Aims and objectives of our Association
The association seeks to represent and promote the interests of all the
residents members living on our site We will work for improvements.
To our homes - The local environment
We will promote any charitable purpose for the benefit of the community. In
particular the advancement of education., furtherance of health, relief of poverty,
sickness and distress and we will promote activities for young people as well as
for older residents.
We will promote good site management.
This association supports no political party.
To achieve our aims:
We will find out what the aspirations and needs of all the members on the site,
so we can represent the views of all our members.
We will do our best to keep our membership informed and give everybody the
opportunity to put their view forward. We will aim to make it as easy as possible
for everybody to take a full and active part in our organisation.
We may organise events or meetings to further our aims and allow consultation
with residents and members on all matters relating to accommodation matters
on site.
Membership of our organisation Full or Honorary:
The Full members of this association are all residents who are member of
our association and live on our site. Any Full member of the association can
stand for election to the committee, Any person who joins our association but
does not belong to our site can become an Honorary Member but cannot stand
for office and has no voting rites.
All members of the association are welcome to any public events and meetings
organised by the association. At events and meetings, members are expected to
behave in a reasonable manner. The chairperson or event organiser will have the
authority to exclude from a meeting or event anyone whose language or behaviour
is offensive or deemed to be offensive.
Co-option of members with skills and knowledge useful to the association:
The association may co-opt advisers or Honorary members to the committee.
These cannot be officers of the association and they are not allowed to vote,
but can support and advise the association. Co-opted members and Honorary
members cannot represent the association at any outside meetings or forums.
Equal Opportunities Statement:
We want people from different backgrounds and different experiences to be part
of our association.
This is why we strive to make our Residents Association a place where everyone
can feel welcome and safe. We will challenge any remarks or behaviour that
cause offence and makes some people feel unwelcome. We will do our best
to overcome any obstacles to people giving their view or getting involved in
our association.
We will take positive action to reach those people that are underrepresented
at our meetings and will consider Equal Opportunities in our expenses policy.
How we will organise our committee:
We will have at least a chairperson, treasurer and secretary. The association
may elect other officers. We will have a committee that will consist of the
officers and at least six other members of the association to carry out the
day to day business of the association.
How we will make sure we are democratic:
Once per year (no later than after 15 months) we will hold an Annual General
Meeting (AGM). This is where the officers and committee will be elected
by majority vote. Written notice, and an opportunity to nominate people for
officers and committee, will be sent to every member. Nominations in advance or
from the floor will be accepted only if the person nominated is present at the
Annual General Meeting or has put in writing that they want to stand. At least
a third of members of the association have to be present at the Annual General
Meeting.
What happens at our Annual General Meeting?
The minutes of the previous AGM will be presented and approved.
The existing committee will present a report of the association's activities.
The existing treasurer will present accounts for the year.
The existing committee will stand down.
Special General Meetings:
A Special General Meeting open to all members will be convened if a third
of members request this in writing to the secretary stating their reason for
wanting one. This could be in the form of a letter signed by a third of
members from different addresses. The secretary will ensure that the meeting
is held within 28 days and that all households are given prior notice.
How the association will be run:
This association will try to be as democratic and open about its business as
possible. We will hold regular Committee meetings and keep records of all
meetings and will aim to publicise all meetings in addition to the Annual
General Meeting to all members on the site to plan our activities and consult
our members.
How many people need to be present to take a committee decision
At least a third of the membership of the committee have to be present to take
a decision on behalf of the association. All members of the committee should be
consulted on the dates and venues. The committee will try to work by consensus
(i.e. we will try to come to an agreement) but where this is not possible decisions
will be taken by majority vote.
How will everybody know what has been decided
We will keep minutes of all meetings of the association. We will note down what
has been agreed or decided and who is responsible for any jobs involved in that
decision. The minutes will be presented to the next meeting and have to be
approved. Any member of the association has the right to read the minutes of
any public or committee meeting.
Responsibilities of the officer
Our chairperson will:
Usually chair all meetings. Ensure that all present can contribute without
interruption and intimidation. Prepare the agenda with the secretary and
ensure that agenda items are resolved.
Our secretary will:
Deal with all correspondence, keep minutes and records. Keep all members
informed. Prepare the agenda with the chairperson. Will take the Chair if
Chairman cannot attend a meeting .The Treasurer will:
Keep up to date records of all financial transactions and make sure all members
of the association receive all their expenses promptly. Make regular financial
reports and prepare the accounts to the AGM.Members of our committee will:
Work as part of a team and have the right to represent the association on
outside bodies.
Finance
The committee can raise money on behalf of the association as they see fit,
as long as they spend it in line with the aims and objectives of the
association. If necessary, we will open a bank account that provides a cheque
book for the association and we will nominate at least two signatories for all
cheques. The signatories must not be members of the same household.
The association should keep receipts for all money paid out. The treasurer
will ensure that all accounts are checked and signed once a year.
The association will adopt an expenses policy to make sure all members know
exactly how much money everybody will be able to claim on behalf of the
association. The expenses policy can be amended at a public meeting to ensure
it is flexible enough to suit the needs of this association.
How we can change this constitution
The constitution may only be amended at an Annual General Meeting or
Special General Meeting or at a Committee Meeting. If anyone wants to make
changes to this document, they have to put them in writing and send them
to the secretary before the meeting. If possible, the secretary should let all
the members know prior to the meeting that a change to the constitution will
be on the agenda. Changes to our constitution must not weaken the
association's commitment to equal opportunities.
How we can dissolve our association:
The association may only be dissolved at a public meeting. All members have
to be informed that a decision about the future of the association will be on the
agenda. It is the responsibility of the outgoing committee to ensure that all
members are informed in advance of the meeting and its purpose. A proposal to
dissolve the association will only be carried if agreed by two thirds of the
members present or if the association is unable to form a committee.
All outstanding bills will be paid. The remaining funds and possessions will be
transferred to a charitable organisation with similar objectives, as agreed at the
meeting.
What we can do, if details are not quite clear:
Any interpretation of this document or any additional points not covered as
yet will be decided by a majority vote of the committee and ratified by a public
meeting. The question should then be referred to the next AGM in the form
of an amendment to the constitution.
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This constitution was adopted by:
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At the meeting on:
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Signature of the Secretary:
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Signature of the Chairperson:
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