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Constitution

  1. Name

    1. The name of the Association shall be Sustainable Rudgwick, hereafter referred to as the Association.

  2. Membership

    1. Membership of the Association shall be open to all residents of the Parish of Rudgwick, West Sussex, hereafter referred to as Rudgwick.

  3. Aims and objectives

    1. The aims and objectives of the Association shall be to help residents of Rudgwick to live a more sustainable lifestyle, to reduce their carbon emissions and reduce fossil fuel dependence.

  4. Committee

    1. The Association shall have a Committee consisting of at least the following:

      1. Chair – overall co-ordinator

      2. Secretary – responsible for meeting minutes

      3. Treasurer – responsible for financial control

    2. The role of the Committee is to manage the Association’s administration. The Committee shall not work autonomously. Planning activities, buying equipment and administering other Association matters must satisfy all members.

    3. Vacancies within the Committee shall be filled from the membership during the next possible meeting.

    4. The Committee may appoint Sub-committees for special purposes.

      1. When setting up Sub-committees the Committee shall determine its terms of reference, composition and powers.

      2. Sub-committees shall have a co-ordinator and a recorder.

      3. Sub-committees shall have the power to co-opt additional persons as and when required.

  5. Meetings

    1. The Committee will meet once a month.

    2. Dates, times and locations of all meetings must be published at least 7 days in advance on the Association website and to the Committee via email.

    3. All members will be invited to attend and vote at Committee meetings.

    4. The Committee may invite non-members to attend any of its meetings as a participant without the power to vote.

    5. The Committee may convene a Special Meeting at any time in order to change the constitution or dissolve the Association.

    6. The Committee shall convene an Annual General Meeting (AGM) not more than 15 months after the previous AGM.

      1. At the AGM the members shall elect a Committee including a chair, secretary, treasurer and any other honorary officers as the Committee will decide.

      2. The existing Committee shall hold office until the conclusion of the AGM.

  6. Finance

    1. No member of the Committee, Sub-committee or any of the ordinary membership shall receive remuneration from the Association in money or monies worth with the exception of out of pocket expenses. Such expenses must be related to Association business and be accompanied by receipts.

    2. The financial year shall run from 1st January to 31st December of the same year.

    3. The Treasurer shall keep proper accounts of the finances of the Association. All incoming funds shall be lodged without deduction to the Association's bank/building society account. All monies raised by or on behalf of the Association shall be applied to further the object of the Association and for no other purpose. All deeds, cheques, bills of exchange, etc, relating to the Association's bank/building society account shall be signed by any two of the following Committee members: Chair, Secretary, or Treasurer.

    4. An independent financial examiner elected by the Committee shall annually audit the accounts of the Association at each year end. The results of this audit shall be presented to the Committee.

  7. Procedure

    1. A minimum of three Committee members shall form a quorum at meetings. A minimum of three Committee members and four ordinary members (or all members if lower) shall form a quorum at AGMs and special meetings.

    2. Every matter, except where this constitution provides otherwise, shall be determined by a majority of members present and voting. In the case of equal votes the Chair shall have the casting vote.

    3. A minute of all meetings including Sub-committees shall be kept. Minutes shall be published on the public website by the Secretary.

  8. Alterations to the constitution

    1. Any alterations to this constitution shall receive the assent of no less than two-thirds of the members present and voting at an AGM or Special Meeting.

  9. Dissolution

    1. The Association may be dissolved by a resolution passed by no less than two-thirds of the members present and voting at an AGM or Special Meeting.

    2. Any assets remaining after the settling of any debts and liabilities shall be applied towards other groups or associations within Rudgwick which have similar aims to those of the Association. Such bodies shall be decided and approved by the aforesaid majority.

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