The Organization shall be called the Holyport Residents Association (HRA).
Alterations to the Constitution: Whilst the Association is in development prior to the first AGM, this Constitution may be altered by the Committee. After the first AGM, any alterations to this Constitution shall require the approval of two thirds of members who vote. Members must be given not less than 14 days notice in writing of the wording of the proposed alteration. Email communication shall be preferred and the notice period shall run from the date on which the email is sent.
The Aim of the Organization shall be: To enable residents to share their concerns over new development proposals or other matters, including failures of local government to tackle problems arising, which may threaten their environment in terms of planning, traffic management, ecological balance or any other significant issue, thus enabling a consensus to develop for each of such matters.
This will be done by; · inviting members to exchange information and experience and to draw attention to developments or possible developments in the HRA area which may affect residents quality of life. · representing the interests of members to regional and national authorities and other organizations. · monitoring and commenting on major issues affecting the quality of life of residents of the HRA area, including planning, traffic management, licensing, cultural activities, community safety and policing.
Mode of Working will be; · to collect and provide information to members and other interested groups through a web site and any other helpful means agreed by the committee. · to publicize achievements and problems of members and the Association through the media. · to garner information and support by working in close contact with other organizations with complementary interests.
Membership Membership shall be open to all 18 year old and over residents of the HRA area. Membership shall cease immediately upon a person leaving the HRA area.
The Committee The policy and general management of the affairs of the Association shall be directed by a Committee which shall consist of at least six residents of the HRA area. The committee shall be composed of those HRA area residents who have volunteered for committee duties, or, if there are so many as to be more than required, those of the volunteers who have been elected by the membership of the Association. If committee membership election is necessary due to a great number of volunteers the process shall be carried out through the website or by email to members. Members shall all be emailed with the result and the result published on the website and members will be able to comment upon said result.
The Committee shall have power to co-opt not more than four other persons (a maximum of 10 committee members). All committee members shall retire annually, but shall be eligible to stand for re-election. Elections may be at the AGM or Special meeting or through the website and by email to members. Once in each year in the month of January the Committee shall publish to members an Annual Report of the Committee, and the annual audited Statement of Accounts and the identity of the Auditor; but while no subscriptions are taken no accounts will be maintained or published.
Honorary Officers The Committee shall elect from their number such officers as it may from time to time determine, but always including Chairman, Vice-Chairman, Secretary and Treasurer.
Actions to be taken by the Committee The Committee will decide whether and what action they will take on behalf of the HRA on any topic arising, whether in the forum or arising from Members communications with the Committee.
Other Committees The Committee shall have the power to appoint such sub committees as it shall from time to time determine.
Annual General Meeting Annual General Meetings shall be held in March. At least 21 days' notice shall be given to all members by the secretary. The election of the committee shall take place at the Annual General Meeting. Nominations for committee members must be submitted at least ten days before the Annual General Meeting. Individuals nominated must have agreed to stand.
Special General Meeting The Secretary shall, within 14 days of receiving a written request to do so by not less than 10 members, call a Special General Meeting of the Association, to be held within 28 days of the written request. The agenda of any Special General Meeting shall be circulated to members not less than 14 days before the date of the meeting.
Subscriptions The individual members shall pay such subscriptions as the Committee from time to time recommends. Initially, in 2013, there will be no subscription fee, however, the committee shall decide in due course whether it is necessary to request members to pay a fee. As of 12th May 2017 there is still no subscription fee. Subscriptions shall be due on 1st April each calendar year and payable to the Treasurer of the Association. On the recommendation of the Treasurer, the Committee shall have the authority to vary any individual subscription for new members joining after 1st April.
Quorum Decisions taken by the committee must be agreed by the majority of those who vote, with not less than three members voting. The chairman shall have a casting vote. Decisions may be taken through email communication, provided it can be shown that three days before a decision is taken, proposal emails were sent to all committee members.
Minutes Minutes shall be kept by the Committee and all sub-committees, and shall be displayed on the website or presented there for download.
Dissolution If the Committee by a simple majority decides at a Special General Meeting time that it is necessary or advisable to dissolve the Organization, it shall seek the approval of a simple majority of all members. Any assets remaining after the satisfaction of any proper debts and liabilities shall be applied towards charitable purposes.