Stamford and Horton Residents’ Association Constitution (Final Version 2) 22/03/24)
1. Constitution
I. The Association will be known as Stamford and Horton Residents’ Association. II. It shall be a democratic body not affiliated to any national political party. III. SHoRA candidates for local elections may not be members of any national Political Party.
2. Membership
I. All persons residing in a household within the Stamford & Horton Ward area may become Members of the Association by the payment of a subscription. The subscription shall cover all such residents living in a property where an annual subscription has been paid.
II. Membership will be annual, and from the date of the first payment. Members are encouraged to use the on-line payment method of their choice from the payment options made available by SHoRA.
III. Only those Members whose current subscription has been paid (either individual or household) may vote at General Meetings and the AGM.
3. Aims and Objectives
I. To safeguard the interests of residents of the Borough, and particularly those of Stamford and Horton Wards. II. To help, inform and advise residents on matters that are within the scope of Epsom and Ewell Borough Council and Surrey County Council. III. To promote and foster interest in Borough and County affairs. IV. To act to maintain the quality of the environment for the local community. V. To nominate candidates for Borough and County elections and by-elections to represent Stamford and Horton Wards. VI. To keep local government free from party politics and religious sectarianism.
4. The Committee
I. A Committee shall be elected at an Annual General Meeting to manage the affairs of SHoRA. II. Elected Officers shall be Chair, Vice Chair, Secretary and Treasurer. III. Additional Officers shall be Newsletter Editor, Social Media Officer, Data Protection Officer. IV. Up to three ordinary Members of the Committee shall also be elected at an AGM. V. Nominations for the Committee proposed and seconded must be submitted to the Secretary at least seven days before the date of the AGM. Nomination can be by email. VI. In the absence prior nominations, the Chair may take nominations at the AGM.
5. Functions and Meetings of the Committee
I. To conduct the business of the Association in accordance with the Constitution. II. To determine the rate of the annual subscription, to be approved by the AGM, and determine the methods of payment offered to members. III. To fill any vacancies to the Committee in between AGMs. IV. To appoint an Independent Examiner to audit the Association’s annual accounts. V. To make arrangements for the selection, appointment and funding of candidates in Borough Council and County Council elections and by-elections, including holding a joint selection committee with neighbouring Residents’ Associations as necessary. Candidates will be described on the ballot paper in words as decided by the Committee and so as to indicate that they represent a Resident Association. VI. Meetings shall take place every other month starting in January, and on the third Thursday of the month. VII. Additional Meetings of the Committee may take place with the agreement of a majority of the Committee. VIII. Meetings of the committee shall normally be in person but may also be virtual or hybrid if that is more convenient for the conduct of the Association’s business. IX. The quorum of a Meeting shall be two Officers and one-third of the total membership.
6.General Meetings and AGM
I. The Association must hold an AGM before 30th April in each calendar year, publishing the date through its media outlets. II. The Agenda for the AGM shall include: Minutes of the previous AGM and any EGMs, Matters Arising from the Minutes; Chair’s Report; Treasurer’s Report; Election of Officers and other Members of the Committee. III. The Association may also hold two Ordinary General Meetings throughout the year as determined by the Committee. IV. An Extraordinary General Meeting will be held within 14 to 28 days upon receipt of a written request. (See 7. I. below). V. General Meetings shall normally be in person but may also be virtual or hybrid if that is more convenient for the conduct of the Association’s business.
7.Extraordinary General Meeting (EGM)
I. An EGM can be called by the Committee or upon the written request of over one-third of Committee members or seven ordinary members. II. The EGM must be called within 14 to 28 days of the written request, stating the nature of the business to be transacted and publicised through the Association’s media outlets. III. To be carried, the business of the meeting must receive two thirds of the votes cast.
8.Financial Matters
I. The financial year shall be from 1st January to 31st December.
9. Alteration to the Constitution
I. No alteration or addition to the Constitution may be made except by resolution at a General Meeting at which the agenda will set out the proposed changes. II. Changes must be approved by two-thirds of the members present and who are entitled to vote.
Approved at the Stamford and Horton Residents’ Association AGM on 18/4/2024
Why Not Join Us?
New members to the committee are always welcome to assist in the running of the Association, along with road reps (this involves about 4 hours 4 times a year).
All current members of the Association are welcome to attend the committee meetings which are held 6 times a year.
Our AGMs are usually held around March / April with a speaker on various topics concerning our residents or historical facts around the Borough. Again all paid-up members are welcome to attend and new members are always welcome.
To join us and become a paid-up member of the Association please select the PayPal® button below or scan the QR code. This will be a standing order payable annually on the anniversary of your joining. Payment can be made by PayPal, Credit or Debit card. (Select subscribe below - you are able to cancel anytime that you wish once joined)
Please use Debit / Credit card and then guest payment if you do not have a PayPal account
If you would prefer to join by completing a standing order form then please select here to download a form (This will need to be printed and presented to your bank)
The SHoRA does not take, store or pass / sell to third parties any personal information related to your activity, preferences or identity. Your financial information is managed through PayPal®
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