ISLE OF MAN MUNICIPAL ASSOCIATION MEMORANDUM AND RULES OF ASSOCIATION

NAME

1. The Association shall be called “The Isle of Man Municipal Association”.

MEMBERS

2. Those eligible for membership shall be the legally constituted Local Authorities on the Isle of Man and each Member Authority will have at least one appointed representative plus an appointed deputy to attend in his/her absence.

AIMS AND OBJECTIVES

3. The aims and objectives of the Association are:

(i) To afford the Local Authorities of the Isle of Man an opportunity of giving collective expression to their opinions when occasion requires and to take concerted action in matters affecting their interests.

(ii) To petition or make other representations to the Tynwald Court, the Legislative Council, the House of Keys, and Departments of Government or any other body, on matters relating to the duties, powers and interests of the Local Authorities, or on any question of public interest.

(iii) Subject to it being brought to its notice by a Member Authority, take such action as it deems advisable regarding any proposed Bills, Orders and Legislation, as may from time to time be introduced or promoted in the Legislature, by members of the Legislature, companies or other bodies or persons, which may affect the interests of the Local Authorities.

CONSTITUTIONAL MATTERS

4. The Association should draw up a set of Rules by which it will be governed.

5. The Rules and Constitution of the Association may from time to time be altered or new Rules may be made.

6. Notice of motion for such alteration or new Rules must be given to the Secretary who shall submit the same to the Executive Committee, and then arrange for them to be considered at a meeting of the Association.

7. A copy of proposed rule changes shall be sent to every Member Authority of the Association thirty days before such meeting.

8. Any changes made shall be subject to ratification at the next Annual General Meeting.

9. Any question regarding the construction of the Rules and any point not provided for in the Rules shall be decided by the Executive Committee.

10. Each Local Authority which is a Member shall be entitled to a copy of the reports and minutes of the proceedings of the Association.

11. Any decisions made at meetings of the Executive Committee (apart from the appointment of the Officers) of the Isle of Man Municipal Association shall not be binding upon any Member Authority. They will merely reflect the view of representatives present, whose task is then to report back to their respective boards.

FINANCIAL AND ACCOUNTING MATTERS

12 The financial year of the Association shall end on the 31st day of December of each year.

13. True accounts shall be kept by the Treasurer of the sums of money received and expended by the Association, and annual accounts should be prepared.

14. Accounts shall be examined, and the correctness of the balance sheet ascertained by one or more of the Auditors appointed by the Association.

15. At the Executive Committee’s February meeting of each year, or meeting soonest after, the Treasurer shall submit up to date financial accounts of the Association to members for approval.

16. An approved copy of accounts will be made available at the Annual General Meeting for questions and ratification.

17. Member Authorities will pay an annual subscription as part of their membership of the Association.

18. The amount of this subscription will be determined by the Executive Committee on the advice of the Treasurer and ratified at the Annual General Meeting. This shall be payable no later that 30 June in the relevant year.

19. New members joining during the financial year will have their subscriptions collected on a pro-rata basis unless otherwise determined by the Executive Committee.

20. No expenses shall be incurred or paid except in pursuance of a resolution of the Association or the Executive Committee and the authority of the Executive Committee in this behalf shall extend only to business assigned to them by these rules or by resolution of the Association.

ADMINISTRATION

21. The Association shall be under the management of an Executive Committee consisting of at least one representative of each Member Authority by which Officers (other than the President) are appointed.

22. The Officers should include a President, Chairman, Vice-Chairman, Treasurer, Secretary and Auditor.

23. The President shall be appointed from each Authority which is currently a member, in turn, according to the following alphabetical rota:

* Andreas Commissioners

* Arbory Commissioners

* Ballaugh Commissioners

* Braddan Commissioners

* Bride Commissioners

* Castletown Commissioners

* Douglas Borough Council

* Garff Commissioners

* German Commissioners

* Jurby Commissioners

* Lezayre Commissioners

* Malew Commissioners

* Marown Commissioners

* Michael Commissioners

* Onchan Commissioners

* Patrick Commissioners

* Peel Commissioners

* Port Erin Commissioners

* Port St Mary Commissioners

* Ramsey Commissioners

* Rushen Commissioners

* Santon Commissioners.

24. Authorities may choose to decline the Presidency by notification to the Secretary no late than the last day in February in the year in which their Presidency is due.

25. In election years a Chairperson, Vice-Chairperson or President losing their seat will remain in office until the Annual General Meeting.

26. In the event of the death of the Chairperson, Vice-Chairperson or President during the year a successor will be appointed by the Executive Committee following consultation with the relevant Authority where appropriate.

27. More than one office e.g. President and Chairman may be held by an elected Member subject to sanction by the Executive Committee.

MEETINGS INCLUDING ANNUAL GENERAL MEETING

28. Meetings shall be held on the last Thursday of each month unless the Executive Committee determines otherwise.

29. All meetings should commence at 7pm (unless otherwise notified in advance) and close no later than 10.00pm.

30. The Secretary shall give the Clerk to each Local Authority which is a member of the Association at least seven days’ notice of monthly meetings and fourteen days’ notice of the Annual General Meeting.

31. The Annual General Meeting of the Association shall take place in May of each year, unless otherwise determined by the Executive Committee, and held by arrangement of the incoming Member Authority.

32.All Members of the Association and invited guests shall be entitled to attend the Annual General Meeting.

33. A President, Chairman, Vice-Chairman, Treasurer, Secretary and Auditor shall be elected at the Annual General Meeting, and each shall hold office for the ensuing year unless otherwise determined by a Special Meeting.

34. Any seven members of the Executive Committee shall have power at any time to convene a Special General Meeting providing such members put their request in writing to the Secretary.

35. The notice convening such Special Meeting shall state the business to be transacted and no other business shall be dealt with thereat, unless agreed to by two-thirds of those members present.

36. No less than seven days’ notice shall be given to each Member Authority of such Special Meeting except in cases of emergency when three days’ notice shall suffice.

37. The Chairman will be the sole arbiter of the circumstances which constitute an emergency, unless the business of the Special Meeting specifically presents a conflict of interest, in which case the Vice-Chairman will decide.

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Rules last updated May 2018