Burwash Common and Weald Residents Association

Burwash Common & Weald Residents Association

Revised Constitution 2021

1. Objectives

     1.1         To protect and maintain our village environment in an area of outstanding natural beauty

     1.2         To develop and promote a sense of community

1.3          To represent the interests of residents in consultation with local authorities and other organisations on matters affecting the residents of Burwash Common &                 Weald

1.4          To promote and maintain the Association as a non-political and non-sectarian organisation

2.   Membership

2.1          Membership of the Association shall be open to all residents (i.e. those persons living within the boundaries of Burwash Common & Weald), irrespective of                         political party, nationality, religious opinion, race, sex, colour, disability or age

3.     Finance

      3.1           All subscriptions and monies raised by or on behalf of the Association shall be applied to cover the running costs of the Association and the achievement of the                     objectives of the Association and for no other purpose

      3.2           Cheques shall be signed and electronic banking transactions authorised by the Treasurer and up to 2 committee members

      3.3           The financial year shall run from 1 April to 31 March each year

4.  Annual General Meeting (including the election of Committee Members)

4.1          The AGM shall be held in March each year with 30 days prior notice and the agenda circulated to all members in advance

      4.2          The quorum for the AGM shall be 6 members, or a third of the membership, whichever is the less

      4.3          The Officers of the Association will present reports on activities undertaken during the year including the accounts for the previous year

4.4          The Association will consider any proposals for amending the constitution (see below)

4.5          The Association will then elect the Officer positions of Chair, Treasurer and Secretary and at least 4 other committee members for the year

                Committee members will be elected individually (and not en-bloc) by show of hands or by secret ballot if requested by any member

      4.6          The maximum number of committee members is 12

5.   Amendments to the Constitution

5.1          Any proposal to amend this Constitution must be delivered in writing to the Secretary of the Association not less than 30 days before the date of the

                General Meeting at which it is to be considered

5.2          Any amendment will require the approval of a majority of members present and voting at the General Meeting

5.3          At least 30 days notice of the meeting must have been given in accordance with normal procedure, giving the wording of the proposed amendment

6.   Committee Meetings

     6.1          The quorum for Committee Meetings shall be 4 Committee members

6.2          The Committee shall have powers to temporarily fill vacancies between General Meetings.  Vacancies will be filled by election at the next AGM.

                 Notice of elections is to be circulated to all members in advance

6.3          The Committee shall ensure that it adequately represents all residents within Burwash Common & Weald

6.4          The Committee shall have the power to form Sub-Committees as required

6.5          Any Sub-Committees formed shall be held accountable to the Association’s Committee, be open to scrutiny at all General Meetings and be re-formed, only if                 required, after an Annual General Meeting

6.6          Committee meetings shall be called as required by its Officers — minimum of 4 per year

6.7          All decisions required at the Committee meetings shall be determined by a simple majority of votes, providing a quorum is present

6.8          The Committee’s discussions are confidential and should not be communicated outside the Committee except by authorised Committee members in furtherance                 of the Association’s business

7.  General Meetings

7.1          The business of the Association shall be conducted at General Meetings, which are open to all residents of Burwash Common & Weald

7.2          There shall be a minimum of 4 General Meetings a year with the business to be conducted, made available to all members in writing at least 7 days in advance

7.3          At any General Meeting the quorum shall be a third of the membership or 6 members whichever is the less

      7.4          A General Meeting may be called by the Committee or on receipt by the Secretary of a written request by at least 10 paid-up members

7.5          All decisions required at General Meetings shall be determined by a simple majority of votes, providing a quorum is present.

                 Only paid-up members are eligible to vote at General Meetings

8.   Conduct of Business

      8.1          It shall be a condition of membership that members at all times conduct themselves in a reasonable manner at meetings or in premises used by the Association.

                      Any member may be excluded for a breach of this condition, or for any other conduct contravening the objects of the Association, by a majority of those

                      present and voting at any General Meeting. Any member so excluded shall have the right of appeal to the following General Meeting

      8.2          The Secretary shall keep one copy of all outgoing mail and a list of the Association’s members

9. Force Majeure

      9.1           In the event of a force majeure incident preventing the holding of either elections pursuant to section 4 above or General Meetings pursuant to section 7

                      above, the conduct of the Association’s business will be carried out by the existing Committee to the best of its ability from the time the force majeure

                      incident first occurs until such time as elections and General Meetings can resume

10.      Conflicts of Interest (Committee members)

       10.1       Members of the BCWRA Committee are expected to perform their duties impartially at all times in the interests of the Association and the residents

                      of Burwash Common & Weald

       10.2       Committee members must identify and report to the Chair of the Committee in writing any conflict of interest that may prevent them (or which could

                       reasonably be perceived by others as preventing them) from acting impartially

       10.3       Committee members with a conflict of interest should consider whether it is in the best interests of the Association that they resign from the Committee

       10.4       Once a conflict of interest has been identified, whether self-declared or notified by others, and no resignation has been received, the Committee will

                      meet (if necessary, at an extraordinary Committee meeting convened for the purpose) to consider what action it should take.

10.5        The Committee will consider whether the member(s) with the conflict of interest should be removed from the Committee or whether there are factors

                which might allow the member(s) with the conflict of interest to remain on the Committee where this is in the interests of the Association.  In the

                latter case the Committee may stipulate in writing appropriate measures to manage the conflict of interest.  The Committee will decide the matter on

                a simple majority vote. The member(s) with the conflict of interest may attend the extraordinary Committee meeting to present their own case to remain

                 on the Committee (if they wish) but may not take part in the subsequent discussion or vote.

       10.6        The Committee will keep conflicts of interest under review.  Where circumstances change, for example, measures put in place to manage a conflict of

                       interest are no longer effective, or where the Committee member(s) with the conflict of interest breaches such measures, the Committee reserves the

                       right to re-visit its   previous decision using the process set out in the immediately preceding bullet point.

       10.7        Committee member(s) with a conflict of interest who have either resigned or been removed from the Committee may put themselves forward for

                       re-election at the next AGM provided the conflict of interest has been resolved in the meantime.

11. Dissolution

       11.1         If the Committee, by a simple majority, or if a Committee no longer exists, any 3 remaining members of the Association, decide at any time that it is

                      necessary or advisable to dissolve the Association, it shall call a meeting of all members, giving at least 21 days notice stating the terms of the resolution

                       to be proposed. For the sole purpose of dissolution, a quorum need not apply. Such a resolution may be confirmed by a simple majority of those present

                      and voting at the meeting. The Committee or 3 appointed persons shall have the power to dispose of any assets held by the Association which after

                      settlement of any proper debts and liabilities shall be applied towards charitable purposes for the benefit of the residents in the area.

 

           This constitution was adopted as the Constitution of Burwash Common & Weald Residents Association at the General Meeting held on 27 September 2021.

 

 

The Association began in July 2010 as a forum for the residents of Burwash Common and Burwash Weald where they can raise and discuss local issues and arrange social events. We are always pleased to see new members so if you are new to the area or if you are a long-term resident please join us to help to improve our community


Contact Us

If you have any questions about our Association or this area and/or you have any concerns about what is happening near you or if you would like to become a member of the Association please contact us by telephone at any of these numbers

Jackie Bird  on 01435 883660    Lindsay Green on 01435 883733   Peter Toll on 01435 883443   Or by email bcwra2017@gmail.com

 

Chairperson

Secretary

Treasurer

Committee

 

 

 

Jackie Bird          

Lindsay Green     

Peter Toll         

Chris Bentley   

Steve Dixon    

 

 

 

 

 

Jeremy Richardson    

Graham Bird  (Website)