CONSTITUTION

1. NAME OF THE ASSOCIATION

The name of the Association shall be the Fareham-Pulheim Twinning Association.

2. AIMS OF THE ASSOCIATION

  1. (a)  To promote and foster friendship and understanding between the people of Fareham and the people of Pulheim.

  2. (b)  To encourage visits by individuals and groups to and from the linked towns, particularly by children and young people, and the development of personal contacts, and by so doing to broaden the mutual understanding of the cultural, recreational, educational and commercial activities of the linked town.

  3. (c)  To organise fund-raising activities to foster the aims of the Association.

  4. (d)  To consider and provide financial assistance where necessary to achieve the aims of the Association.

3. MEMBERSHIP

The membership shall consist of:-

  1. (a)  All residents and organisations within the Borough of Fareham are eligible to be members of the Association.

  2. (b)  Individuals living outside but having special connections with the Borough may become or remain members on application to the committee.

  3. (c)  Members will be entitled on payment of an annual fee to attend and vote at all meetings of the Association and to receive information on its activities.

4. COMMITTEE

The Management Committee consisting of twelve members, two of whom shall be nominated by Fareham Borough Council, the remaining ten to be elected by the Association, shall conduct the affairs of the Association.

The Mayor of Fareham shall, during his/her year of office, be Honorary President of the Association.

  1. (a)  The Committee shall have the power to co-opt, and co-opted members shall have the right to vote. Total number of co-opted members not to exceed three.

  2. (b)  The quorum shall be five.

  3. (c)  The committee shall have the power to set up sub-committees, which shall have the power to co-opt to their membership with the power to vote in their sub-committees.

5. ELECTION OF MANAGEMENT COMMITTEE

The committee shall be elected at the Annual General Meeting of the Association. The Association shall appoint a Chairman, Honorary Secretary, Honorary Treasurer and such other officers as it deems necessary, including an Honorary Auditor. Should any officer resign during the year, then the Committee has the right to fill the position for the remaining part of the year without calling an extraordinary general meeting.

6. THE OFFICERS OF THE ASSOCIATION

The Chairman of the Management Committee, the Honorary Secretary and the Honorary Treasurer shall be ex-officio members of all sub-committees, with voting rights.

7. THE MANAGEMENT COMMITTEE

The Management Committee shall call an annual general meeting of the Association during the last two weeks of May each year, giving each member eligible under paragraph 3(c) at least fourteen days’ notice.

8. VOTING AT THE AGM

  1. (a)  Only fully paid-up members and organisations present at the meeting shall be entitled to vote other than paragraph 13.

  2. (b)  Each member and organisation shall be entitled to one vote only. The Chairman shall have a casting vote.

9. SPECIAL GENERAL MEETING

A special general meeting of the Association may be called at any time on a written request signed by at least ten members of the Association and delivered to the Honorary Secretary, containing details of the matter to be discussed. At least twenty-eight days’ notice must be given.

10. ACCOUNTS

Audited accounts to 31 March of each year shall be submitted to each Annual General Meeting.

11. MONEY

All monies received on behalf of the Association shall be kept in safe custody by the Honorary Treasurer and all cheques drawn of the Association shall be signed by the Honorary Treasurer and one other of the two nominated members of the Committee.

12. ANNUAL FEE

All subscriptions shall be determined at the Annual General Meeting and be payable within 2 months thereof. Members joining between 1st January and 1st April in any year will not be required to renew their subscriptions until the following year.

13. AMENDMENTS TO THE CONSTITUTION

Amendments to the Constitution shall only be approved at the Annual General Meeting or a Special General Meeting. Notice of the proposed amendment shall be given in writing to the Honorary Secretary at least twenty-one days before the meeting and details shall be given in the notice convening the meeting.

Members may vote on any amendment either by: -

14.

a. b.

being present at the Annual General Meeting or Special General Meeting

by submitting their vote in writing, either by email or by post to the Honorary Secretary before the Annual General Meeting or Special General Meeting, this vote to be acknowledged by the Honorary Secretary by email or by post.

DISSOLUTION OF THE ASSOCIATION

In the event of the dissolution of the Association, all surplus funds shall be distributed to a charity agreed by the membership at the meeting which agreed to close the Association.

15. REVIEW OF CONSTITUTION

The Constitution shall be reviewed by the Committee every year and any amendments recommended to the Annual General Meeting.

PULHEIM CONSTITUTION Version 2024-1 AS AGREED AT AGM 24 MAY 2024.

Dated 27 May 2024