ASSOCIATION NEW CONSTITUTION
WATERLOOVILLE & DISTRICT RESIDENTS’ ASSOCIATION
(Covering the Wards of Cowplain, Stakes, Waterloo, Hart Plain
And Part Of Lovedean)
1. The name of the Association shall be ‘Waterlooville and District Residents’ Association’ (covering the wards of Cowplain, Stakes, Waterloo, Hart Plain and part of Lovedean.)
2. The objectives of the Association are to safeguard the interests of the residents, to provide a channel of communication and a means of co-operation with the appropriate Local Authority, to sponsor Association candidates for election thereto and to act as a source of information on Local Government affairs.
3. The Association shall be strictly unaligned with any political party.
4. Only electors of the Cowplain, Hart Plain, Stakes and Waterloo Wards shall be eligible for membership. Should these wards be re-formed the electors of the wards thus formed shall be eligible for membership. The Management Committee reserves the right to reject or cancel membership and to inform the person accordingly. The Management Committee is responsible for maintaining a membership register.
5. The minimum annual subscription shall be determined by the Management Committee who may grant free life membership.
6. The Management of the Association shall be entrusted to the following (honorary) officers: Chairman, Vice Chairman, Treasurer; also the immediate past Chairman and up to 6 elected committee members (see Rule 7) and the President and Vice President who shall be elected annually.
7. The elected committee members shall be eligible for re-election annually. The Committee shall be entitled to fill casual vacancies as they arise, subject to confirmation at the following General Meeting. Members so selected shall serve only until the next Annual General Meeting when they will be eligible for re-election to serve the un-expired period of their predecessor’s term of office.
8. The Management Committee shall meet a minimum of 5 times each year normally bi-monthly at the discretion of the Management Committee. Four members shall form a quorum. Any committee member absent from three consecutive meetings without reasonable cause being shown to the committee shall cease to be a member of that committee.
9. The Management Committee may co-opt up to 2 members of the Association until the next AGM, with voting rights. At its discretion the Management Committee may co-opt persons from out of the area defined in Rule 1, for the purposes of filling any vacant administrative role (as defined in Rules 6 and 16) but without voting rights.
10. An Annual General Meeting shall be held in March (or not more than 15 months from the preceding AGM), when the Chairman’s report and statements of accounts shall be presented and officers and members of the Management Committee, be elected as required.
11. Nominations for officers and members of the committee should be submitted to the Secretary not less than 28 days prior to the AGM. Nominated officers must have one year’s continuous membership and nominated committee members must have six months continuous membership. No nominations will be received in the absence of the nominee, unless supported by written consent of the nominee.
12. A minimum of 5 General meetings shall be held each year, normally bi-monthly, at the discretion of the Management Committee.
13. Only paid up members of the Association shall be entitled to vote at Annual and General meetings. No member may vote at any meeting within 28 days of joining the Association. The Chairman of the meeting shall have a second or casting vote. Six members shall form a quorum at AGM’s.
14. The Hon Minutes Secretary shall prepare and keep minutes of all meetings; such minutes to be approved at the next appropriate meeting.
15. Delegates to other associations shall be elected as required at committee and General Meetings.
16. All finance, the property of the Association, shall be received by the Treasurer and paid into the banking account of the Association. All payments of the Association shall be by cheque, such cheques being signed by any two of the following: the Treasurer and one other of the authorised Management Committee members. The Magazine Account shall be excluded from this provision and shall be separately administered by the Chairman, Business Manager, Vice-Chairman and Distribution Manager. Any payments from the Magazine Account by cheque need to be signed by the Business Manager and one other of the authorised Management Committee members. The Business Manager is authorised to transfer monies to the Association’s Treasurer Bank Account and to pay Magazine bills by online banking facilities. At each Committee meeting the Business Manager is to present current Bank Statements, paying-in book, cheque book and vouchers showing expenditure.
17. The Business Manager, Distribution Manager, Editor and Secretary/Minute secretary shall be appointed annually by the Management Committee and be ex-officio members of that committee with voting rights at the discretion of the Management Committee. The Management Committee may remunerate any member of that committee for services rendered to the Association provided the services are of special value.
18. Three calendar months’ notice in writing of a proposal to change or add to the rules to be given by the proposer and brought to the attention of the committee. Such change or addition is to be made only at an Annual General Meeting or an extraordinary General Meeting called by at least twelve members.
19. Association Councillors may not hold office as defined in Rule 6. They are ex-officio members of the Committee with voting rights.
20. If the Management Committee by simple majority decides for any reason it is advisable to dissolve the Association, it shall call a meeting of all voting members giving not less than 21 days’ notice, (stating the terms of the resolution to be proposed thereat), by appropriate notification in the Association’s magazine. If such a decision shall be confirmed by simple majority of those present, the Management Committee shall have power to dispose of any assets remaining, after the satisfaction of any proper debts and liabilities, towards local charitable purposes.