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CONSTITUTION FOR THE ST AUBIN RESIDENTS ASSOCIATION

NAME AND AREA

1. The NAME of the association is  the St Aubin Residents Association

2. The DEFINED AREA in respect of which the association may service a proposal notice under  is the area shown in the map attached

AIMS

3. The AIMS of the association are to:

3.1 Represent the majority view of the members

3.2 Improve the amenities, facilities and other services in the area of the association.

3.3 Be non political.

3.4 Improve and maintain communication and promote harmony between all who are active as residents / traders in St Aubin

3.5 Provide regular information to all members

3.6 Regularly consult all members.

EQUAL OPPORTUNITIES

4. THE ASSOCIATION, in all conduct of its affairs, prohibits discrimination or harassment on grounds of race, gender, age, sexuality, disability and religion.

MEMBERSHIP

5. MEMBERSHIP of the association shall be open to all residents in the defined area. 

6. Any MEMBERSHIP FEE shall be determined by the Annual General Meeting.

ASSOCIATE MEMBERSHIP

7. The Committee may accept any person as an Associate Member. They shall have all the privileges of membership except the right to vote at meetings and to be elected as members of the Committee.

8. The SECRETARY shall keep a record of all members and associate members.

ENDING MEMBERSHIP

9. MEMBERSHIP shall end when a member ceases to be a local resident in the defined area, dies, or resigns.

10. In the event of GROSS MISCONDUCT  or if such member should fail to pay their subscription within 30 days of the AGM, membership can be suspended or ended by a 75% majority vote of the Committee and the relevant member shall not be entitled to vote at any meeting of the Association.

11. A MEMBER whose membership has been suspended in accordance with clause 10 shall be entitled to have that suspension reviewed at the next general meeting of the association

MEETINGS

THE ANNUAL GENERAL MEETING

12. The Association shall hold an Annual General Meeting (AGM) once in each calendar year, and not more than 15 months shall pass between the date of one AGM and the next.

13. The AGM shall:

  • Receive an annual report from the Committee
  • Present accounts to members
  • Elect the Committee
  • Consider any resolutions put forward by members
  • Vote on any amendments to the constitution

14. All MEMBERS shall be given 21 days written notice of the AGM, and this must include an agenda, minutes of the last AGM, details of nominations to the Committee and any resolutions which include any proposed changes to the constitution. Agendas and minutes should be submitted by e mail or other agreed method.

15. Any PROPOSED CHANGES to the constitution by the MEMBERSHIP or nominations to the Committee must be notified and sent to the Secretary in writing at least 14 days before the AGM.

16. The Quorum for the AGM shall be 20 members or 20% of the membership which ever is the most.

GENERAL MEETINGS

17. Each year the association shall hold at least one GENERAL MEETING (excluding the AGM) which shall be open to the general membership.

18. All MEMBERS of the association shall receive 21 day's notice of General Meetings.

19. The GENERAL MEETINGS shall be minuted.

20. The QUORUM for all general meetings shall be 20 members or 20 per cent of the membership, whichever is the most.


SPECIAL GENERAL MEETINGS

21. A SPECIAL GENERAL MEETING may be called by the Committee and must be called
by the Committee if requested by at least 20 members or 20 per cent of the
membership, whichever is the most, at least 21 days before the date on which those
members request the meeting to be held.  The Secretary must send to each member
written notice of a Special General Meeting 14 days in advance of the meeting.

VOTING

22. Each member shall have ONE VOTE on any resolution put before an AGM, General
Meeting or Special General Meeting. These votes may be in person, by proxy or by post to be received by the secretary 7 days prior to the meeting.                              

23. All VOTING that takes place at an AGM, General Meeting, Special General Meeting and Committee Meetings, shall be counted and recorded in the minutes.

24. If there is a tie the Chair will have an extra casting vote.

MINUTES

25. All VOTING that takes place at an Annual General Meeting, General Meeting, Special General Meeting and Committee Meetings, shall be counted and recorded in the minute.

26. All FORMAL MEETINGS such as Committee Meetings, Special General Meetings and Annual General Meetings must be minuted and the minute formally approved by the next meeting of the Committee or General Meeting respectively.

27. All MINUTES shall be available for inspection by members of the association at the Parish Hall and duly displayed on the notice board

THE COMMITTEE

28. Any MEMBER over the age of 16 shall be entitled to stand for election to the Committee.

29. The Committee shall stand down at each Annual General Meeting and may be re-
elected.

30. There shall be at least six and no more than twelve Committee MEMBERS.

31. There shall be at least 4 Committee MEETINGS each year. The quorum for Committee meetings shall be no less than four Committee members or 1/3 of the Committee membership whichever is the most. 

32. All MEMBERS shall be given not less than seven days notice of each Committee
Meeting by email or public notice at which any member shall be entitled to request to attend or address the Committee  (but not to vote).

33.  The Committee may from time to time as necessary create any sub-Committees and/or working parties on a permanent or temporary basis.

34. The Committee shall MONITOR the work, finances and membership of the association.

35.The Committee shall REPORT to each General Meeting on the work done by the Committee since the last General Meeting.

OFFICERS OF THE COMMITTEE

36. The Association shall have a Chairman, Secretary and Treasurer.

37. The CHAIRMAN or VICE CHAIRMAN shall chair the General and Committee Meetings.  The duties of the officers shall be defined in the standing orders of the association.

38. The OFFICERS shall report to each Committee Meeting and General Meeting of their
work.

CO-OPTEES

39. The Committee may co-opt voting members onto the Committee in order to fill
vacancies that occur during the year or to ensure appropriate representation of all people in the community.

FINANCE

40. The TREASURER shall open a bank or building society account in the name of the association and keep records of the association's income and expenditure.  The treasurer shall report the balance in the account to the Committee at each Committee Meeting.

41. The Committee shall appoint three authorised signatories for any cheques and cheques shall be signed by at least two of the authorised signatories.  The signatories should be from different households and not related to one another.

42. The Association's ACCOUNTS shall be kept up to date and annual accounts for each year shall be prepared and independently verified every year and shall be presented to the Annual General Meeting.

43. The ACCOUNTS of the association shall be available for inspection by any member of the association who requires to see them, within 28 days.  The request for inspection must be made in writing to the Treasurer.

44. The TREASURER is authorised to pay from petty cash travel and other expenses to representatives of the association undertaking the association's work providing that each payment is supported by a receipt, ticket or voucher.  Each such payment of petty cash shall be signed by the receiver.  The Treasurer shall provide a list of petty cash payments to the Committee, at each Committee Meeting.


INFORMATION

45. The association shall provide information to all members on things that affect the association and its members.

46. Every MEMBER of the association shall be given a copy of the constitution when they join.  Members shall be given copies of any changes to the constitution.

47. MINUTES of all General Meetings and Committee Meetings shall be available from the Secretary or on the website and on the Parish Hall notice board.

DISSOLUTION OF THE ASSOCIATION

48. The Association can only be dissolved by a Special General Meeting called specifically to consider a motion to dissolve the association.

49. All MEMBERS shall be given 21 days written notice of such a meeting, which shall contain the wording of the resolution.

50. The association shall only be dissolved if 75% of members present at the Special General Meeting vote for a motion to dissolve the association.

51. The SPECIAL GENERAL MEETING shall decide on disposal of assets, funds and equipment.

NOTICES

52. All Notices may be communicated electronically unless the relevant member  expresses a preference to receive notices by any other method.