The Constitution

Hillmorton Vale Residents Association – Constitution

Revised 13th June 2019 (AGM)

  1. The name of the Association is Hillmorton Vale Residents Association and is in this document called the Association.
  2. Aim:
    1. To improve the green space generally known as Hillmorton School Playing Field
    2. To ensure that the general upkeep of open spaces within the designated area are retained and well managed.
    3. To enhance the use of these spaces for the general use of the local people.
    4. To support local activities.
  3. The Association’s Objects are:
    1. To retain a long-term lease for the field with Warwickshire County Council.
    2. Engage with neighbours and local agencies to enhance the ecology of the field.
    3. Promoting the health and well-being of the residents of the area and working together regardless of age, ethnic origin, ability, sex, belief or political affiliation recognising the value of our many differences.
    4. To promote both environmental improvement and practical conservation, to educate, encourage and support the local population in environmental practice.
    5. Encouraging community recreation and play.
    6. Work with similar groups and exchange information and advice with them where possible.
    7. Take any action that is lawful, which would help it to fulfil its aims.
  • Membership
    • From January 1st 2020 membership is limited to residents of Moat Farm Drive Estate over the age of 18, and willing to abide by the rules of the Association.
    • There will be an annual membership fee or voluntary contribution. The membership fee (and voluntary contribution) will be decided by the committee and will run from Jan 1st to May 31stannually.
    • Every active (fully paid) member shall have one vote at general meetings.
    • Members can nominate others in the local area to join the Association for approval by the committee.  Committee shall have the power to refuse membership to any applicant, where it is considered such membership would be detrimental to the aims, purposes or activities of the group.
    • The Committee can and will preclude any user that doesn’t comply with the Associations rules.
  • Registration and termination of membership.
    • Any member of the Association may resign his/her membership, by giving to the secretary of the Association written notice to that effect.
    • The Committee may, by resolution passed at a meeting thereof, terminate or suspend the membership of any member, if in its opinion his/her conduct is detrimental to the interests and objects of the association. The Committees decision is final.
    • Membership will not be transferrable to anyone else.
  • Management
    • The Association shall be administered by a Committee of not less than four (4) people and not more than eleven (11) members in total elected at the group’s Annual General Meeting and must be at least18 years of age.
    • The formal officers of the Committee shall be:
      • The Chairperson
      • The Treasurer
      • The Secretary
  • The Committee shall meet as required to manage the business. Adhoc meetings may occur if necessary.
  • At least five 4 Committee members must be present for the Committee meeting to take place.
  • Voting at Committee meetings shall be by show of hands on a majority basis.  If there is a tied vote, then the chairperson shall have a casting vote.
  • Powers of the Committee
    • The Committee must manage the business of the Association and have the following powers in order to further the Objects:
      • Raise funds to carry out the necessary activities.          
      • Co-operate with other agencies.
      • To operate a bank account as necessary in an open and transparent manner.
      • To do all legal things as necessary to achieve the Objects of the Association.
    • The Committee may delegate their powers or functions to a sub-committee of two (2) or more people, but the terms must be recorded in the minutes.
    • No expenses may be incurred on behalf of the Association except in accordance with a budget previously agreed by the Committee.
    • Ensure the safety of field users by taking action or banning any user or dog that is deemed a danger or nuisance to others.
  • Committee Meetings
    • The committee shall meet twice each year or as required.
    • No business will be conducted unless a quorum of five 4 members are present.
    • All Committee and General Public meetings must be minuted. A hard copy can be made available to fully paid up members on request.  
    • Where possible all committee members shall be given at least seven (7) days’ notice of a meeting unless it is deemed an emergency meeting.
  • Open Meetings
    • The committee shall call at least one open member meetings each year, the purpose of these meetings is for the group to account for its actions and consider the regeneration and development of projects, funds and sub committees according to the group’s objectives. This meeting will generally coincide with the AGM.
    • The Chair of the group shall normally chair these meetings.
    • At least fourteen (14) days’ notice of such a meeting must be given and advertised in at least three 3 public places.
  • Annual General Meeting
    • The Hillmorton Vale Residents Association shall hold an Annual General Meeting (AGM) at not more than 12 month intervals.
    • Where possible members shall be notified by e mail, otherwise notice will be deemed served by advertising the meetings in at least 3 three public places and on the web site and where possible Social Media giving at least 14 days’ notice of the AGM.
    • The business of the AGM shall include:
      • Receiving a report from the Chairperson of the group’s activities over the year.
      • Receiving a report and presentation of the last financial year’s accounts from the Treasurer on the finances of the group.
      •  Electing the Committee and considering any other matter as may be appropriate at such a meeting.
      • The quorum for Annual General Meeting shall be at least five (5) persons of which four (4) shall be committee members.
  • Finance
    • Any money obtained by the Association shall be used only for the purpose laid out in the Objects and paid into an account in the name of the Association.
    • Any cheque issued shall be signed by at least two of any three nominated signatures.
    • The Treasurer is responsible for receiving and issuing receipts and keeping and recording of all transactions on behalf of the Association.
  • Alteration of the Constitution
    • Proposals for amendments to this Constitution, or dissolution (see Clause 13) must be delivered to the secretary in writing. The secretary in conjunction with all other officers shall then decide on the date of a forum meeting to discuss such proposals, giving at least four weeks (28 days) clear notice.
    • Changes to this constitution must be agreed by at least 51% of those members present at an open members meeting and recorded in the minutes.
  • Dissolution
    • Subject to the Committee recommending disillusionment of the Association it may be wound up if agreed by two thirds of those members present and voting at an open members meeting. 
    • Any assets shall be returned to their providers, if they require it, or shall be donated to another charitable group as agreed by the committee.
    • In such case that the members resolve to dissolve the Association, the committee will remain in office and be responsible for winding up the affairs of the Association.
    • In no circumstances shall the assets of the Association be paid to or be distributed among the members of the Association
  • Equality and Diversity Policy

We aim to treat every field with friendship, respect and care for each other user regardless of age sex or sexual orientation, gender, realignment, race or religion

  1. Accessibility
    1. Annual meetings and special events will normally be held within the field and be accessible to the disabled. We are committed to ensure that any member or local resident will be able to attend these formal activities.
  2. Diversity
    1. Our association belongs to its members and the field open to all who treat it and other users with respect and courteousness.
    2. The field is available to be used by schools and other children’s organisations.
    3. We are always open to new ideas from members and residents
  3. Inclusion and Respect
    1. Every member and local resident will be made welcome. All members will be invited to formal meetings or organised activities.
    2. Sexist, racist, homophobic, transphobic, or other offensive or inflammatory remarks and behaviour will not be tolerated.
  4. Dealing with Discrimination, Harassment and Unsociable Behaviour  
    1. Any member or field user who feels that they have been discriminated against or harassed by the Association (or other member) should raise the matter in writing with the committee. The committee will investigate the complaint accordingly.
    2. If a complaint is against a member of the committee or the committee, it will be investigated by the committee. If upheld, measures to assure the issue is resolved will be put in place and recorded