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Alton Eastbrooke & Wooteys Residents' Association

Constitution

1.   Name

The name of the Group shall be the Alton Eastbrooke and Wooteys Residents’ Association.

 

2.   Objective

The objective of the group shall be to represent the views and needs of the residents of Alton Eastbrooke and Alton Wooteys wards.

 

3.   Membership

Membership shall be open to any interested household or person over the age of 16, living in the area covered by the group. The Committee members will be elected from the wider membership.

 

4.   Subscription

There is no membership subscription, but voluntary contributions are welcome.

 

5.   Equal Opportunities

Members of the group shall seek to actively represent the needs and views of the whole community, and must not discriminate on the grounds of nationality, race, gender, disability, sexual orientation, religion or belief.

 

6.   The Committee

6.1         At the Annual General Meeting, members shall select the committee. The committee is responsible for the management of the group.

6.2         The committee will consist of at least 3 members, preferably to include a Chair and Secretary, always to include a Treasurer. If a Chair or Secretary do not stand, a committee member will chair meetings and take minutes until such point as an individual is elected.

6.3         All elected members of the committee shall have one vote.

6.4         Should vacancies arise among the officers of the committee, the committee shall have the power to use their members as replacements for these posts.

6.5         The committee may form sub-groups to deal with specific issues. The sub-groups will report directly to the committee.

6.6         The committee shall meet no less than three times a year in addition to the Annual General Meeting.

6.7         Notes of the meetings shall be produced and will be available to all members of the Association, and to any staff member of Radian Housing & East Hampshire District Council.

6.8         The committee may co-opt up to three additional members onto the committee.

6.9         Any member of the committee being absent from three (3) consecutive meetings of the committee shall, unless the committee accept that there is good reason for this absence, cease to be a member of the committee.

 

7.   Annual General Meeting

7.1         There shall be an Annual General Meeting held every year at which the following items will be included as agenda items:

·                    Annual report from the committee

·                    Present statement of accounts of which the statement of accounts will close each year at the end of March for Audit

·                    Election of Officers and Committee

·                    Amendments to the Constitution.

 

7.2         The committee will notify all members of the date no later than twenty eight days prior to the Annual General Meeting

 

8.   General Meetings

8.1         In addition to the Annual General Meeting the committee will call at least four meetings per year, which all members of the group may attend.

8.2         All general meetings shall be advertised to members at least seven days in advance.

8.3         A Special General Meeting open to all members will be held if sixteen (16) or more members submit a request in writing to the Secretary.

8.4         The Secretary shall arrange a meeting within fourteen (14) days of the receipt of the request for a Special General Meeting.

 

9.   Quorum

No General, Special General or Annual General Meeting shall take place if fewer than four members are present.

 

10.  Changes to the Constitution

10.1      The constitution of the group may be altered at the Annual General Meeting.

10.2      Any suggested changes must be handed to the Secretary fourteen days prior to the Annual General Meeting.

10.3      Changes to the constitution must be agreed by two-thirds of the members present at the meeting.

10.4      The group shall notify Radian Housing & East Hampshire District Council of any change to its constitution within 28 days.

 

11.    Finance

11.1      All money raised by or on behalf of the group shall be applied to further the objectives and aims of the group and for no other purpose.

11.2      The Treasurer shall open a bank/building society account in the name of the group.

11.3      The Treasurer shall keep a proper account of the income and expenditure of the group.

11.4      The committee shall nominate three cheque signatories, one of whom being the Treasurer.

11.5      Any expenditure over £10.00 shall be authorised by the committee at meetings.

 

12. Dissolution

The group may only be dissolved by a simple two-thirds majority, after being advertised to all members fourteen days prior to dissolution.

 

13. Standing Orders

13.1      Members shall at all times conduct themselves in a reasonable manner at meetings. Members shall be excluded if they contravene the aims of the group, use abusive language and/or violent behaviour, or the Alton Eastbrooke and Wooteys Residents’ Association Code of Conduct.

13.2      The Chair shall have a second casting vote in the event of a resolution at any meetings behind held.