NORTH & SOUTH BERSTEAD, EAST & WEST ALDWICK, BOGNOR REGIS, PAGHAM
EASTERGATE, WESTERGATE, ARUNDEL, CLIMPING, YAPTON, BARNHAM
FLANSHAM, FELPHAM, MIDDLETON-ON-SEA, ELMER
ARUN WEST NEIGHBOURHOOD WATCH ASSOCIATION CONSTITUTION
DATE OF ADOPTION: APRIL 2021
1. THE ARUN WEST NEIGHBOURHOOD WATCH ASSOCIATION
1.1 The name of the organisation is Arun West Neighbourhood Watch Association (hereinafter referred to as ‘the Association’).
1.2 The Association shall be a charitable not for profit organisation, non-party in politics, non-sectarian in religion, operate an equal opportunities and non-discriminatory policy and will embrace diversity.
2. Objectives of the Organisation
2.1 To assist with the creation, development and support of Neighbourhood Watch Associations and Groups located across Arun West, to promote good citizenship and greater public awareness, increase public participation in the prevention and detection of crime, reduce the fear of crime, improve police/community liaison and increase community safety in partnership with recognised Authorities and other relevant organisations.
3.1 In furtherance of the said Objectives the Association may:
3.2 Promote and assist in the development of Neighbourhood Watch Associations and Groups across Arun West and participate in the wider promotion of Neighbourhood Watch more generally.
3.3 Carry out research and surveys, provide and communicate information, services and advice to and on behalf of all Association Members, exchange information and share and promote best effective practice and acceptable behaviour and performance standards amongst all Neighbourhood Watch entities, and where relevant with other organisations. Provide relevant, accurate and timely information to the public and media in appropriate circumstances.
3.4 Act as a forum, co-ordinate resources and provide services for Association Members as appropriate, arranging, providing for or assisting in the holding of meetings, seminars, training courses, exhibitions and the like.
3.5 Act as a consultative and advisory body to Authorities on matters affecting Neighbourhood Watch in Arun West. Represent the views and needs of Association Members and exchange information where appropriate to/with Authorities and other Neighbourhood Watch entities.
3.6 Raise funds, invite, receive and handle donations from any persons or bodies by way of subscription or otherwise, in such a prudent, reasonable and legal manner in accordance with charity law (Charities Act 2006) and the Fundraising Regulator’s Code of Practice.
4.1 As of the date of adoption of this constitution, the voting membership shall consist of any recognised and authorised Neighbourhood Watch Association and/or Group within Arun West collectively known as ‘Association Members’. Where no Association or Group exist, the Chair may invite potential organisers to attend Association meetings.
4.2 Each Association Member shall be entitled to appoint a representative and at their option a deputy who is both a member of Neighbourhood Watch and resides within Arun West.
4.3 An Association Member must give written notice to the Association of the name of its representative and any deputy. The nominee shall not be entitled to represent the respective Association or Group unless the notice has been received by the Arun West Neighbourhood Watch Association.
4.4 Membership is not transferable to anyone else and the Executive Officers hold the right to refuse an application for membership if they consider it to be in the best interests of the Association. In such case, the Executive Officers must inform the applicant in writing of the reasons for the refusal within 21 twenty-one days of the decision, and consider any written representations the applicant may make about the decision. The Executive Officers’ decision following any written representations must be notified to the applicant in writing but shall be final.
4.5 Additional representation nominated by Sussex Police and/or the local authority, shall be entitled to attend and speak at meetings but will not be deemed an Association member or permitted to vote on any issue.
5. Executive Officers
5.1 At a minimum, the Executive Officers shall consist of Association Members who are duly elected at an Annual General Meeting to the following Association positions; Chair, Secretary, Treasurer, Multi Scheme Administrator and shall be responsible for the general control and management of the Association.
5.2 The Executive Officers shall have the power to co-opt up to 3 three additional Neighbourhood Watch members residing in Arun West to fill vacant positions, extend current positions or assist the Executive Officers should the need arise, in order to maintain the integrity and effectiveness of the Association.
5.3 The Executive Officers may appoint such special or standing Committees as may be deemed necessary and shall determine their terms of reference, powers, duration and composition. All acts and proceedings of such special or standing Committees shall be reported back to the Executive Officers fully and promptly.
5.4 Each of the Executive Officers and co-opted members shall retire at each Annual General Meeting following his or her appointment, but shall be eligible for re-election.
6. Termination of Membership
6.1 An Association Member may resign by giving written notice to the Association Chair. An Authorised Representative may resign by giving written notice to their Association Member, who shall inform the Association Chair accordingly.
6.2 The Executive Officers shall have the right, for good and sufficient reason, to decline, discipline, suspend or terminate the membership of any Association Member, provided that the Authorised Representatives representing that Member are afforded the opportunity of being heard by the Executive Officers before a final decision is made.
6.3 The Executive Officers shall have the right, in partnership with the Association Members for the area concerned, to decline, discipline, suspend or terminate the membership of any Neighbourhood Watch member in Arun West including a member of any Committee or sub-Committee, who displays unacceptable behaviour or performance standards, commits any illegal act, or conducts themselves in a manner which threatens or may threaten to bring into disrepute the good name or reputation of Neighbourhood Watch or its members, or causes or may cause Neighbourhood Watch co-ordinators or members to resign. Such a member shall be afforded the opportunity of being heard by the Executive Officers before a final decision is made
6.4 The agreement by a simple majority of the Executive Officers shall be necessary to decline, discipline, suspend or terminate any membership.
7. General Meetings
7.1 The Annual General Meeting of the Association shall be held in April each year or as soon as practicable within 4 four weeks thereafter. At least 28 (twenty-eight) clear days’ notice in writing shall be given by the Secretary to each Executive Officer and Authorised Representative. Notice given electronically shall be deemed to be notice in writing.
7.2 The Executive Officers may at their discretion declare the Annual General Meeting or any Extraordinary General Meeting to be open to all Neighbourhood Watch members residing in Arun West, or classes of members residing in Arun West. At the discretion of the Chair of the Meeting such invitees may be permitted to vote in person at such Meeting.
7.3 At the Annual General Meeting, Authorised Representatives shall elect the Executive Officers, and appoint the Auditor and Independent Examiner, as appropriate.
7.4 Nominations for the Executive Officers, duly proposed and seconded, shall be delivered to the Secretary at least 7 seven days before the Annual General Meeting, with the consent of each nominee. Retiring Executive Officers standing for re-election shall not be required to deliver such notice. In the event of no nominations being received for a post prior to the Meeting, at the discretion of the Chair nominations may be accepted from the floor.
7.5 An Extraordinary General Meeting may be convened at the discretion of the Executive Officers, or by a written request made to the Secretary by at least one third of the Authorised Representatives stating the specific reasons. The Secretary shall within a reasonable time convene a meeting subject to 21 (twenty-one) clear days’ notice given to each Executive Officer and Authorised Representative. Every such person shall be entitled to attend and vote at the Extraordinary General Meeting.
8. Conduct at Meetings
8.1 At Association meetings, one third of the Association Membership shall constitute a quorum.
8.2 Resolutions shall be proposed and seconded, and ordinarily be passed by a majority of votes on a show of hands.
8.3 The Chair of a meeting, when entitled to a vote, shall in the event of a tie also have a second or casting vote at that meeting.
8.4 Minutes shall be kept by the Executive Officers and all sub-Committees, and the appropriate Secretary shall enter therein a record of all proceedings and resolutions.
8.5 The Association shall meet not less than three times a year, with 21 (twenty-one) clear days’ notice given to each Association Member.
9.1 The financial year shall end on 30th April.
9.2 All monies raised by or on behalf of the Association shall be applied to further the purposes of the Association and not otherwise. Nothing herein contained shall prevent the reimbursement in good faith of reasonable out-of-pocket expenses necessarily and properly incurred in furtherance of the Objectives.
9.3 The Treasurer shall keep proper and accurate Accounts of the finances of the Association. The Treasurer will report to each meeting of the Association, at each Annual General Meeting, and whenever requested by the Executive Officers, a true and fair view of the financial situation of the Association. In addition, the Treasurer will produce for inspection at any reasonable time the bank books, cash books and other financial documentation and information concerning the Association where requested.
9.4 Where relevant, a bank account shall be maintained in the name of the Association with such bank as the Executive Officers shall from time to time decide. The Executive Officers shall authorise in writing nominated Executive Officers, one always being the Treasurer, who shall from time to time determine to make payments or sign cheques on behalf of the Association. All payment authorisations and cheques must be signed by two of the authorised signatories.
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