The Constitution.

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CONSTITUTION


1 NAME

The name of the Association shall be The Moor Park and Sandy Lodge Residents Association.

2 OBJECTS

The objects of the Association shall be to further the common interests of residents of Moor Park and Sandy Lodge (hereinafter called “Moor Park”) which for the purposes of these Rules shall be defined as the Moor Park private estate, Moor Lane, Home Farm Road and Park Close, Rickmansworth) and to preserve and improve the amenities of Moor Park.

3 MEMBERSHIP

Membership of the Association shall be open to residents of Moor Park but shall be limited to one person aged 21 years or over in each house or flat. Membership shall commence on first payment of the membership subscription and shall continue so long as the subscription is paid. Membership shall automatically lapse if the subscription remains unpaid for six months after becoming due and payable.

4 SUBSCRIPTION

The annual subscription for each member shall be fixed by the members at the Annual General Meeting and shall be due and payable on 1 October in each year.

5 OFFICERS

The Officers of the Association shall be the Chairman, the Vice-Chairman, the Treasurer and the Secretary, all of whom shall be members.

6 COMMITTEE

(a) The affairs of the Association, except those matters reserved by these Rules to the members in general meeting, shall be managed by a Committee which shall comprise the Officers and not more than nine other members.

(b) All Committee members, including the Officers, shall be elected by the members at the Annual General Meeting. They shall go out of office at the end of each year but, subject as hereinafter provided, shall be eligible for re-election.

All candidates for election as Officers or members of the Committee shall be nominated either by the Committee or by any one member and seconded by any other member. All nominations by members shall be in writing signed by the proposer and seconder, and accompanied by a written consent to serve, if elected, signed by the member nominated and received by the Secretary not later than seven days before the date fixed for the Annual General Meeting.

(c) If a casual vacancy among the Officers or other Committee members occurs, the Committee shall have power to appoint a member to fill the vacancy. Such member shall hold office until the close of the next following Annual General Meeting but shall be eligible for re-election.

(d) Any Member of the Committee who subsequently was elected as a Councillor of either the District or County Council would not be eligible to hold office in the Association and would be required to resign with immediate effect.

(e) Members of the Committee, other than the Officers, who have served for three consecutive years since their first election at an Annual General Meeting shall not be eligible for re-election for the immediately following year but thereafter shall again be eligible for re-election to the Committee.

(f) The Committee shall meet not less than three times in each calendar year and in addition shall meet whenever convened by the Chairman or at the request of any four members of the Committee. At all meetings of the Committee five members present in person shall be a quorum.

The Chairman of the Association, whom failing the Vice-Chairman, shall preside at all meetings of the Committee, and in the absence of both Chairman and the Vice-Chairman the Committee shall elect a chairman for that meeting only. Decisions of the Committee shall be taken by a simple majority of those members present in person and voting, and in the event of an equality of votes the chairman shall have a second and casting vote.

The secretary shall take minutes of all meetings of the Committee and in the absence of the Secretary the meeting shall appoint one of its members to take the minutes.

7 FINANCIAL YEAR

The financial year of the Association shall end on 31 December.

8 ACCOUNTS

The Treasurer shall keep or cause to be kept such accurate and proper books of account as will enable him or her at the Annual General Meeting or at such other times as many reasonably be required by the Committee to present to the members a full and accurate report and statement concerning the finances of the Association.

The financial statement presented to the Annual General Meeting shall be certified by the auditor or auditors as being a fair and accurate summary of the income and expenditure of the Association for the period covered by the statement.


9 GENERAL MEETINGS

(a) A general meeting of the Association, to be called the Annual General Meeting, shall be held not later than 1 June in each year. Not less than 21 days notice in writing of the date, time and place of the Annual General Meeting shall be given to the members.

(b) The business to be transacted at the Annual General Meeting shall be to receive the Committee’s report for the previous year, to receive the audited accounts and the Treasurer’s report for the previous year, to elect the Officers and the Committee, to appoint the auditor or auditors for the ensuing year, to fix the annual subscription, and any other business of which notice in writing has been given to the Secretary at least seven days before the Annual General Meeting, or which the Chairman in his or her discretion may permit.

(c) Additional general meetings of the Association may be convened at any time by the Committee or by the Secretary at the request in writing of not less than 20 members, in all cases by giving not less than 14 days notice in writing to the members specifying the business to be transacted at the meeting.

(d) At all general meetings of the Association 20 members present in person shall be a quorum. Each member shall be entitled to cast one vote on every resolution put to the vote, and in the event of an equality of votes the chairman of the meeting (who shall be the Chairman of the Association if present, or in his or her absence the Vice-Chairman, or in the absence of both the Chairman and the Vice-Chairman, a member elected for the occasion by the meeting) shall have a second or casting vote. All resolutions shall, except where otherwise provided in these Rules, be decided on a show of hands by a simple majority of those members present in person and voting. A declaration by the chairman that a resolution has been carried or lost, as the case may be, shall be conclusive evidence of that fact without the proportion of votes cast in favour needing to be proved.

10 ALTERATION OF RULES

These Rules or any of them may be added to, amended or replaced by resolution passed by not less than two thirds of the members present in person and voting at a general meeting of the Association.

11 DISPUTES

Any question, matter or dispute arising out of or in connection with these Rules or their interpretation shall be referred to the Committee whose decision shall be final.

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