Rochester Road Area Residents Association

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Constitution of Rochester Road Area Residents' Association
As adopted at AGM on 26 November 1996

Contents

1.  Name

2. Aims
3. Objectives 3.1 Environmental issues affecting the area of the Association 3.2 Events
4. Membership 4.1 Qualification 4.2 Period of Membership 4.3 Subscriptions 4.4 Records of Membership 4.5 Voting Rights
5. Officers of the Association 5.1 Definition of Officers 5.2 Election of Officers
6. The Committee 6.1 Composition of the Committee 6.2 Nomination and Election of Committee Members
7. Committee Meetings 7.1 Authority of the Committee 7.2 Arrangements for Meetings 7.3 Sub-Committees 7.4 Quorum 7.5 Voting at Committee Meetings 7.6 Frequency of Meetings
8. Annual General Meeting and Extraordinary General Meetings 8.1 Timing of the AGM 8.2 Business of the AGM 8.3 Extraordinary General Meetings 8.4 Notification of Extraordinary General Meetings 8.5 Resolutions 8.6 Voting at Extraordinary & Annual General Meetings
9. Accounting 9.1 Financial Accounting 9.2 Assets
10. Indemnity
11. Dissolution
12. Amendments to the Constitution of the Association

Constitution of Rochester Road Area Residents' Association

1. Name The name of the Association is "Rochester Road Area Residents' Association" which may be abbreviated to RRARA. In this document all references to "the Association" shall be taken to mean the Rochester Road Area Residents' Association. top...
2. Aims The Aims of the Association are to:- (i) provide a forum for discussion on any matter concerning the local environment; (ii) represent the collective views of its members; (iii) take appropriate action on such issues; (iv) promote opportunities to encourage a positive community spirit; (v) collaborate with other organisations as appropriate. top...
3. Objectives 3.1 Environmental issues affecting the area of the Association When issues arise which are likely to affect the residents, the local environment or the facilities of the area, the views of the membership will be sought and their opinion expressed through the Association to the relevant authorities. There will be a policy of the Committee membership aiming to include someone from each street covered by the Association, to ensure the Committee's view is as representative of all residents as possible. 3.2 Events To facilitate proposals brought to the Committee and considered by the Committee to be of benefit to the community under the terms of the Association's Aims. top...
4. Membership 4.1 Qualification All residents of Rochester Road, Radcliffe Road, Palmerston Road, Dorney Close, Ravencragg Road, Woodfield Road, Shaftesbury Road, Hartington Crescent, St. Andrew's Road and from the railway bridge in Beechwood Avenue as far as the Tennis Club in Beechwood Avenue are entitled to be Members of the Association and are deemed to be members unless individuals specifically withdraw their membership, or have not paid their subscription fee when this is appropriate. 4.2 Period of Membership Membership will only terminate upon the dissolution of the Association or at the personal request of an individual member or on non-payment of subscriptions when these apply. 4.3 Subscriptions (i) The membership subscription will be an annual fee as set by the AGM The AGM may decide to waive the subscription fee in years where there is no pressing need for funds. Subscriptions levied will be per household. (ii) When fees have been waived an Extraordinary General Meeting can be called to discuss and set a subscription fee for the rest of that year. (iii) When subscription fees are collected, membership cards will be issued and a register of fees collected will be maintained. 4.4 Records of Membership In the event of fees being levied, a register of paid-up members will be maintained. 4.5 Voting Rights All adults (over the age of 18 years) being resident in the area of the Association and not being specifically excluded from membership under paragraph 4.2 shall have the right to vote at all Annual and Extraordinary General Meetings. top...
5. Officers of the Association 5.1 Definition of Officers (i) The Association will have four honorary officers as follows:- Chairperson, Vice Chairperson, Treasurer, Secretary (ii) The above officers will be automatically members of the Committee of the Association. 5.2 Election of Officers (i) All officers will be elected by simple majority of those present at the AGM and eligible to vote, for a period of one year and will then be eligible for re-election. (ii) Any vacancy arising between AGMs may be filled at the discretion of the Committee. Any person so appointed will have the full rights and authority applicable to that office. If they wish to continue in office after the next AGM following their appointment then they must submit themselves for election at that AGM. top...
6. The Committee 6.1 Composition of the Committee In addition to the four officers (paragraph 5) the Committee shall consist of no fewer than four, and no more than eight, elected committee members. Up to three people may be co-opted by the Committee as non-voting members. 6.2 Nomination and Election of Committee Members (i) Nominations for officers and committee members should be made in writing to the Secretary of the Association, to be received not less than 24 hours before the meeting, (ii) Such nominations should be signed by (a) the proposer, (b) the seconder and (c) the nominee, indicating his/her willingness to stand. (iii) Committee members shall be elected by simple majority of those present at the AGM and eligible to vote, for a period of one year or until the next AGM, when these will retire. They will be eligible for re-election. (iv) Where there is to be a contest for membership of the Committee at an AGM the Chairperson should advise the membership which streets the candidate is able to represent. (v) Vacancies arising between AGMs may be filled at the discretion of the Committee, for the remainder of the period until the next AGM. Due consideration must be given to any candidates who stood for election at the previous AGM. top...
7. Committee Meetings 7.1 Authority of the Committee (i) The Committee shall have the full authority to act on behalf of the Association in all 'day to day' activities and in all aspects of the running of events. (ii) Where important matters affecting the local environment are concerned the Committee will consult the membership at an Annual General Meeting or at an Extraordinary General Meeting called specifically for that purpose. (iii) In the event of a need for urgent action, the four officers shall be empowered to act on behalf of the Committee and the Association. 7.2 Arrangements for Meetings (i) Committee meetings will be called by the Secretary of the Association as directed by the Chairperson of the Association. (ii) The Secretary, in conjunction with the Chairperson, will prepare an agenda for each meeting and will cause minutes to be taken and distributed to members of the Committee. (iii) Minutes of all Committee meetings will be made available to any member of the Association on request. 7.3 Sub-Committees (i) The Committee may appoint sub-committees for any specific purpose. Sub-committees should normally be chaired by a member of the main Committee. (ii) Any such sub-committee will report back to the main committee and be responsible to it. (iii) Any sub-committee will maintain minutes of its meetings and make these available as described for the main committee in 7.1 above. 7.4 Quorum The quorum of the main Committee shall be five voting members 7.5 Voting at Committee Meetings (i) Resolutions shall be passed by a simple majority of votes cast by those being entitled to vote (see paragraph 6.1) (ii) In the event of equality in voting at any meeting the Chairperson of that meeting shall have a second casting vote. 7.6 Frequency of Meetings There will not be fewer than six committee meetings in any year. top...
8. Annual General Meeting and Extraordinary General Meetings 8.1 Timing of the AGM Each AGM must be held within 12 months of the previous AGM, on a date to be set by the previous AGM. 8.2 Business of the AGM The following business will be transacted at the AGM:- (i) Reports from the Chair of the activities of the Association during the previous year; (ii) Presentation of a Certified Statement of Accounts for the previous year; (iii) Election of officers and committee members. (iv) Appointment of a responsible person to certify the next Annual Statement of Accounts; (v) Review the necessity for and fixing of the level of membership subscription; (vi) Consideration of resolutions from the Committee and/or members; (vii) Any other business as determined by the Committee and/or members; (viii) A.O.B. will be allowed from the floor of the meeting at the absolute discretion of the Chairperson of the meeting. 8.3 Extraordinary General Meetings An Extraordinary General Meeting may be called at any time by resolution of the Committee or by a request from members. Any such request from members must set out the resolution(s) proposed, be signed by 50 members of RRARA having a right to vote (paragraph 4.5) and be received by the Secretary of the Association allowing a reasonable time for the membership to be notified of the date and purpose of the meeting. Business proper to be conducted at an Extraordinary General Meeting may include the following:- (i) Removal of any or all officers and committee members. (ii) The filling of any vacancies resulting from (i) above, (iii) Alteration of the Constitution of the Association. (iv) Any urgent and important issue affecting or relevant to the aims and objectives of the Association. (v) Dissolution of the Association, 8.4 Notification of Extraordinary General Meetings (i) The Chairperson will notify all members of the Association about the arrangements for the meeting. A minimum of 3 days notice will be given of the date of the meeting. The period of notice may be reduced at the discretion of the Chair of the Association where a clear and pressing need for urgency can be demonstrated. (ii) The notification shall list the resolutions to be put before the meeting. (iii) The Chairperson will notify all members about arrangements not less than two weeks before the AGM. 8.5 Resolutions (i) Resolutions should be received in writing by the Secretary of the Association allowing a reasonable time for the membership to be notified of the date and purpose of the meeting. (ii) Such Resolutions should be signed by (a) the proposer and (b) the seconder, being RRARA members. (iii) Resolutions may be taken from the floor at the discretion of the Chairperson of the meeting. 8.6 Voting at Extraordinary & Annual General Meetings (i) Resolutions shall be passed by a simple majority of those being present and eligible to vote (see paragraph 4.5) (ii) In the event of equality of voting at any meeting, the Chairperson of that meeting shall have a second or casting vote. (iii) Resolutions amending the Constitution and to dissolve the Association shall require a two-thirds majority of those present and eligible to vote. top...
9. Accounting 9.1 Financial Accounting (i) The financial year of the Association will end on 30th September. The Treasurer will present a Certified Statement of Accounts to the AGM. (ii) The Treasurer will maintain accounts for all money both received and expended by the Association for whatever reason and will report as required by the Committee. (iii) Other persons dealing with money for and on behalf of the Association will render to the Treasurer properly receipted accounts to the satisfaction of the Treasurer. (iv) The Treasurer will operate banking arrangements as agreed from time to time by the Committee. All cheques or other instruments drawn on the Association's bank account and any direction to the Association's bankers shall require the signature of two people nominated by the Committee for that purpose. (v) No expenditure may be undertaken or committed to on behalf of Association unless it supports the aims and objectives of the Association and has the financial concurrence of the Treasurer. 9.2 Assets (i) Returns of assets owned by the Association shall be submitted to the Treasurer by the responsible officers for inclusion in the year end accounts. (ii) Assets should be accounted as a diminishing fund on a basis agreed by the Treasurer. (iii) Assets so held must be made available for physical inspection by the auditor as may be required. top...
10. Indemnity (i) The officers and members of the committee shall not be liable, other than as ordinary members, for any loss suffered by the Association as a result of the discharge of their duties, except where such a loss arises from their wilful default. (ii) They shall be entitled to an indemnity out of the assets of the Association for all expenses and other liabilities incurred by them in the proper discharge of their duties. top...
11. Dissolution (i) The Association may be dissolved by a resolution passed at an Extraordinary or Annual General Meeting and will take effect from the end of the meeting when that resolution is passed as set out in Paragraph 8.3 (v). (ii) The Committee or specific persons appointed for that task shall be responsible for winding up the affairs of the Association, settling its liabilities and disposing of its assets. (iii) Should any surplus occur following the settlement of all debts and liabilities then the remaining assets should be passed to a non profit making or charitable organisation having aims and objectives similar to those of the Rochester Road Area Residents' Association. Such an organisation may be selected by the meeting passing the resolution to dissolve the Association or it may be left to the discretion of the committee or persons appointed to wind-up the affairs of the Association. top...
12. Amendments to the Constitution of the Association The Constitution may only be changed by a resolution presented before an Extraordinary or Annual General Meeting as set out in paragraph 8.3 (iii). top...
END


This document has been scanned from an original printed version of the Constitution by Jim Brannigan on the authority of the Committee of the Association at a meeting held on the 20th of August 2002.

Comments may be sent to jim@rrara.org.uk

30 September 2002

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