CONSTITUTION 1984 (2018)

1. The Freshwater Bay Residents' Association hereinafter called "The Association" was formed at the inaugural meeting held at the United Reformed Church on Monday 2nd July 1984.
2. The aims of the Association are to safeguard and promote the legitimate interests and to protect and enhance the environment of the residents of Freshwater Bay.
3. Membership is open to anybody with an interest in Freshwater Bay and the surrounding area on payment of an annual subscription (See 14 below). Residency is a requirement for membership of the Committee.
4. The Association has the following Officers: Chairman, Secretary, Treasurer, Membership Secretary; and an Executive Committee which consists of the above officers and four other elected members.
5. The officers of the Association will be elected annually at the Annual General Meeting, to be held in October, each year, for which fourteen days notice must be given in writing. The officers may be nominated for re-election each year, up to a total of five years.
6. Committee Members will be elected for three years, with one third retiring in rotation each year. They may stand for re-election should they be willing to accept nomination. Regular meetings are to be held, should the Chairman be unable to attend any officer can deputise. Committee members who attend 50% or fewer Committee meetings, including Quarterly Meetings should be asked, in writing, the reason for their absences and if no reasonable explanation is given they should be asked to retire at the next Annual General Meeting.
7. Nominations for election as an officer or committee member of the Association, may be submitted to the Executive Committee by any duly paid-up member. Prior consent of the nominee having been obtained by the nominator.
8. The Executive Committee have the power to co-opt other members of the Association to serve on the Committee if they deem it necessary.
9. Should any officer of The Association be unable to complete his/her year of office, a Special General Meeting will be called with fourteen days notice, in writing, to elect a successor.
10. The Annual General Meeting will be held in October each year, with three other Quarterly meetings held at approximately three month intervals. Additional special general meetings of the Association may be held at the written request of not less than 25% of the membership at that time.
11. The quorum for the Executive Committee is 50% of its membership and for a General or Extraordinary meeting of the Association, 15% of the membership at that time.
12. The financial year of the Association will run from 1st September each year until the following 31st August. An audited statement will be presented by the Treasurer to the Annual General Meeting each year.
13. The auditor for the Association will be appointed at the Executive Committee each year. He or she may be any responsible and competent person from the membership or from outside of the Association. He or she may not be a member of the Executive Committee.
14. The annual subscription will be determined at the Annual General Meeting each year. It will become payable from the end of the Annual General Meeting for the ensuing year. Should a member not pay their subscription by the end of the January quarterly meeting in any membership year, his/her membership shall be determined to have lapsed and will be deleted from the membership list.
15. The Treasurer will hold the balance from money paid in to the Association, after expenses have been met, in current and investment account, as decided by the Executive Committee.
16. The signatories for banking accounts will be any two out of three officers of the Association.
17. With the exception of incidental expenditure up to 50, all expenditure on behalf of the Association is to be agreed by at least 50% of the Executive committee, to include three of the four officers.
18. All requests for professional advice and legal services which may incur a cost must have prior consent of a correctly convened committee meeting.
19. A committee meeting must be called and chaired by the Chairman or a stand-in chairman deputed by the Chairman and minutes to be correctly recorded.
20. If any legal or other fees or extraordinary expenditure, sanctioned by a correctly called General Meeting of the Association, are more than can be met by the subscription income, the excess will be borne by a further levy on all members.
21. To comply with data protection laws new members are required to complete an application form confirming the manner by which we communicate with them. This form must be signed by the member(s). The information provided on the application form is to be held securely by the Membership Secretary until it is no longer required. A member may request a copy of the information held about them, any errors identified must be corrected without delay. If a member leaves the Association their record must be removed as soon as reasonable. Membership records should not be passed to any other organisation unless required by law.
22. If, at any time, a correctly convened General Meeting decides that the Association should be wound up, that meeting will decide on the disposal of any balance held by the Treasurer after all expenses have been met.
Revised - May 2011
Revised - October 2018