Rules of Chorleywood Residents’ Association updated following AGM on 15th May 2019.
1. The name of the Association shall be “Chorleywood Residents’ Association”.
2. [a] All persons of 18 years or over normally resident in the area of Chorleywood Parish shall be eligible for membership and to cast a vote
[b] Businesses and organizations located in the parish of Chorleywood can be admitted to affiliate membership of the Association on such terms as the Executive Committee see fit and entirely at their discretion. Affiliate members will not be entitled to cast a vote
3. The Association shall be entitled to raise funds, procure and accept donations, subscriptions, sponsorships, grants etc to finance its activities
4. The Association shall be independent, non-party political, non sectarian, non-denominational and not-for-profit
5. The objects of the Association shall be:
a. To facilitate the expression of an informed public opinion on all local affairs and to take such steps as may be expedient to make it effective.
b. To call public meetings whenever it may be deemed desirable.
c. To take note of matters arising in the District and County and other Councils affecting the District.
d. To make representations where necessary to all other bodies affecting the District.
e. To promote friendly relations throughout the community.
f. Generally to represent the interests of the residents and safeguard their environment and community.
6. The officers of the Association shall be; Chairman, Vice-Chairman, Hon. Secretary and Hon. Treasurer. The Chairman and the Vice-Chairman shall not be actively involved with any political party.
7. Election and administration of the Executive Committee:
a. The Officers and up to 12 members of the Executive Committee shall be elected by the attending members annually in the General Meeting
b. Retiring Officers and members are eligible for re-election
c. Members of the elected Executive Committee are expected to attend a minimum of 50% of its meetings throughout a calendar year to be eligible for re-election
d. The Executive Committee shall have discretionary powers to co-opt additional members to fill any casual vacancies or for any other reasons it sees fit. Co-opted members will hold same voting rights as elected members
e. Co-opted members will serve until the next AGM and be eligible to stand for elected office or co-opted again by newly elected EC
f. Anyone ineligible due to application of Rule 7c will be eligible to stand again at and from the following AGM
8. An Executive Committee consisting of the Officers and not more than 16 other members shall conduct the affairs of the Association and five members shall form a quorum.
9. A sub-committee of three members or more shall be constituted where necessary. Their deliberations will be minuted and reported back to the Executive Committee.
10. A President may be elected for life by the Members at the General Meeting on the recommendation of the Executive Committee. A President will hold no voting power on EC decisions
11. Resident Representatives for each road in Chorleywood shall be volunteers who represent the interests of their neighbourhood community. They should inform the Executive Committee of any relevant matters arising in their area and distribute notices when needed.
12. The Executive Committee shall meet regularly and the Secretary shall notify its members of the time and place of meetings.
13. A Banking Account shall be opened in the name of the Association into which all monies received shall be paid and from which withdrawals shall be made and managed by the Hon. Treasurer. There will be at least three committee members, including the Hon. Treasurer who are authorised by the committee to make payments on behalf of the Association. Payments may be made by any two authorised committee members unless a payment is less than £100 in which case the payment may be made by a single authorised committee member if they have approval by email from another authorised committee member.
14. An Independent Examiner shall be appointed annually in General Meetings, and shall be eligible for re-appointment but shall not hold any office in the Association.
15. The Annual General Meeting of the Association shall be held within the first six months of the Association’s year for the following purposes:
a. To receive the Executive Committee’s report on the preceding year’s activities.
b. To receive the independently examined accounts in respect of the preceding year made up to the 31st December.
c. To elect Officers and an Executive Committee.
d. To appoint an Independent Examiner.
e. To transact any other relevant business.
16. At least fourteen days’ prior notice of an Annual General Meeting shall be given specifying the place, day and hour of the meeting and nature of the business to be transacted.
17. Written “Notice of propositions not on the Annual General Meeting Agenda” and of nominations of Officers, other Committee members and the Auditor together with names of Proposers and Seconders for such propositions or nominations must be delivered to the Hon. Secretary of the Association not less than seven clear days before the Annual General Meeting. Nominations must be accompanied by the consent of the nominee. In the event of the Secretary failing to receive sufficient written notations in accordance with this rule to fill all vacancies, the Chairman of the Meeting shall accept nominations from the floor in respect of such unfulfilled vacancies only.
18. The Executive may convene a General Meeting of the Association in the same manner as Rule 16
19. A General Meeting of the Association shall be convened by the Secretary as soon as practicable (subject to at least 14 days’ prior notice as in Rule 16) on receipt of a written request signed by at least 50 members specifying the business for which the meeting is to be convened. No other business shall be transacted at any such meeting.
20. Twenty-five members present at any General Meeting shall form a quorum.
21. Meeting Chair:
a. The Chairman, or in his absence the Vice-Chairman, shall preside at all meetings of the Association, except that, if neither the Chairman or the Vice-Chairman is present within 15 minutes after the time appointed for the meeting, the members present shall elect one of their number to act as Chairman of the meeting
b. The Chairman of any meeting shall only vote where otherwise there is equality of vote on any matter
c. Any voting in Executive Committee meetings will be on a simple majority basis of members present
22. Minutes of all meetings shall be kept.
23. No alteration shall be made in these rules except by a resolution passed by at least two-thirds of the members present at a General Meeting, notice of which shall have been given in accordance with these rules, specifying the proposed alterations.