Articles - updated at 24 July 2023 [updates in red]

Definitions:
  1. Middleton Road Residents Association, hereinafter referred to as the Association.
  2. Frontagers: Those persons owning property possessing a frontage onto Middleton Road
  3. Middleton Road: The un-adopted roadway as defined by Surrey Heath Borough Council
  4. Member of the Association, hereinafter referred to as Member
  5. Committee of the Association, hereinafter referred to as the Committee
 
Objectives:
  1. To protect the individual and collective interests of Members
  2. To preserve and maintain Middleton Road
  3. To ensure that no outside authorities arrive at decisions or carry out work, adversely affecting the interests of one or more frontagers, unilaterally.
 
Method:
  1. To establish an Association fully representative of property of members, conducted in such a manner always as to maintain harmony among members and taking no action which could be interpreted as intruding into their private affairs.  The implication of these articles should be construed accordingly.
  2. The affairs of the Association to be administered by a Committee of up to six members including the Chair.
  3. The Committee will in its discretion apply, petition or promote any measure with a view to attaining the objectives of the Association.
  4. The Committee will where appropriate oppose any measure calculated or likely to prejudice the interests of Members and will in suitable cases give assistance to members in prosecution of the public in causing damage or committing any nuisance.
  5. The Committee will do all such things as the Association may deem necessary to the attainment of the above objectives, but shall not be held responsible at Law.
  6. Members may ask that matters of interest to them be considered by the Committee.
  7. Members are requested to report to the Committee all information and occurrences affecting the Association.
  8. The Committee will from time to time, and as dictated by events, circulate Members with information.
  9. The Committee shall at the request of members, deal with the matter or raise it at a General Meeting.
  10. The Association shall maintain a complete record of properties abutting the road.
 
Members:
  1. Members must be frontagers of Middleton Road.  Those frontagers of Middleton Road who choose not to contribute the subscription for a period of more than 3 months after the subscription due date, shall not benefit from the accumulated fund or the public liability insurance, paid for by the Association and will not be considered as Members until all past subscription dues are paid.
  2. Whenever a change takes places in the ownership of property, the Association shall be informed by the member who is disposing or has disposed of the property.
 
Committee:
  1. The Association shall appoint the Association’s Officers at the AGM and the Committee shall comprise:
    1. Chair, who shall exercise general supervision of the Association and shall normally preside over Committee meetings and AGMs.
    2. Treasurer, who shall be responsible or the conduct of all financial matters.
    3. Up to three Committee members who may be assigned to specific duties.
    4. Term of Office is for 2 years, with maximum of 2 consecutive terms.

  Elections:
  1. Members not presently serving on the Committee may be proposed for election to the Committee by 2 members duly qualified to be present and vote, providing always that the consent of the person to be proposed is received.
  2. The Association may from time to time in General Meeting increase or decrease the number of Committee members, and amend any of the Association rules.
  3. Members of the Association shall serve on the Committee in turn.
  4. The Committee to be elected by show of hands.
  5. The Committee to have power to co-opt Members up to the maximum permissible number, each member so co-opted to retire as the AGM when he shall be eligible for re-election.
  6. The Committee to meet as and when necessary, but not less than once a year.  A minimum of 14 days notice of a committee meeting will be given.
  7. The Committee will keep proper record of attendees, minutes of meetings and expenditure.
  8. The quorum will be 3.
  9. Only 1 member per property may vote at a General Meeting.
 
General Meetings:
  1. An AGM shall be held every year in spring/summer.
  2. The Committee, whenever it deems fit, convene a General Meeting.
  3. The Committee shall on request of not less than 3 members duly convene such a meeting.
  4. At all General Meeting, a resolution put to the vote shall be decided by a show of hands.
  5. A Member may appoint a proxy, such proxy remaining in force until revoked in writing to the Committee.
 
Finance and subscriptions:
  1. Each Member shall agree to contribute an annual subscription of an amount agreed at the AGM, which shall go towards road maintenance costs, administrative expenses and insurance cost.
  2. Subscriptions for the calendar year ahead are due by 31st January in each year, payable by standing order or bank transfer.
  3. In the event of a change in ownership of a property during the year, the seller should inform the buyer about the Association.  Subscription paid for the year ahead cannot be reclaimed by the seller in the event of a change of ownership during the calendar year.
  4. The Association will determine major road repair costs as and when necessary, such amounts to be determined in relation to specific work agree upon in General Meeting.  Payment will be divided between Members in a manner agreed at a General Meeting.
  5. Where a property is sold for the purpose of development, the Association requests that the seller takes responsibility for ensuring the developer agrees in writing to the full rectification of any wear and tear arising to the road as a result of the future development.
  6. Where a property is renovated by a Member for continuing occupation, the Member is requested to ensure the rectification of the road further to the additional wear and tear arising from the building work and associated traffic.
  7. The annual subscription for the following year to be reviewed and agreed at each AGM.
  8. Once every year, the accounts of the Association shall be examined by an independent person.
  9. All Officers shall serve in honorary capacity, but may be paid out-of-pocket expenses necessarily incurred and sanctioned by the Committee.
  10. If upon winding up or dissolution of the Association there remain any funds, the same shall be given to a local voluntary cause.