The Hatch End Association has revised the Constitution – see below. This was discussed at the AGM on 28 April and was approved.
HATCH END ASSOCIATION
CONSTITUTION
1 NAME
The Association shall be called ‘ Hatch End Association’.(“The Association”)
2 OBJECTIVES
The objectives of the Association which is non-political and non-sectarian shall be:
a) To foster interest in local government affairs and to promote the efficient and economical administration of the district.
b) To promote high standards of planning and architecture in the area of benefit.
c) To secure the preservation, protection, development and improvement of features of historic or public interest in the area of benefit.
d) To work with the Council, police, other agencies and associations to further the work of the Association.
e) To act in the interests of all the members in all matters affecting them as a body.
f) To inquire into and, if possible, take appropriate steps to obtain redress of grievances affecting the whole or any part of the district.
g) To preserve and develop local amenities.
h) To extend the activities and interests of the Association as seems advisable.
i) The Association will promote equal opportunities and diversity.
3 MEMBERSHIP
The Association shall consist of residents in Hatch End and district and persons employed in Hatch End. These shall be entitled to membership by paying an annual subscription due on 1st January each year to cover membership for that year.
4 THE COMMITTEE
a) The business of the Association shall be conducted by a Committee consisting of the Officers (Chair, Vice – Chair, Treasurer, Membership Secretary, Bulletin Editor and any other Officer so appointed) and not more than14 other elected members. The Officers shall have power to act in an emergency. The Committee may co-opt any other member, or members, as and when desired, but the total number shall not exceed 24. Seven Committee members, including at least one Officer, shall form a quorum.
b) The Committee shall meet at least four times a year.
c) All Officers of the Committee shall be elected at the Annual General Meeting.
d) In the event of a vacancy amongst the Officers or Committee, such a vacancy may be filled by the Committee.
e) Each member of the Committee shall be entitled to one vote. All matters submitted to Committee Meetings shall be decided by the majority of members present and voting. In the event of an equality of votes the Chair shall have the casting vote.
f) All members of the Association have the right to attend Committee Meetings as observers.
g) The Committee shall have power to recommend to a General Meeting of members the conferment of life membership, without payment of an annual subscription, for services rendered to the Association. A life member has all the privileges of membership.
- h) The annual subscription shall be decided by 80% of all Committee members.
5 FINANCE
a) The Association’s funds shall be managed by the Chair and the Treasurer who shall have power to open banking and/or building society accounts in the name of the Association. The Chair and Treasurer shall be authorised to sign cheques, withdrawal forms and other authorities. The bank signatories to make payments of amounts as agreed by Committee and recorded in the minutes.
- b) The Committee shall have power to make donations in the name of the Association to any cause which it considers the Association would wish to support.
- c) A General Statement of Accounts made up to the 31st December in each financial year and duly examined, shall, after approval by the Committee, be submitted to the next Annual General Meeting. The Honorary Examiner of Accounts for the ensuing year shall be reappointed at the Annual General Meeting unless a vacancy arises, in that case a member shall be elected.
6 GENERAL MEETINGS
a) The Annual General Meeting shall be held not later than 30th April and shall be called by giving at least 10 clear days’ notice and published in the Spring bulletin.
b) A Special General Meeting may be called by the Committee or within a month of the receipt by the Chair of a request, signed by at least 10 members. At least 10 clear days’ notice shall be given for such a meeting, the notice to include any motion or motions to be proposed.
c) Each member shall be entitled to one vote. All matters submitted to meetings of members shall be decided by the majority of members present and voting. In the event of an equality of votes the Chair shall have the casting vote.
7 AMENDMENTS TO THE CONSTITUTION
Any amendment to this Constitution must be agreed upon by a two thirds majority of members present at a General Meeting. Particulars of the proposed repeal, amendment and/or addition shall be given in writing to the Chair at least one month before the said Meeting.
8 STANDING ORDERS
(1) Annual General Meeting
a) The Minutes of the previous Meeting shall be presented and, if approved, signed by the Chair.
- b) The Annual Report shall be presented by the Chair.
c) The Statement of Accounts duly examined and the Treasurer’s Report shall be presented for adoption.
d) Installation of Chair.
e) The Officers and Committee for the ensuing year shall be elected, except the Chair. Nominations (with the consent of the Nominee) must be handed to the Chair at least seven clear days before the Annual General Meeting.
- f) Any motions, of which at least seven clear days’ notice has been given, shall be presented.
(2) Committee Meetings
a) The Minutes of the preceding meeting shall be presented, and, if approved, signed by the Chair.
b) Consideration of correspondence.
c) The financial statement shall be submitted.
d) Consideration of Sub-Committees and other Reports.
e) Any other competent business.
9 DISSOLUTION OR WINDING UP
a) If the Committee decides that it is necessary to wind up the Association it shall call a Special General Meeting of members.
b) Members shall be given at least 10 clear days’ notice of the resolution to be discussed at the meeting.
- c) A proposal to dissolve the Association shall take effect only if agreed by two thirds of the members present at the meeting.
d) Funds and possessions shall be put to charitable purposes or to the benefit of any organisation that shares common aims with the Association. The decision will be made by a majority vote at the Special General Meeting according to the wishes of the members present at the Special General Meeting.
e) The final accounts shall be checked and verified by the Honorary Examiner of Accounts.
Approved at the Annual General Meeting of the Hatch End Association, 28 April 2025
