Havant NWA Mission Statement
“The Association exists to support and coordinate the activities of local area Neighbourhood Watch schemes in their endeavours to assist the Police in crime prevention, reduce the fear of crime, and so improve the general quality of life for all its members.”
The Constitution approved and adopted at the 2017 AGM is described below. To download a printable version, please click this link.
1 – NAME
The Association shall be called HAVANT NEIGHBOURHOOD WATCH ASSOCIATION, hereinafter referred to as ‘the Association’, and it shall cover the following wards within the Havant Borough boundaries:
Hayling Island East
Hayling Island West
2 – MISSION STATEMENT
The Association exists to support and coordinate the activities of local area Neighbourhood Watch schemes in their endeavours to assist the Police in crime prevention, reduce the fear of crime, and so improve the general quality of life for all its members.
3 – OBJECTIVES OF THE ASSOCIATION
(a) To promote public awareness of all types of crime committed and crime patterns in the Havant area;
(b) To foster the development of existing, and encourage the creation of new, Neighbourhood Watch schemes in the Havant area;
(c) To educate and encourage local communities, particularly young people, to assist in the prevention of crime;
(d) To liaise with, and cultivate close working relationships with, the local Police on behalf of all Association members;
(e) To cultivate an effective liaison with all other crime prevention agencies in the Havant area;
(f) To endeavour to provide a representative voice at the Hampshire Neighbourhood Watch Association to pursue the collective objectives of the Havant Association;
(g) To coordinate the flow of relevant information on crime prevention and Neighbourhood Watch matters between the National, County and local NW communities.
4 – MEMBERSHIP OF THE ASSOCIATION
Membership shall be open to all Neighbourhood Watch schemes in the areas defined in Clause 1 above. Each member scheme (hereinafter referred to as ‘the member’) will be represented by its Scheme Coordinator or his/her nominated deputy.
5 – MEETINGS
5.1 An Annual General Meeting (AGM) shall be held before the end of June each year. At least 28 days clear notice of this meeting shall be given by the committee to all co-ordinators. The business of the AGM shall include:
(a) A report on the completion and/or progress of work that has been undertaken by, or under the auspices of, the committee on behalf of the Association;
(b) The presentation of audited accounts;
(c) The election of committee members;
(d) Proposals for future work, both long- and short-term;
(e) Any other business.
5.2 Members of the Association will be fixed at the number of active schemes as reported at the AGM. This number will remain in force until the next AGM for purposes of points 5.3 and 5.4 below.
5.3 An Extraordinary General Meeting (EGM) may be called by the committee or at the written request to the Honorary Secretary of not less than 5% of the members of the Association, as defined in 5.2 above.
5.4 The quorum necessary for the transaction of business at an AGM or EGM shall be 10% of the members of the Association, as defined in 5.2 above.
5.5 Committee Meetings shall take place not less than five times per year. A minimum of 4 voting committee members, including at least one officer shall form a quorum.
5.6 Resolutions at meetings shall be determined by a simple majority vote, with the Chairman having a second or casting vote in the event of a tie.
6 – COMMITTEE
6.1 The committee shall consist of the officers of the Association together with the elected members or any replacement co-opted members.
6.2 The officers of the Association shall be the Chairman, Vice Chairman, Honorary Secretary and Honorary Treasurer. They shall be appointed by the committee from among its members at its first meeting following the AGM.
6.3 The voting members of the committee shall be the officers of the Association and the other elected committee members.
6.4 There may be up to ten committee members, to be as geographically representative as possible.
6.5 Committee members shall be elected for three years, with 33% standing for election each year.
6.6 Any member of the Association is eligible to stand for election to the committee. Their nominations must be seconded by another member and submitted in writing to the Honorary Secretary not less than twenty one days before the date of the AGM.
6.7 In the event of the resignation of an officer or committee member the committee may co-opt a replacement to serve until the next AGM, at which time to enable 6.5 to be complied with they will only serve the remaining term of previous member.
6.8 The committee may also co-opt additional members with specialist skills or interests to assist them in their deliberations, but these are non voting persons.
6.9 No elected member of the committee shall receive remuneration from, or have any pecuniary interest in, any contract entered into by the Association.
6.10 The committee shall have authority to make rules for the conduct of the Association’s affairs. In no case shall such rules modify or contravene the provisions of the Association’s constitution. Rules adopted shall be recorded in the Association’s Rule Book maintained by the Honorary Secretary.
7 – FINANCE
7.1 All financial matters shall be the responsibility of the Association, with the Honorary Treasurer keeping proper accounts of its finances and assets.
7.2 All finances required to support the Association may be obtained by donations, grants, sponsorship or other fund-raising activities. No membership fees or subscriptions shall be payable.
7.3 A bank account shall be held in the name of ‘Havant Neighbourhood Watch Association’ into which all monies of the Association shall be paid. All cheques, withdrawals and inter-account transfers shall be signed by two of the signatories authorised by the committee, normally the officers.
7.4 All funds belonging to the Association are to be used solely for the furtherance of the Association’s objectives stated in Clause 3.
7.5 The Association’s financial year shall be from 1 January until 31 December.
7.6 The Association’s accounts shall be audited and certified by a qualified or registered auditor or by two unqualified persons with accountancy experience, nominated by the committee and approved by the AGM. The auditor’s report shall be available for scrutiny by any Association member on request to the Honorary Treasurer.
7.7 The Association may arrange insurance cover for such risks to personnel and assets as the committee thinks fit.
8 – RECORDS
Minutes of every formal meeting of the Association shall be recorded and retained by the Honorary Secretary. They shall be made available to any Association member on request to the Honorary Secretary.
9 – ALTERATIONS TO THE CONSTITUTION
Amendments to the constitution can be made by a simple majority vote only at an AGM or EGM. Such proposals must be signed by the proposer and seconder and submitted in writing to the Honorary Secretary not less than 21 (twenty one) clear days before the meeting at which they are to be considered.
10 – DISSOLUTION OF THE ASSOCIATION
10.1 If the committee decides by a simple majority vote at any time that it is necessary or advisable to dissolve the Association it shall call an Extraordinary General Meeting of all members entitled to vote. A minimum of fourteen days written notice must be given to members with the details of the resolution.
10.2 At the EGM a resolution to dissolve the Association shall require an affirmative vote of at least two thirds of the members present.
10.3 After a valid resolution has been passed the committee shall have the authority to dispose of any assets held by on or behalf of the Association to satisfy any debts or liabilities. Any assets remaining after these are settled shall be given to such other institution(s) having similar objectives to the Association as the committee may decide.
11 – SAFEGUARD
The Association should act independently of the Police to achieve its aims and should be completely impartial in its actions. It must be non-political, non-denominational and must not discriminate on the grounds of race, gender, age or disability.