CONSTITUTION OF THE SILCHESTER ASSOCIATION
1 NAME
a) The name of the organisation shall be The Silchester Association (hereafter referred to as the Association in this document). b) The Association shall be not-for-profit[1], non-political and non-sectarian.2 OBJECTIVES
· To encourage all aspects of Silchester village community life · To engage with other local groups · To foster the rural character and amenities of Silchester. · To raise and retain sufficient funds to deliver these objectives3 MEMBERSHIP OF THE ASSOCIATION
a) All residents living in the area of benefit[2]are by default ordinary members of the Association. b) Persons who do not live within the area of benefit but who volunteer to help the Association are associate members. c) Ordinary and associate members are eligible to vote at any General Meeting of the Association, hereafter referred to as voting members as long as they are at least 16 years of age. d) Ordinary and associate membership shall cease immediately upon a person no longer fulfilling the condition set out in clause 3a or 3b respectively. e) Membership shall be free of subscription. A simple majority shall decide any changes to the policy on subscription at any General Meeting of the Association. f) If subscription charges are ever introduced then only fully paid-up subscribers shall be members and the concept of ordinary and associate membership shall cease.4 MANAGEMENT
a) The day-to-day management of the Association shall be in the hands of the Silchester Association Committee, otherwise known as the Committee. b) The Committee shall make and carry out decisions in accordance with the objectives of the Association. c) The Committee shall manage the calendar of events, funds and all necessary administration of the Association including that related to insurance and risk assessment.5 THE COMMITTEE & EXECUTIVE OFFICERS
a) The Committee must consist of a minimum of three voting members who must hold the posts of Chairperson, Secretary and Treasurer. These three members are the Executive officers of the Committee. b) The Committee will consist of a maximum of twelve voting members to ensure efficient and effective management of the Silchester Association. c) No Committee member shall fill more than one Executive officer position at any one time. d) All members of the Committee retain their voting rights to vote at any General Meeting whilst serving on the Committee. e) Members of the Committee shall serve for 12 months and then stand for re-election at an Annual General Meeting (AGM). f) Any voting member can stand for election to the Committee at the AGM through nomination and being seconded by another voting member of the Association. g) Should an objection be raised to a nominated and seconded voting member standing for election, a simple majority shall decide if that voting member should be elected. h) A paper ballot will take place to determine who shall be elected to the Committee if more than twelve voting members have been proposed, seconded and accepted for election under clause (g). i) Elected Committee members shall decide who shall take on the responsibilities of Chairperson, Secretary and Treasurer at the first Committee meeting following each AGM. j) Should an Executive officer resign during the year substitutions can be made from within the elected Committee by voting at a Committee meeting. k) Committee members are expected to attend Committee meetings. If a Committee member fails to attend three consecutive meetings, without due cause, then they automatically cease to be a serving Committee member. l) The Executive officers have the power to co-opt other voting members onto the Committee as deemed necessary by them throughout the year. They also have the power to ask Committee members to stand down if that is thought to be in the best interests of the Association. m) The Committee shall meet at least four times a year. n) The Secretary shall record minutes at Committee meetings and the Treasurer shall present a statement of accounts at each meeting. o) At least three Committee members must be present for any decision to be made at a Committee meeting and a simple majority shall determine any decisions reached. p) The Committee shall keep members informed by publishing regular reports in the Silchester Magazine and on the Silchester Association website.6 SUB-COMMITTEES
a) The Committee can create any number of sub-committees, each dedicated to running a planned event or activity. b) The Executive officers shall be ex-officio members of all sub-committees, but they do not have to attend sub-committee meetings. However, they should be in receipt of the agendas and minutes of meetings relating to any sub-committee. c) Each sub-committee shall be led by a member of the Committee whose appointment shall be by agreement at a Committee meeting. d) Leaders of sub-committees must attend Committee meetings regularly to report on and discuss financial matters and activities relating to their event(s). e) The final decision of the Committee shall prevail in the event of disagreements regarding planned spending or activities by sub-committees. f) Leaders of sub-committees can co-opt voting members of the Association onto their sub-committee as deemed necessary.7 GENERAL MEETINGS OF THE ASSOCIATION
a) The AGM shall be held in April of each year. b) An extra-ordinary General Meeting (EGM) shall be called by the Committee in response to written requests by at least ten (10) voting members of the Association or if the Committee deems it necessary to call such a meeting. c) Notice of AGMs and EGMs shall be published in the Silchester Magazine and on the Silchester Association website at least 7 days before either such event occurs. d) The agenda and any documents for consultation for an AGM or EGM shall be published on the Silchester Association website 7 days before either such event occurs. e) A record shall be kept of members attending an AGM and an EGM. f) The record must contain the name, address with postcode and age status to ensure only eligible people vote at any general meeting of the Association. Members shall also be asked to volunteer their phone and email details. g) At the AGM the Committee Chairperson shall provide a report of the year’s activities and the Treasurer shall provide a financial statement. h) Any proposals to modify the Association’s constitution shall be made at the AGM or an EGM. i) Motions require a simple majority to be carried from voting members in attendance at AGMs or EGMs. j) A minimum of three voting members needs to be present for a quorum.8 DISSOLUTION OF THE ASSOCIATION
a) The Association may only be dissolved at an EGM. Such a meeting shall come about following a proposal in writing signed by a simple majority of those remaining on the Committee being submitted to the Secretary. b) Members shall be informed of such a meeting through a notice in the Silchester Magazine and on the Silchester Association website. c) Dissolution of the Association shall only take effect if agreed by a simple majority of the voting members present at that meeting. d) Any assets remaining after any debts have been paid must be distributed among local charities or other community groups with similar aims to those of the Association. Beneficiaries shall be nominated at that meeting. e) On dissolution, any documents belonging to the Association shall be disposed of in a manner agreed at that meeting.[1] This is to ensure compliance with the insurance. [2] Those in the “area of benefit” are defined as all residents of the parish of Silchester and that area that lies within half a mile outside the boundary of the parish of Silchester provided always that the area to the west of the parish within Pamber Heath shall be restricted to those properties on Impstone Road fronting the common and fronting Silchester Road up to the Clappsgate turning. Adopting the same principle as that applied to the governance of Silchester Village Hall and as described in the insurance policy documents.
