Constitution of Rowhills Residents Association (RRA)
Adopted on 26th April 2023
- Name
The name of the group shall be: Rowhills Residents Association
2 Aims
The aims of the Association shall be:
- To manage the maintenance of the road known as Rowhills, Farnham, Surrey.
- To communicate with members of the Association, 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 Association 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. Liaise with public bodies (council, police etc) on matters relating to the road, its upkeep and safety.
e Organise social events in the name of the association, but events must be self-funded and not funded from the annual membership fees.
f Do anything that is lawful which will help it to fulfill its aims
4 Membership
a Membership of the Association shall be open to any person over eighteen years of age, living within the road (Rowhills) who is interested in helping the Association to achieve its aims, and willing to abide by the rules.
b Every household with paid-up membership within Rowhills can nominate one person who shall have one vote at General Meetings.
c 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.
f Each member household shall pay annually to the Treasurer a sum of money, to be decided and voted upon, by the Association members at the Annual General Meeting (AGM). The amount may vary over time, to cover necessary expenses and maintenance incurred by the Association.
5 Management
a The Association shall be administered by a Management Committee of the Officers and not more than three other members elected at the 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 a resident of Rowhills from a paid-up household as a Committee Member to fill a vacancy, provided the maximum number is not exceeded.
i The committee shall comprise of six members, each from a different household within Rowhills.
6 Duties of the Officers
a Duties of the Chairperson
- Chair meetings of the Management Committee.
- Represent the Association at functions/meetings.
- Act as spokesperson for the Association when necessary.
b Duties of the Secretary
- Take and keep minutes of the meetings
- Prepare the Agenda for meetings of the Committee in consultation with the Chairperson
- Maintain a Membership List
- Collect and circulate any relevant information.
c Duties of the Treasurer
- Supervise the financial affairs of the Association
- 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 association.
7 Finance
a Any monies obtained by the association shall be used only for the purposes of the association
b Any bank accounts opened by the association shall be in the name of the association.
c Any cheques issued shall be signed by the Treasurer and one other nominated official.
8 Annual General Meeting
a The Association shall normally hold an Annual General Meeting (AGM) in the month of November. Extraordinary General Meetings can be called if necessary.
b All Association members shall be given at least fourteen days notice of the AGM and be issued a proposed Agenda by the Secretary. All Association 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 Association’s activities over the year
ii receiving a report for the Treasurer on the finances of the Association
iii electing a new Management Committee members.
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 Association, 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 Association 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 Association may be wound up at any time if agreed by two-thirds of households eligible to vote, 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 paid-up member households.
This constitution was adopted at a General Meeting of the Association on
26 April 2023
Signed by…
| Chair: | |
| Michael Chapman | |
| Secretary: | |
| John Barnett | |
| Treasurer: | |
| John Cleden | |
| Other Committee Member: | |
| John Lewis | |