St Margaret’s Banks Residents Association and Neighbourhood Watch
The name of the association shall be ‘St. Margaret’s Banks Residents Association and Neighbourhood Watch’, hereinafter called ‘the association’.
To act on behalf of the members of the association in their best interest in all general aspects of life, both social and environmental within and around the specified locality.
Full membership of the association shall be open to residents of the area bounded to the north by the south side of Rochester high Street from but not including the Medway Little Theatre to and including Five Bells Lane, and to the south by the north side of New Road from and Five Bells lane to and including Nag’s Head Lane, and to people who carry on business in the aforesaid area but do not live in the area defined which is hereinafter called the area. Full members will be individuals of eighteen years and over who are interested in the objectives of the association and who have paid the annual subscription as laid down from time to time by the executive committee hereinafter mentioned.
Membership shall terminate when a member no longer resides or carries on a business in the area or fails to renew his/her membership within six weeks notification of its becoming due.
4) Executive Committee
(a) the affairs of the association shall be vested in an executive committee (hereinafter called ‘the committee’) which shall meet not fewer than four times a year and shall consist of not fewer than six members of the association and not more than twelve.
(b) at the first meeting after the AGM the committee shall from among its members elect Officers, namely chairman, secretary and treasurer.
(c) the members of the committee shall be elected at the annual general meeting of the association in accordance with clause five.
(d) election to the committee shall be for one year.
(e) in addition to the members so elected the committee may co-opt up to two further members who shall be full members of the association who shall serve until the conclusion of the next annual general meeting.
(f) the committee may appoint such sub-committees as may be deemed necessary by the committee and shall determine their terms of reference, powers, duration and composition. All acts and proceedings of such sub-committees shall be reported back to the committee as soon as possible. Such sub-committees must obtain mandates for all their activities and approval for any expenditure from the executive committee.
5) Meetings of the Association
(a) An annual general meeting of the association shall be held not later than 30 April each year at a place that the committee shall determine. At least twenty one days notice shall be given in writing by the secretary to each household. At such annual general meeting the business shall include the election of full members to serve on the committee; the consideration of an annual report of the work done by or under the auspices of the committee and the accounts; and any other business.
(b) An extraordinary General Meeting may be called by the chairman at his or her discretion or the secretary, within twenty-one days of receiving a written request to do so, signed by not fewer than twelve full members and giving reasons for the request. An agenda shall be circulated with the notice of the meeting and only those items on the agenda shall be discussed.
Nominations for the members of the committee must be in the hands of the secretary at least fourteen days before the annual general meeting. Should nominations exceed vacancies, election shall be by ballot.
7) Rules of Procedure at all Meetings
. The quorum for an annual or extraordinary general meeting shall be one tenth of the total membership.
. The quorum for a committee meeting shall be four members of the committee.
. The quorum for a sub-committee meeting shall be one third of that sub-committee.
All questions arising at any meeting other than an EGM shall be decided by a simple majority of those present and entitled to vote. Arrangements for proxy voting may be made by the committee for any vote except the following:
. A vote to amend the constitution.
. A vote to dissolve the association.
No person shall have more than one vote but in the case of a tie the chairman shall have a second, casting vote.
Minute books shall be kept by the committee and the secretary shall enter therein a record of all proceedings and resolutions.
(a) The membership fee shall be set by an AGM or EGM of the association.
(b) All monies raised by or on behalf of the association and its committees shall be deposited into the general fund and applied to further the purposes of the association provided that nothing herein contained shall prevent the repayment of reasonable out-of-pocket expenses.
(c) The treasurer shall keep proper accounts of the finances of the association.
(d) A statement of the accounts for the previous financial year shall be submitted to the AGM.
(e) An account shall be contained in the name of the association with such bank or building society as the committee shall from time to time decide. The committee shall authorise in writing the chairman, treasurer and secretary of the association to sign cheques on behalf of the association. All cheques and/or authorities for withdrawal must be signed by not less than two signatories.
10) Alterations to the Constitution
Any alteration to this constitution shall receive the assent of not less than two thirds of the full membership of the association hereof present and voting at an annual general meeting or at an extraordinary meeting called for the purpose provided that notice of any such alteration shall have been received by the secretary in writing not less than twenty one clear days before the meeting at which the alteration is to be brought forward. At least fourteen clear days notice in writing of such meeting setting forth the terms of the alteration to be proposed shall be sent by the secretary to each member of the association. Constitutional amendments shall become effective from the time of their approval and adoption at an AGM or EGM of the association.
If the committee by a simple majority decide at any time that on the grounds of expense or otherwise it is necessary or advisable to dissolve the association, it shall call a meeting of all members of the association who have the power to vote of which meeting not less than twenty one days notice (stating the terms of the resolution to be proposed thereat) shall be given. If such decision shall be confirmed by a (two thirds) majority of those present and voting at such meeting the committee shall have power to dispose of any assets held by or on behalf of the association. Any assets remaining after the satisfaction of any proper debts and liabilities shall be transferred to such charitable institution or institutions as the committee may decide.
Any notice may be served by the secretary on any member either personally or by sending through the post in a prepaid letter addressed to such member at his/her or the last known address in the United Kingdom and any letter so sent shall be deemed to have been received within ten days of positing.
The committee may decide from time to time if it wishes to affiliate to other groups.