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Constitution 2014

Constitution 2014

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Published by ppinski
Constitution 2014
Constitution 2014

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Published by: ppinski on Feb 03, 2014
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Constitution of Digbeth Residents Association and Neighbourhood Watch
1. NAME The name of the organisation shall be
Digbeth Residents Association
2. MISSION STATEMENT To develop and sustain an active community in Digbeth, democratically working towards ensuring the area is a good place to live. 3. OBJECTIVES 3.1. To be a resident-led organisation. 3.2. To foster a sense of community. 3.3. To safeguard and promote the interests of residents in the area. 3.4. To act as a voice for the residents of Digbeth. 3.5. To promote Digbeth to other areas and agencies. 3.6. To provide and promote social events. 3.7. To increase information and knowledge exchange about issues of relevance to residents in Digbeth. 3.8. To provide skills exchange opportunities related to Digbeth. 3.9. To provide a platform for community consideration and deliberation about issues in Digbeth. 3.10. To develop strategy and action leading towards improvements in living conditions and community facilities in Digbeth. 3.11. To promote active citizenship in Digbeth contributing towards a healthy local democracy. 3.12. To provide a platform for people/groups to engage with decision-making. 3.13. To actively promote community regeneration and cohesion in Digbeth. 3.14. To positively recognise, respect and support community diversity, encouraging the diverse membership to work together. 4. MEMBERSHIP 4.1. Full voting membership is open to all residents over 16 years of age, irrespective of tenure, living in the area between Fazeley Street and Cheapside, running from Camp Hill to the city centre. 4.2. Non-voting membership is open to all stakeholders working in the area who care about Digbeth. 5. MEETINGS 5.1. Open meetings will be held every two months focusing on deliberation. 5.2. Committee meetings will be held every two months, between open meetings, focusing on action. 6. THE COMMITTEE 6.1. A Committee shall be elected at the Annual General Meeting and serve for twelve months. 6.2. While only residents will have voting rights, the views of all stakeholders will be considered and taken into account when deciding on action at Committee meetings. 6.3. The Committee will consist of at least three members: a Chairperson, a Secretary and a Treasurer.
6.4. The Chairperson will have the deciding vote, but is not expected to vote unless such a deciding vote is needed. 6.5. If the Chairperson is not able to attend a meeting the members present will elect a substitute. 6.6. The Secretary will report to each meeting in person, arranging for another way to report should they be unable to attend a meeting. 6.7. The Treasurer will report to each meeting in person and arrange for another way to report should they be unable to attend a meeting. 6.8. Should any member of the Committee not attend two consecutive monthly meetings, the members attending those meetings will discuss the reasons given and consider replacing that member if the reasons are not seen as acceptable. 6.9. Office
 roles forming part of the Committee will be decided upon at the  AGM. That Committee will be able to co-opt other members during the year subject to reporting to the next AGM for approval. 6.10. Office bearers will report to each Committee meeting. Should they be unable to attend a meeting they must delegate someone else to report on their behalf. 6.11. Should office bearers not attend more than two consecutive monthly meetings, they must explain the reasons why to the membership and be subject to consideration as to whether they should continue in that office. 6.12. No office bearer shall fill more than one position. 6.13. Each member may support more than one office bearer, forming specialist teams. 6.14. The Committee will make and carry out decisions in accordance with the mission statement and objectives of DRA. 6.15. Committee meetings will be open to any Digbeth stakeholder but in a non-voting capacity. 6.16. Stakeholders can include city Councillors and other representatives of public agencies. 6.17. The Committee will report to bi-monthly open meetings in a manner that encourages debate and deliberation. 6.18. Leases and legal documents related to the objectives of DRA can be entered into by the Committee only if agreed at a Committee meeting. 6.19. The Committee will develop an action plan related to mission and objectives on an on-going basis. 6.20. The roles and responsibilities of office bearers and the membership are outlined in Appendix A. 6.21. The standing orders (conduct of business) are outlined in Appendix B. 7. FINANCES 7.1. DRA may raise funds through fundraising or grants. All money raised by or on behalf of DRA shall be applied to further its objectives. 7.2. All funds shall be kept in a bank account in the name of Digbeth Residents  Association. 7.3. The Secretary, Treasurer and Chairperson will be signatories for the account and all expenditure will be subject to written approval by at least two of those three Committee members. 7.4. All expenditure will be agreed and controlled by the Committee. 7.5. Receipts should be acquired and kept for all expenditure. 7.6. For reimbursement of expenses incurred while carrying out DRA business, all receipts must be attached to the Expense Claim Form (Appendix C). 7.7. No officer shall sign a blank cheque. 7.8. Officers signing cheques should not be related to the benefactor or each other. 7.9. The group accounts will be independently examined and presented to the Annual General Meeting.
8. DECLARATIONS OF INTEREST 8.1. Committee members must declare any interest they have in a topic being discussed, and the membership must then decide whether that interest precludes them from any voting related to that topic. 9. AGM 9.1. An AGM will be held every year to discuss the activities of DRA, receive the independently examined accounts and to elect a Committee. 9.2. At the AGM all Committee and office bearers will resign and a new committee will be elected. 9.3. All stakeholders will be given at least 14 days
 notice of the AGM. 9.4. If the AGM is not quorate after 30 minutes, it will be abandoned and held again a week after the agreed date (if possible). If the rescheduled AGM is not quorate after 30 minutes, all those present at the AGM will constitute the quorum and are able to adopt a Constitution. 10. SPECIAL MEETINGS 10.1. Members shall be given at least 14 days
 notice of a special meeting. 10.2. The Committee will organise the content and conduct of special meetings. 11. CHANGES TO THE CONSTITUTION 11.1.
Members shall be given at least 14 days’ notice of any proposed changed to
the Constitution, which can only be adopted at a Special Meeting called for this purpose. 11.2. Changes will be approved by a majority vote. 11.3. Changes must be justified in line with the objectives of the group. 11.4. Changes must be reported, opened for discussion, and agreed upon at the next  AGM. 12. DISSOLUTION OF DRA 12.1. Digbeth Residents Association may only be dissolved at a special meeting called for that purpose. 12.2. Such a meeting shall come about following a proposal in writing signed by a simple majority of those remaining on the Committee submitted to the Secretary. The Secretary will then ensure a special meeting is arranged. 12.3. All members will be informed of such a meeting at least 21 days before the date of that meeting. 12.4. Dissolution of the group shall only take place if agreed by two-thirds of the voting members present. 12.5. Any assets of the group remaining after meeting liabilities must be distributed among local charities or other community-based groups nominated and agreed on through a vote at that meeting. 12.6. Any money received via funding bodies should be discussed with the funders with a view of redistribution to organisations with similar aims to benefit residents of Digbeth. 12.7. On dissolution, any documents belonging to DRA shall be disposed of in a manner agreed by that meeting.

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