HASTINGS & ST LEONARDS NEIGHBOURHOOD WATCH ASSOCIATION
Issue 1 (Adopted 3rd April 2013)
The name of the organisation shall be Hastings & St Leonards Neighbourhood Watch Association.
- AIMS and OBJECTIVES
To promote good citizenship and greater public awareness through Neighbourhood Watch groups, increase public participation in the prevention and detection of crime, reduce the fear of crime, improve police/community liaison and increase public/community safety, primarily in the Hastings & St Leonards area. The Association shall be a not for profit organisation, non-party in politics and operate an equal opportunities and non-discriminatory policy.
All households that have registered their membership of a local Neighbourhood Watch group shall be members of this Association.
The Association will be divided into areas co‑terminus with the local neighbourhoods of Hastings & St Leonards and supervised by an Area Co‑ordinator(s) and Deputies whenever possible, to be elected as described below. Local or Street Watches will be overseen by a Co‑ordinator and a suitable number of Deputies whenever possible.
Area Co‑ordinators, Co‑ordinators, deputies and members will be responsible for conducting themselves in accordance with the current Role documents prescribed by the Executive Committee. Membership may be declined, suspended or terminated in any category at the discretion of a majority of the Officers of the Executive Committee in the event of failure to comply, or any illegal or serious inappropriate behaviour or misdemeanours.
All new Co‑ordinators and deputies shall undergo a satisfactory Police records check before being allowed to take up their post. All Area Co-ordinators and their deputies shall undergo such reasonable additional satisfactory checks as may be required by the police.
- EXECUTIVE COMMITTEE
The running of the Association shall be the responsibility of the Executive Committee which shall have the power to co-opt any other person on to that Committee and also to appoint sub‑committees or delegate specified tasks as and when necessary, whilst retaining responsibility for all such matters.
Reasonable notice in advance must be sent to all Area Co-ordinators and ex officio members of the intention to convene a meeting. A minimum of three (3) Area Co-ordinators, one of which is an executive officer, shall form a quorum of any meeting of the Executive Committee.
The Executive Committee shall consist of the following Officers:
plus a maximum of twenty (20) elected or co-opted members,
plus, ex officio member with voting rights:
A representative of Sussex Neighbourhood Watch Federation,
plus, ex officio members with no voting rights:
Representatives of Sussex Police.
Any elected member or appointed ex officio member may arrange for a deputy to attend any meeting on their behalf in the event of their absence, at the discretion of the Chairman. Such a deputy will not be deemed to be an Officer.
- ANNUAL GENERAL MEETING
The Secretary shall with the agreement of the Executive Committee convene each year an Annual General Meeting, normally to be held in September or October unless there are substantial reasons to vary this. Co-ordinators and their deputies shall be sent at least 14 days notice of any such Meeting, and they are expected to communicate such information to their members. Failure to communicate as described shall not invalidate the Meeting. All matters brought before such a Meeting will be decided by a simple majority of members present and voting at that Meeting.
A minimum of ten (10) members shall form a quorum for an Annual General Meeting.
- ELECTION OF AREA CO-ORDINATORS AND OTHER APPOINTMENTS
Nominations for the Executive Committee, including self nominations, giving a brief history, expertise and capabilities or attributes, are welcome from household members who can contribute towards the Aims and Objectives of the Association. Nominees must give their consent to stand for election. Elections will be held at each Annual General Meeting. Nominations are to be delivered to the Secretary or other nominated Officer at least 21 days prior to the Annual General Meeting. In the event that there are more vacancies than nominations then at the Chairman’s discretion additional nominations may be taken from the floor. Elected nominees shall be known as Area Co-ordinators.
The Committee shall have the power to co-opt other members to such Committee in the event of resignations, retirements or other circumstances in order that the Aims and Objectives of the Association are achieved.
The election of an Auditor, Independent Examiner or Certifying Officer together with approval of any required fees will also be made at the Annual General Meeting by a simple majority of members present and voting at that Meeting.
Committee members, Auditor, Independent Examiner or Certifying Officer shall retire at each Annual General Meeting but are eligible for re-election, and will be presumed to be standing for re-election unless they indicate to the contrary.
Following the Annual General Meeting at which the
Committee members are elected a Committee meeting will be convened at which the
Officers shall be elected. A secret ballot may be held upon request of any
Committee member present. This shall be
adjudicated by an independent, ex officio person and the outcome recorded in
the Minutes of that meeting.
- COMMITTEE MEETINGS
Meetings of the Executive Committee shall be held at regular intervals and Committee members are required to attend. Similarly Committee members are required to attend Annual General Meetings, unless in either case unavailable through illness or for other substantial reasons. Apologies are to be submitted prior to the commencement of any such meeting.
Officers shall have the power to make decisions between meetings and to report these at the next Committee meeting.
The Treasurer shall administer a bank or building society account for all monies raised, these monies to be used solely for carrying out the Aims and Objectives of the Association. The Chairman or Vice-Chairman must give consent in advance for all payments. The signature of two out of three authorised Officers shall be needed to make any payments from the account. Any petty cash payments must be substantiated and a signature obtained. All single payments over £25.00 are to be reported to and sanctioned by the Executive Committee.
The Treasurer will report to each meeting of the Executive Committee, at each Annual General Meeting and whenever requested by the Chairman or Vice-Chairman, a true and fair view of the financial situation of the Association. The Accounts of the Association will be audited, certified or examined annually, and such Accounts presented at the Annual General Meeting. The Treasurer will produce for inspection at any reasonable time the bank books, cash books and other financial documentation and information concerning the Association.
Monies may be raised for the benefit of the Association by any of the following; Grants, donations, Deeds of Covenant, sale of small items, marking of property, fund raising events, or such other prudent, reasonable and legal methods as the Executive Committee may decide.
Suitable Public and Products Liability insurance cover shall be arranged to protect the interests of the Association and its members in respect of the Association’s activities and members when acting on behalf of the Association.
Copies of the Constitution shall be made available to all members of the Association at their request through their Co‑ordinator or Deputy, and shall be published on the Association’s website. Any proposed alterations are to be submitted in writing to the Secretary at least 28 days prior to an Annual General Meeting. Co-ordinators and their deputies shall be sent at least 14 days notice of any such proposed changes, and they are expected to communicate such information to their members. Failure to communicate as described shall not invalidate any changes approved at the Meeting. Acceptance of any alterations to the Constitution may only be made at by a simple majority of members present and voting at that Annual General Meeting.
Should Hastings & St Leonards Neighbourhood Watch Association cease to exist, all remaining funds and assets shall be disposed of according to the decision of the closing Special General Meeting after all liabilities have been discharged.