Westcroft Residents' Association Constitution
1. Name
The name of the organisation shall be "Westcroft Residents' Association".
2. Aims & Objectives
The aims and objectives of the Association are:
2.1 To improve conditions, the environment, facilities, and services for the residents of Westcroft. The area of Westcroft is defined as the area bounded by the V1; the V2; The H6 and the H7 as shown on the map that accompanies this constitution.
2.2 To represent the welfare of Westcroft residents and to counter disadvantage and discrimination.
2.3 To help to solve problems in Westcroft and adjacent areas which have a bearing on Westcroft.
2.4 To raise funds to help finance the Association.
2.5 To foster a community spirit.
2.6 The Westcroft Residents' Association is and will remain a totally independent and nonpolitical organisation.
2.7 On any issue which would be to the benefit of Westcroft, the Westcroft Residents' Association will assist any other organisation, or receive assistance from any other organisation, political or otherwise, but will never be obligated at any time to support any other organisations.
3. Membership
3.1 Membership of the Association shall be open to all residents of the Westcroft Area, irrespective of nationality, race, colour, culture, gender, age, religious opinion, political opinion, disability, sexuality, marital status, parental status, class, health, criminal record, or any other reason. It shall be a condition of membership those members at all times conduct themselves in a reasonable manner at meetings or in premises used by the Association. Any member may be excluded for breach of this condition, or for any other conduct contravening the objects of the Association, by majority of those present and voting at any Committee or General Meeting. Any member so excluded shall have the right to appeal to the following General Meeting.
3.2 Each and every member of the Westcroft Residents' Association will be given the same standard of help and guidance by the Westcroft Residents' Association whether supporting or opposing the Westcroft Residents' Association on any issue.
3.3 All members will have free and open access to any information held by the Westcroft Residents' Association excepting any member's personal details.
3.4 Any Committee Member not attending 3 consecutive Committee meetings shall be asked to relinquish their position (members' special circumstances will be taken into consideration, if a member informs the Committee of their situation).
4. Conduct of Business
4.1 The business of the Association shall be conducted by a Committee elected at each Annual General Meeting, which shall consist of a Chairperson, Treasurer, Vice-Chairperson, Secretary, and not less than 6 other persons. The composition of the Committee shall be as far as possible representative of the population covered by the Association.
4.2 The election or removal of officers or Committee members may only be carried out by a General Meeting of the Association. The Committee may temporarily fill any vacancy arising among the officers of the Association from its other members until the next General Meeting of members.
4.3 The Chairman shall not vote at any meeting unless a tied vote occurs. Should a tied vote occur the Chairman shall have a casting vote.
5. Annual General Meeting
5.1 The Committee shall arrange an Annual General Meeting for the purpose of receiving the Annual Report of the Chairperson and Treasurer, together with the Audited Statement of Accounts. The existing Committee shall stand down and a new Committee shall be elected and shall make recommendations to the incoming General Committee. Only subscribing members attending the meeting shall be entitled to vote.
6. Special General Meeting
6.1 A Special General Meeting may be called at the written request to the Secretary of not less than five subscribing members stating what business they wish to discuss at the meeting. Members will be given 14 days notice of a Special General Meeting.
7. Alterations to the Constitution
7.1 This Constitution may only be amended or altered at an Annual General Meeting or a General Meeting called specifically for that purpose; the Secretary having received written notice of a resolution beforehand.
7.2 At least 21 days notice of the General Meeting shall be given to all subscribing members. Such amendments or alterations shall then require a two-thirds majority of those subscribing members present to vote in favour.
8. Quorum
8.1 The quorum for Committee meetings shall be one-third of its elected membership.
8.2 The quorum for all General Meetings shall be one-third of the subscribing membership or fifteen members, whichever is the less.
9. Notice of Meetings
9.1 Notice of all General Meetings where required shall be sent to each subscribing member's dwelling and shall include the date, time, and place of the meeting and an agenda to be discussed. At least 7 days notice of the General Meeting shall be given to all members.
10. Committee Meetings
10.1 The Committee shall meet as necessary, and not less than 6 times in each year. Committee Meetings shall be open to any member of the Association wishing to attend who may speak, but not vote.
11. Sub-Committee
11.1 The Committee may appoint such sub-committees as may be required to carry out the activities of the Association. Such sub-committees shall be directly accountable to the Committee.
11.2 The Committee shall agree in advance the terms of reference of any sub-committee which may then act and apply finance raised by itself or on its behalf only within those terms.
11.3 The Treasurer and Chairperson of the Association shall be ex-officio members of any subcommittee.
11.4 The Committee can co-opt onto the sub-committees.
12. Duties of Officers
12.1 TREASURER The Treasurer shall open and maintain a banking account or accounts in the name of the Association. All cheques shall be signed by any two of the three authorised signatories, one of whom shall be the Treasurer and who shall be nominated by the Committee. The Treasurer shall keep proper accounts of income and expenditure and report on them or deliver them up as required by the membership of the Annual General Meeting. Such accounts shall be audited by a qualified accountant or a non-member of the Association appointed by the membership of the Annual General Meeting.
12.2 SECRETARY The Secretary shall be responsible for the convening of all meetings and the giving of the prescribed notice to members. He/she shall ensure that a proper record is kept of all meetings of the Association, its Committee and sub-committees, in the form of minutes, and shall deliver up such records as required by the Committee or General Meeting. The Secretary shall permit the minutes to be examined of receipt of not less than 7 days notice by any 2 members of the Association.
12.3 Chairperson The Chairperson (or, in his/her absence, the Vice-chairperson or other Committee member) shall conduct the meetings of the Association.
12.4 The Association shall make available such funds as will enable them to perform this function.
13. Dissolution
The Association may be dissolved by a two-thirds of the subscribing members present voting in favour at an Annual General Meeting or Special Meeting. In the event of dissolution of the Association, surplus funds will be distributed to a local organisation, or local organisations, benefiting the residents of Westcroft by decision of the same meeting.