As adopted at the Annual General Meeting. 3 March 1992, paragraphs 6 &13.2 modified at AGM 4 March 2011
1. Name of the Association
The name of the Association shall be the Highworth Twinning Association.
2. Aims of the Association
The Aims of the Association shall be:
2.1 To promote and foster friendship and understanding between the people of Highworth and District and those of Pontorson and District in France and those of any other towns with which the Association may form links.
2.2 To encourage and organise visits by individuals and groups to and from these towns, particularly by young people, and to encourage the development of personal contacts, and by doing so to broaden the mutual understanding of the cultural, recreational and commercial activities of these towns.
2.3 To organise fund-raising activities in order to foster the Aims of the Association.
2.4 The Association shall be non-political.
3.1 Membership shall be open to all persons who are eighteen years or older and are in sympathy with the Aims of the Association.
3.2 Junior Membership shall be open to young persons who are aged seventeen years or younger and are in sympathy with the Aims of the Association. Such Junior Members shall not be entitled to vote at any General Meeting.
3.3 Any business or organisation that has contributed to the Association shall be known as a Friend of the Association.
3.4 Where the conduct of an individual, group or organisation is detrimental to the interests of the Association or their behaviour is such as to be likely to bring the Association into disrepute, the Association shall, where it sees fit and having given prior notice in writing to that individual, group or organisation, exclude that individual, group or organisation from membership of the Association or the support of the Association. Where appropriate the Association will notify the Twinning Committees in the Association's twin towns of the Association's denial of support for that individual, group or organisation.
4. Members and Registered Members
4.1 Any person defined by Clause 3.1 and 3.2, but subject to Clause 3.4, may establish themselves as a Member or Junior Member of the Association by application to the Association's Secretary that they wish to be considered a Member or Junior Member.
4.2 Any person defined by Clause 3.1 and subject to Clause 3.4 may apply to be a Registered Member. Application shall be made in writing with payment of any current registration fee and subscription.
4.3 A Registered Member shall be required to pay any current subscription. Failure to do so following reasonable notice by the Secretary, the Registered Member shall be re-designated a Member as defined by Clause 4. I.
4.4 Only Registered Members shall be entitled to vote at any General Meeting of the Association.
4.5 Should any event organised by the Association be likely to be over- subscribed then, at the discretion of the Management Committee, priority may be given on a first come first served basis to Registered Members and their immediate family to participate.
5. Management Committee
The affairs of the Association shall be conducted by a Management Committee, which shall comprise:
5.1 The Officers as defined in Clause 6 and who must be Registered Members as defined by Clause 4.2.
5.2 A General Committee of nine other persons elected at an Annual General Meeting to represent broadly the organisations, associations, clubs and individuals of Highworth and District. Such persons must be Registered Members as defined by Clause 4.2.
5.3 A maximum of two additional persons nominated by Highworth Town Council as defined in Clause 7.2.
The Officers of the Association shall be:
The Chairman, Vice-Chairman, Secretary, Treasurer and Communications Officer and such other Officers as may be determined to be necessary at an Annual General Meeting, to be known collectively as the Management Executive.
7. Town Council Representatives
7.1 The Association shall each year invite the Mayor of Highworth to be the Association's Honorary President, ex officio.
7.2 The Town Council shall be invited to nominate up to two persons to act as liaison officers between the Association and the Council. Such persons may either already be Members of the Management Committee or be other persons, but should they not be Registered Members then they shall be ex officio.
8. Responsibilities of the Management Committee
The responsibilities of the Management Committee shall include:
8.1 To pursue the Aims of the Association, as defined in Clause 2.
8.2 To provide support and advice, where required, to any individual, group or organisation in pursuing activities as described by the Aims of the Association and where necessary provide liaison with the Association's twin towns.
8.3 To be responsible for the administration and disbursement of the funds of the Association, the application for grants and the co-ordination of fund raising efforts.
9. Meetings of the Management Committee and Sub-Committees
9.1 The Management Committee shall meet normally once a month but at least four times a year. It shall have the power to appoint Sub-Committees, which Sub-Committees shall have the power to co-opt members to themselves.
9.2 The Management Executive shall be members of all sub-committees, ex officio.
9.3 The quorum at meetings of the Management Committee shall be five elected members of the Committee, at least two of whom shall be officers of the Association.
9.4 The Management Committee shall have the power to co-opt up to three persons, who must be Registered Members, to the General Committee such that the Management Committee shall not exceed eighteen persons including the Officers of the Association and the two nominees by Highworth Town Council (if otherwise not elected or co-opted to the Management Committee).
10.1 The Management Executive shall be elected at each Annual General Meeting.
10.2 The General Committee shall be elected in rotation, to serve for a maximum of three years without re-election. Each year a minimum of three General Committee members shall submit themselves for re-election, in addition to any who resign.
10.3 Nominations for election to the Management Committee shall be sent to the Secretary to arrive at least three days before the Annual General Meeting, and shall be signed by the nominee, the proposer and a seconder.
11. Annual General Meeting
11.1 The Management Committee shall call an Annual General Meeting of the Association between 1st February and 31st March in each year, and the Secretary shall give all Members and Registered Members 14 days' notice of the time and place thereof.
11.2 Only Registered Members present at an Annual General Meeting shall be entitled to vote.
11.3 The audited accounts made up to the preceding 31st December shall be submitted to the Annual General Meeting.
11.4 The Annual General Meeting shall appoint an Honorary Auditor. 11.5 The Annual General Meeting shall determine the amount of any registration fee for becoming a Registered Member.
11.6 The Annual General Meeting shall determine the amount of any annual subscription for Registered Members.
12. Special General Meeting
12.1 On written request, signed by at least 20 Members or Registered Members, to the Secretary specifying the business to be transacted thereat the Secretary shall call within one month a Special General Meeting, and shall give all Members at least 14 days' notice of the time and place thereof and the business to be transacted thereat.
12.2 The General Committee has the power to call a Special General Meeting.
12.3 Only Registered Members present at a Special General Meeting shall be entitled to vote.
12.4 The quorum at a Special General Meeting shall be twenty Registered Members.
13.1 The monies received by the Association shall be kept in safe custody by the Treasurer.
13.2 Cheques shall be signed by two committee members, including Officers, as authorised by the committee.
14. Loans and Grants
14.1 It shall be the responsibility of every individual, group or organisation to pay for their own travelling and accommodation costs incurred in activities in which the Association is involved.
14.2 The Committee may at its discretion offer to an individual, group or organisation a grant or loan towards the costs of activities that shall be directly connected with the aims of the Association as defined in Clause 2.
14.3 The Committee shall make all reasonable inquiries into each application for a grant or loan before approving any such grant or loan. No grant or loan shall be made for personal spending monies.
15. Amendments to this Constitution
Amendments to this Constitution shall be made only at an Annual General Meeting or Special General Meeting where notice of the proposed amendments has been included in the notice of the meeting. Any such amendments shall be approved only by a vote in favour of at least two-thirds of those Registered Members present.
The dissolution of the Association shall be by majority vote at a General Meeting, after prior notice of such intent has been given to members with notice of the meeting. The assets shall be disposed of to such like charity or charities as the General Meeting shall agree.