MANDATE:


Support sustainable development.

Protect Greenbelt land.

Encourage sensible housing targets.

Protect and preserve our environment for future generations.


1. MAPLE CROSS AND WEST HYDE RESIDENTS ASSOCIATION

2. AIMS of this Residents Association:

2.1  To protect and promote the interests of all residents in the area of Maple Cross and West Hyde and maintain good relations within the community.

2.2  To organise and promote united action for the aforementioned purpose

2.3  To hold meetings for the discussion of matters affecting the interests and environment of the residents of Maple Cross and West Hyde.

2.4  Electronic mail will be used for both information distribution and discussion purposes with Members.  Similarly online surveys will be conducted to gauge Members opinions, as and when necessary.

2.5 Promote Environmental Issues and address issues appertaining to Climate Change

2.6 To establish and maintain funds by means of donations, contributions events or otherwise.

2.7 The Residents Association shall be non sectarian and independent of any political party.


3.  MEMBERSHIP:

3.1 Membership shall be open to both residents within the Maple Cross and West Hyde community and those persons actively engaged within a Club or Association within the Maple Cross and West Hyde area.  

3.2 All members will have an equal vote.

3.3 All members should actively seek to represent the various needs of the

area and must not discriminate on the grounds of nationality, political   opinion, race, religious opinion, gender, age, sexuality or disability.

3.4 Members shall at all times conduct themselves in a reasonable manner when attending meetings or any functions linked to the R.A.


4.  DONATIONS and CONTRIBUTIONS

4.1 All money raised by or on behalf of the Association is to be used only to further the aims of the Association.

4.2 The Association will accept donations from individuals, including one or more members of the same household, organisations and businesses.  We will not, however, accept donations made by donors whose activities appear to be in direct conflict with the best interests of our members.

4.3  The management of the funds of the Association shall be the responsibility of the Committee which shall consist of the Chairperson, the Secretary, the Treasurer and at least 2 General Members

5.  THE COMMITTEE:

5.1  A Committee shall be elected to carry out the business of the R.A.

5.2  The Committee shall be made up of a Chairperson, a Vice Chairperson, a Secretary, a Treasurer and General Members.

5.3 The committee shall be elected at the First General Meeting and thereafter at the Annual General Meeting (AGM), when they retire and are eligible to stand for re-election.

5.4 The Association shall be run on a day to day basis by the Officers.  

5.5  The Committee shall meet on a regular basis to discuss items of importance to the Membership.

5.6  The Committee will meet once every three months on the first Thursday and no less than four times per year.  

5.7  The Chairperson shall chair the Committee Meetings and undertake any other duties delegated by the Committee.  The Vice Chairperson can deputise should the Chairperson be unavailable.

5.8  The Secretary shall notify Members of the Committee about Meetings and keep minutes of all meetings.  These shall be made available to all members via email.

5.9 The Secretary shall advise all members of the Association of the date,

place and Agenda of the Annual General Meeting and any General​ Meeting.

5.10   The Treasurer shall maintain a Bank Account and will be responsible for the signing of cheques which must be accompanied by two signatures at all times.  Treasurer and one of the elected Committee Members.

5.11 Vacancies arising during the year can be filled by an election at the next general meeting or via an email ballot.


6. POWERS and DUTIES OF THE COMMITTEE MEMBERS. 

6.1  With the exception of administrative decisions taken by the Chairperson, Vice Chairperson, Secretary and Treasurer acting in their official capacities, decisions of the Association shall be taken by voting.

6.2  Attend meetings regularly or send apologies if unable to attend.

6.3  Appoint Sub. Committees with powers deemed appropriate.

6.4  The Committee shall be empowered to take all such action and incur such expenditure as it may consider necessary or desirable in the interests of the Association and with a view to the attainment of it’s aims.

6.5  Prepare a report of it’s years work for the AGM.

6.6  The Committee may co-opt not more than five additional persons to serve during that year.

6.7  An officer or committee member may be removed from office by a vote at a General Meeting


7.  ROLES and RESPONSIBILITIES

7.1  Chairperson: To provide leadership, direction and focus.  Be the Public Representative for the Association and the first contact with outside bodies and individuals.  The Chairperson is permitted to delegate duties as she/he deems appropriate.  Together with the Vice Chair or 1 General Member will plan, call and chair meetings.  Ensure the committee works well together.  Maintain the R.A’s aims and coordinates it’s activities.  To have the casting vote in the event of a tied vote.

7.2  Secretary:  Book dates and venues for meeting and set Agenda with the Chairperson and Committee members. Take minutes with date of next meeting.  Circulate minutes as soon as possible.  Present minutes for approval at next meeting.  Record attendance of meetings. Carry out instructions of the Committee. Members of the Association can assist as required.

7.3 Treasurer:  Keeping the accounts of any monies collected.  Pay bills and keep accurate records of money received and spent.  Prepare a financial report for the committee at every meeting. Prepare end of year financial account – and to circulate accounts at least seven days before the AGM.  The accounts are to be examined by at least two other Members of the Committee.

All duly incurred expenses will be refunded on provision of a valid

receipt.

Although the treasurer keeps the accounts in order, the Association’s finances are the responsibility of the whole committee.

7.4  Vice Chairperson:  Assisting and Deputising for the Chairperson.  Generally coordinating activities and assisting with the planning and calling of meetings.

7.5  General Committee Members:  

Promote the Association’s activities, campaigns, etc. and provide support to the Committee on an ad hoc basis. 

8.  MEETINGS of the ASSOCIATION

8.1  ANNUAL GENERAL MEETING (AGM): will be held each year where the membership will be given no less than 14 days notice of the location and the Agenda of the Meeting.  

The Agenda for an AGM shall be as follows:


1. Apologies for Absence

2. Minutes of Last Meeting


3. Matters arising not on the Agenda


4. Report of the Officers.

    4.1 Chairperson

    4.2 Secretary 

    4.3 Treasurer

5. Appointment of Reporting Accountant


6. Election of Officers

   6.1 Chairperson

   6.2 Secretary

   6.3 Treasurer

If only one person has been nominated for each of the offices or if not more than twelve persons have been nominated as other members of the committee, such persons shall be declared duly elected.


7. Election of Committee

   

8. Motions received prior to the circulation of the Agenda.

9. Any Other Business

10. Date of Next Meeting


8.2      A quorum for an Annual General Meeting shall be 20 Members present and voting or 10% of the Membership which ever is the lower number.

The same will apply to any Special General Meetings held.

8.3 EXTRAORDINARY GENERAL MEETING:

Should the Committee decided to call a meeting on an urgent matter or should no less than 25% of the Membership request that the Committee hold such a meeting (either by letter or email) then the Secretary shall call such a Meeting provided no less than 14 days notice to the Membership.   Only items on the Agenda may be discussed at such a Meeting.

8.4  Any motion shall be decided upon a simple majority of those present, except changes to the constitution which require a two thirds majority. A resolution shall be decided on a show of hands unless a ballot is demanded by a proposer and seconder.

8.5  All decisions made are to be carried out as determined by the meeting.

9. CHANGES to the CONSTITUTION

9.1  No alteration of the Constitution of the Association shall be made except by a resolution passed by a two-thirds majority of the members present at an AGM or EGM convened for the purpose. No motion proposing an alteration of the Constitution shall be considered unless fourteen days notice has been given to all members of the Association.

The Constitution must then be changed to reflect the amendment.


10. LIMITATIONS of LIABILITY

10.1 No Member, Committee Member or Officer shall be liable for any financial loss of the Association.

11.  COMMUNICATION to MEMBERS

11.1  The Association may contact a member by electronic mail.  The notice may also be advertised on relevant social media sites.

12.  DISSOLUTION of the ASSOCIATION

12.1 The Association may only be dissolved at an Extraordinary General Meeting called for that purpose, giving members at least fourteen days notice of the meeting.

12.2  A proposal to dissolve the Association shall take effect only if agreed by two-thirds of the members present at the meeting.

12.3 Any assets (financial or otherwise) remaining after the payment of all debts and liabilities, shall be given to a registered charitable organisation, according to the wishes of the membership of the Association. If there is more than one nominated charity the recipient shall be decided by a simple vote.

This constitution was adopted at the AGM/General Meeting held on:

Date: 11 December 2019 Time: 20:05

            

Venue: Maple Cross & West Hyde Community Centre.

Signed…………………………………………………………...Chairperson

Signed……………………………………………………………Secretary

Signed…………………………………………………………….Treasurer

 

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