CONSTITUTION OF BILLERICAY TWINNING ASSOCIATION
(a Non-Local Authority Organisation)
1. Name of the Association
The name of the Association shall be the BILLERICAY TWINNING ASSOCIATION.
2. Aims of the Association
a) To promote and foster friendship and understanding between peoples of Billericay, Essex, England and those of other communities with which the Association has formed or may later form links.
b) To encourage visits by individuals and groups to and from linked communities, particularly by children and young people, and the development of personal contacts, and by so doing to broaden the mutual understanding of the cultural, recreational, educational and commercial activities of the linked communities.
c) To organise fund-raising activities to foster the aims of the Association.
Membership shall be open to all persons in sympathy with the aims of the Association. There shall be four categories of membership:
a) Individual membership,
b) Family membership, being open to all members of a family excepting sons or daughters over the age of eighteen years.
c) Life membership may be offered by the Management Committee. A person will become a Life Member only if that person accepts the offer. A Life Member shall stay a member of the Association for as long as they live and are not required to pay an annual subscription.
d) Honorary membership may be offered by the Management Committee. A person will become an honorary member only if that person accepts the offer. Honorary members shall have no voting rights and shall pay no membership fee.
The Chair of the Billericay Town Council shall be the Honorary President of the Association. If not already a member of the Association, the President shall become an Honorary member.
4. Management Committee
The affairs of the Association shall be conducted by a Management Committee, consisting of up to twelve (12) members, being broadly representative of organisations, associations, clubs and individuals in Billericay and district.
The Management Committee shall have the power to co-opt and co-opted members shall have the right to vote.
The Management Committee shall meet at least four (4) times in each year.
The quorum shall be four (4).
5. Election of Management Committee
The Management Committee shall be elected at the Annual General Meeting (AGM) of the Association. The Association shall appoint a Chairman, Vice-Chairman, Secretary, Treasurer and such other officers as it deems necessary, including an Auditor.
6. The Annual General Meeting
The Management Committee shall call an Annual General Meeting of the Association between 1 January and 31 March of each year, giving each member at least fourteen days’ notice in writing.
7. Voting at the AGM
a) Only members (except Honorary members) present at the meeting shall be entitled to vote.
b) Each individual member shall be entitled to one vote and each family members shall be entitled to two votes, provided that two members of each family or organisation are present at the meeting. The Chairman shall have a casting vote.
8. Special General Meeting
A Special General Meeting of the Association may be called at any time on a written request signed by at least twenty members of the Association and delivered to the Secretary, containing details of the matter to be discussed. At least twenty-eight days notice must be given.
Audited accounts to 31 December of each year shall be submitted to each Annual General Meeting.
All monies received on behalf of the Association shall be kept in safe custody by the Treasurer and all cheques drawn on the Association’s account shall be signed by any two or the Chairman, Vice-Chairman, Treasurer or Secretary.
All subscriptions shall be determined at the AGM and be payable within two months thereof. The membership year shall run from 1 April to 31 March next following. Members joining the Association or renewing their membership between 1 April and 31 December shall pay the full appropriate rate; those joining on or after 1 January shall pay half the said rate.
12. Amendments to the Constitution
Amendments to the Constitution shall only be made at the AGM or a Special General Meeting. Notice of the proposed amendment shall be given in writing to the Secretary at least twenty-one days before the meeting and details shall be given in notice convening the meeting. No such amendment shall be carried unless not less than two-thirds of the members present and voting at the meeting vote in its favour.
13. Dissolution of the Association
In the event of the dissolution of the Association, all surplus funds shall be transferred to such charity or charities as the Committee shall in its absolute discretion decide.
Last amended - March 2017