Denmead Twinning Association Constitution

1. Name of the Association

The name of the association shall be Denmead Twinning Association.

2. Aims of the Association

a) To promote friendship between the inhabitants of Denmead and the surrounding areas and those of any town or area with which the Association may establish a partnership.

b) To foster appreciation and understanding of the cultural, social and commercial activities of Denmead and the partner town(s) or area(s) and broaden in this way the international awareness of the inhabitants of the participating partners.

3. Activities of the Association

a) Seek and establish a partnership with such a town or area considered suitable, with the possibility of further partnerships in the future.

b) Plan and encourage of visits and personal contacts between individuals, groups and commercial, industrial and agricultural enterprises domiciled in Denmead and the partner town(s) and area(s).

c) Organise events for the purpose of raising monies for the funds of the Association.

4. Membership

a) Membership of the Association is open to all households or individuals whose main residence is the Parish of Denmead or the surrounding area. 

b) All approved members will be expected to pay an annual subscription.

 c) Approval of all applications will be at the discretion of the Association Committee.

5. Subscriptions

a) The annual subscription shall be due on 1 April each year and must be paid within one month thereof or by the date of any Group Twinning visit, whichever is sooner.

b) The amount of the annual subscription shall be determined at the Annual General Meeting held the previous January.

c) All members, irrespective of category, shall be entitled to five years membership on payment of four times the subscription applicable at the time of membership renewal.

d) A reduction in subscription may be considered in certain circumstances; the decision to taken in confidence by the Chairperson and Treasurer.

e) On receipt of a subscription the Association shall issue one membership card to an individual or household.

f) This will grant an entitlement to vote at the Annual General Meeting, Special General Meeting or any Open General Meeting of the Association, and to any other benefit or information that is available or appropriate.

6. Committee

a) The affairs of the Association are to be managed by the Committee.

b) The principal officers shall be Chairperson, Vice Chairperson, Secretary, Treasurer and Membership Secretary.

c) Additionally, there will be a minimum of four members and maximum of eight elected members to the committee.

d) At the discretion and invitation of the Association one ex-officio member can be nominated as a representative of Denmead Parish Council.

e) The Chairman of Denmead Parish Council shall be invited to be Honorary President of the Association.

f) In order to conduct committee business a quorum shall be considered to be six members.

g) The Committee has the power to co-opt further members of the Committee if it is considered necessary.

h) The Committee shall be elected at the Annual General Meeting.

7. Nominations and Voting

a) With the exception of any ex-officio members of the Committee, nominations for the Officers and Committee members shall be received in writing, quoting the individual name and address of the member submitting the nomination, by the Secretary two weeks prior to the Annual General Meeting of the Association.

b) Those members of the Association present at the Annual General Meeting shall elect the foregoing Officers and Committee members. The elections shall be conducted by a show of membership cards at the Annual General Meeting.

8. Finances

a) The Association is non-profit making and monies are generated from subscriptions, donations, bank interest, fund raising events and similar functions. 

b) These monies shall be used solely in paying any fees, subscriptions or dues that result from the expenses incurred in the day to day running of the Association and official visits and contacts (i.e. DTA sponsored) to and from any twinned group, town or area abroad.

9. Twinning Charter

Any official twinning that is established shall be marked by the presentation of a charter to the foreign authority or group with whom the twinning occurs.

10. Annual, Special and Open General Meetings

a) Members shall be notified of the AGM at least four weeks before the meeting in writing by email or by post. This notification shall include:  

i)           Agenda for the forthcoming AGM

ii)         Minutes of the previous AGM 

iii)       Requests for nominations to the Committee

iv)        Chairperson's Report

b) The AGM shall take place in January

c) The AGM will elect the Officers and Committee at such a meeting and appoint the Honorary Auditor.

d) Audited accounts for the previous financial year ending 30th November shall be submitted to the Annual General Meeting.

e) Open General Meetings shall be called at the discretion of the Committee to discuss relevant operational business.

f) A Special General Meeting can be convened at the request of a minimum of 55% of the paid up, voting members of the Association.

g) All resolutions passed by a majority of the members present at any Annual General Meeting or Special General Meeting shall be binding on the Association.

h) The Annual General Meeting shall be considered quorate if 30% of all accredited, voting members are in attendance.

i)  A Special General Meeting shall be considered quorate if 55% of all accredited, voting members are in attendance.

11. Defects in Appointments

The proceedings of the Committee shall not be invalidated by any vacancy among their number or by any failure to appoint or co-opt.

12. Amendments to the Constitution

a) Amendments to the Constitution shall only be made at the Annual General Meeting or a Special General Meeting.

b) Notice of proposed amendments shall be given to the Secretary in writing, quoting the name, address and membership number of the member proposing the amendment, at least twenty-one days before the meeting.

c) Details of proposed amendments shall be given to members in the notice convening the meeting.

d) No such amendments shall be carried unless two-thirds of the members present and voting at the meeting vote in favour.

13. Dissolution of the Association

In the event of the dissolution of the Association all surplus funds shall be transferred to such charities as the Committee shall decide.

Adopted 7 March 1993. Amended March 1994, January 1997, October 2005, January 2018.