HWConstitution

Issue 2

The Constitution of Christchurch Borough Home Watch Association


1.	TITLE
	The organisation shall be known as Christchurch Borough Home Watch Association (hereinafter referred to as “the Association”) and shall operate according to this Constitution.

2.	AREA COVERED
	The area covered by the Association shall be the Borough of Christchurch, Dorset UK.

3.	AIMS
	The aims of the Association shall be:
	•	to co-ordinate the activities of Home Watch schemes in the Borough
	•	to promote new schemes and increase membership
	•	to share best practice
	•	to represent the views of Christchurch Borough Home Watch scheme members
	•	to organise meetings and events to support the individual schemes,
		whose common aims are:
		_	to prevent crime by improving security, increasing vigilance, creating and maintaining a caring community; reducing opportunities for crime by increasing crime prevention awareness
		_	to assist the police in detecting crime by promoting effective communication and prompt reporting of suspicious and criminal activity
		_	to reduce undue fear of crime by providing accurate information about risks and by promoting a sense of security and community spirit, particularly among the more vulnerable members of the community
		_	to improve police/community liaison by providing effective communication channels and by members informing the police of incidents when they occur.
	In trying to meet these aims, the Association will work with, but remain independent of, our Partner agencies.

4.	MEMBERSHIP
	Membership of the Association shall be open to all adults resident within the Borough of Christchurch who are members of an established Home Watch scheme. The Committee shall have the right to expel any member/s bringing The Association into disrepute.

5.	ORGANISATIONAL STRUCTURE
	The Association shall be run by an elected committee supported by Area Co-ordinators and Road Co-ordinators (or Road Contacts), who maintain contact with the members in their Home Watch scheme. Officers of the Committee shall be the Chairman, Vice Chairman, Treasurer, Secretary and Membership Secretary, drawn from members of the Association. Area Co-ordinators shall be appointed by the Committee and be ex-officio members of the Committee. The Committee may create and define other posts to assist the Association in achieving its aims. The Committee may co-opt additional members as necessary. Sub-committees may be formed at the discretion of the Committee as and when required. Partner organizations involved in the Association are entitled to send representatives to meetings and input matters of local interest. They shall not have any voting rights.

6.	DUTIES OF OFFICERS AND COMMITTEE MEMBERS
	(a)	The Chairman shall be responsible for guiding the Committee towards meeting the aims of the Association, running committee and other meetings, and representing the Association in meetings with partners and other external bodies. He may delegate tasks to other committee members.
	(b)	The Vice Chairman shall support, and when necessary deputise for, the Chairman.
	(c)	The Treasurer shall be responsible for the custody of Association finances, keep a record of the accounts of the Association and make them available for inspection
	(d)	The Secretary shall arrange meetings, notify members, make and retain minutes of meetings, and keep copies of correspondence.
	(e)	The Membership Secretary shall be responsible for maintaining a database of Association members.
	(f)	Other committee members shall take on duties as required by the Officers and Committee.

7.	FUNDING
	Money collected from members will be used to support the costs of running the Association. The Committee may also seek and receive grants, donations, or sponsorship from suitable sources. All income and expenditure shall be properly recorded; the accounts shall be inspected and certified annually by an independent and suitably qualified person.

8.	ELECTION OF OFFICERS AND COMMITTEE
	–	Officers and Committee shall stand for election (or re-election) at an Annual General Meeting, and having been proposed and seconded, will be elected subject to approval by a simple majority of Members attending the AGM
	–	Nominations for Officers must have the approval of the nominee and be submitted to the Secretary 14 days before the AGM.

9.	ANNUAL GENERAL MEETING (AGM)
	–	The AGM shall be open to all residents of the Borough.
	–	Only members of the Association shall be allowed to vote on any proposals.
	–	The Secretary shall give notice of the AGM at least 14 days before the date of the meeting
	–	The Secretary shall produce an Agenda which shall be distributed to Members at least 21 days before the meeting.
	–	The Committee shall invite members of Partner organizations and/or other guests.
	–	The local media shall be invited to attend and if unable shall be given a resume of the meeting by the Secretary.

10.	PROCEDURE AT AGM
	The AGM shall include the following in the Agenda:
		Chairman’s Introduction
		Minutes of previous AGM
		Matters Arising from the Minutes
		Chairman’s Report
		Adoption of Accounts/Treasurers Report
		Election of Officers
		Election of Committee members (possibly en bloc)
		Appointment of the inspector of the Accounts of the Association
		Proposals, which must be seconded and notified in writing to the Secretary 14 days prior to the meeting.
		Statements/Questions/Presentations (includes Police, outside speakers, etc)

11.	EXTRAORDINARY GENERAL MEETINGS (EGM)
	(a)	The Committee may call an EGM to consider any urgent matters.
	(b)	An EGM may also be called by a minimum of 20 Members asking for such a Meeting in writing, giving the Secretary 28 days notice and an explanation why a Meeting is required.
	(c)	The Secretary shall give members at least 14 days notice of an EGM.

12.	COMMITTEE MEETINGS
	(a)	The Committee shall meet as required and a quorum shall be a minimum of 6 committee members, including Officers.
	(b)	In the absence of the Chairman or Vice Chairman, those attending shall appoint a Chairman for that meeting.
	(c)	Area co-ordinators may nominate a deputy to attend meetings in their absence and vote on their behalf.
	(d)	Representatives of Partner organizations and others may attend, but they shall not take part in any vote.

13.	EXPENSES
	Reasonable expenses may be paid, as follows:
	–	Out of pocket expenses covering the cost of purchasing stamps, stationery etc. All claims shall be submitted in writing to the Treasurer who will pay them, at his discretion, or refer the claim to the Committee for approval.
	–	Mileage Allowance shall be paid, at the lowest rate used by Christchurch Borough Council, to committee members using their own vehicle for Association purposes outside Christchurch Borough.

14.	CONSTITUTION
	This Constitution can be changed only by majority vote of bona fide Association members present at a properly convened AGM or EGM.

15.	DISSOLUTION
	If it is decided by a majority vote at an AGM or EGM to dissolve the Association, 3 trustees shall be appointed by those present at that meeting to take one of the following actions:
	–	To put Association assets in trust with a view to resurrecting it at some time in the future.
	–	To donate the unencumbered assets of the Association to the Community Safety Partnership for Dorset (or its successors).