FEDERATION OF OXSHOTT RESIDENTS AND ASSOCIATIONS

(F.E.D.O.R.A.)

CONSTITUTION

1. OBJECTS

1.1 To take such actions as deemed necessary to protect and conserve the Oxshott environment and to preserve the amenities of Oxshott village and its surroundings.

1.2 To bring the Federation's views to the attention of appropriate authorities and other relevant parties.

1.3 To raise funds as required to carry out the Federation's objectives as set forth in 1.1 and 1.2 above.

2. The Federation shall be non party-political and non-sectarian.

3. MEMBERSHIP

3.1 The Federation shall consist of local Residents' Associations and other local organisations that wish to be represented and are considered by the Management Committee to be appropriate, and individual householders.

3.2 Each member Residents' Association or local organisation shall appoint a person to represent it and vote on its behalf at meetings of the Management Committee and at General Meetings of the Federation. In the event of such person resigning or leaving a Residents' Association or local organisation they shall forthwith cease to be a representative thereof. The Residents' Association or local organisation shall have the right to appoint a new representative, informing the Secretary in writing.

3.3 A member whose subscription remains unpaid up to 15 days before the date of the Annual General Meeting shall be deemed to be suspended and shall not be entitled to attend or vote at the Meeting. Membership may be restored by the Management Committee at its discretion on receipt of all outstanding dues.

3.4 The Management Committee may expel a member when, in their opinion, it would not be in the interests of the Federation for such individual, Residents' Association or local organisation to remain a member.

4. SUBSCRIPTIONS

4.1 The annual minimum subscription shall be 35 for collective bodies and 2 for individual householders. The individual subscription may be varied by a majority vote at an Annual General Meeting but the collective subscription can only be varied by unanimous vote of all the collective bodies.

4.2 When the subscriptions at paragraph 4.1 are insufficient to meet special campaign costs, each member, collective or individual, will be invited to contribute towards expenses as they are required.

5. MANAGEMENT

5.1 The Federations shall be managed by a Management Committee, consisting of on representative from each collective body and up to 4 individual members, not members of a collective body.

5.2 Individual members of FEDORA shall have the right to appoint four individual members, who shall not be members of a collective body (referred to in paragraph 5.1), to the Management Committee. Nominations of persons who wish to become individual members of the Management Committee, duly proposed and seconded by members of FEDORA, shall be sent to the Secretary at least fourteen days before the Annual General Meeting and a ballot shall be taken at the Annual General Meeting if the number standing for election exceeds four. In the event of less than four persons standing for election, the Management Committee at its first meeting following the Annual General Meeting may appoint the requisite number. The four individual members shall retire at the next Annual General Meeting and shall be eligible for re-election without the necessity of nomination before the meeting.

5.3 Officers: The officers of the Federation shall be honorary or collective members of the Federation. There shall be a Chairman, Deputy Chairman, Vice-Chairman, Secretary and a Treasurer.

5.4 Officers shall be nominated by the Management Committee and elected by ballot at the Annual General Meeting and shall hold office until the next Annual General Meeting when they shall retire. Any vacancy occurring by resignation or otherwise may be filled by the Management Committee. Retiring officers shall be eligible for re-election.

5.5 The Chairman and the honorary officers shall be ex-officio members of the Management Committee.

5.6 Operational structure for day to day management of the Federation shall be left to the discretion of the Management Committee.

5.7 The Management Committee shall have the power to co-opt additional members to the Management Committee over and above the membership set forth in Clause 5.1. Such members need not be individual or representative members of FEDORA. Co-opted members of the Management Committee shall serve until the conclusion of the next Annual General Meeting after their appointment.

5.8 The quorum for the Management Committee shall be seven.

5.9 The Management Committee's decisions and actions shall be binding only when agreed unanimously. In the event of a majority decision, any representation must make it clear that action taken is on behalf of a majority.

6. ACCOUNTS

6.1 The Hon. Treasurer shall maintain proper accounting records of all the income and expenditure and submit audited accounts at the Annual General Meeting.

6.2 The Hon. Treasurer shall be empowered to open a Bank/Building Society account in the name of F.E.D.O.R.A. All withdrawals shall be signed by any two officers.

6.3 Withdrawals in excess of 200 shall first be approved by the Management Committee.

6.4 The Annual Accounts of the Federation shall be audited by a person who is not a member of the Management Committee. The first auditor shall be nominated by the Management Committee and his appointment shall be confirmed at the first Annual General Meeting. Subsequently, the Honorary Auditor shall offer himself for re-election at each Annual General Meeting. In the event of the resignation of the Honorary Auditor the Management Committee shall nominate his successor, subject to confirmation by ballot of this appointment at the next Annual General Meeting.

6.5 Accounts of the Federation shall be prepared to 31st December in each year, the accounts for the period ending 31st December 1993 exceptionally being for a period of nine months.

7. MEETINGS OF MEMBERS

7.1 A General Meeting shall be held of all members each year within eight months of the accounting date at such place and time as the Management Committee decides for the purpose of considering the Management Committee's report, receiving audited accounts and transacting any other business of which due notice has been given. Individual members of the Federation and members of the constituent Residents' Associations and local organisations shall be entitled to attend General Meetings and voting shall be as laid down in Clause 7.5.

7.2 At least 21 days' notice shall be given by the Hon. Secretary to call a General Meeting. Such notice shall be given in writing by circular, press advertisement or poster.

7.3 The quorum for a General Meeting shall be 10 members. The meeting shall be adjourned if there is no quorum to another date. No quorum shall be necessary for an adjourned meeting.

7.4 An Extraordinary General Meeting shall be called when requisitioned in writing by not less than 30 members stating the purpose thereof or by a simple majority of the Management Committee. The Hon. Secretary shall give 21 days' notice to all the members. Only the business for which such a meeting is called shall be transacted thereat.

7.5 For the purpose of voting on all resolutions at every General Meeting, individual members present and voting shall be deemed to have 40% of the total votes cast and representatives of collective bodies shall have 60% of the total votes cast, each collective body having equal voting one with the other.

8. CONSTITUTION

The founding constitution shall be approved and adopted by the Management Committee at any time prior to the first Annual General Meeting. Any subsequent amendments to the constitution shall be proposed by the Management Committee and approved by a majority vote of those attending and voting at an Extraordinary General Meeting in accordance with Clause 7.5.

9. DISSOLUTION

The Federation may be dissolved at the recommendation of the Management Committee and an Extraordinary General Meeting shall be called for this purpose. Any remaining funds to the credit of the Federation shall be contributed to the Oxshott Heath Conservators.

24 April 1996