CONSTITUTION OF THE BRAMCOTE HILLS COMMUNITY ASSOCIATION
The name of the Association shall be the BRAMCOTE HILLS COMMUNITY ASSOCIATION (hereinafter called ‘the Association’)
2. AIMS AND OBJECTIVES
The objects of the Association shall be to promote the benefit of the inhabitants of Bramcote Hills and Bramcote Moor within an area defined in Clause 3 (hereinafter called ‘the area of benefit’) and to promote the benefit of the inhabitants of the surrounding neighbourhood without distinction of sex or of political, religious or other opinions by associating the local authorities, voluntary organisations and the inhabitants in a common effort to advance education, to protect the environment and to provide facilities in the interests of social welfare for recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants. The Association shall be non-political and non-sectarian.
The boundaries forming the area of benefit shall be the north side of the Derby Road, Moor Lane until it reaches the City Boundary, the City Boundary between Moor Lane and Sandy Lane, and Sandy Lane.
4. YEAR ENDS
The financial year of the Association shall run from January 1st to December 31st. The operational year of its Committee shall run from the Annual General Meeting in the year of its election until the annual General Meeting held in the following year.
Any person eligible to membership under Clauses 5a, 5b, or 5c and who has not been excluded under Clause 8. and has not given written notice that he or she wishes to be excluded, shall be deemed to be a member if the appropriate subscription is paid by any member of their household. Membership shall be of three kinds. Full Membership, Junior Membership or Associate Membership.
(a) All persons aged eighteen and over living in the area of benefit are eligible to be Full Members.
(b) All persons under the age of eighteen living in the area of benefit are eligible to be Junior Members. Junior members shall not have the right to vote at members’ meetings but may elect from among themselves two representatives to the Committee who shall have the right to vote at its meetings as if they were Full Members.
(c) Well-wishers anywhere are eligible to become Associate Members. Associate Members shall not have the right to vote at members’ meetings but may elect from among themselves one representative to the Committee who shell have the right to vote as if he or she were a Full Member.
The manner in which the Associate and Junior Members elect their representatives shall be determined by the Committee from time to time.
Sections shall be such groups as may with the permission of the Committee be formed within the Association among the individual members for the furtherance of a common activity.
All members shall pay such subscriptions by household as may be determined at the Annual General Meeting of the Association.
8. TERMINATION OF MEMBERSHIP
The Committee shall, by a two-thirds majority of those present and voting at a meeting, have the right for good and sufficient reason to terminate the membership of an individual member or to disassociate a Section from the Association provided that reasonable written notice is given and that the member or members concerned shall have the right to be heard by the Committee before a final decision is made.
9. THE COMMITTEE
Subject to the limitations set out in Clause l1 hereof, the policy and general management or the affairs of the Association shall be directed by a committee (referred to as ‘the Committee’), which shall meet not less than three times a year. The Committee shall consist of
(a) Such number of representatives or Full Members, to be elected from among and by themselves at the Annual General Meeting not to be in number greater than twenty-one nor less than twelve.
(b) Not more than two representatives of Junior Members elected in accordance with Clause 5
(c) Not more than one representative of Associate Members elected in accordance with Clause 5
(d) The Honorary Officers Of the Association.
In addition the Committee may co-opt no more than three further members who must be Members of the Association. All members of the Committee shall retire annually at the time of the Annual General Meeting, but shall be eligible to be elected or co-opted again for a further term of office. The Committee shall have the power to appoint such sub-committees as it may from time to time decide and may determine their powers and terms of reference and appoint a chairman from among the members of the Committee.
The Annual General Meeting shall elect an Honorary Chairman, an Honorary Secretary and an Honorary Treasurer of the Association. All honorary officers of the Association shall be ex-officio members of the Committee and of all sub-committees. Should any of these posts fall vacant by resignation or otherwise other than at the time of an Annual General Meeting the Committee shall appoint an acting officer who will have the powers and duties of an elected Honorary Officer of the Association.
11. ANNUAL GENERAL MEETING
Once in each year, in the month of February, the Committee shall convene an Annual General Meeting of the Association, which all members including those who represent the Sections shall be entitled to attend, for the purpose of receiving the Annual Report of the Committee and annual audited statements of the accounts; of electing Honorary Officers of the Association; of accepting the resignations of retiring members of the Committee; of electing representatives of Full Members to serve on the Committee; of appointing an auditor or auditors; of making recommendations to the Committee and, if necessary, of voting on proposals to amend this Constitution in accordance with Clause 15 hereof. At least twenty-eight days notice must be given of the time and place of the Annual General Meeting.
At least fourteen days notice must be given to the chairman in writing of any proposed agenda item for the Annual General Meeting, the item being duly supported by signatures from at least four other member households.
12. SPECIAL GENERAL MEETINGS
The Chairman or Secretary of the Association may at any time at their discretion, and shall within twenty-eight days of receiving a written request to do so signed by not less than fifty members having the power to vote and giving reasons for the request, call a Special General Meeting of the Association for the purpose of altering the Constitution in accordance with Clause 15 hereof or of considering any matter which may be referred to them by the Committee or for any other purpose.
At least fourteen days notice must be given of any Special General Meeting.
13. RULES OF PROCEDURE AT ALL MEETINGS
(a) Subject to the provisions of Clause 8 and Clause 18 all questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote thereat. In case of an equality of votes the Chairman of the Association or in his or her absence the chairman of the meeting shall have a second or casting Vote.
(b) One-third of the members of the Committee shall form a quorum at meetings of the Committee. Twenty members shall form a quorum at General Meetings of the Association.
(c) Minutes books shall be kept by the Association recording the proceedings of meetings of the Committee and of the Annual General Meeting.
(d) Reasonable notice must be given to the Members of the Committee of meetings of the Committee.
14. THE NEWSLETTER
The Committee shall organise a Newsletter which shall be circulated to all members not less than three times a year. This Newsletter will form the accepted means of communication between the Committee and the membership and the membership households and will be used to give notice of the regular events organised by the Committee including the Annual General Meeting, to give notice of the business of the Sections and to give details of matters of interest to the members.
15. FINANCE AND THE HOLDING OF FUNDS
(a) All monies raised by, or on behalf of the Association shall be applied to further the objectives of the Association and for no other purpose.
(b) The Honorary Treasurer shall keep proper accounts of the finances of the Association.
(c) The accounts shall be audited at least once a year by a qualified auditor or auditors who shall be appointed at the Annual General Meeting.
(d) An audited statement of accounts for the preceding financial year shall be submitted by the Committee to the Annual General Meeting
(e) Sections may raise subscriptions from their members and may hold monies to be used solely for the purpose for which that Section was formed. If monies are so raised the members of that Section will appoint an honorary treasurer of that Section who will be responsible for presenting audited accounts to the Annual General Meeting.
(f) Funds of the Association will be maintained in such a Bank Account as may be determined by the Committee.
(g) The operation of the said Bank Account shall be by the signatures of not less than two of the three Officers of the Association or as the Bank may determine.
Members serving the Association and the Sections do so for charitable purposes and will be expected to do so totally at their own expense save for the following special circumstances.
(a) Postage expenses of the members of the Committee properly incurred on association business will be met by the Association.
(b) Those members organising events on behalf of the Committee may with the permission of the Committee obtained at a Committee meeting claim reimbursement towards the specific cost of organising that event. It will normally be expected that these costs will be born by a charge on those attending the event.
(c) In recognition of the onerous telephone costs born by the Honorary Secretary and the Honorary Chairman of the Association all postal expenses and an element of the telephone expenses properly
incurred in holding these offices will be met by the Association after approval at that meeting of the Committee held immediately after the Annual General Meeting. Under no circumstances will the reimbursement to the Honorary Chairman under this Clause exceed ten per cent of the monies raised by subscription in that year. In the case of the Honorary Secretary the Sum is not to exceed six per cent of such subscription income.
If the Committee by a simple majority of the total membership entitled to vote decides at any time that on the grounds of finance or otherwise that it is necessary or advisable to dissolve the Association it shall call a meeting of members of all members of the Association who have the power to vote, of which meeting not less than fourteen days notice stating the terms of the resolution to be proposed thereat shall be posted in a conspicuous place or places in the area of benefit and preferably advertised in a Newsletter of the Association circulated in the area of benefit. If such a decision be confirmed by a simple majority of those present and voting at such a meeting the Committee shall have the power to dispose of any assets held by or in the name of the Association, any assets remaining after the satisfaction of any proper debts and liabilities shall be applied towards charitable purposes for the benefit of the area of benefit as the Committee may decide. The Sections may at this time decide by a meeting of their members whether to disband or to continue in their function. Monies held by a Section disbanding at this time, up to a maximum of those funds contributed by the Association to the section in the previous twelve months will revert to the Association to be used for the aforementioned charitable purposes after the satisfaction of debts and liabilities.
Monies held by a Section which disbands at a time not related to the dissolution of the Association up to a maximum of those funds contributed by the Association to that Section in the previous twelve months will revert to the Association to be used for its proper purposes.
18. ALTERATION$‘TO THE CONSTITUTION
Any proposal to alter this Constitution must be delivered in writing to the Secretary or Chairman of the Association not less than twenty-eight days before the date of the meeting at which it is first to be considered. Any alteration will require the approval of both a simple majority of members of the Committee entitled to vote and voting at a Committee meeting and a two-thirds majority of members entitled to vote and voting at a General Meeting.
Notice of such a General Meeting must have been given not less than fourteen days before the date of the meeting in question and giving the wording of the proposed alteration but otherwise in accordance with normal procedure.
This constitution was adopted as the Constitution of the BRAMCOTE HILLS COMMUNITY ASSOCIATION at the Annual General Meeting duly convened on February 1988