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Constitution of Rowhills Residents Association (RRA)
Adopted on …………………………………………………(date)
- Name
The name of the group shall be: Rowhills Residents Association
2 Aims
The aims of the group shall be:
- To manage the maintenance of the road known as Rowhills, Farnham, Surrey.
- To communicate with members of the group any issues relating to the maintenance of the road.
- To encourage and actively promote social events with the membership.
3 Powers
In order to achieve its aims, the group may:
a Raise money
b Open bank accounts
c Take out insurance
d Organise and facilitate road maintenance and other issues relating to the operation and use of the road
e Organise events
f Do anything that is lawful which will help it to fulfill its aims
4 Membership
a Membership of the group shall be open to any person over eighteen years of age, living within the road (Rowhills) who is interested in helping the group to achieve its aims, and willing to abide by the rules of the group.
b Membership shall be available to anyone without regard to gender, race, nationality, disability, sexual preference, religion or belief.
c Every household with membership within Rowhills shall nominate a person who shall have one vote at General Meetings.
d The membership of any person may be terminated for good reason by the Management Committee but the member has a right to appeal to the Management Committee before a final decision is taken.
e Each member household within the group shall appoint a representative to vote at any meetings, and notify the group’s Secretary of that person’s name.
f Each member household shall pay annually to the Treasurer a sum of money, to be decided and voted upon, by the group at the Annual General Meeting (AGM). The amount may vary over time, to cover necessary expenses and maintenance incurred by the group. Only a paid-up household shall have a vote at the AGM.
5 Management
a The group shall be administered by a Management Committee of the Officers and not more than three other members elected at the group’s AGM.
b The Officers of the Management Committee shall be: the Chairperson, the Treasurer and the Secretary.
c The Management Committee shall meet at least four times a year.
d The Chairperson shall chair all meetings.
e The quorum for the Management Committee shall be three members.
f Voting at Management Committee meetings shall be by show of hands. If there is a tied vote then the Chairperson shall have a second vote.
g The Management Committee may, by a two thirds majority vote and for good and proper reason, remove any Committee member, provided that the person has the right to be heard before a final decision is made.
h The Management Committee may appoint another member of the group as a Committee Member to fill a vacancy provided the maximum number is not exceeded.
6 Duties of the Officers
a Duties of the Chairperson
- Chair meetings of the Management Committee of the group
- Represent the group at functions/meetings to which the group has been invited
- Act as spokesperson for the group when necessary.
b Duties of the Secretary
- Take and keep minutes of the meetings
- Prepare the Agenda for meetings of the Committee and the group in consultation with the Chairperson
- Maintain a Membership List
- Collect and circulate any relevant information within the group.
c Duties of the Treasurer
- Supervise the financial affairs of the group
- Inform all member households annually, at the time of the AGM of the requirement to pay the annual subscription
- Keep proper accounts that show all monies collected and paid out by the group.
7 Finance
a Any monies obtained by the group shall be used only for the purposes of the group
b Any bank accounts opened by the group shall be in the name of the group
c Any cheques issued shall be signed by the Treasurer and one other nominated official.
8 Annual General Meeting
a The group shall hold an Annual General Meeting (AGM) in the month of November.
b All group members shall be given at least fourteen days notice of the AGM and be issued a proposed Agenda by the Secretary. All group members shall be entitled to attend; only the nominated household member shall be entitled to vote. The quorum for an AGM shall be ten members.
c Any additions to the proposed Agenda shall be communicated to the Secretary at least seven days in advance of the AGM.
d The business of the AGM shall include:
i receiving a report from the Chairperson on the groups’ activities over the year
ii receiving a report for the Treasurer on the finances of the group
iii electing a new Management Committee members from within the group
iv considering any other matter as may be decided.
9 Special General Meeting
A Special General Meeting may be called by the Management Committee or by any six members of the group to discuss an urgent matter. The Secretary shall give all members fourteen days notice of any Special General Meeting together with the business to be discussed. All members of the group shall be entitled to attend.
10 Alteration to the Constitution
Any changes to this Constitution shall be agreed by at least two-thirds of those voting members present and voting at any General Meeting.
11 Dissolution
The group may be wound up at any time if agreed by two-thirds of those voting members present and voting at any General Meeting. In the event of winding up, any assets remaining after all debts have been paid, shall be distributed equally among the voting members.
This constitution was adopted at a General Meeting of the
group on …………………………………………
Signed by
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| Secretary | |
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| Treasurer | |
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| Other Committee Members | |
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