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DVA constitution

dirleton village green

1/ Name
The name of the association shall be Dirleton Village Association.

2/ Objects
The objects of the Association shall be to promote and encourage the following aims by charitable means but not otherwise:
  • To encourage the preservation and where possible the improvement of the character, amenity and beauty of the village and its surroundings and features therein of historic or ecological interest.
  • To encourage high standards of architecture and planning in the area.
  • To stimulate public interest in and care for the beauty, history and character of the village.
  • To co-operate with other bodies having similar interests.
  • To pursue these ends by means of meetings, exhibitions, lectures, publications, other forms of communication and publicity and promotion of schemes of a charitable nature.

3/ Membership
Membership shall be open to all who are interested in the aims of the Association whether resident in the village or not. Membership shall lapse if the subscription is unpaid six months after it is due.

4/ Subscriptions
The classification of membership and respective subscriptions and any variations thereof shall be determined by the committee. The initial classification and annual amounts shall be as follows:
  • Individual adult member - minimum £1.00
  • Family membership for an individual and his or her immediate relatives residing at the same address - minimum £1.50
  • Junior members up to the age of 18 not included in family membership - minimum £0.50
  • Senior citizens - minimum £0.50

Family members will receive one copy of notices and will be restricted to adult votes at a general meeting.

Subscriptions will fall due on application for membership and thereafter on the date of the Annual General Meeting for the year following.

5/ Meetings
An Annual General Meeting shall be held in or about October of each year to receive the Committee’s Report and Independently Examined Accounts. The Committee shall elect Office Bearers and Members of the Committee and an independent examiner shall be appointed who shall not be a member of the Committee. The Committee shall decide when ordinary meetings of the Association shall be held and shall give at least seven days’ notice of such meetings to all members. Special General Meetings of the Association shall be held at the request of five or more members and shall be called by the Committee who shall circularise the members. Seven members personally present shall constitute a quorum for a meeting of the Association. Junior Members shall not be entitled to vote at a general meeting except in matters affecting junior organisations or projects.

6/ Office Bearers
Nominations for the election of Office Bearers shall be made at the Annual General Meeting, supported by a seconder. The consent of the proposed nominees, unless already serving or personally present, must first have been obtained in writing and, with the nomination showing and seconder, placed in the hands of the Honorary Secretary before the commencement of the meeting. The election of Office Bearers shall be completed prior to the election of other members of Committee. The Office Bearers of the Association shall consist of Chair, Honorary Secretary and Honorary Treasurer. The Chair and Honorary Secretary shall relinquish office each year and shall be eligible for re-election up to a total of two years: thereafter each shall be ineligible for re-election to the same office for a period of one year.

7/ Committee
The Committee shall consist of the Office Bearers and up to nine further members elected at the Annual General Meeting. The Committee shall have power to co-opt additional members. All shall retire annually and be eligible for re-election or co-option. The consent of the proposed nominees for election unless already serving or personally present must first have been obtained in writing. The nomination showing proposer and seconder with written consent where applicable shall be placed in the hands of the Honorary Secretary before commencement of the meeting. In addition the representatives of Dirleton on the Community Council shall ex officio be members of the Committee. If the nominations exceed the number of vacancies a ballot shall take place.

The Committee shall be responsible for running the affairs of the Association and may take decisions on its behalf. Four shall form a quorum for meetings of the Committee.

8/ Appeals
The Committee shall have the power to make public appeals for funds, solicit donations and canvass financial support for carrying out the objects of the Association

9/ Expenses of Administration
The Committee shall out of the monies received by the Association pay all proper expenses of administration and management of the Association and shall use the residue of such monies as it thinks fit for or towards the objects of the Association.

10/ Investment
All monies at any time belonging to the Association and exceeding normal requirements for administration or for its objects shall be invested by the Committee upon such investments, securities or property as it may think fit.

11/ Amendments
The Constitution may be amended by a two thirds’ majority of members present at an Annual or a Special General Meeting, provided that ten days’ notice of the proposed amendment has been given by public display.

12/ Winding–Up
In the event of winding-up of the Association the available funds of the Association shall be transferred to such one or more charitable bodies having objects similar or reasonably similar to those hereinbefore declared as may be chosen by the Committee.

[Updated to October 2009]