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Constitution of your Association


1.      The name of the Association shall be New Milton, Barton-on-Sea & District Residents’ Association (NMRA).

2.      The aims and objectives of the Association shall be to safeguard and further the interests of residents in any matter of public concern or topicality, to the best of its ability.

3.      The Association shall be independent of all political parties and any religious affiliation.

4.      Only residents of Town Council Wards shall be eligible for full membership. People living outside that area (New Milton Town Council Wards) may be offered Associate Membership, and such members shall be entitled to receive FOCUS (where a distributor is available; this will be delivered free of charge but otherwise Associate Members will be required to cover postage costs).  They may attend the Association’s meetings but shall not have the right to vote nor generally have access to the assistance/advice on local matters which is available to full members.  Associate Members shall not be eligible to stand for a position on the committee

5.      Management of the Association shall be vested in a committee consisting of three Officers  - Chairman, Secretary and Treasurer  -  and up to twelve elected members, together with (ex officio) the Editor of FOCUS, the official Newsletter of the Association. 

6.      The Officers and remaining committee members shall be elected at the Annual General Meeting.  They shall remain in office until the next AGM, when they shall be eligible for re-election.

7.      None of the Officers (Chairman, Treasurer, Secretary) shall be elected to more than one office.  The Chairman shall not be a member of Hampshire County Council, New Forest District Council or New Milton Town Council.  The remaining committee shall not include more than three members of these councils

8.      At its first meeting after the AGM, the committee shall appoint a Vice Chairman from among its members.  The committee may fill any position not filled at the AGM or occurring during the year.  Such co-opted members shall have the right to vote. They may also co-opt additional members onto the committee as necessary.

9.      The committee shall have the power to appoint sub-committees, chaired by an Officer or committee member onto which other members may be co-opted.

10.  Each committee member shall have one vote, except that the Chairman shall have an additional casting vote. 

11.  The financial year shall begin on 1st January.  The subscription and advertising years shall begin on 1st April, set at such rates as are recommended by the committee and approved at the last General Meeting of the financial year  - to be designated as a Special General Meeting for that purpose.

12.  The Treasurer shall account for all monies to and from the Association using banking accounts approved by the committee.  Payments from Association funds must be signed by any two of the Chairman, Secretary and Treasurer.  The committee may also authorise the Treasurer to make payments electronically provided such payments comply with the provisions set out in the previous sentence with regard to authorisation.  The Treasurer shall submit to the committee accounts approved by the Association’s appointed Accounts Examiners, and these shall be published in the March edition of FOCUS.

13.  The Annual General Meeting shall be held no later than 31st March to (a) receive the Chairman’s Report and the Treasurer’s Report and Accounts, (b) elect the committee (nominations for new committee members must be accompanied by the nominee’s written acceptance, and must be in the hands of the Secretary at least 14 days before the AGM, and notice of this requirement must be published in the January or February editions of FOCUS, (c) appoint the Accounts Examiner and Hon.Legal Adviser, and (d) consider any other business at the Chairman’s discretion.

14.  A Special General Meeting may be convened by (a) the Chairman or Vice Chairman, (b) a majority of the committee, (c) receipt by the Secretary of a written request signed by at least 30 paid-up members stating the purpose of such a meeting.  The Secretary shall convene such Special General Meeting within eight weeks of the request and give notice of its purpose in FOCUS.

15.  At least six General Meetings of the Association shall be held during the year, alternately as far as possible in Barton-on-Sea or New Milton, open to all residents (non-members may attend but cannot vote).  At such meetings, and the AGM, a quorum shall be 30 members.  Committee meetings shall be held six times a year with a quorum of five. 

16.  Any of the scheduled General Meetings may be designated as a Special General Meeting if a particularly important matter needs to be discussed, approval is sought or voting is called for.  Advance notice of the Special Meeting’s purpose to be published in FOCUS

17.  Any member shall accept that all Association records, whether provided by the Association or created by the member in connection with their work for the Association, and any software provided by the Association, shall only be used for the purposes of the Association and remain the property of the Association at all times.  The member undertakes that, should he or she discontinue their role within the Association, they will return all such records to an appropriate Officer as directed by the committee. 

18.  These rules may be amended only by a two-thirds majority vote of members present at the AGM or at a Special General Meeting.  Other than the case of amendments to the Rules, all proposals at an AGM or Special General Meeting may be carried by a simple majority. Written notice of proposed amendments or additions must be submitted to the Secretary in sufficient time for them to be notified to members through FOCUS one month before the meeting is convened.

19.  Should circumstances necessitate the winding up of the Association, prior notice shall be given to members through FOCUS and discussed at the next available General Meeting (to be designated as a Special General Meeting).  Disposal of any funds remaining after all commitments have been met shall be decided at that meeting.

20.  The Rules of Association shall be reproduced annually in the January or February edition of FOCUS.


March, 2014

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