LOWER SUNBURY RESIDENTS’ ASSOCIATION
NEW CONSTITUTION AND RULES 2014
The Name of the Association shall be the LOWER SUNBURY RESIDENTS’ ASSOCIATION
The aim of the Association shall be to seek to optimise and enhance the quality of life for Lower Sunbury residents by all reasonable and appropriate means. This shall include, but shall not be limited to the following objectives:
a. To stimulate public consciousness and appreciation of the appearance and character of Lower Sunbury.
b. To press for appropriate traffic management and other infrastructure improvements.
c. To press for the continuance and, where appropriate, the extension of the Green Belt and public open spaces and to seek proper adherence to Green Belt policy.
d. To work for the continued maintenance and enhancement of the conservation area.
e. To support the maintenance and development of the commercial life of Lower Sunbury and of its public services, consistent with environmental objectives.
f. To support the activities of other amenity organisations, except where they conflict with the aim of the Association.
g. Wherever appropriate, to work in partnership with the council and other agencies to achieve the aim.
The Association shall have no political or religious affiliations and shall be non profit-making.
3.1 All persons who live within Lower Sunbury shall be eligible for membership.
3.2 For the purpose of this rule, Lower Sunbury is said to comprise an area bounded by the M3, Staines Road East, the A316 and Kempton Park to the north, the River Thames to the south, the Richmond-upon-Thames/Spelthorne boundary to the east and Minsterley Avenue to the west.
3.3 For voting purposes a member is defined as one representative of a household.
4.1 The subscription for the following calendar year shall be determined at the Annual General Meeting.
4.2 The annual subscription shall be due on joining the Association and thereafter on the 1st January each year.
4.3 As an alternative to paying a subscription on an annual basis, a household may subscribe to life membership. The sum payable shall be determined at the Annual General Meeting.
4.4 Subscriptions will be accepted from persons living outside Lower Sunbury and such persons may attend AGMs, however they will not be eligible for committee membership or to vote.
5. RESIGNATION AND WITHDRAWAL OF MEMBERSHIP
5.1 A member shall cease to be a member of the Association if he/she gives notice to the Secretary of his/her resignation.
5.2 A member whose subscription is more than twelve months in arrears shall be deemed to have resigned.
5.3 The Committee shall have the power to withdraw membership from a member when, in their opinion, it would not be in the interests of the Association for him/her to remain a member. Details of the complaint and 14 days’ notice to attend a meeting of the Committee shall be given in writing. Evidence from all sides will be considered. A majority vote will decide the outcome.
6.1 The Association shall be run by a Committee consisting of the Honorary President, Honorary Chairman, Honorary Vice Chairman, Honorary Secretary, Honorary Treasurer and Honorary Communications Officer (‘the officers’) and no more than nine other members either elected or co-opted.
6.2 In addition, an Honorary Associate Committee Member may be co-opted when specialised knowledge is required to assist the management of the committee. Such associates may, but are not required to, attend committee meetings as non-voting members.
6.3 The Committee members shall be proposed, seconded and elected at the Annual General Meeting and shall remain in office until the next Annual General Meeting. Retiring members of the Committee shall be eligible for re-election.
6.4 In addition to the members so elected, the Committee may co-opt further members of the Association who shall serve until the next Annual General Meeting.
6.5 No elected member of the borough or county council or of national or European government or officer of a political party may stand to be elected or co-opted to the Committee.
6.6 The members of the Committee shall be entitled to an indemnity out of the assets of the Association for all expenses and other liabilities properly incurred by them in the management of the affairs of the Association.
6.7 The quorum for meetings of the Committee shall be 5.
6.8 To be eligible for committee membership, persons must be members of the association and live within Lower Sunbury.
6.9 Membership of the committee shall be subject to the person providing proof of identity and residence to the Independent Reporting Accountant.
6.10 A member of the committee may be removed from his/her post if his/her behaviour is deemed to be inappropriate. Any complaints received shall be considered at a meeting of the committee and evidence from all sides shall be considered. A majority vote shall decide the outcome.
7 GENERAL MEETINGS
7.1 An Annual General Meeting of the Association shall be held each year between April 1st and June 30th to transact the following business:
1. To receive the Chairman’s report of activities of the Association over the previous year.
2. To receive and consider the accounts of the Association for the previous year and the Independent Accountant’s report on the accounts and the Honorary Treasurer’s report as to the financial position of the Association.
3. To appoint the Independent Reporting Accountant.
4. To elect the officers and other members of the Committee.
5. To decide on any resolution which may be duly submitted in accordance with the rules.
7.2 Nominations for the election of members to any office or for membership to the Committee shall be notified to the Honorary Secretary at least 28 days before the AGM by the proposer and seconder with the consent of the nominee.
7.3 Notice of any resolution proposed to be moved at the AGM shall be given in writing to the Secretary at least 28 days before the meeting.
8 SPECIAL GENERAL MEETINGS
A Special General Meeting may be called at any time by the Committee or shall be called within 28 days of receipt by the Honorary Secretary of a request in writing signed by not less than five per cent of members stating the purpose for which the meeting is required and the resolution proposed.
9 PROCEDURE AT THE ANNUAL AND SPECIAL GENERAL MEETINGS
9.1 Notice of the date of the General Meeting together with such resolutions to be proposed thereat will be given at least 21 days before the meeting in writing and on the website.
9.2 The quorum for the Annual and Special General Meetings shall be five per cent of the membership.
9.3 The Chairman or a member selected by the Committee shall take the chair. Each member present shall have one vote and any resolution shall be passed by a simple majority. In the event of an equality of votes the Chairman or Acting Chairman shall have a casting vote.
9.4 The Secretary or a member selected by the Committee shall take the minutes at an Annual or Special General Meeting.
10 ALTERATION OF THE RULES
The rules may be altered by resolution at an Annual or Special General Meeting provided that the resolution is carried by a majority.
11.1 All money payable to the Association shall be received by the Honorary Treasurer and deposited in a bank account in the name of the Association. No sum shall be drawn from that account except by cheque or bank transfer authorised by two of the three signatories who shall be Chairman, President and Treasurer. Any monies not required for immediate use may be invested as the Committee in their discretion think fit.
11.2 The income and assets of the Association shall be applied only in furtherance of the aim of the Association and no part thereof shall be paid by way of bonus, dividend or profit to any member of the Association.
11.3 The Committee shall have the power to authorise the payment of expenses to any officer or member of the Association and to any other persons for services rendered to the Association.
11.4 The Treasurer shall keep proper account of the financial transactions of the Association in a way approved of by the committee and the Independent Reporting Accountant.
11.5 Application for funds from the LOSRA account for projects that comply with the Aim of LOSRA may be made by any member or by a Committee member on a member’s behalf. All disbursements shall be approved in advance by the Committee. The quorum for agreeing payments from LOSRA funds shall be five, two of whom shall be officers.
12.1 A resolution to dissolve the Association shall only be proposed at a Special General Meeting and shall only be carried by a majority of at least three-quarters of the members present.
12.2 The dissolution shall take effect from the date of the resolution and the members of the Committee shall be responsible for the winding up of the assets and liabilities of the Association.
12.3 Any assets remaining after the discharge of the debts and liabilities of the Association shall be given to a charity or charities nominated by the last Committee.
12.4 An agenda of this and any other business to be transacted shall be circulated to all paid-up members of the Association by the Honorary Secretary at least fourteen clear days before the meeting. Additions to the proposed agenda may take place at the discretion of the Chairman.
Approved AGM June 2014