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Change to Constitution

As amended Dec 2025

ROOKLEY VILLAGE ASSOCIATION
RESOLUTION TO AMEND THE GOVERNING DOCUMENT
This resolution proposes to make a single amendment to the Governing
Document (Constitution) of Rookley Village Association (Reg Charity No:
1136814)
Section 12 of the Constitution empowers the RVA to amend the Constitution
without prior approval of the Charity Commission.
Proposed Amendment
This amendment changes the number of members required to make the
Committee quorate.
Section 4, final sentence, replace with: “Three members shall constitute a
quorum.”
8 Feb

 

 

ROOKLEY VILLAGE ASSOCIATION
CONSTITUTION
1. Name
The name of the Association shall be the ROOKLEY VILLAGE ASSOCIATION
2. Objectives
The objectives of the Association are to:
• promote the benefit of the inhabitants of Rookley and the neighbourhood
together defined by Rookley Parish boundary (hereinafter called "the area of
benefit") without distinction of sex, sexual orientation, race or of political,
religious or other opinions, by associating together the said inhabitants and
the local authorities, voluntary and other organisations in a common effort to
advance education and to provide facilities in the interests of social welfare
for recreation and leisure-time occupation with the object of improving the
conditions of life for the said inhabitants,
• establish, or secure the establishment of, a Community Centre (hereinafter
called "the Centre") and to maintain and manage the same (whether alone or
in co-operation with any local authority or other person or body) in
furtherance of these objects,
• promote such other charitable purposes as may from time to time be
determined.
The Association shall be non-party in politics and non-sectarian in religion.
3. Membership
All persons living within the area of benefit shall automatically become members of
Rookley Village Association. Facilities are open for all to use, subject to the Village
Hall Hire booking conditions displayed on the Association’s website;
www.rookley.org.
4. Management
The Association shall be managed by a Committee composed of the Chairman,
Vice-Chairman, Secretary, Treasurer and other members all of whom shall have
been properly nominated and elected at the Annual General Meeting. The
Committee shall have power to declare a seat vacant should a member absent
himself from three consecutive meetings without an explanation deemed to be
satisfactory.
The Committee shall have power to fill such vacancies as may arise in its
Constitution between Annual General Meetings. The Committee shall meet at such
times as it may deem necessary and the procedures at such meetings will be duly
recorded as Minutes. Five members shall constitute a quorum.
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As amended Dec 2025
5. Co-option
The Committee shall have the power to co-opt any person for a limited period,
who will then assume full Committee status.
6. Annual General Meeting
The Annual General Meeting shall be held on a date to be fixed by the Committee
in November of each year. The Secretary shall give fourteen (14) days' notice by
display on the Association Notice Board. Six members shall constitute a quorum.
Any alterations to the Constitution shall only be made at an Annual General
Meeting or an Extraordinary General Meeting and any propositions for such
alterations have to be submitted to the Secretary at least 28 days before the date
of the meeting. Alterations to the Constitution must be supported by two-thirds of
those present and voting at such a Meeting.
7. Finance
• All money raised by or on behalf of the Association shall be applied to further
the objects of the Association and for no other purposes. Provided that
nothing herein contained shall prevent the payment in good faith of
reasonable and proper remuneration to any employee of the Association or
the repayment of reasonable out-of-pocket expenses incurred on behalf of
the Association by employees and volunteers.
• An account shall be opened in the name of the Association with the Newport
branch of HSBC, or with such other financial institution as the General
Committee may from time to time decide.
• The General Committee shall authorise in writing the Treasurer, the Secretary
of the Association and two other members of the General Committee to sign
cheques on behalf of the Association.
• All cheques must be signed by not less than two of the four authorised
signatories.
• The Association's financial year shall be from 1" October to 30" September.
8. Accounts
The General Committee shall comply with its obligations under the Charities Act
1993 (or any statutory modification or re-enactment of the Act) with respect to:
• the keeping of accounting records for the Association,
• the preparation of annual statements of the accounts for the Association,
• the auditing or independent examination of the statement of account of the
Association.
9. Insurance
The Association shall take out Public Liability Insurance to cover all its meetings
and activities.
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As amended Dec 2025
10. Dissolution
The decision to dissolve the Association shall only be made at a special General
Meeting called for this purpose, at which two-thirds of the members present and
voting agree. Any assets remaining on dissolution of the Association after
satisfying any outstanding debts and liabilities shall not be distributed amongst the
members of the Association but will be given to other charitable village
organisations.
11. Other Matters
Any matter not provided for in the Constitution shall be dealt with by the General
Committee, whose decision shall be deemed as final.
12. Alterations to the Constitution
Any proposal to alter this constitution must be delivered in writing to the Secretary
of the Association not less than 28 days before the date of the meeting at which it
is first to be considered. Any alteration will require the approval of both:
• a simple majority of members of the General Committee present and voting at
a General Committee meeting.
• a two-thirds majority of members with power to vote present and voting at a
General Meeting.
At least 14 clear days' notice shall be posted in a conspicuous place in the area of
benefit and advertised on the Association’s website, stating the wording of the
proposed alteration.
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