BRACKENFIELD VILLAGE ASSOCIATION CONSTITUTION
1. Name The name of the group shall be Brackenfield Village Association (hereinafter referred to as “the Association”)
2. Aims and Objects The objects of the Association are: (a) to generate awareness of and interest in the local community (b) to support local community activities at the discretion of the committee (c) to develop communication opportunities for residents and local businesses (d) to work in cooperation with existing village and public bodies to sustain and improve the amenities, facilities and environment of Brackenfield. The Association shall be non-political and non-sectarian.
3. Powers The Association shall have the following powers. (a) to raise funds and apply for, invite, obtain, collect and receive contributions, grants,subscriptions, fees & loans (b) to engage contractors or pay any agent to assist in the achievement of the aims of the Association (The Association will not directly employ staff in any capacity.) (c) to hire, rent, lease and own property and equipment necessary to achieve the aims (d) to affiliate to any local or national group or association that the Management Committee decides is appropriate and disaffiliate from any group or organisation if continued affiliation be, in the Management Committee’s view, against the interests of the Association (e) to do all such other lawful things as are necessary to achieve the above aims or any of them
4. Membership Membership of the Association shall be free of charge and open to: (a) all residents of Brackenfield who are 18 years of age and over (b) other persons with an interest or involvement in the community affairs of Brackenfield Village, at the discretion of the committee Those eligible for membership can become Registered Members by returning a completed registration form to the secretary, including their contact details. Membership of the Association implies acceptance of this constitution and any amendments that may be passed at General Meetings. Registered Members may attend and vote at the Annual General Meeting and shall be eligible for election to the committee. Records of membership held electronically for the purposes of operating and administering the Association shall not be used for any other purpose.Those eligible for membership who do not wish to be involved or to receive communication from the Association, can opt out by informing the secretary. The committee may terminate the membership of any member acting outside the aims and objectives of the Association or bringing the Association into disrepute. The member concerned shall have the right to be heard by the committee before a final decision is made.
5. General Meetings The Annual General Meeting (AGM) The Annual General Meeting of the Association shall be held once a year. This shall be held during May/June or not more than fifteen months after the holding of the preceding AGM At least 21 days notice shall be given on the website (brackenfield.org) and on the Parish notice board. Nominations for election to the Committee shall be made at least 14 days before the AGM by informing the Secretary. Nominations must be supported by a seconder and the consent of the proposed nominee. If the number of nominations exceeds the number of vacancies, a ballot shall take place in a manner determined at the AGM. The business to be transacted at the Annual General Meeting: (a) to receive the Annual Accounts (b) to receive the Annual Report from the committee (c) to accept resignations from the committee (d) to elect members to serve on the committee (e) appointment of independent examiner/auditor (if necessary) Special General Meetings (SGM) A special General Meeting may be arranged for a defined purpose at the instigation of the committee or on receipt by the secretary, of an application in writing signed by at least 10 Registered Members, stating the reason for the meeting. The costs of such a meeting will be borne by those requesting it. The date of the meeting shall be determined by the Committee within 14 days of receiving the application and notification of the SGM will be given by email and on the Parish notice board not less than 28 days prior to the SGM. Motions raised at an SGM shall be approved where there is a two-thirds majority. Open meetings The Committee will, when considered appropriate, call for informal open meetings for the purposes of consulting with members and informing them of matters relevant to the Association. Conduct of all General Meetings (including AGM) The meeting shall be chaired by the current Chair or substitute member. A quorum for a General Meeting shall be one fifth of the membership or 8 members, whichever is the greater. If a quorum is not reached, the meeting shall be reconvened and members informed of the new date and venue. The quorum at a reconvened meeting shall be those present. At all General Meetings, each member will have one vote and voting shall be by show of hands. Motions raised at an AGM or SGM shall be approved where there is a two-thirds majority.
6. Management Committee (a) A committee consisting of up to 8 members shall be elected at the AGM to manage the affairs of the Association. (b) The positions of Chair, Treasurer and Secretary shall be appointed by the committee members at the first committee meeting following the AGM. (c) The Officers and Committee Members shall serve for a term of up to four years following their election and are eligible for re-election. (d) The Committee may fill any casual vacancy on the Management Committee, including vacancies among the Officers and any person appointed shall serve until the conclusion of the next Annual General Meeting. (e) The Committee may co-opt up to 3 persons on to the committee and they shall have full voting rights. They shall serve until the end of the next AGM. (f) The committee shall meet a minimum of three times per year and will be given at least 21 days notice of Committee meetings (g) Four Committee members, of whom one must be an Officer shall form a quorum. Decisions shall be by simple majority and the Chair shall have a casting vote. (h) The Committee may establish such sub-committees as it feels necessary but such subcommittees shall not enter into legal or financial agreements without the prior authority of the Committee. (i) The committee shall have collective responsibility for the overall direction and supervision of the Association's affairs and be empowered to undertake fund raising and to authorise expenditure of the Association's funds for expenses solely related to the Association's aims. (j) Any officer or committee member who is absent from three consecutive committee meetings will be deemed to have resigned.
The Chair shall
• ensure the association is properly conducted according to the constitution • chair or delegate the conduct of meetings
The Secretary shall
• give due notice of dates, times and venues of all meetings • keep minutes of meetings and record of attendance • keep records of correspondence received and sent • make available the constitution and any amendments agreed to it
The Treasurer shall
• account for and deposit with the association's bank account all monies received • sign cheques drawn on the account for approved expenditure along with another approved signatory • keep proper accounts at all times and retain all relevant vouchers, documents and books • produce management accounts for committee meetings and an annual statement of the accounts for the year end (31 March) • arrange for the accounts to be independently inspected or audited if appropriate.
7. Funds and Finance (a) All funds shall be spent solely on the aims of the Association. (b) A bank account shall be opened in the name of Brackenfield Village Association. (c) All cheques shall be signed by 2 of 4 signatories authorised by the committee, none of whom shall be related or live at the same address. (d) The financial year shall run from 1st April to 31st March. (e) Regular financial reports on income and expenditure shall be made to the committee during the year. The Treasurer shall produce an annual statement of the accounts and shall retain all relevant vouchers, documents and books.
8. Amendments to the Constitution The Constitution may be amended by a resolution approved by two-thirds of members attending an AGM or SGM called for that purpose.
9. Dissolution The Association may be dissolved by a resolution passed by no less than two-thirds of members present at an AGM or SGM called for that purpose. Any assets of the Association, after the satisfaction of all debts and liabilities shall be given or transferred to such other organisation or charity having aims similar to those of the Association as the committee may determine.
Adoption of the Constitution
This Constitution was adopted by the Committee at the inaugural Committee Meeting of The Brackenfield Village Association held on 20th February 2017 and was formally ratified at the first AGM of the Association held on 3rd May 2018
Version 1 May 2018