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ESDDCS Constitution

Registered Charity No.233312

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  1.   Title

The Society shall be known as the Exeter and South Devon Deaf Children’s Society, hereinafter called “The Society”.


  1. Objects

(a) The Society is established for charitable objectives and purposes only.

(b) In particular the Society is established;

(i)  to provide, cause to be provided or assist in providing facilities for the general welfare of child sufferers from deafness and it’s allied conditions and;

(ii) To advise, help and cater for the needs of parents of deaf children and of those   caring for them.


  1. Membership

Membership shall be open to all deaf children, parents of deaf children and to those interested in the welfare of the deaf. Members shall pay an annual subscription of not less than £1.00 (one pound) on the first of January in each year.


  1. Officers of the Society

(a) The Officers of the Society shall be the Chairman, Deputy Chairman, the Honorary Treasurer and the Honorary Secretary.

(b) The Committee may appoint such other Officers as may from time to time be deemed necessary.


  1. The Committee

(a) The Society will appoint annually at the Annual General Meeting an Executive Committee to be constituted of the Chairman, Deputy Chairman, the Hon. Treasurer, the Hon. Secretary and not less than four and not more than eight other members.

(b) The Chairman of the Society shall be appointed annually by the Committee.

(c) The Executive Committee shall have full power to fill casual vacancies.

(d) The Executive Committee shall have full power to co-opt members of the Committee as they shall deem necessary provided that the prescribed maximum is not thereby exceeded.

(e) No paid employee, whether full or part-time employed by the Society shall be eligible for membership of the Executive Committee.


  1. Other Committees

The executive Committee shall appoint such Committees whether standing or ad hoc committees as they shall consider necessary from time to time.


  1. General Conditions Relating to Committees

(a) The Quorum of the Executive Committee and standing or other committees shall be not less than one third of the membership thereof, subject to a minimum of three.

(b) (I) the Executive Committee shall hold meetings at least three times a year, and not more than five months shall elapse between the date of one meeting and the next.

(ii) Standing Committees shall meet as often as the Executive Committee shall determine.

There shall be one Annual General Meeting (AGM) of the Society which shall be held not later than six months after the end of the financial year of the Society and such other Extraordinary General Meetings as the Society may determine.

Twenty-one days of notice of the AGM and fourteen days notice of EGM’s shall be given to every member by post (and e-mail where applicable), provided that failure to notify any member shall not invalidate the meeting.

A special general meeting of the Society may be called by the Executive Committee on fourteen days notice, and shall also be so called if so requested in writing by not less than ten of the members of the Society.  The notice of requisition shall include the business to be discussed and no other business will be discussed.

The quorum for any general meeting shall be one quarter of the members. Every member present at a general meeting shall be entitled to one vote upon every motion and in case of an equality of votes; the Chairman shall have a casting vote.

The Executive Committee shall have the right to make regulations for enabling members unable to be present to vote by proxy or in writing.


  1. The Annual General Meeting (AGM)

The matters to be dealt with at the AGM shall include;

(a) The Election of the Executive Committee.

(b) The appointment of the Auditors to the Society.

(c) The receipt of the report of the executive Committee and standing committees on the previous year’s work.

(d) The receipt of the Balance Sheet and Income and Expenditure accounts for the last financial year.


  1. Functions of the Executive Committee       

The Executive Committee shall control and provide for the administration of the affairs of the Society and in particular;

(a) Formulate and give effect to the general policy of the Society

(b) Accept or reject applications for membership of the Society

(c) Submit and annual report, statement of accounts and balance sheets to the AM of the Society, and

(d) Generally act in the name of the Society


  1. Accounts

(a) The Society’s financial year shall end on the 31st December in each year.

(b) The Executive Committee shall cause proper books of accounts to be kept with respect to;

(i)  All sums of money received and expended by the Society and the matters in respect of which such receipts            and expenditure takes place.

(ii) All sales and purchases of goods by the Society.

(iii) The assets and liabilities of the Society.

(c) Proper books shall not be deemed to be kept if there are kept such books of account as are necessary to give a true and fair view of the affairs of the Society and to explain the transactions.

(d) The books of Account shall be kept at such a place as the Society shall decide at the AGM and shall be available for inspection if required at the AGM.

(e) The Executive Committee shall appoint qualified Auditors to hold office until the AGM when such or other qualified auditors shall be appointed by the Society and at each subsequent AGM.

(f) All funds of the Society shall except for petty cash not exceeding five pounds, immediately upon receipt be paid into the bank account maintained in the name of the Society. Such account shall be under the control of the Executive Committee which shall from time to time provide for its method of operation, but so that the signatures of at least two members of the Executive Committee, one of whom shall be the Hon. Treasurer or the Chairman, shall at all times be required.

(g) All payments of money made on behalf of the Society shall be approved by the Executive Committee, except when it is not practicable, when payment may be made on the written authority of two of it’s Honorary Officers, and the payment so made shall be submitted for approval at the next meeting of the Executive Committee, and recorded in the minute book of the Executive Committee.

(h) The Executive Committee shall make, and to the best of its ability enforce adequate regulations for the security and safe custody of all moneys belonging to the Society.


  1. Finance

The Society acting through the Executive Committee may raise money for the purposes of the Society’s objectives in such a manner as the Society sees fit, and also by means of subscriptions from the individual members, donations, legacies and grants-in-aid from public authorities. All monies received by the Society shall be applied in furthering all or any of the objectives of the Society.


  1. Indemnities

The Honorary Officers or any other nominee shall be indemnified by the Society for liabilities incurred by them as a result of them acting as the representative of the Society.


  1. Alterations to Constitution

The Constitution shall only be amended at an AGM of the Society or at a Special General Meeting called for that purpose. Any alteration to the Constitution of the Society must receive the assent of not less than two thirds of the members of the Society in person or by proxy.


  1. Winding up the Society

In the event of the Society ceasing to exist, the whole of the assets shall go to the National Deaf Children’s Society after all outstanding debts have been cleared.