Constitution of the North West Farnham Residents Association
Revised June 2009
The name of the Association shall be the NORTH WEST FARNHAM RESIDENTS ASSOCIATION (the Association).
To conserve and where possible to enhance the character of the area that the Association represents. To take such action as may be appropriate on any matters likely to affect residents as a whole or any particular group of residents within the area.
Membership of the Association shall be open to all who are interested in actively furthering the objects of the Association. Payment of the subscription shall entitle all persons in a household over eighteen years of age to the rights of membership. Membership shall lapse if the due subscription is unpaid three months after it is due. No Member shall be entitled to vote at any meeting of the Association where a due subscription has not been paid.
The Committee shall be responsible for the management and administration of the Association.
The Committee shall meet not less than six times a year at intervals of not more than two months and the Secretary shall give all members not less than seven days notice of each meeting.
The quorum shall comprise a minimum of three members of the Committee. In the event of an equality of votes cast, the Chairman shall have a second or casting vote.
The Committee shall have the power to fill casual vacancies occurring among the Officers or members of the Committee and shall have the power to co-opt further members (who may attend meetings of the Committee in an advisory and non-voting capacity). The Officers and members of the Committee shall normally be resident or work in the area but the Committee shall have the power to co-opt additional members from outside the area if desired.
The Committee may constitute such sub-committees from time to time as shall be considered necessary. The Chairman and Secretary of each sub-committee shall be appointed by the Committee and all actions and proceedings shall be reported to and confirmed by the Committee as soon as is reasonably possible. Members of the Committee may be members of any sub-committee and membership of a sub-committee shall be no bar to membership of the Committee. Sub-committees shall be subordinate to and may be regulated by or dissolved by the Committee.
The annual subscription shall be £2.00 per household or such other reasonable sum, not exceeding £5.00, as the Committee may determine from time to time, and it shall be payable on or before the 1st May each year.
The subscription of a Member joining the Association in the three months preceding May 1st in any year shall be regarded as covering membership for the Association’s year commencing the 1st May following the date of joining the Association.
An Annual General Meeting shall be held in or about June in each year to receive the Committee’s report and the audited accounts and to elect Officers and members of the Committee. The Committee shall decide when Ordinary Meetings of the Association shall be held and shall give at least fourteen days notice of Ordinary and General Meetings to all Members.
Special General Meetings of the Association may be called by the Committee or shall be held at the written request of Members representing not less than ten per cent of the fully paid up Members.
Twenty Members personally present shall constitute a quorum for a meeting of the Association. No resolution other than specified in 7 above shall be moved at any General Meeting unless notice in writing, stating its terms and signed by the Member who proposes to move it, has been received by the Secretary at least twenty one days before the date appointed for the holding of such a General Meeting.
8.Election of Officers and Members of the Committee
Nominations for the election of Officers and members of the Committee should preferably be made prior to but will be accepted at the Annual General Meeting. Such nominations must be supported by a seconder and the consent of the proposed nominee must first have been obtained. The election of Officers shall be completed prior to the election of further Committee members.
A Chairman, Deputy Chairman, Secretary, Treasurer and not less than four and not more than eight other members shall constitute the Committee. All of whom shall relinquish their office each year at the Annual General Meeting except that Officers or members retiring after four years continuous service as Officers or members are not eligible for re-election in the same capacity until the expiry of one year. If the nominations exceed the number of vacancies, a ballot shall take place in such a manner as shall be determined by the meeting.
9.Declaration of Interest
Nominees for election as Officers or Committee members shall declare at the Annual General Meeting at which their election is to be determined any financial or personal interest likely to be of concern to the Association. Further it shall be the duty of every Officer or member of the Committee or any 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 an interest and they may not subsequently discuss or vote on such an item.
10.Expenses of Administration and Application of Funds
The Committee shall, out of the funds of the Association, pay all proper expenses of administration and management expenses and setting aside to reserve of such sums as may be deemed expedient; the remaining funds of the Association shall be applied by the Committee in furtherance of the objects of the Association.
The Association may be dissolved by a two-thirds majority of Members voting at an Annual General Meeting or Special General Meeting of the Association provided that twenty eight days notice of the proposed dissolution has been given to Members and this meeting may determine the disposal of any remaining funds.
12.Amending the Constitution
The Constitution may be amended by a two-thirds majority of Members voting at an Annual General Meeting or Special General Meeting of the Association provided that twenty eight days notice of the proposed amendment has been given to Members.