Residents’ Association of Westborough
Constitution
Adopted on 21st January 2011
1. NAME
The organisation shall be known as Residents’ Association of Westborough hereafter referred to as the Organisation.
2. AREA OF BENEFIT
The area of benefit of the Organisation shall be Unitary Authority of Southend on Sea with special emphasis on Westborough Ward.
3. OBJECTIVES
To promote the benefit of the inhabitants of Westborough Ward and neighbouring areas. To provide or improve existing facilities for recreation and social welfare and to encourage a community spirit. The Organisation is non-party political, non-sectarian, non-sexist and non-ageist.
4. POWERS
i) To raise funds and open a bank account for main running of organization and to raise funds and open a bank account for social activities for members.
ii) To recruit volunteers.
iii) To network and form partnerships with other organisations and agencies.
iv) The organisation will seek to campaign on issues affecting Westborough in a strong pro-active manner.
v) The Organisation will seek a Councillor to present a report of their activities within the Local Authority to each regular meeting. Councillors will be invited on a rotating basis and no preference shall be shown to any political party or grouping.
vi) Guest speakers may be invited. We shall endeavour to produce a Newsletter once a year, depending on financial restraints.
To do all such other lawful things as are necessary to further the objectives of the organisation.
5. MEMBERSHIP
i) Membership of the Organisation shall be open to:
Ordinary Member any person over the age of 18 that supports the objectives and who has paid any annual subscription laid down from time to time by the Management Committee.
Special Member: This is any person under the age of 18 that supports the objectives and who has paid any annual subscription laid down from time to time by the Management Committee but has no voting rights.
Any group which supports the objectives of the Organisation or its work and has paid any annual subscription.
Honorary members can only vote at the discretion of the committee.
The Committee members shall determine the amount of subscriptions in order that the Association shall function properly.
Membership shall cease if subscriptions fall more than 3 months in arrears.
ii) In addition:
Applications shall be made in the first instance to any Management Committee member , and then to any other Committee member. All memberships are accepted at the discretion of the Management Committee.
Every member shall have one vote.
A member will not be able to exercise voting rights until 30 days from the date of becoming a member.
The Treasurer and committee members shall keep up-to-date records of both individual and group membership.
Membership may be terminated by the Management Committee on the grounds of a member or group acting against the objectives of the Organisation or bringing the Organisation into disrepute.
6. MEETINGS OF THE ORGANISATION
6a. ANNUAL GENERAL MEETING
i) An annual general meeting shall be held in January each year, the date, time and place to be determined by the committee. An annual general meeting shall be a closed meeting, that is only open to paid up members.
ii) Each annual general meeting shall be convened by the Secretary who shall notify all members in writing at least 30 days before the date of that meeting.
iii) Any motion for consideration at the annual general meeting must be in the Secretary’s hands no later than 30 days prior to the date of the meeting.
iv) The business of the annual general meeting shall include:
Adoption of annual report and accounts.
Election of the committee and its officers.
Copies of agenda, minutes and accounts summary to be available for members.
v) Nominations for the committee should be submitted to the Secretary 30 days before the annual general meeting. If there are more nominations than there are vacancies to be filled, an election will be held.
vi) All nominees for committee posts must have been a fully paid-up member for a period of not less than 2 years and 31 days from the date of joining the organisation.
vii) Every member shall be entitled to one vote. Except Special members under the age of 18. Only fully paid up members are entitled to vote.
vii) The quorum for the annual general meeting and special meetings will be 5 voting members or one tenth of the membership present and eligible to vote.
6b. SPECIAL GENERAL MEETINGS
A special general meeting should be convened at the request of at least 3 members, or 3 Management committee members, made in writing to the Secretary, giving at least 10 days notice. Such a meeting shall be held within 60 days of that request. Agenda and motions submitted should be circulated to all members.
7. MANAGEMENT COMMITTEE
The duty of the Management Committee will be to carry out the objectives, provide the management and control the affairs of the Organisation.
i) At the annual general meeting of the Organisation, the members shall elect from amongst themselves a Chair, Treasurer and Secretary (the officers) who shall hold office from the conclusion of that meeting.
Plus 3 additional members of the Management Committee
ii) The committee shall have authority to co-op up to 5 additional members as necessary. These co-optees will have voting rights.
iii) In the event of any committee members resigning before expiry of office the committee shall co-opt a member to fill this vacancy.
In the event of an Officer resigning, a replacement shall be elected by the committee from amongst its own members. In the event of non-election of a committee member the Management committee will find a suitable replacement. until the officer is found from the membership.
iv) All members of the Management Committee shall resign at the AGM but then be eligible for re-election.
v) The committee shall meet no less than four times annually. The Association will strive to hold meetings at a local venue. Meetings shall be closed , that is only members and invited persons may attend. Any member, individual, guest or group acting against the objectives of the Organisation or bringing the Organisation into disrepute shall be excluded with immediate effect.
vi) There shall be a quorum when at least one third of the number of members of the committee for the time being or 3 members of the committee, whichever is the greater, are present at a meeting.
vii) The committee shall keep minutes of the proceedings at meetings of the committee and any sub-committee.
viii) The committee may invite any persons with particular knowledge, experience or skill to attend committee meetings on special issues but without having the right to vote.
ix) The committee may set up sub-committees and working groups from time to time, establishing their terms of reference and any delegated responsibilities as appropriate.
x) All committee members should be sent written notice of all meetings at least 7 days in advance of such meetings unless when there is urgent business, shorter notice may be given in agreement with the Secretary.
xi) Matters not dealt with in the published rules will be dealt with at the discretion of the Committee after taking into account all current legislation.
8. FINANCE
i) All monies raised by or on behalf of the Organisation should be used to further the objectives of the Organisation.
ii) The Treasurer shall keep account of all income and expenditure and shall submit accounts to the annual general meeting and the Treasurer and committee shall ensure all membership records are kept up to date.
iii) A bank or building society account shall be established in the name of the Organisation and withdrawals shall be made in its name on the signature of any two of the 3 named committee members excluding the Treasurer.
iv) Members of the Management Committee may claim reasonable out of pocket expenses whilst on business on behalf of the Organisation.
v) The financial year of the Association is from January 1st to December 31st each year.
9. CODE OF CONDUCT
All members shall agree to abide by the group’s Code of Conduct and failure to do so may result in the member being asked to leave the meeting or resign.
10. ALTERATIONS TO THE CONSTITUTION
This constitution may be altered by means of a resolution passed by a two-thirds majority of those present and voting at a quorate annual general meeting or a quorate special meeting held for that purpose. Any alterations to this constitution shall take immediate effect, providing that such implementation shall not run counter to any other provision of this constitution.
11. DISSOLUTION
The Organisation may be dissolved at any time by means of a resolution agreed by a two thirds majority of those present and voting at any annual general meeting or special meeting called for that purpose. Any assets left in the main bank account will be distributed to all existing members following the satisfaction of all debts and liabilities. If amounts left over total less than one pound per existing member, the remaining balance shall be given to a charity chosen by the Management Committee.
Signed (Chair): Brenda Smith Date: 21/01/2011
