As amended at the AGM meeting on 12 March 2018
1. The Association shall be known as the Appledore Residents Association.
2. The objects of the Association shall be:
a) To promote the interests of residents in the village of Appledore and the maintenance and improvement of their amenities and environment.
b) To promote and/or provide facilities for recreation and amenity and to encourage a community spirit.
c) For the furtherance of these objects to represent the interests of residents in consultation with local authorities and other bodies on a non-party political basis.
3. The Association shall have the power to affiliate to any body whose objects may be of benefit to its membership.
4. Full and Honorary membership:
a) Full membership shall be open, irrespective of nationality, race, colour, political or religious belief, to all residents over 16 years of age living in the village of Appledore, the boundary of which shall be accepted as the area to the North West of Wooda Road, Primrose Lane and Whitehorse Lane
b) A local councillor may not be a member of the Association whilst in office
c) Honorary Membership of the Association may be conferred on a Member who has given outstanding service to the Association by a proposal carried at an Annual General Meeting. The proposal shall be in the name of the Committee. The Member’s name shall be proposed only on a unanimous decision of the Committee. Honorary Members will have Full Member status
5. It shall be a condition of membership that members at all times conduct themselves in a reasonable manner at Association meetings, representing the Association or in premises used by the Association. Any member may be excluded for breach of this condition, or for any other conduct contravening the objects of the Association, by a majority of those present and voting at any Committee or General Meeting. Any member so excluded shall have the right of appeal at the following General Meeting.
6. All members shall pay such subscriptions as shall be determined by the Annual General Meeting. The payment of any such subscriptions, which will be due on 1st February each year, shall be recorded on the records of the Committee
7. Any subscriptions or other monies raised by or on behalf of the Association shall only be applied in furtherance of the objects of the Association.
8. Copies of the Constitution will be available for inspection at all Meetings of the Association, and at the Appledore Library. Members may obtain a copy of the Constitution from the Secretary on request.
CONDUCT OF BUSINESS
9. The business of the Association shall be conducted by a Committee elected at each Annual General Meeting, which shall consist of a Chairperson, a Treasurer, a Secretary and not less than three other members and not more than six other members. No more than one Officer shall be elected from the same household and no Officer shall hold office for more than three consecutive years, but may, however, offer themselves for re-election at the appropriate Annual General Meeting. The names of candidates for election to Committee shall be proposed and seconded by full members in writing and sent to the Secretary not less than seven days before the date of the Meeting. (See Constitution paragraph 14(e)). No member will be eligible for election to the Committee until he/she has been a permanent resident of Appledore for more than three years at the date of nomination.
10. The election or removal of Officers or Committee members may only be carried out by a General Meeting of the Association. The Committee may temporarily fill any vacancy arising among the Officers of the Association from its other members until the next General Meeting of members.
11. The Committee shall meet regularly. Committee Meetings shall be open to any member of the Association wishing to attend who may speak but not vote.
12. The Committee shall arrange to hold Members' Meetings not less than three times each year; the Members Meetings may coincide with General Meetings and/or the Annual General Meeting. Members shall be able to vote on decisions, which shall be binding on the Committee. Decisions shall be taken by a simple majority of full members present and voting. Public notification shall be give for all Members Meetings.
ANNUAL GENERAL MEETINGS
13. The Committee shall call an Annual General Meeting of the Association each year in the month of March or as soon as practicable thereafter. Not less than 14 days' public notice of the Annual General Meeting shall be given to all members.
At this Meeting:
a) The Committee shall present an annual report of the Association.
b) Sub-Committees shall present an annual report and accounts of their activities.
c) The Committee shall present the audited accounts of the Association for the previous year.
d) The Officers, Committee and Auditor for the next year shall be elected.
e) Any proposals submitted to the Secretary in writing not fewerless than seven days in advance of the meeting shall be discussed.
SPECIAL GENERAL MEETING
14. The Secretary shall call a Special General Meeting at the request of a majority of the Committee, or on receipt of a written petition by not less than 15 members of the Association, giving reasons for their request. The Secretary shall give not fewerless than seven days’ public notice of the holding of a Special General Meeting, which shall take place within 14 days of the receipt of the request or petition.
15. The quorum for Committee Meetings of the Association shall be one-third of its elected membership, or four members, whichever is the greater. The quorum for all General Meetings shall be one-third of the membership or 30 members whichever is the less.
16. The Committee may appoint such Sub-Committees or Project Group as may be required to carry out the activities of the Association. Such Sub-Committees or Project Groups shall be directly accountable to the Committee. The Committee shall agree in advance the terms of reference of any Sub-Committee or Project Group, which may then act and apply any finance raised by itself or on its behalf only within those terms. The Chairperson, Secretary, Treasurer, and Project and Information Coordinator shall be ex-officio members of any Sub-Committee.
17. Where any Sub Committee is to continue in existence beyond the Annual General Meeting following its appointment, its members shall submit themselves for re-election at that Meeting and annually thereafter.
18. All Sub-Committees shall keep proper accounts of income and expenditure, and a proper record of all meetings, and shall report on them or deliver them up as required by the Committee or General Meeting.
19. The Committee or General Meeting may dissolve any Sub-Committee whereupon the accounts, records and assets, financial and otherwise of the Sub-Committee shall pass into the hands of the Committee.
DUTIES OF OFFICERS
20. THE CHAIRPERSON (or in his/her absence another Officer) shall conduct the Meetings of the Association.
21. THE TREASURER shall open and maintain a bank account in the name of the Association. All cheques shall be signed by the Treasurer and one of two other Committee Members nominated by the Committee as signatories. The Treasurer shall keep proper accounts of the income and expenditure and report on them or deliver them up as required by the Committee or General Meeting. Such accounts shall be audited by a qualified accountant or a non-member of the Association appointed by the membership at the Annual General Meeting. He/she shall maintain a register of members of the Association.
22. THE SECRETARY shall be responsible for the convening of all Meetings and the giving the prescribed notice to members. He/she shall ensure that a proper record is kept of all meetings of the Association, its Committee and Sub-Committees in the form of minutes; and shall deliver up such records as required by the Committee or General Meeting. The Secretary shall permit the minutes to be examined on receipt of not less than seven days written notice by any two Members of the Association. He/she shall maintain the Constitution of the Association.
23. Committee members shall inform the committee of Planning Applications, and represent the views of members to Torridge District Council and/or Northam Town Council where appropriate.
24. Any Officer(s) or Member(s) delegated to represent the Association in consultation with any other body shall act on the instructions of the Association and shall report back to the following Committee or General Meeting, whichever is the sooner.
ALTERATIONS TO THE CONSTITUTION
25. Any proposal to alter this Constitution must be submitted to the Secretary of the Association in writing not less than 14 days before the Meeting at which it is to be discussed. Not less than 14 days' public notice shall be given of such a Meeting, together with the wording of the proposed alteration(s). Any alteration shall require a two-thirds majority of those full members present.
26. If the Committee, or if a Committee no longer exists, any ten Members of the Association, shall decide that the Association should be dissolved, they shall give at least 21 days' public notice to all those eligible for membership of a Meeting at which the matter shall be discussed. For the sole purpose of dissolution a quorum need not apply, and the Association may be dissolved by a two-thirds majority of those full members present. The assets, financial and otherwise, remaining when the Association has satisfied its liabilities, shall be applied for such purposes of benefit to the community, as the Meeting shall decide.