Rhandirmwyn and District Community Association Constitution
Constitution of the Rhandirmwyn and District Community Association
The name of the Association is:
The Rhandirmwyn and District Community Association
The Association’s aim is to:
Promote the benefit of the community of Rhandirmwyn and surrounding areas
- Membership of the Association shall be open to any person resident or having an interest in the community interested in furthering the aim.
- Every member present at a meeting shall have one vote.
- The members may by two-thirds majority vote and for good reason terminate the membership of any individual, provided that the individual concerned having been informed by writing shall have the right to be heard, accompanied by a friend, before a final decision is made.
- An Executive Committee of up to 7 members shall be elected and will comprise of Honorary Chairman, Honorary Secretary and Honorary Treasurer and up to four ordinary members. All will be elected at the Annual General Meeting and shall hold office forthwith. Any posts unfilled may subsequently be filled by co option subject to ratification at the first general meeting following such co option
- All the members of the Executive Committee shall retire from office together at the Annual General Meeting next after the date on which they came into office but they may be re-elected or re-appointed.
- The Executive Committee may exercise the power to do all such lawful things as are necessary for the achievement of the Aim.
- Determination of Membership of the Executive Committee
A member of the Executive Committee shall cease to hold office if he or she:
- is disqualified from acting as a member of the Executive Committee by virtue of section 45 of the charities act 1992 (or any statutory re-enactment or modification of that provision);
- becomes incapable by reason of mental disorder, illness or injury, of managing his or her own affairs;
- is absent without the permission of the Executive Committee from all their meetings held within a period of six months and the Executive Committee resolve that his or her office be vacated; or
- notifies the Executive Committee a wish to resign (but only if at least three members of the Executive Committee will remain in office when the notice of resignation is to take effect).
- Association Meetings and Proceedings of the Executive Committee.
- The Association shall hold at least two ordinary meetings each year. A special meeting may be called at any time by the Chairman or by any two members of the Executive Committee upon not less that 10 days notice being given of matters to be discussed.
- The chairman shall act as Chairman at the Association and the meetings of the Executive Committee. If the Chairman is absent from any meeting, the members of the Executive Committee present shall choose one of their number to be Chairman for the meeting before any business is transacted.
- There shall be a quorum when at least four members of the Executive Committee are present at a meeting.
- Every matter shall be determined by a majority of votes of the Association Members present at the meeting, but in case of equality of votes the Chairman of the meeting shall have a second or casting vote.
- The Association and Executive Committee meetings shall keep minutes, in books kept for the purpose.
- The Association may appoint one or more sub-committee’s for the purpose of making up any inquiry or supervising or performing any function or duty which in the opinion of the Association would be more conveniently undertaken or carried out by a sub-committee: provided that all acts and proceedings of any such sub-committee’s shall be fully and promptly
- reported to the Executive Committee and the next General meeting of the members.
- Receipts and Expenditure.
- The funds of the Association including all donations, contributions and bequests, shall be paid into an account operated by the officers of the Executive Committee in the name of the Association at a bank that the Executive Committee shall decide. All cheques drawn on the account must be signed by at least two officers of the Executive Committee.
- The funds belonging to the Association shall be applied only in furthering the Association’s Aim.
- The Treasurer shall keep accounting records for the Association and prepare annual statements of account, together with a balance sheet, which shall be presented to members of the Association at the financial year ending 31st October.
- The Association shall ensure that there is auditing or independent examination of the statement of accounts.
- There shall be an Annual General Meeting of the Association which held in the month of November each year or as soon as practicable thereafter.
- The Annual General Meeting shall be called by the Executive Committee. The Secretary shall give at least 21 days notice of the Annual General Meeting to all the members of the Association on the village notice board. All the members of the Association shall be entitled to attend and vote at the meeting.
- The treasurer shall present to each Annual General Meeting the report and audited accounts of the Association for the preceding year.
- Nomination for election for the Executive Committee must be made by the members of the Association at the Annual General Meeting. Should nominations exceed vacancies, election shall be by secret ballot.
- Special General Meetings.
The Executive Committee may call a special general meeting of the Association at any time. If at least ten members request such a meeting in writing stating business to be considered the secretary shall call such a meeting. At least ten days notice must be given. The notice must state the business to be discussed.
- Alterations to the Constitution.
Proposals to be submitted in writing to the secretary by notice of motion, 14 days before the Annual General Meeting for consideration and, if appropriate approval at that meeting. Approval will require a two-thirds majority of those present and voting.
If the Executive Committee decides that it is necessary or advisable to dissolve the Association it shall call a Special General Meeting of all members of the Association, of which not less than 21 days notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two-thirds majority of those present and voting, the Executive Committee shall have the power to realise any assets held by or on behalf of the Association. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other institution or institutions having objects similar to the objects of the Association as the members of the Association may determine or failing that shall be applied for some other charitable purpose.
Adopted on the 23rd Day of November 2009