East Cambs NWA (14)

Constitution of the Association (March 2011)


1) Name.

The name of the Group shall be The East Cambridgeshire Neighbourhood Watch Association (hereafter called “the Association”).

2) Aim.

The aim of the Association shall be to:

(a) Promote for the benefit of the public, good citizenship, community safety and greater public participation, in the prevention and detection of crime and

(b) Promote public support for the work of the police service and other partners, in the protection of people and property from, and prevention of crime.

(c) Reassure local residents, and reduce the fear of crime and anti-social behaviour

(d) Reduce the incidence of domestic fires and environmental damage to residential property

(e) Encourage neighbourliness and community cohesion

(f) Improve the quality of life for local residents and tenants.

3) Powers

In order to achieve its aim the Association may:

a) Raise money.

b) Open bank accounts.

c) Take out insurance.

d) Organise courses and events.

e) Work with the police force, the Local Authority and national, district and other local neighbourhood watch groups. Exchange information and advice with these bodies.”

f) Do anything that is lawful which will help it to fulfil its aim.

4) Membership.

1. Each Neighbourhood Watch Scheme within the East Cambridgeshire District Council area, and registered with the Cambridgeshire Constabulary, is entitled to be represented and may send one or more voting members to the meetings as follows:

Schemes with 20 or fewer dwellings
- 2
Schemes with 21 to 40 dwellings - 3
Schemes with 41 to 60 dwellings - 4
Schemes with 60 or more dwellings - 5

  1. Membership of the Association shall be open to individuals over eighteen without regards to disability, political or religious affiliation, race, sex or sexual orientation who is:

  • interested in helping the Association to achieve its aim.

  • willing to abide by the rules of the Association.

c) The membership of any member may be terminated for good reason by the Executive Committee: Provided that the member concerned shall have the right to be heard by the Executive Committee, accompanied by a friend, before a final decision is made.

5) Management.

a) The Association shall be administered by an Executive Committee (hereafter called the “Committee) of not less than 4 and not more than 15 individuals elected at the Association’s Annual General Meeting (A.G.M.) or Special General Meeting (S.G.M.).

b) The Officers of the Committee shall be: the Chairperson, the Treasurer and the Secretary.

c) In the event of one of the officers of the committee resigning, or not being able to continue with their duties, the Committee may elect a member of the Committee to fulfil the role until the next A.G.M.

d) The Committee may co-opt onto the Committee, up to three individuals, in an advisory and non-voting capacity that it feels will help to fulfil the aim of the Association.

e) The Committee shall meet at least two times a year.

f) At least three Committee members must be present for a Committee meeting to take place.

g) Voting at Committee meetings shall be by a show of hands. If there is a tied vote then the Chairperson shall have a second vote.

h) The Committee shall have the power to remove any member of the Committee for good and proper reason.

i) The Committee may appoint any other member of the Association as a Committee member to fill a vacancy, provided that the maximum prescribed is not exceeded.

j) The executive committee shall maintain a data protection policy.

6) The Duties of the Officers.

a) The duties of the Chairperson shall be to:

Chair meetings of the Committee and the Association.

represent the Association at functions/meetings that the Association has been invited to and

act as the spokesperson of the Association when necessary.

b) The duties of the Secretary shall be to:

keep a membership list.

prepare in consultation with the Chairperson the agenda for meetings of the Committee and the Association.

• take and keep minutes of all meetings and

collect and circulate any relevant information within the Association.

c) The duties of the Treasurer shall be to:

supervise the financial affairs of the Association and

keep proper accounts that show all monies received and paid out by the Association.

7) Finance.

a) All monies received by or on behalf of the Association shall be applied to further the aim of the Association and for no other purpose.

b) No income or profit shall be distributed and monies shall not be used to benefit any contributor to the Association.

c) Any bank accounts opened for the Association shall be in the name of the Association.

d) Any cheques issued shall be signed by two members of the Committee.

e) The Association shall ensure that its accounts are audited or independently examined every year.

f) The Association may pay reasonable out of pocket expenses including travel, childcare and meal costs to members or Committee members.

8) Annual General Meeting.

a) The Association shall hold an Annual General Meeting (A.G.M.) in the month of March, or where necessary soon after.

b) All members shall be given at least fourteen days notice of the A.G.M. and shall be entitled to attend and vote.

c) The business of the A.G.M. shall include:

  • receiving a report from the Chairperson on the Association’s activities over the year.

  • receiving a report from the Treasurer on the finances of the Association

  • electing a new Committee and

  • considering any other matter as may be decided.

d) At least 12 members must be present for the Annual General Meeting to take place.

e) Should the election process fail to elect 4 members of the Committee or the three officers of the Committee a Special General Meeting shall be called within 15 weeks.

9) General Meetings.

            a) There shall be not less than two General Meetings                                        (excluding the A.G.M) each year.

b) All members shall be entitled to attend and vote.

c) Voting shall be by a show of hands. If there is a tied vote then the Chairperson shall have a second vote.

d) At least 12 members must be present for any vote to take place.


10) Special General Meeting.

                  a) A Special General Meeting (S.G.M.) may be called 
                       by the Committee or a minimum of 5 members
                      to discuss an urgent matter.                                
                  b) The Secretary shall give all members fourteen days notice of
                        ant S.G.M together with notice of the business to be discussed   
                 c) At least 12 members must be present for a S.G.M. to take place.

d) When a S.G.M. is called to elect members or officers of the Committee and fails to do so, another S.G.M. shall be called within 15 weeks.

11) Alterations to the Constitution.

Any changes to this Constitution must be agreed by at least two-thirds of those members present and voting at an A.G.M. or S.G.M.

12) Dissolution.

The Association may be wound up at any time if agreed by two-thirds of those members present and voting at an A.G.M. or S.G.M. In the event of winding up any assets remaining after all debts have been paid shall be given to another group with a similar aim. There shall be no distribution of assets to members of the Association.

Any-one wishing to have an electronic copy of the constitution may request one by e-mail.

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