1.  Name

The name of the Association is the Great Missenden Village Association.

The Association Area covers the Great Missenden village boundary as outlined by the Chiltern District Council Ward. (See appendix).

 

2. Aims

The aims of the Association shall be to carry out such purposes as to benefit all members within the Association. In furtherance of this, the Association shall have the following powers:

a)  To represent member residents and businesses within the Association area.

b)  To promote, support and achieve changes and improvements to the quality of life for local people and businesses.

c)  To work with other local associations.

d)  To consult and inform all members regularly.

e)  To be non-party political.

f)  To promote membership to all members of the community.

 

3.  Membership

a)  Voting membership of the Association is open to:-

i.  All residents living in the Association area.

ii.  All businesses located in the Association area.

iii.  Any business or resident outside the boundary area – subject to approval by the Committee.

b)  The Membership Secretary keeps records of all the members of the Association.

c)  Voting membership will automatically end when a member stops living in the Association area, the business closes down or the member resigns.

d)  In the event of continuous or serious breaches of the Constitution or Code of Conduct, membership of the Association can be suspended or ended by a two-thirds majority vote of the Committee.

e)  A member whose membership has been suspended in accordance with clause 3(d) shall be entitled to have that suspension reviewed at the next general meeting.

f)  A copy of the Constitution will be given to all new members of the Association, on request.

 

4.  Affiliation

The Association may affiliate to any non-party political organisation whose aims and objectives are commensurate with those of the Association and which can help the Association in achieving its aims and objectives.

 

5.  The Committee

a)  The Committee shall have the following Officers:

a.  Chairperson

b.  Deputy Chairperson

c.  Secretary

d. Treasurer

b)  Committee members shall be elected at an Annual General Meeting (AGM). The size of the committee should be no less than 6 and no more than 12 members.

c)  The Officers shall be elected by the Committee.

d)  Committee members will normally stand for a 3 year term with one third of the Committee members standing down each year (they may stand for re-election if they wish). In the first two years after start-up, if there are no vacancies on the Committee, Committee members will be asked to volunteer to stand down to make up the one third election numbers.

e)  The Chairperson shall chair all meetings of the Association. In the absence of the Chair, the Deputy Chairperson or another member present shall take the role of Chairperson.

f)  Election or removal of Committee members can only be carried out by a majority vote at a General Meeting or Special General Meeting called specifically for that purpose.

g)  Any vacancies from the Committee occurring by resignation or otherwise may be filled by the Committee by co-opting members with full voting rights, until the next General Meeting.

h)  The Committee may, when necessary or when deemed to be of benefit to the Association, co-opt up to three people whose skills and/or experience would be advantageous to the Committee in carrying out its functions.

i)  Copies of the Constitution are available free to all people in the Association area. The Secretary must send out copies of the Constitution within seven days of a person requesting it.

j)  The Committee shall, as far as possible, be representative of the community which it serves.

k)  Any Committee member who does not attend three consecutive meetings without giving reasonable apologies shall be deemed to have resigned.

 

6.   Meetings

Annual General Meetings

a)  The Association shall hold an AGM once each calendar year in the month of September and not more than 15 months shall pass between the date of one AGM and the next.

b)  The AGM shall

  • Receive an annual report from the Committee.
  • Present a statement of accounts to members.
  • Elect officers and Committee members.
  • Elect 2 voting representatives to the Great Missenden Parish Revitalisation Group (GMPRG) and vote on behalf of the Association.
  • Agree rates for membership fees (if applicable).
  • Vote on amendments to the Constitution.
  • Consider any resolution put forward by members.

c)    All members shall receive notification of an AGM not less than 14 days prior to the meeting. Notice of the AGM shall be posted on notice boards in the Association area.

d)    Every member present shall have a vote.

 

General Meetings

a)  There shall be at least one general meeting of the Association in any year (including the AGM).

b)  Meetings are open to all people living in the defined area.

c)  Every member present at a General Meeting shall have a vote.

d)  Decisions of the General Meeting shall be binding on the Committee.

e)  At least seven days’ notice shall be given for a General Meeting.

f)  The quorum for a General Meeting shall be ten (10) members present.

 

Special General Meetings

a)  A Special General Meeting may be called by a Committee or if requested by at least 10 members. This request should be made in writing to the Secretary at least 14 days before the requested meeting date. The Secretary must then send written notice to all members at least seven days in advance of the meeting.

b)  The Secretary shall call a Special General Meeting at the request of a majority of the Committee; or on receipt of a petition by not less than ten (10) members, giving reason for their request.

c)  The Secretary shall give not less than 7 days’ notice of such a meeting, which will take place within 14 days of receipt of this petition.

 

Committee Meetings

a)  The quorum of Committee members shall be four (4) members.

b)  Committee Meetings may be called by the Chair and Secretary or at the request of one third of the Committee members.

c)  At least 7 days’ notice must be given to Committee members.

d)  Although Committee Meetings shall be open to all members, only members of the Committee may vote at Committee Meetings.

 

7.  Conduct of Business

Voting

a)  At all meetings (except those dealing with alterations to the Constitution) decisions shall be taken by a simple majority of those members present and voting. Each member has one vote.

b)  Alterations to the Constitution require a two-thirds majority of those present and voting at a General Meeting at which the Constitution is proposed to be changed. Full details of proposed changes must be circulated at least fourteen days before the meeting.

c)  In the event of a tie in voting, the Chair of the meeting shall have the casting vote. This casting vote should not be used to change or introduce new policies or procedures.

d)  Conflict of interest must be declared. Members with a conflict of interest should then withdraw from discussion and voting on the issue in question.

 

Minutes

a)  All voting that takes place at an AGM, General Meeting, Special General Meeting or Committee Meeting shall be counted and recorded in the minutes.

b)  All formal meetings such as Committee Meetings, Special General Meetings and AGMs must be minuted and the minutes formally approved by the next meeting of the Committee or General Meeting.

 

8.  Finance

a)  A simple record of any income and expenditure must be produced each year at the AGM and be available to all members on request.

b)  Accounts should be open to inspection by members on request.

c)  The Association may raise funds either by donation, grant application or other means. The proceeds of any such fundraising shall be used in accordance with: and to the furtherance of: the aims and objectives of the Association.

d)  A bank account may be opened in the name of the Association.

e)  The Association may use online banking. Online payments or transfers below the value of £500 can be made by one committee member. Online payments or transfers above £500 must have written approval from 2 committee members. Any payments made by cheque or other banking instruments or instructions shall be signed by at least 2 signatories who must be members of the Committee.

f)  Signatories must not be related or be members of the same household.

 

9.  Changes to the Constitution.

a)  Any proposed change to this Constitution can only be made at a Special General Meeting, a General Meeting or an Annual General Meeting.

b)  Any proposed change to this Constitution must be sent to the Secretary not less than 28 days prior to the meeting at which the alteration is to be discussed.

c)  The Secretary will send the new wording (amendment) together with the old wording and notice of the meeting at least fourteen days prior to the meeting at which the alteration is to be discussed.

d)  Alterations to the Constitution require a two-thirds majority of those present and voting at the General Meeting.

 

10. Dissolution

a)  A Special General Meeting called specifically to consider a motion to dissolve the Association can only dissolve the Association.

b)  All members shall be given 14 days’ written notice of such a meeting.

c)  The Association can only dissolve if a majority of the members present and voting at the Special General Meeting vote for a motion to dissolve the Association.

d)  The meeting shall decide on the disposal of any assets remaining after the satisfaction of debts and any other liabilities. These assets must be applied to charitable purposes agreed with the members of the Association.

 

Code of Conduct

a)  The role of the Committee is to carry out the day to day business of the Association in an efficient, fair and responsive way. In taking decisions on behalf of the Association, Committee members must always be aware of their responsibilities to represent all members.

b)  All Committee members must comply with the Constitution and Code of Conduct at all times.

c)  The Association will provide new members with the appropriate support and make them feel welcome at all times.

d)  Members shall conduct themselves in a manner that will not cause offence to others. Racist, sexist or inflammatory remarks or abusive behaviour will not be tolerated The Chair or Committee members have the right to warn the members of their behaviour. If they persist they will be asked to leave the meeting until further notice. The Committee must arrange a date and time and hold a meeting for them to discuss the incident and make a decision as to what action to take.

 

General

a)  Committee members must never personalise issues and should be willing to recognise that everybody is entitled to express their point of view without unduly preventing progress of discussion on the agenda at a Committee or General Meeting.

b)  A serious breach of any of the Association’s Code of Conduct may result in a Committee member, following a majority vote of the Committee, being asked to resign.

c)  The Committee will take decisions based on their being a unanimous agreement or a simple majority of those present if a vote is taken. Minority voters should always be prepared to accept the majority decision and not take such a decision as any form of personal slight or criticism.

d)  Committee Meetings must be held at times which are convenient to the majority of Committee members. Every Committee member must try to attend Committee Meetings regularly. If a Committee member fails to attend three consecutive meetings without giving good reason, they must be asked to consider resigning at the next Committee Meeting To prevent there being arguments about attendance at meetings, a record will be kept showing who was at each meeting.

 

Appendix

The boundary area for the Great Missenden District Council Ward is defined in the following document:

http://www.chiltern.gov.uk/wardmaps