Residents Associations in the UK

How to set up and run a Residents Association contd.

xxxxxxxxxxxxxxx Residents' Association

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1.NAME

The name of the Association shall be ‘xxxxxxxx Residents’ Associations’ hereinafter called ”The Association”.

2.OBJECTS

The objects of the Association, which shall be non-party political and non-sectarian shall be:

a) To watch, protect and further in every legitimate manner the general interests of the ratepayers and residents of the xxxxxxxx, and to organise and promote united action for this purpose.

b) To advocate and encourage efficiency and economy in local and central government and public service administration.

c) To give help, information and advice to any resident or ratepayer in xxxxxxxx on any matter connected with the above-names objects.

d) To arrange functions for furthering the above-named objects.

e) To do all such other lawful acts as are incidental or conducive to the attainment of the above objects.

3.MEMBERSHIP

The Association at the first ordinary meeting convened after the date upon which the application as received shall consider any association or organisations functioning in xxxxxxxx, having objects corresponding or similar to those of the Association. After approval of an application by a majority vote, the applying association shall, upon payment of the annual subscription in accordance with Rule 4 hereof, be deemed to have been duly enrolled as a member association. Each member association shall be entitled to a representation of four delegates, or the Association in Annual Meeting shall appoint such other non-member as from time to time. The Executive Committee of the member association shall appoint such delegates, but shall not be persons actively engaged in the affairs of, or holding office in, any political party. The Association shall have power to co-opt any fit and proper person on to the Association and any Sub-Committee.

4.SUBSCRIPTIONS

The annual subscription to the Association shall be for each calendar year ending on 30th June and shell be payable in advance by each member association on 1st July each year or upon enrolment The amount of the annual subscription shall be determined from dine to time by the Association in Annual Meeting. Any member association the subscription of which remains unpaid on 30th June in any year shall be deemed to have resigned its membership of the Association, subject to the discretion of the Association.

5.OFFICERS

The officers of the Association, all of whom shall be honorary, shall consist of a Chairman, Vice-Chairman, Secretary, Treasurer and such others as shall be deemed necessary from time to time. The officers shall be elected annually from the member association delegates at the Annual Meeting, the retiring officers being eligible for re-election. The Association shall have power at an ordinary meeting to fill any casual vacancy.

6.MANAGEMENT

The management of the Association shall be vested in the officers, together with the other appointed delegates of the member associations.

7. MEETINGS

An ordinary meeting of the officers and other delegates shall be held at least six times in the year the date, time and place to be decided at the preceding meeting.

8.ANNUAL MEETING

The Annual Meeting of the associations’ delegates shall be held not later than 31st October in each calendar year, upon a date and time to be determined at an ordinary meeting, to receive the annual report and audited income and expenditure account and balance sheet, and to elect the officers and auditor for the ensuing year.

9.SPECIAL MEETING

The Chairman may call a Special Meeting; it can also be called upon receipt by the Secretary of a requisition in writing, specifying the object of the meeting, signed by all the delegates of not less than three member associations. Any such meeting shall be held within 28 days from the receipt of the requisition and the business transacted at the meeting shall be confined to the purposes embodied in the notice convening the meeting.

10. QUORUM

Six delegates, including at least two of the officers, representing not less than three member associations personally present at any meeting shall form a quorum.

11. VOTING POWERS

Each delegate of a member association being personally present shall be entitled to one vote on each proposal and in the ease of an equal number of votes being given for and against any proposal, the Chairman of the meeting shall be entitles to give a second or casting vote. Co-opted members shall not have any voting powers.

12.MINUTES

The Association shall cause proper minutes to be kept of all meetings, which minutes shall be submitted for approval at the next meeting and, if approved, he signed by the Chairman of the meeting.

13.ACCOUNTS

The Association shall cause proper books of account to be kept in respect of:

a)All sums of money received and expended by the Association and the matters in respect of which such receipts and expenditure took place.

b) The assets and liabilities of the Association.

The books and accounts shall be kept at the residence of the Treasurer and shall be open to inspection by member association’s delegates at any reasonable time. The accounts shall be laid before the Annual Meeting, showing a proper income and expenditure account for the preceding twelve months, together with a proper balance sheet for the same period.

14.AUDIT

There shall be appointed at each Annual Meeting an Auditor or Auditors, who need not be members of a member association, who shall hold office until the conclusion of the following Annual Meeting.

15.SUSPENSION OF MEMBERS

The Association may at any time by resolution of not less than three-fourths of the delegates present at a Special Meeting called to consider the case, determine that a member association the continuance of whose membership will in their opinion, be prejudicial to the interests of the Association shall be suspended from membership. If the Association shall so determine, the member association shall be suspended from membership for such period as the Association may in its discretion deem expedient and the secretary shall notify the association concerned in writing of its suspension. No resolution passed under the provision of this Rule shall have any validity unless the member association shall have had a reasonable opportunity of attending the Special Meeting called to consider the case and of being heard in its defence.

16.ALTERATION OF RULES

No rule may be added to, repealed or otherwise altered except at an Annual or Special Meeting. Notice such alterations must be given to the Secretary not less than 28 days before the date of the Meeting, who must circulate the alteration to member association delegates not less than seven days before the Meeting. A resolution to alter the Rules must be passed by not less than three-fourths of such delegates as are present and voting thereon.

17. EXTRA POWERS

The Association shall have powers to make and amend byelaws not inconsistent with these Rules to deal with circumstances not provided for by the same. Such byelaws shall be incorporated into the above Rules at a subsequent Annual or Special Meeting.

18. DISSOLUTION

In the event of not less than three-fourths of the delegates present at an Annual or Special Meeting voting that the Association be dissolved, any remaining funds shall be placed in the trust of a body in the xxxxxxxx having similar aims and objects with the understanding that any revived Association would have a lien on those funds should a revived Association be set up.

This Constitution was adopted at a Committee meeting held on xxxxxxxxxxxxxxxxxxxx

Signed by Chairman

Signed by Secretary

Date