Constitution

1. Name
   1. The name of the Association shall be the Len Valley Active Retirement Association, (to be generally known as "LenARA") and hereinafter referred to as "the Association".
2. Objectives
   1. The overall objective of the Association shall be to aim to improve the quality of life of the retired community by organising entertainment and educational activities, social activities, social get-togethers and other activities in response to needs identified by the membership and that are consistent with active retirement.
   2. In furtherance of the above the Committee shall pursue the following objectives:
      1. to arrange, or join with other ARAs, in the arranging of meetings, classes and other group activities and exhibitions that directly contribute to the overall objective.
      2. to obtain, collect and receive funds by way of membership fees and subscriptions, contributions, donations, legacies, grants and any other lawful means and to accept and receive gifts of property of any description (whether subject to any special trusts or not).
      3. to do all such other things, as and when necessary, which help in the attainment of the overall objective. This includes affiliation with the Kent Active Retirement Association (KentARA).
3. Membership
   1. Membership shall be open to any reasonably active individual over the age of fifty, taking early retirement, approaching retirement or actually retired.
   2. Every member will be charged a joining fee. This fee is to be paid on joining and then annually as a membership subscription fee in April/May.
   3. The membership fee shall be reviewed annually by the Committee.
   4. A person may become and remain a member subject to the following provisions:
      1. a completed Membership Application for each person is submitted to the Membership Secretary and that application is acceptable to the Committee.
      2. annual subscriptions are paid by the AGM in May.
      3. members abide by this Constitution and any other reasonable requests made by the Committee.
      4. members attend at least one main monthly meeting in four, ie the members meeting that takes place every fourth Wednesday of the month. Otherwise the Member's case shall be considered by the Committee and, if appropriate, the Member may be asked to resign his/her membership.
   5. Membership numbers will be determined by the legal capacity of the hall in which the Association meets. At present, in the Lenham Community Centre, this number is 220 persons seated in rows, or 170 persons seated around tables. With these figures in mind attendance will be monitored and reviewed by the Committee at regular intervals.
   6. Membership will be limited to 220 persons, but this figure will be reviewed by the Committee at regular intervals and adjusted if seen to be appropriate. See Clause 5.8 regarding a Waiting List for membership.
   7. Persons on a membership waiting list will be invited to join the Association as and when determined by the Committee.
4. Refusal of Membership or Expulsion
   1. If any individual acts in a way prejudicial to the Association, or brings it into disrepute, the Committee shall have the power to refuse or terminate membership.
   2. Such refusal or termination shall be determined by a decision supported by at least 60% of the full Committee.
   3. The individual will have the right to appeal to an AGM or SGM.
5. Management
   1. The Association shall be managed by a Committee elected or re-elected at each AGM comprising:
      1. a Chairperson, a Vice-Chairperson, a Secretary, a Treasurer and a Membership Secretary who will be the Officers of LenARA.
      2. up to six other Committee Members who shall be elected at each AGM.
      3. any person co-opted onto the Committee in accordance with 5.11 below.
   2. The Committee shall carry out the general duties of the Association in pursuance of its stated objectives.
   3. To assist the smooth running and continuity of the Association, Officers and Committee Members are required to hold these positions for a minimum of one year. All roles within the management structure will be reviewed at the Annual General Meeting. However, if an existing member of the management team wishes to remain in the role for a further year, this will only be permissible and acceptable by a majority vote of the remainder of the existing committee and accepted at the AGM by the members in attendance.
   4. The general duties of the Committee include the provision of all the necessary administration, management and control of the affairs and property of the Association.
   5. The Officers will prepare an Annual Report and the Treasurer will also prepare the Annual Accounts for audit by a suitably qualified or experienced person, and subsequent presentation at the AGM.
   6. The Secretary shall ensure that adequate records are kept of Members Meetings and Committee Meetings.
   7. The Membership Secretary shall monitor both membership numbers and attendance at the main monthly meetings.
   8. In addition the Membership Secretary shall maintain a Waiting List if necessary and provide relevant details and information to the Committee.
   9. If a vacancy occurs on the Committee at any time, the Committee shall have the power to immediately appoint a replacement.
   10. The Committee shall have the power to appoint such Sub-Committees as it may deem necessary from time to time, plus shall determine their duties and responsibilities.
   11. The Committee may co-opt persons, having special knowledge, experience and interest, providing that the number of co-opted persons on the Committee does not exceed three.
   12. Co-opted Committee Members shall have voting rights in the Committee.
   13. If a Committee member fails to attend three successive committee meetings without good cause, then they shall be asked to explain the reasons to the Committee and could be asked to resign by the remainder of the Committee, if it is felt appropriate.
6. Achieving the Objectives of The Association
   1. The Committee shall regularly review the Association's performance in meeting its objectives and encourage members of the Association to achieve these aims
   2. This review shall include gathering an up-to-date breakdown of members' wishes concerning existing or potential activities.
   3. The Committee may appoint Activity Leaders to organise and lead activities identified by the review process, under the auspices of a nominated Committee Member.
   4. Activity Leaders shall not be eligible to take part in committee proceedings in the role of an Activity Leader.
7. Meetings
   1. The Members Meeting shall be held on the fourth Wednesday of each month at the Lenham Community Centre, to be presided over by the Chairperson, or their nominated deputy, unless otherwise decided by the Committee.
   2. The Committee Meeting shall be held on the first Wednesday of each month, also at the Lenham Community Centre.
   3. The Annual General Meeting of the Association shall be held at the May meeting.
   4. The AGM shall address the following:
      1. to receive and, if appropriate, approve the Annual Report.
      2. to receive and, if appropriate, approve the Annual Audited Accounts
      3. to elect a committee as specified in Clause 5.1
      4. the appointment of Auditors, who shall be neither Officers nor members of the Committee.
      5. to address any business which has been raised, in writing, by members, not less than fourteen days in advance of the AGM.
   5. A Special Meeting of the Association shall be called and arranged at fourteen days written notice on the demand, also in writing, of thirty members, or by the Chairperson, or by the Committee.
   6. The Secretary shall give at least fourteen days prior notice of an AGM or SGM to all members by announcement at a Members Meeting and by placing a written Notice of Meeting and Agenda on the Notice Board of Lenham Community Centre.
8. Quorum
   1. The quorum for an AGM or SGM of the Association shall be fifty members
   2. A quorum of members at Committee meetings shall be one half of the Committee membership and must include the Chairman or Vice Chairman and one other officer.
9. Rules of Procedure for AGMs, SGMs and Committee Meetings
   1. A simple majority, on a show of hands, of those members present and eligible to vote shall determine all questions arising at any AGM, SGM or Committee Meeting, except where specifically stated within this Constitution.
   2. Any motion or proposal put forward at an AGM or SGM must be seconded, including the election of Committee Members.
   3. The Chairperson may not vote at any of these formal meetings unless a casting vote is required.
10. Finance
    1. The responsibility for the financial health of the Association is that of the Officers and the Committee. The money held by the Association is the property of the total paid-up membership and is held in trust for their benefit.
    2. A bank account shall be opened and maintained in the name of LenARA.
    3. Up to five authorised signatories shall be selected by the Chairperson.
    4. Any withdrawal shall require any two of those signatories.
    5. All the income of the Association shall be applied towards the overall objective of the Association, none of it shall be paid or transferred in any way to Committee members, except to pay, in good faith, reasonable and proper out-of-pocket expenses, supported by a receipt.
    6. The financial year shall end on 31st of March of each year.
    7. The Treasurer shall keep accounts of all the monies received and expended on behalf of the Association and shall prepare and publish such accounts, duly audited, at each AGM.
    8. A Property Book shall be compiled (if and when appropriate) and maintained by the Secretary in which non-expendable items bought, or otherwise belonging to the Association, are listed.
    9. The Book will show the date of acquisition, the price or value at that time and the assessed value at the beginning of each financial year. The Book will also show where the item is located.
    10. No item shall be deleted from the Book without the approval of the Committee.
    11. The Association may determine and appoint a Custodian Trustee, or a Trust Corporation of not less than three persons, to act as Trustees. This will be for the purpose of holding any money or property belonging to the Association.
11. Liabilities of the Association
    1. The Association, it's Committee Members, or any Activity Leader shall not be held liable for personal injury, loss of property, damage to property, or any other claim arising from member participation in any activity of the Association, or claims made against other organisations which may be involved in such activities.
    2. Anybody with disabilities who is self-reliant will be welcome to join the Association provided that they arrange for and finance any equipment and care assistance necessary to partake in their chosen activities, and do not assume or rely on receiving assistance from other Members without personal prior agreement.
    3. It shall be a disabled member's responsibility to ensure that any venue, vehicle or any other aspect relating to an activity is suitable and acceptable for their needs.
    4. The Association and its Committee cannot accept any responsibility or claims arising from a disabled member's participation in any Association meeting, outing, activity or other function.
12. Dissolution
    1. The Association may, at any time, be dissolved by a resolution supported by not less than two-thirds of those present and voting at a meeting of the Association.
    2. A minimum of twenty-one days' notice, in writing, shall be sent to all members of the Association.
    3. In the event of there being property remaining after the settlement of all debts and liabilities, such property will not be paid or distributed to members of the Association. It shall be given or transferred to such other charitable institution, or institutions, having a similar objective to the Association.
13. Charity Fund Raising
    1. The Association shall NOT formally support or sponsor any Charity organisation or individual in respect of organising fund raising events.
    2. It will be permissible for the Association to alert Members to Charity appeals or events, either through meetings of the Association or other forms of communication, such as newsletters, websites etc.
    3. Collection of funds for charitable purposes shall NOT be permitted during events organised or hosted by the Association unless, exceptionally, the Committee of the Association has granted permission for this, through a properly constituted Committee Meeting.
14. Amendment of the Constitution
    1. Any proposal for amendment of this Constitution shall be sent to the Secretary in the form of a written notice, setting out the terms thereof, or shall have been recommended by the Committee.
    2. Any such amendment shall receive the assent of not less than two-thirds of the members present and voting at a meeting.
15. Status of Constitution
    1. Draft 19 April 2004
    2. Draft 22 April 2004 - minor corrections, additions to assist any grant requests.
    3. Draft 15 September 2004 - Section 13 covering charity fund raising added. Clauses 7.1 and 7.2 amended to allow cancellation of Social or Members meetings.
    4. Draft 18 October 2004 - Clauses 3.8, 3.9 and 3.10 concerning disabled members added.
    5. Draft 18 October 2004 - New Section 11 (Liabilities of the Association) added which incorporated Clauses 3.8, 3.9 and 3.10.
    6. Draft Constitution formally proposed, seconded and adopted by the Members' Meeting held 27 October 2004.
    7. 27 May 2009 - Appendix (A) - amendments proposed by committee to be presented to membership at the Annual General Meeting on 27 May 2009.
    8. 27 April 2011 - Appendix (B) - item 5.3 Amendment proposed by Committee was adopted at the Member's Meeting held 27 April 2011.
    9. 27 May 2015 - Appendix (C) - item 3.1 proposed by the Committee to read "Membership shall be open to any reasonably active individual..."
    10. 27 May 2015 - Appendix (C) - item 11.2 proposed by the Committee to read "Anybody with disabilities who is self-reliant will be welcome to join..." A vote was taken on the changes proposed in Appendix (C) at the 2015 AGM and the proposal was not carried. Therefore the wording remains unchanged.
    11. 1st July 2015 - Appendix (D) - Item 3.4.2 - proposed by the Committee to read -Subscriptions should be paid by the end of June.
    12. 1st July 2015 - Appendix (D) - Item 3.4.4 - proposed by the Committee to read - Members to attend at least one main monthly meeting in four.
    13. 1st July 2015 - Appendix (D) - Item 5.7 - proposed by the Committee to read - The Membership Secretary shall monitor both membership numbers and attendance at the main monthly meetings.
    14. 24th May 2017 - Appendix (E) - Item 3.4.2 - proposed by the committee to read "annual subscriptions should be paid by the AGM in May"
    15. 25th May 2022 - Appendix (F) - Item 2.1 - proposed by the committee to remove the words "in the Len Valley area"
    16. 25th May 2022 - Appendix (F) - Item 3.1 - proposed by the committee to remove the words "providing there are vacancies within the constraints stated below."
    17. 25th May 2022 - Appendix (F) - Item 3.2 - proposed by the committee to read "Every member shall be charged a joining fee. This fee is to be paid on joining and then annually as a membership subscription fee in April/May.
    18. May 2022 - Appendix (F) - Item 3.4 5 - proposed by the committee to remove this clause.