Hawks Road Residents Association

Rules

Rules of Procedure and Aims of HRRA

Every member of the Association is bound by these rules of procedure.

1 The Association is strictly non-partisan.

2 The Association supports an equal opportunity policy

3 The Association is non-profit making

4 The aims of the Association are:

to promote the interests of Hawks Road residents;
to preserve, protect and advance the amenities of Hawks Road;
to monitor and take action on planning matters;
to gain significant representation with Royal Borough of Kingston, and other bodies;
to work with other residents associations.

Membership of Association

5 All residents of Hawks Road are eligible to be a member of the HRRA

6 To be a full member a resident must agree to:

abide by the rules of procedure;
pay an annual subscription;
accept the majority decisions of members of the Association;
advance the Aims of the Association;
do nothing to bring the Association into disrepute.

7:1 To be an associate member of the Association, members must agree to 6 above, with the exception that they will not be a fully paid up member of the Association.

7:2 An associate member may attend all meetings and activities of the Association but will not be able to vote on any business of the Association or stand as a member of the Committee

Membership of Committee

8:1 In order to stand for Committee membership, a member of the Association must be a full member of the Association, as defined in 6 above.

8:2 Committee members are to be elected by a majority vote at the Annual General Meeting (AGM). There are to be seven members of Committee, made up as follows:

Chairman
Secretary
Treasurer
4 other members.

8:3 The term of office of a Committee member will be 12 calendar months.

8:4 A member of the Association may stand for Committee for as many times as they wish.

9:1 When a Committee member resigns before an AGM the Committee are authorised to invite another resident to take their place on the Committee, until the next AGM.

9:2 If either the Chairman, Secretary or Treasure resign, the Committee are authorised to elect a new Committee member to that position by a majority vote; the position to be held until the next AGM.

10 A quorum of Committee will be 4 members, of which one must either be the Chairman or Secretary.

11 Members have a right to raise matters for consideration by the Committee. These should be addressed to the Secretary in writing and will be considered within one month, unless the member is asked to expand on their proposals.

Finance

12:1 The subscription for full members of the Association will be £5.00p per annum, or part thereof. The financial year shall be from April to March and all subscriptions will be due for renewal on 1 April of each year.

12:2 The Committee may set an annual subscription at a rate they consider reasonable to cover expected financial commitments of the Association. Any increase is subject to ratification at the next AGM.

12.3 The Treasurer may hold a float up to a maximum of £20.00p

12:4 If a member fails to pay their subscription, they shall be re-designated an associate member (see 6 above).

13:1 A bank account for the Association will be administered by the Treasurer.

13:2 Cheques will require two signatories; one will be the Treasurer's and the second either the Chairman's or the Secretary's.

14 The Treasurer should not normally make a payment above a maximum of £50.00p without the authority of the full Committee. This amount to be reviewed annually by the Committee. Exceptionally, the Treasurer can make a payment in excess of this amount but only with the written approval of the Chairman and Secretary.

15 The Treasurer shall keep a record of all income and expenditure.

Communication

16:1 The Committee shall keep members of the Association regularly informed of their decisions and of any progress of negotiations made on the Associations' behalf.

16:2 The Committee shall produce a newsletter to be distributed to all residents and commercial premises in Hawks Road and to other bodies as appropriate. The newsletter should be produced and distributed in April, July, December and March of each year.

16:3 A member of the Committee should act as editor.

16:4 The newsletter shall be the official gazette of the Association. It can also include articles, letters and competitions. All members of the Association should be encouraged to submit items for inclusion.

16:5 The title of the newsletter should be 'HAWKS EYE'.

Discipline

17:1 It is hoped that this will never need to be implemented. Nevertheless, members need to be aware of action the Committee are authorised to take in certain circumstances.

17:2 non-payment of subscription - members who fail to pay their subscription will be re-designated associate members (see 7 above);

17:3 the Treasurer has authority to negotiate, where there is a non-payment, and recommend to the Committee, where it is considered that exceptional circumstances prevail, and that full membership should be continued.

17:4 non adherence to rules/procedures - any member who does not uphold the aims and procedures of the Association, or who brings the Association into disrepute, should be warned that their action could lead to their being re-designated as an associate member or, if they persist in their action, lead to expulsion from the Association;

17:5 any act or threat of physical violence, except in cases of extreme provocation, should lead to immediate expulsion from the Association;

17:6 all cases where the Committee have expelled a member should be reported to the next AGM. Members have a right, by a majority decision, to over rule the decision of the Committee.

Site updated 21st Feb 2008, website development by Doogal