RULES OF BEDGROVE RESIDENTS & COMMUNITY ASSOCIATION
The Bedgrove Residents and Community Association. This Association shall be non-political, non-sectarian, non-racial.
To promote the benefit of the inhabitants of Bedgrove Estate being the area previously known as Bedgrove Farm and developed by Janes Limited (hereinafter called the area of benefit) without distinction of sex, race, political, religious or other opinion by bringing together the inhabitants, the local authorities and voluntary associations in a common effort:
ADOPTED at a Special General Meeting held on the 19th January 2016
- (a) to advance education and to provide facilities for recreation and leisure time occupation in the interests of social welfare and with the object of improving the conditions of life in the area of benefit.
- (b) to promote the preservation, development and improvement for the public benefit of the character and amenities of the area of benefit.
- (a) Full membership of the Association shall be open to residents of the area of benefit over the age of 18 years.
- (b) Membership fee shall be fixed from time to time by the Executive Committee. Subscriptions are due on 1st April each year and members more than two months in arrears shall not be allowed to vote. Residents becoming members during the course of the year to pay the full annual subscription. The Executive Committee have the right to grant free membership to members at pensionable age, ie. 65.
- (c) Membership fee shall cover husband and wife, allowing either or both to vote. This also covers children up to the age of 18 years who have no vote.
- (d) Associate membership shall be open to individuals not living in the area of benefit. Associate membership fee shall be fixed from time to time by the Executive Committee. The number of Associate members shall be limited to not more than 15% of the number of families in full membership.
- (e) Immediately upon payment of a membership fee, a membership card is to be issued to the member. The card must state where a copy of the Associationís Rules may be inspected.
- (f) Any amenity organisation operating in the area of benefit may affiliate to the Bedgrove Residents and Community Association on payment of a fee as decided by the Executive Committee and nominate a member to sit on the Management Committee.
- (g) Executive Committee decisions on all matters concerning member ship shall be final.
4. RESIGNATION OF MEMBERS
Any member may resign his membership in writing to the Secretary. Every notice shall take effect from the date of the letter unless otherwise stated in the memberís letter. Any person shall upon ceasing to be a member of the Association (whether by resignation or default) forfeit all right and claim upon the Association and its property and funds.
5. EXPULSION OF MEMBERS
The Executive Committee shall have the right for good and sufficient reason to terminate the membership of an individual member provided that the individual member shall have the right to be heard by the Executive Committee before a final decision is made.
The management of the Association shall be in the hands of an Executive Committee who will also be trustees. The Executive Committee shall consist of a Chairman, Secretary, Treasurer plus not less than four and no more than nine other members elected as hereafter provided.
Conflicts of interests and conflicts of loyalties
7. ELECTION OF EXECUTIVE COMMITTEE
A charity trustee must:
- (1) declare the nature and extent of any interest, direct or indirect, which he or she has in a proposed transaction or arrangement with the charity or in any transaction or arrangement entered into by the charity which has not been previously declared; and
- (2) absent himself or herself from any discussions of the charity trustees in which it is possible that a conflict will arise between his or her duty to act solely in the interests of the charity and any personal interest (including but not limited to any personal financial interest). Any charity trustee absenting himself or herself from any discussions in accordance with this clause must not vote or be counted as part of the quorum in any decision of the charity trustees on the matter.
At the Annual General Meeting all members of the Executive Committee shall retire, but shall be eligible for re-election at the same meeting. The Chairman shall preside over the election of a new Executive Committee. He and other retiring members of the Executive Committee shall be deemed to retire at the close of the business.
At the Annual General Meeting any two members of the Association may propose any member for election to the Executive Committee. Every member shall be entitled to vote for as many candidates as there are vacancies to be filled and no more. Candidates up to the number of vacancies who receive most votes shall be declared elected and, in the case of two or more candidates receiving an equal number of votes, the Chairman of the meeting shall have a second and casting vote.
8. VACANCIES ON EXECUTIVE COMMITTEE
The Executive Committee have the power to appoint a member to fill any casual vacancy on the Executive Committee until the next Annual General Meeting. Any members so appointed shall retire at the next Annual General Meeting but shall be eligible for election as a member of the Executive Committee at such a meeting.
9. APPOINTMENT OF SUB-COMMITTEES
The Executive Committee may from time to time appoint such Sub-Committees as they deem necessary, comprised of such persons as the Executive Committee may in their absolute discretion determine provided always that a minimum of two members of such Sub-Committee or Sub-Committees shall be members of the Executive Committee, and to delegate any of their powers to such Sub-Committee or Sub-Committees provided that all acts and proceedings of the Sub-Committees to whom such powers are delegated shall be reported to the Executive Committee as soon as possible.
10. EXPULSION OF COMMITTEE MEMBERS
If a member of the Executive Committee or any Sub-Committee within the Association be absent from three consecutive meetings without giving prior notice to the Secretary of the respective Committee or giving reasonable excuse, he shall be automatically expelled from such Committee.
11. ANNUAL GENERAL MEETING
The Annual General Meeting of the Association shall be held within three months of the financial year end on a date to be decided by the Executive Committee. Purpose of meetings:
- (a) to receive Executive Committee reports, balance sheets and statement of accounts for the past year,
- (b) elect Executive Committee and
- (c) to decide on any resolution which may be submitted.
12. SPECIAL GENERAL MEETING
The Executive Committee may convene a Special General Meeting of the Association at any time by giving at least seven days notice and stating the purpose of such a meeting.
13. CONVENING GENERAL MEETINGS
- (a) At least fourteen days before the Annual General Meeting, a notice of such a meeting shall be posted on the Association's notice board or such other public place as the Executive Committee may decide.
- (b) The balance sheets and statements of accounts shall be available at the address of the treasurer at least seven days before the Annual General Meeting.
14. PROCEDURE AT ALL MEETINGS
At all meetings of the Association the Chairman or Vice-Chairman of the Executive Committee shall take the Chair and in their absence, a member selected by the Executive Committee shall take the Chair. Every member present is entitled to one vote upon every motion and, in the case of an equality of votes, the Chairman shall have a second and casting vote. Voting at all meetings shall be done by a show of hands.
The quorum at all general meetings will be 20 members.
The quorum at all Executive Committee meetings will be 4 trustees or Ĺ of the trustees whichever is the greater.
The Association's Bankers shall be decided by the Executive Committee. All money from whatever source collected on behalf of the Association shall immediately be paid to the Treasurer of the Association.
At no time shall any member of the Association hold more than £10 in the nature of a float of the funds of the Association without prior authorisation of the Executive Committee. Any profit resulting from any function of the Association shall be added to the Association funds and any losses shall be borne by the said funds.
Withdrawals shall only be made on the signatures of any two members of the Executive Committee, one of which must be either Chairman or Treasurer. No payment may be made out of the Association funds without the prior authorisation of the Treasurer. The Executive Committee may at any time veto any proposed expenditure by a Sub-Committee.
Application of income and property:
- The income and property of the charity shall be applied solely towards the promotion of the objects.
- A charity trustee is entitled to be reimbursed from the property of the charity or may pay out of such property reasonable expenses properly incurred by him or her when acting on behalf of the charity.
- A charity trustee may benefit from trustee indemnity insurance cover purchased at the charityís expense in accordance with, and subject to the conditions in, section 189 of the Charities Act 2011.
17. EXPENSES AND LEVIES
- (a) The Association shall have one account for general purposes.
- (b) If at any time such fund shall be insufficient to meet all expenses a levy shall be made upon the members for the balance required. Each member shall contribute equally to such levy but the Executive Committee may, if it sees fit relieve any member from all or part of his contribution. Such contribution, or part of a contribution, from which any member shall have been relieved, shall be borne equally by the other members.
- (c) The Association's accounts shall be audited annually as soon as possible after the close of the financial year by such professional person persons or firm as the Executive Committee may decide.
- (d) The financial year shall end on 31st March each year to which day all the Association accounts will be balanced.
Any member may raise any matter which he wishes the Association to consider by contacting a member of the Executive Committee. If the member so wishes, he or she can attend the next appropriate meeting of the Executive Committee to discuss the matter raised. The Executive Committee shall be the sole authority for the interpretation of these rules and its decision on this or upon any matter not provided for in these rules shall be final and binding.
19. AMENDMENTS TO RULES
The foregoing rules shall not be altered except at any Annual or Special General Meeting. A reference to the proposal to amend the rules shall be incorporated in the notice of the meeting. Provided that no amendment shall be made to Rule 2, and Rule 20 and this Rule, and no amendment shall be made which would have the effect of causing the Association to cease to be a charity at law.
If upon the winding up or dissolution of the Association there remains, after the satisfaction of all its debts and liabilities, any property whatsoever, the same shall not be paid to or distributed among the members of the Association, but shall be given or transferred to some other charitable institution or institutions having objects similar to the objects of the Association, such institution or institutions to be determined by the members of the Association at or before the time of dissolution, and if and so far as effect cannot be given to such provision, then to some charitable object.
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