|
|
|
Constitution 1. NAME - The Association shall be called the 'Swanage Residents' Association'. 2. The Association shall be non-political and non-sectarian. 3. OBJECTS - The objects of the Association shall be:- a) to help preserve the amenities of the locality and to discourage anything which would tend to disturb such amenities. b)to further the general interests of the residents of the area. 4. MEMBERSHIP - Membership shall be open to all over the age of 18. 5. SUBSCRIPTIONS - The Membership Subscription, payable on I January each year, shall be at the discretion of the individual wishing to join or renew membership (with a minimum as agreed periodically by members at an AGM). Membership not renewed by January 1 the following year shall be deemed to have lapsed. 6. OFFICERS - The Officers of the Association shall consist of President, Chairman, Vice Chairman, Hon. Secretary, Hon. Membership Secretary and Hon. Treasurer. 7. EXECUTIVE COMMITTEE - The Executive Committee shall consist of Chairman, Vice Chairman, Hon. Secretary, Hon. Treasurer and Hon. Membership Secretary; together with up to nine members of the Association. The general business of the Association shall be conducted by the Executive Committee who shall have the power to fill any vacancy or vacancies that may occur, subject to ratification at the next General Meeting. The Executive Committee shall meet at least once in every month and may be called whenever occasion arises that, in the opinion of the Chairman and Hon. Secretary, makes such a step necessary. The Officers of the Association, with the exception of the President, shall form an Emergency Committee to deal with matters of urgency which cannot be deferred until the following Executive Committee meeting. Five shall form a quorum. The Executive Committee shall have the power to co-opt other Members when it is considered advisable to do so. The Executive Committee shall have the power to form sub-committees. It shall be the duty of every Officer, or any member of the Executive Committee or Sub-Committee, who is in any way directly or indirectly interested financially or professionally in any item discussed at any Committee Meeting at which he or she is present to declare such interest and he/she shall not discuss such item (except by invitation of the Chairman) or vote thereon. If a Committee member misses three consecutive meetings he/she may be asked to resign. 8. AUDITORS - An Auditor, not being a member of the Executive Committee shall be elected at the Annual General Meeting to serve for one year but may offer himself/herself for re-election 9. RETIREMENT OF EXECUTIVE COMMITTEE - (a)All Officers of the Association shall be honorary and shall retire automatically, with the exception of the President, at the next Annual General Meeting after their election, but may offer themselves for re-election. (b)Three members shall retire in rotation each year but shall be eligible for re-election. 10. GENERAL MEETINGS - (a)The Annual General Meeting of the Association shall be held during the month of April at a time and place to be fixed by the Executive Committee. The Annual Report and Audited Statement of Accounts and Balance Sheets shall be presented at this meeting. The election of officers and Members of the Executive Committee shall take place at this meeting for Officers, Auditor, and Members of the Executive Committee shall be notified to the Hon. Secretary in writing at least seven days previous to the Annual General Meeting. Nominations must state the names and addresses of proposer and seconder. The nominee's consent must be obtained. Nominees for election as Officers or Committee members shall declare, at the Annual General Meeting at which their election is to be considered, any financial or professional interest known or likely to be of concern to the Association. (b)Special General Meeting - A Special General Meeting may be called within 21 days after the receipt in writing by the Hon Secretary of a notice of a motion signed by not less than 10 full members. (c) At least 14 days notice of General Meetings, other than Special General Meetings, must be given to all members. QUORUM - 10% of the total membership shall form a quorum at General Meetings. 11. NOTICES OF MOTION - Notice in writing of intended motions affecting matters of policy, with name and address of mover and seconder, must be received by the Hon. Secretary at least 14 days before any General Meeting, unless, at the discretion of the Executive Committee, a shorter period is deemed warranted. 12. FINANCE - The Financial Year of the Association shall commence on 1 January and end on 31 December. All payments to the Association shall be receivable by the Hon. Treasurer who shall pay all such monies into the Association's banking account. All expenditure shall be approved by the Executive Committee and all cheques drawn upon the Association's banking account shall be signed by two, from the Chairman, Vice Chairman and the Hon. Treasurer. 13. RULES - The Rules of the Association shall not be altered without the approval of a majority of members present and voting at a General Meeting. Notice of any proposed alterations shall be given to the Hon. Secretary not later than 1 December. Payment of the subscription implies acceptance of the Rules of the Association. The interpretation of the Rules is vested in the Executive Committee which has authority to deal with any point not covered by these rules. 14. The Association may be dissolved by a two thirds majority of members voting at an Annual General Meeting of the Association confirmed by a simple majority of members voting at a Special General Meeting held not less than fourteen days after the previous meeting. If a motion for the dissolution of the Association is to be proposed at an Annual General Meeting or a Special General Meeting this motion shall be referred to specifically when notice of the Meeting is given. in the event of the dissolution of the Association, the available funds of the Association shall be transferred to one or more charitable institutions having objects similar, or reasonably similar, to those herein before declared as shall be chosen by the Executive Committee and approved by the Meeting of the Association at which the decision to dissolve the Association is confirmed. On dissolution the minute books and other records of the Association shall be deposited with the Civic Trust. |