Our Constitution

The Limpsfield Chart Residents Association (formerly the Chart Fair Planning Committee) is an unincorporated organisation created to represent and promote the interests of residents within Limpsfield Chart. Membership is open to adult occupants of households, whether as owners or tenants, who reside within the area.

The purpose of the Association is to support and enhance the community, organise local events, safeguard the residential character of the area, and pursue any other initiatives that further the interests of its members.

Aims:

  • Plan and run the annual Limpsfield Chart fair.
  • Plan and run other community activities and events.
  • Safeguard the residential character of the area and to oppose unauthorised or inappropriate developments that do not comply with local planning regulations or adversely affect the community.
  • Actively support the community via special projects which improve the quality of life for residents
  • Any other objectives to promote, protect or further the interests of Limpsfield Chart as the members see fit.

Membership:

The Association shall be non-political.

Membership of the Association shall be open to the owner or occupier (including tenants) of any dwelling situated within the catchment area defined below.

Members much be at least 18 years of age.

Membership shall be by household. Each dwelling shall be entitled to one vote only, regardless of the number of members residing in or owning the dwelling.

Where both an owner and a tenant of the same dwelling wish to be members, both may join the Association and participate in meetings and activities; however, the household must nominate one individual to act as the voting representative for that dwelling. In the absence of a nomination, the occupier of the dwelling shall be deemed the voting representative.

Only one subscription shall be payable per dwelling in situations where multiple members of a household are members.

The Catchment Area is limited to:

  • Kent Hatch Road between A25 and the eastern county line with Kent
  • Brick Kiln Lane
  • Pains Hill
  • Chapel Road
  • Ridlands Lane
  • Ridlands Grove
  • Ridlands Rise
  • Stoneleigh Road
  • Moorhouse Road
  • Caxton Lane
  • Tenchleys
  • Pastens Road
  • Trevereux Hill & Scearn Bank – those houses with access via Kent Hatch Road
  • Stoneswood Road
  • St. Andrews Way
  • Mill Lane
  • Post Office Row
  • The High & Champions
  • Tally Road
  • Ballards Lane

Annual subscription fees shall be set at the AGM by a general vote.  For the first year of the association, subscription fees shall be set at £5/household/year.

All members shall have an equal vote – one vote per household.

Records will be kept of all meetings and made available to all members.

Conduct of members:

All members of the Association shall conduct themselves in a courteous and respectful manner and shall act in a way that supports the aims and reputation of the Association.

Members shall not engage in conduct that is unlawful, discriminatory, harassing, or otherwise likely to bring the Association into disrepute or to undermine its effective operation.

Any member acting on behalf of the Association must do so only with proper authority and in accordance with decisions of the Steering Committee or the membership.

Business of the Association

Steering committee:

The Association shall be managed by a Steering Committee responsible for the day-to-day administration of the Association in furtherance of its Aims.

The Steering Committee shall consist of a Chair, a Secretary, a Treasurer, and not fewer than two nor more than nine additional committee members.

All members of the Steering Committee shall be elected by a general vote of the membership at the Annual General Meeting (AGM) and shall serve until the conclusion of the next AGM, unless they resign or are removed in accordance with this Constitution.

The Steering Committee may appoint from the membership any casual vacancy arising between AGMs. Any person so appointed shall serve until the next AGM, at which time the position shall be subject to election by the membership.

The Steering Committee shall meet quarterly or as often as necessary to conduct the business of the Association. The quorum for a Steering Committee meeting shall be five members, including at least two officers.

Decisions of the Steering Committee shall be made by a simple majority of those present and voting. In the event of an equality of votes, the Chair shall have a casting vote.

The Steering Committee may delegate specific tasks or responsibilities to individual members or to sub-groups, provided that overall responsibility remains with the Steering Committee.

Removals:  A Steering Committee member may be removed by a resolution of the membership at a general meeting.

Finance:

All money raised by or on behalf of the Association is to be used to further the aims of the Association.

The Treasurer shall open a bank account in the name of the Association, and keep accounts of all money that the association spends and receives.

Bank account and payment signatories will be nominated by the committee, with one to be the Treasurer. There shall be at least three signatories, all of whom must represent different households.

All instructions to the Association’s bankers shall require two of the agreed signatures. 

The accounts shall be made available to members at the AGM.

Annual general meetings:

There shall be an Annual General Meeting held no longer than 18 months after the previous year’s AGM at which the committee shall report on its work, present a statement of accounts and resign.

The AGM shall elect the officers and committee for the next year.

The AGM shall vote on recommendations and any amendments to the constitution.

The secretary will notify all members of the date of the meeting not less than 14 days before the AGM via email.

Special general meetings:

A Special General Meeting open to all members will be held if ten or more members submit a request for such a meeting to the Secretary. The Secretary shall arrange for the meeting to take place within 14 days.

The Secretary will publicise all general meetings at least five days in advance.

Quorum:

No General Meeting or Annual General Meeting shall take place if less than 10% of members are present.

No committee meeting shall take place if less than two thirds of the committee are present.

Changes to the constitution:

The Constitution can only be altered at an Annual General Meeting or at a Special General Meeting called for that purpose.

Changes to the constitution must be agreed by two thirds of the members present at the meeting.

Voting:

Any member may make a proposal. In order for it to be voted on by other members it must be seconded, or supported, by another member.

Only members present at the meeting may vote.

Each household is only allowed one vote.

No member shall exercise more than one vote.

In the event of an equal vote, the Chair shall have the casting vote.

Dissolution:

The Association may only be dissolved at a Special General Meeting called for that purpose and must be advertised 14 days before the meeting by email.

A proposal to dissolve the Association shall take effect only if agreed by two thirds of the members present at the meeting.

Any remaining grant funding shall be returned to the funding source.

Data Protection:

The Association shall comply with applicable data protection legislation. Personal data shall be collected and used only for the proper purposes of the Association, kept securely, and not shared with third parties except where required by law or with the consent of the individual concerned.

The Secretary shall be responsible for the day-to-day handling of personal data on behalf of the Association. Overall responsibility for compliance with data protection obligations shall rest with the Steering Committee.

Safeguarding:

Membership of the Association is limited to adults aged 18 or over. As all members are adults, the Association does not have child members and has no routine safeguarding obligations for its membership.

Where the Association organises activities that involve children, young people, or vulnerable adults, appropriate safeguarding measures shall be adopted in line with relevant guidance and legislation.

The Steering Committee shall be responsible for ensuring any safeguarding arrangements are implemented and monitored.