Status of document
This Constitution was drawn up by the Steering Group for submission to the first public meeting on 19 March 2018. At that meeting the Committee was elected and the Constitution adopted. If you have any question regarding the consitutions, please email firstname.lastname@example.org
WEMBLEY CENTRAL & ALPERTON RESIDENTS’ ASSOCIATION
- The name of the Association is the 'Wembley Central & Alperton Residents’ Association' (WCARA)
- AREA - The area represented by the Association are the Wembley Central and Alperton wards.
- AIMS & OBJECTIVES.
3.1 Represent the views of residents in the Wembley Central and Alperton wards on issues relating to their local environment.
In particular, such issues will include:
- Crime and anti-social behaviour
- Littering and fly-tipping
- Paan spitting
- Parking and road safety
- Major planning developments
- One Tree Hill Open Space and other parks and public spaces.
- Protection of street trees and funding for planting additional ones.
3.3 Consult members about such issues.
3.4 Keep members regularly informed of local developments.
3.5 Encourage local residents to become active members of the Association.
4.1 The Association is independent, non-affiliated and non-political.
4.2. The Association is a not-for-profit organisation.
5. EQUALITY & DIVERSITY
5.1 The Association is committed to promoting equal opportunities regardless of race, colour, nationality, ethnic or national origin, religion or belief, age, gender, marital status or sexual orientation. It will not discriminate on any of these grounds.
5.2. The Association values diversity and will promote good relations with all members of the community and within its membership.
6.1. Membership of the Association is open to any resident aged 16 years and over within the Wembley Central and Alperton wards.
6.2. Only members of the Association are eligible to vote at any General Meeting of the Association.
6.3. Membership will cease if a member moves out of the area or resigns.
6.4. Associate membership is open to people who do not live in the Association area, but who are interested in helping the Association achieve its aims. The Committee will decide whether to grant associate member status and whether they have voting rights.
6.5. A list of members shall be maintained by the Membership Secretary.
6.6. The Membership Secretary, in concert with the Street Representatives, shall encourage residents to become members or renew their membership.
6.7. Any membership fee will be decided by the Committee and reviewed at the Annual General Meeting (AGM).
7. CODE OF CONDUCT
7.1. All members shall bear the best interests of the Association in mind at all times.
7.2. Members shall conduct themselves in a manner that will not cause offence to others. Harassment, bullying, intimidation or discriminatory behaviour will not be tolerated and will be grounds for suspension of individual members. The Chair and Committee members have the right to warn members of their behaviour. If they persist, they will be suspended until further notice.
7.3. Statements, or written communications, to the media or other organisations on behalf of the Association should be made only by the Chair or Committee members with the prior approval of the Committee.
7.4. All members must comply with the Constitution and Code of Conduct. Any breach may result in suspension or, in serious cases, termination of membership.
7.5. All Committee members are additionally required to sign a Code of Conduct for Committee Members. See section 9.
7.6. Any member whose activities, whether in connection with the Association or not, bring the Association into disrepute, may be suspended or expelled from membership at the discretion of the Committee.
7.7. Decisions about suspension or termination of membership will be made by the Committee following a majority vote of those present.
7.8. Any member suspended or expelled will be notified in writing giving reasons for the suspension or expulsion.
7.9. An appeal against suspension or expulsion must be submitted to the Secretary within 28 days of the letter of suspension or expulsion. The appeal will be held within 21 days of notification to the Secretary by a special meeting of the Committee and three members who are not on the Committee. The member appealing suspension or expulsion will have the right to be accompanied or represented by a third party.
7.10. The decision by the panel hearing the appeal will be final and binding on both parties.
8.1 The affairs of the Association shall be managed by a Committee comprising the following:
Chair Vice-Chair Secretary
Treasurer Membership Secretary Planning Liaison
Communications Officer Website Manager
8.2. Committee Members shall be elected at a General Public Meeting or AGM.
8.3 Additional Committee members may be appointed by the Committee with specific portfolios or tasks as required from time to time with full voting rights until the next general meeting or AGM.
8.4. All Committee Members shall retire at the next AGM, but will still be eligible for re-election.
9. DUTIES & AUTHORITY OF THE COMMITTEE
- The Committee shall monitor the work, finance and membership of the Association.
- The Committee will produce and up date an action plan throughout the year and prepare an Annual Report to members at the AGM.
- It will meet as frequently as may be necessary, but at least four times a year.
- The Chair shall preside, or in his/her absence, the Vice-Chair.
- In the absence of both Chair and Vice-Chair, a temporary Chair shall be elected from those present.
- 4 members attending shall constitute a quorum.
- Minutes of meetings will be recorded for subsequent approval at the next meeting.
- The Committee shall have the authority to appoint temporary sub-committees if deemed necessary. Sub-Committees will be directly accountable to the Committee. The Committee will agree in advance the terms of reference.
- The Committee shall have the authority to invest money, operate a bank accountand to authorise expenditure.
- Committee Members must not divulge any confidential Association business or and/or papers to any other persons or organisations.
- Committee Members must never use their position to seek preferential treatment or gain for themselves, their family, relatives, friends or associates.
- Correspondence sent on behalf of the Association should be signed by the Chair or Vice-Chair or Secretary and a digital record kept of all correspondence.
- When and where appropriate, Committee Members shall declare any potential conflict of interest and withdraw from discussion and voting.
- When necessary, decisions may be agreed and effected using electronic means outside of a Committee Meeting. Any such decisions should be recorded and approved at the next Committee meeting.
- Committee Members are required to sign and adhere to a Code of Conduct.
10. FINANCES & EXPENSES
- The Treasurer shall keep and maintain proper records of accounts showing all the financial transactions of the Association.
- The records shall be balanced and presented at a meeting of the Committee at least every six months.
- The Treasurer shall prepare a statement of receipts and expenditure and a balance sheet for the financial year ending on 31st March to the Annual General Meeting.
- The balance sheet shall have been audited by the Auditor appointed by the Committee.
- All monies in the possession of the Association shall be held in a reputable bank.
- All cheques shall be signed or all electronic transfers shall be authorised by any one of the Chair, Vice-Chair and Treasurer.
- Expenses and expenditure incurred wholly in respect of the legitimate activities of the Association shall be submitted with supporting documents to the Treasurer at least 7 days prior to the next Committee Meeting.
- expenditure in excess of £100 must be approved by the Chair or Vice-Chair and the Treasurer or another Committee Member.
11. ANNUAL GENERAL MEETING
- The Association shall hold an AGM once each calendar year and not more than fifteen months shall pass between one AGM and the next.
- It shall be held at a time and place decided by the Committee.
- Members will be notified of the date, time and place of the Annual General Meeting not less than 14 days before the date.
- The notice shall invite the submission to the Secretary of nominations for the election of Committee Members.
- Nominations should be accompanied by the name of the proposer and seconder, together with the signature of the nominee(s) signifying their agreement to stand for election.
- Any motion for discussion at the AGM shall be submitted to the Secretary at least seven days prior to the AGM.
- Local Councillors and a member of the local policing team for each ward shall be invited to attend the AGM.
- The AGM shall:
- an Annual Report from the Committee on the activities of the Association.
- Present the statement of accounts and a duly-audited balance sheet from the Treasurer.
- Committee Members.
- Agree rates for membership fees (if any).
- motions, of which notice shall have been given, and any other matters pertinent to the business of the Association.
- Vote on any amendments to the Constitution.
12. SPECIAL GENERAL MEETINGS
- A Special General Meeting shall be called if requested by a notice in writing stating the reason and signed by not fewer than 20 members.
- At least 14 days’ notice of such a meeting, stating the purpose for which it is being called, shall be communicated to each member.
13. GENERAL MEETINGS
- General Meetings open to all members may be called as and when required.
- All current members are to be notified and invited to attend. Fifteen members, including at least two Committee members, shall constitute a quorum.
- Voting shall be by a show of hands unless, on a motion to that effect, not fewer than one-third of those present vote in favour of a secret ballot.
- The Chair shall have a casting vote.
- Decisions made at General Meetings shall be binding on the Committee.
14. GENERAL MATTERS
- Any questions or issues that members wish to raise with the Association should be forwarded to the Secretary in writing.
- If deemed appropriate, the member(s) shall be invited to attend a Committee Meeting to discuss the matter.
The Committee will only deal with complaints that relate to the activities of the Association and its members in relation to the Constitution and Code of Conduct. It will not deal with personal or neighbour disputes.
The Committee shall have the authority to discuss and act upon any emergency which may arise and which is not provided for within this Constitution.
17. AMENDMENTS TO THE CONSTITUTION
The Constitution may be amended by a majority vote of the Committee and put to the next General Meeting of the Association for approval.
Membership of the Association shall be taken as acceptance of this Constitution in its entirety.
- The Association may be dissolved by a majority resolution at a Special General Meeting, or, if a quorum cannot be obtained, by a majority resolution of the Committee.
- Dissolution shall take place on the day the resolution is passed and the Committee shall be responsible for winding up the Association.
- The Committee shall realise assets, discharge debts and donate any surplus funds to a registered charity concerned with the preservation of the amenities and character of the Association’s area.
The Constitution to be approved at the first public meeting to be held on 28 February 2018