The name of the Association shall be Emmer Green Residents’ Association
The aim of the Association shall be to promote, uphold and protect
the interests of residents in all matters affecting or likely to affect
Emmer Green and its environment; to bring to the notice of relevant
authorities or bodies matters which affect the interests of the residents
and where applicable keep the membership informed; to support and promote
social and benevolent activities for the general benefit of Emmer Green
residents, and to fund raise in support of these activities as required.
The Association shall not be affiliated to any political party, and
shall uphold equal opportunities. A member elected as a political representative
to a Parish, Borough or County Council may not hold office or serve
on an Association committee. If a conflict of interest should arise,
a Committee member should declare this, and may be asked to take no
part in the issue.
3. Membership and Subscription
Membership of the Association shall be open to any person aged 18 years
or over who resides, has a business or has resided in Emmer Green and
who has paid a subscription as required under these rules.
One membership subscription will qualify all members of one household
for membership of the Association.
The annual subscription, collected as a five-year subscription, shall
be such sums as agreed at the Annual General Meeting. Annual subscriptions
will be due on 1 January for the ensuing year and are non-refundable.
Any increase in the subscription will be subject to a decision of members
at the AGM and shall apply from the following 1 January. Life membership
shall be available at the discretion of the Committee.
Every member shall be entitled to:
• Seek the opinion of, or assistance of the Association in matters affecting
him/her as a resident of Emmer Green. Such opinion shall be of a general
nature and is not to be considered or construed as professional expertise
and is not given in any legal or professional capacity.
• Receive a copy of the Newsletter as and when published.
• Attend Annual and Extraordinary
General Meetings and to submit proposals in accordance with the rules
and to vote at such meetings.
4. Cessation of Membership
Any member whose subscription remains unpaid at the end of a three-month
period after the due date shall be deemed to have terminated his/her
(the household) membership of the Association.
Any member who uses the Association’s name to further their own
or any other person’s, association’s or organisation’s
interests shall be deemed to be in breach of the Association’s
rules and will forfeit membership. In exceptional circumstances the
Committee shall have the discretion to rescind membership.
5. Annual General Meeting and Extraordinary General Meeting
The Annual General Meeting shall be held for a date as close to 1st
April as is practical. Notification of the date and place of the AGM
will be given to all members 3 weeks in advance of the AGM.
The meeting shall be to:
• receive reports from the Officers of the Committee.
• appoint Officers of the Committee
and elect members of the Committee, nominee, nominator and seconder
must be given to the Secretary
in writing at least 2 weeks prior to the AGM.
• receive the Annual Accounts and
to appoint the Honorary Auditors.
• consider and resolve any motions
and/or proposals of which notice has been given to the Secretary
in writing at least 2 weeks
prior to the AGM.
Any proposal for an alteration to the rules of the Association must
be notified to the Secretary not less than 1 calendar month before
the AGM. Such amendments shall be circulated to the membership at the
AGM at which meeting the proposal will be put to the meeting for adoption,
a majority of 2/3rd of the attendees being in favour is required to
adopt the motion.
The Chairman of the Annual General Meeting or Extraordinary General
Meeting shall be the Chairman of the Committee, or a delegated person
appointed by the Committee, who will have a casting vote. In the event
of a dispute arising, the decision of the Chairman shall be final.
An Extraordinary General Meeting may be called at any time to consider
specific business at the request of 12 members with at least 14 days’ notice
in writing to the Secretary. No other business shall be conducted at
such a meeting.
• Any member, having expressed a willingness to carry out an executive
task, shall be eligible for election to the Committee at the Annual
General Meeting (AGM) next following the first anniversary of membership.
• The Committee shall consist of
up to eight elected members and up to three co-opted members.
• The Committee shall appoint from
among its own number of elected members and may remove all Officers
of the Association. The Committee
shall elect all other executive officeholders from among its number.
• The Committee shall meet at such
intervals as it shall determine but the determination shall not be
such that more than twelve weeks
will have passed between meetings.
The proceedings at a Committee Meeting shall be valid if more than
half the members are present and one of the member’s present
is an Executive of the Association.
• Membership of the Committee shall
be forfeited, at the discretion of the Committee, if a member misses
more than three consecutive Committee
• Members of the Committee, must
declare a conflict of interest, therefore not representing the Association
where they have another
interest be it personal or financial. In this instance, they cannot
represent the Association.
• The Committee shall ensure that
the agenda for the AGM has regard to items requested by members of
• The Committee, having received
the advice of the Treasurer, shall set the amount and frequency of
the membership subscription.
This will be reported to the membership at the AGM.
7. Officers of the
The Officers of the Association shall be the Chair, Secretary and Treasurer.
They shall be jointly and severally responsible for upholding the
Constitution of the Association and may assume the duties of the
Committee if the Committee should disband, fail or refuse to carry
on the business of the Association.
8. The Chair
• Any member appointed to the Chair shall vacate that Office at the end
of three years, or when retirement from the Committee is due, whichever
is the earlier. The outgoing Chair, if otherwise eligible, may be
re-appointed to that Office but such re-appointment shall be subject to ratification
by the membership at the next following AGM.
• The Chair shall be the chief spokesperson
for the Association in stating or interpreting Association policy.
• When the Committee cannot be convened
and decisions must be made, the Chair shall exercise decision-making
authority on behalf
of the Committee.
• In dealings with other bodies and
organisations, the Chair shall be the representative of the Association.
The Chair may delegate
this duty to any other member of the Committee, or, but only with the
approval of the Committee, to a member of the Association who is not
a member of the Committee.
• The Chair shall deliver to the
members in AGM a report of the activities of the Association
• The Committee shall promote membership
of the Association
• The Chair shall chair the AGM,
any Extraordinary Meeting (EGM) of the Association and Committee
meetings. This duty may be delegated
to a Vice-Chair or, if there is no Vice-Chair, to any other Committee
9. The Secretary
• The Secretary shall keep safe and available, for seven years, the Minutes
of Committee meetings and of the AGM and any EGM.
• The Secretary shall receive and
deliver all formal Notices on behalf of the Association.
• The Secretary shall conduct elections
provided for in the Constitution.
• The Secretary shall communicate
with members and others in accordance with the instructions of the
10. The Treasurer
• The Treasurer shall arrange for
the proper and safe custody of the Association's funds.
• The Treasurer shall diligently
maintain the financial books and records of the Association.
• The Treasurer shall deliver a report
to the members in AGM and prepare annual accounts of the Association
for independent audit
prior to presentation to the AGM for adoption.
• In the absence of the Treasurer
appointed, the Committee shall appoint any member of the Association
to act as Treasurer, such member
to hold that office until an appointment can be made.
In the event that the Emmer Green Residents Association ceases to operate,
after discharging all debts and liabilities of the Association the
remaining assets will not be paid or distributed among the members
but shall be given or transferred to some other voluntary organisation
of a charitable nature and having similar objectives to those of