of the amendment has been given in accordance with the Constitution of the Society.

 

11.    DISSOLUTION
If the Directors decide that it is necessary or desirable to dissolve the Society, they shall call an EGM. The Directors shall have the power to realise any assets held by or on behalf of the Society.  Any assets remaining after the satisfaction of any proper debts and liabilities shall be given to such other cause having similar objects to those of the Society or failing that shall be applied for some other suitable purpose as the members of the Society may determine.

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This amended constitution was adopted by the Society on the date mentioned below and is signified by the signatures of those persons set out below:

 

Agreed at Annual General Meeting on 13.4.2026

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……………………………………………

Chairperson

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…………………………………………… 

Vice-Chairperson

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