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Theydon Bois Village Design Constitution

Theydon Bois Village Design Statement Association


1. Title - The Association shall be called "The Theydon Bois Village Design Statement Association" (hereinafter
referred to as "The Association").

2. Membership - All residents of Theydon Bois shall be deemed to be members of the Association.

3. Objects - The objects of the Association are: -
3.1. To research, prepare and produce a Village Design Statement (V. D.S.) taking into account the history, heritage, architecture and characteristic features associated with the village of Theydon Bois and the surrounding landscape, within the parish of Theydon Bois
3.2. To ensure that all members of the Association have an opportunity to make known their views.
3.3. To use all reasonable endeavours to secure approval of the V.D.S by Theydon Bois Parish Council.
3.4. To secure approval of the V.D.S. as Supplementary Planning Guidance by Epping Forest District Council.
3.5. To provide, through the V.D.S., guidance for developers, builders, architects and designers, residents and others engaged in projects in or affecting Theydon Bois.

4. Powers
4.1 To raise funds and invite and receive contributions from any persons or organisations.
4.2 To rent, hire, lease or otherwise acquire any property and any rights and privileges necessary for the promotion of the Objects.
4.3 Subject to such consents as may be required by law to dispose of all or any of the assets of the Association.

5. Methods - The V.D.S. will be produced following: -
5.1. Wide consultation of the residents of Theydon Bois.
5.2. Consultation with other interested bodies in Theydon Bois, whose views and interests will be considered when preparing the V.D.S.
5.3. Discussion with the appropriate officers and elected members of Epping Forest District Council and any other relevant authorities with a view to achieving the object at 3.4.

6. Officers - The officers of the Association shall be the Chairman, Secretary and Treasurer, who shall be elected
by the Annual General Meeting for one year and shall be eligible for re-election.

7. Committee: -
7.1. Composition: The Committee shall consist of: -
7.1.1. The Officers of the Association;
7.1.2. A minimum of 4 and maximum of 15 residents of Theydon Bois who shall be elected at the AGM for a period of two years and eligible for re-election.
7.2. Powers of The Committee: The Committee: -
7.2.1. May invite representatives of bodies and individuals who are able to make a useful contribution to attend its meetings.
7.2.2. Is responsible for taking or directing action required to achieve
the objects in Clause 3;
7.2.3. May raise funds and invite and receive contributions provided that in raising funds the Committee shall not undertake any substantial trading activities and shall conform to any legal requirements.
7.3. Procedures:
7.3.1 The quorum, for a meeting of the Committee shall be three.
7.3.2 Decisions shall be taken by a simple majority of members present and
voting, and in the case of a tied vote, the Chairman shall have a second,
casting, vote.

8. Finance: -
8.1. The Committee shall maintain a bank or building society account in the name of the Association.
8.2. All disbursements from this account shall require the authority of two officers of the Association.
8.3 The committee shall keep accounting records for the Association and prepare annual statements of account for the Association.
8.4. The accounts of the Association shall be certified prior to the AGM by an appropriately qualified Independent Examiner appointed by the Committee.
8.5. The financial year shall end on 31st March.

9. General Meeting: -
9.1. An Annual General Meeting shall be held before the end of June, at
which the Chairman shall give a report and the certified accounts shall be
presented for approval.
9.2. The Chairman may call a Special General Meeting for any purpose specified in the notice of the meeting.
9.3. An Inaugural General Meeting shall be called in order to approve this constitution and accept nominations and then elect the officers and members of the Committee. The Chairman shall announce the names of officers and members requiring confirmation. Candidates for election to fill any vacancies may be proposed and seconded at the meeting. At the Annual General Meeting the Chairman will report progress on the V.D.S. and the financial situation.
9.4. All members of the Association are entitled to attend and vote at a General
9.5. Fourteen days notice of all General Meetings shall be given by public
9.6. The quorum for a General Meeting shall be 5 members.
9.7. Decisions shall be taken by a simple majority of those present and voting, and in
the case of a tie the Chairman shall have a second, casting, vote.

10. Alterations to the Constitution
10.1 Subject to the following provisions of this clause, the Constitution may be altered by a resolution passed by not less than two-thirds of the Members present at a General Meeting. The notice of the General Meeting must include notice of the resolution, setting out the terms of the alteration proposed.
10.2 No amendment may be made to the Title or the Objects.

11. Winding Up: -
When the production of the V.D.S. has been completed or if the Committee decide at any time that it is necessary or advisable to dissolve the Association a General Meeting shall be called and the Association shall be dissolved by resolution at this meeting. After all liabilities of the Association have been met any remaining funds shall be transferred to a local charitable organisation with similar objectives approved by the Committee.



Last Updated 12th March 2011