Hampshire and Isle of Wight Butterfly and Moth Society
Hampshire and Isle of Wight Butterfly and Moth Society
The Butterfly and Moth Society (BAMS) was formed in 2025 by a group of committed individuals who are passionate about the conservation of butterflies and moths. The society is open to everyone.
Growing our impact over growing our membership
Focusing on the real-world effectiveness of our work, rather than expanding our numbers.
Practical conservation over a vision
Focusing on actionable, tangible conservation efforts, rather than abstract or theoretical goals.
Local engagement over centralisation
Prioritising community engagement and local impact over distant, top-down control.
Personal relationships over processes and automation
Building strong, meaningful connections with individuals, rather than relying on processes and tools.
The name of the group is Hampshire and Isle of Wight Butterfly and Moth Society. Called 'the Society' in these rules.
i. To encourage the study and conservation of butterflies and moths in the Hampshire and Isle of Wight region of the United Kingdom.
ii. To promote, undertake and sponsor scientific study and research into the life cycles of butterflies and moths in relation to the habitats where they are found.
iii. To promote, facilitate, support or undertake conservation work and sound habitat management for the benefit of butterflies and moths.
iv. To foster interest in governmental and voluntary bodies (organisations run by volunteers), educational establishments and the general public in issues concerning the conservation of butterflies and moths.
Also ...
v. The income and property of the Society shall be applied solely to the promotion of the aims of the Society.
i. To further these aims, the Society may exercise the following powers:
a) To raise funds and receive contributions, through membership subscriptions, grants, donations and otherwise.
b) To obtain and pay for such goods and services as are necessary for carrying out the work of the Society.
c) To open and operate such bank and other accounts as the management committee (as defined in Clause 5i. below) considers necessary to further the aims of the Society.
d) To set aside income as a reserve against future expenditure if necessary.
e) To work with representatives of voluntary and statutory organisations, government departments and individuals in support of the overall aims of the Society, including exchanging information and advice with them.
f) To promote, facilitate, support or undertake conservation tasks to maintain or create habitat for butterflies and moths.
g) To produce leaflets/posters, newsletters and other publications to publicise Society activities.
h) To create and maintain a website and promote activities using social media.
i) To recruit and or facilitate or support volunteers to undertake conservation and recording activities to further the work of the Society.
j) To hold meetings and organise other events.
k) To obtain insurance cover for its members and other volunteers involved in Society activities.
l) To undertake any other lawful activity to further the Society's aims.
m) To employ staff, when necessary, to carry out work.
n) To affiliate to other organisations sharing similar aims.
o) To undertake any other lawful activity to further the Society's aims.
ii. No alteration of this constitution or any special resolution shall have retrospective effect to invalidate any prior act of the management committee.
i. Membership of the Society shall be open to all persons over 18 and organisations approved by the management committee who are in sympathy with the aims and are willing to abide by the Society's constitution and pay any required membership fee. In order to become a member of the Society any person or organisation must subscribe via our website.
ii. Each member will have one vote and will be eligible to stand for election onto the committee.
iii. Membership is not transferable to anyone else.
iv. The management committee must keep a register of names and e-mail addresses of the members.
v. The names and e-mail addresses of members of the management committee must be made available to any member upon request.
vi. The Society will be not-for-profit, non-party-political, non-sectarian and will be committed to non-discriminatory practices and equal opportunities.
vii. Membership is terminated if:
a) The member individual dies or if a member organisation ceases to exist.
b) The member resigns by email to the membership secretary unless after resignation there would be less than two members.
c) Any subscription requested is not paid within six months of falling due.
d) The member is removed from membership by a resolution of the management committee that it is the best interests of the Society for his, her or their membership to be terminated.
i. The Society shall elect a committee of members who will direct the policy and management of the Society. They shall be elected to serve for three years after which time they may stand for re-election.
ii. Each member will have one vote on voting matters. Motions arising at a meeting must be decided by a majority of votes. The chair will have a casting vote in addition to their ordinary vote in the event of a tie.
iii. The committee will have the power to co-opt members.
iv. The committee will decide on membership subscriptions.
v. The committee will meet a minimum of twice a year a year. The quorum level will be set at three members. No decisions may be made without a quorum being present.
vi. Any member of the committee may call a management committee meeting by e-mailing all current committee members.
vii. From amongst the committee, a chairperson, a secretary, a membership secretary, and a treasurer will be selected. Other members may be appointed to undertake particular responsibilities within the Society, eg fundraising, leading conservation tasks, social media and publicity.
viii. A member of the Committee shall cease to hold office if any of the following occurs:
a) The person ceases to be a member of the Society by resigning by giving 28 days' notice (but only if at least two management committee members remain in office when the notice of resignation is to take effect.)
b) The person becomes physically or mentally incapable of acting for the society and may remain so for more than three months.
c) The person is absent from all the meetings held within a period of twelve consecutive months and the management committee resolves that his or her office be vacated.
A member of the management committee must declare the nature and extent of any interest, direct or indirect, which he or she has in a proposed transaction or arrangement with the Society and absent themselves from any discussion of the committee in which it is possible that a conflict will arise between their duty to act solely in the interests of the Society and any personal interest. In this event they must not vote or be counted as part of the quorum.
i. General meetings will be held as often as necessary.
ii. An annual general meeting (agm) of the Society shall be held every year at a time to be determined. All members shall be notified not less than fourteen days before the meeting. An agenda will be circulated. Business of the agm will include electing the committee, reporting on the activities during the year, amendments to the constitution and approval of the Society's accounts.
iii. An extraordinary general meeting (egm) can be held at the chair's discretion or by a written request to the chair of not less than 50 Members. The meeting shall be called within twenty-one days of such a request and appropriate measures taken to inform all members. An extraordinary general meeting should only consider the business specified in the request.
iv. No business shall be transacted at a general meeting unless a quorum is present. A quorum is 5 Members entitled to vote. The authorised representative of a member organisation shall be counted in the quorum.
v. If no quorum is present at a general meeting the members present may resolve that the meeting shall be adjourned and the new meeting date will be set and emailed to the members. If no quorum is present at the reconvened meeting the members present at the time shall constitute the quorum for that meeting.
vi. Each member will have one vote and a member organisation will have one vote given by their nominated person. The Society will not be required to consider whether the nominee has been properly appointed by their organisation.
vii. If there is equality of votes the person chairing the meeting shall have a casting vote in addition to any other vote he or she may have.
viii. The management committee must keep minutes of all appointments and officers, and meetings of the management committee and the Society, including the names of the members present, the decisions made and where appropriate the reasons for the decision.
Any Notice required by this constitution is to be given by email and any member who does not register a working email address with the Society is not entitled to receive any notice from the society.
i. Any money raised shall be used to further the aims of the Society and for no other purpose.
ii. A bank account will be opened in the name of the Society.
iii. The account will require at least two signatures on any cheque or other bank document (except paying in slips). There will be at least three signatories available to the treasurer for signing cheques. The committee shall decide the signatories to any account set up in the name of the Society.
iv. A simple written note of the Society's financial position, will be produced and available at committee meetings.
v. A statement of accounts verified by a competent person who is independent of the Society shall be tabled at the agm.
vi. No member shall derive any financial benefit from the Society, except for payment of 'reasonable expenses' properly incurred by him or her while acting on behalf of the Society.
vii. A member of the management committee may benefit from Personal Indemnity insurance cover or Public Liability Insurance purchased at the Society's expense.
viii. A member of the Society can receive reasonable and proper renumeration for any goods or services.
ix. No member may buy or receive any goods or services from the Society on terms preferential to those applicable to members of the public.
x. No money will be paid out in the name of the Society without an invoice being presented.
If amendment(s) to the constitution are necessary, members will be informed in writing and given the opportunity to consider and vote on the amendment(s). The amendment(s) will be made if there is a two-thirds majority vote of members present at a general meeting.
If the committee, by a simple majority, deem it advisable to dissolve the Society, it shall call a meeting of all the members of the Society, giving not less than 14 days notice. If such a decision is confirmed by a majority of those present, then all the assets of the Society shall be transferred to another local voluntary group or community group with similar aims. If dissolution occurs the Committee Members will remain in office to wind up the affairs of the Society.
i. All decisions and actions of the management committee shall still be valid, despite someone participating in a vote on a motion who has an undeclared conflict of interest or who was disqualified or invalidated from holding office, provided that if without that persons vote and that person being counted in the quorum, that the decision has been made by a majority of the members at a quorate meeting.
ii. However no member of the management committee may keep any benefit conferred on them by a resolution of the management committee if that member has not complied with the rules herein on conflict of interest.
iii. No motion or act of the members of the management committee shall be invalidated by any failure to give notice or procedural defect in the meeting, unless it is shown that that failure or defect has materially prejudiced a member of the management committee.