The Constitution of the Association

SOUTH RUISLIP RESIDENTS’ ASSOCIATION

THE RULES OF THE ASSOCIATION
(Amended April 2019)

CONSTITUTION

The Association shall be known as the South Ruislip Residents Association ( SRRA ) which was established in 1939, the constitution of the Association is set out below

  1. AIMS OF THE ASSOCIATION

a. To represent the interests of members of the SRRA, and promote membership to all residents within South Ruislip.

b. To promote the interests and rights of residents and to encourage them to be more actively involved.

c. To ensure that members are consulted and informed on a quarterly basis, at public meetings and via a newsletter. Information shall also be made available on the website, social media and the noticeboard situated in Long Drive.

d. To work towards improving the quality of life and a feeling of inclusion within the local community.

e. To represent the majority view of members where it is made known to the Executive Committee.

f. To listen to and consider the views of residents who are too young to be a member where possible.

2. EQUALITY AND DIVERSITY

a. The Association will actively seek to promote equal opportunities within the community and the Association.

b. The Association will value diversity and promote good relations with all members of the community and not discriminate on the grounds of age, disability, race, faith, gender or sexual orientation.

c. The Association will ensure that where possible meetings will be held in venues that are accessible to all members.

d. The Association recognises that all sections of the community can have a positive contribution to make to life in our community. The Association will represent the interests of all local members and residents to the best of its ability.

e. The Association will provide new members with appropriate information and make them feel welcome at all times.

3. MEMBERSHIP

a. Membership of the Association is open to all residents of South Ruislip above the age of 16.

b. The membership fee will be reviewed as required at annual general meetings (AGM). Any money raised by, or on behalf of the Association shall be used to further the Association’s aims.

4. CODE OF CONDUCT

a. 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 Person and Executive Committee members have the right to warn the member(s) of their behaviour. If they persist they will be suspended until further notice subject to the disciplinary procedure in 4b. The Chair Person can suspend meetings at their discretion.

b. All Executive Committee and Association members must comply with the code of conduct at all times. Any serious breach of the code of conduct may result in members, following a majority vote by the Executive Committee, being asked to resign and if appropriate termination of membership.

c. Members must never personalise issues and should be willing to recognise that everyone is entitled to express their point of view.

d. Members should accept a majority decision and not take such a decision as any form of slight or criticism.

e. Statements to the media or other organisations on behalf of the Association should be made by the Chair or Executive Committee members where appropriate with prior consent of the Executive Committee.

f. Correspondence sent by the Association should be signed by the Secretary or Chair Person.

g. The Association will act free of party political bias

5. THE EXECUTIVE COMMITTEE

a. The management of the Association shall be vested in the Executive Committee which shall meet at least eight times a year

b. The Executive Committee shall monitor the activities, finances and membership of the Association.

c. The Executive Committee shall be formed of the following officers: Chair Person, Vice Chair, Secretary, Treasurer and Chief Road Steward, plus additional members as required.

d. The Executive Committee shall nominate the officers of the Association.

e. Executive Committee members shall be elected at each AGM.

f. Executive Committee members shall declare any potential conflict of interest and withdraw from discussions and voting where appropriate.

6. MEETINGS

a. Public meetings shall be held quarterly in January, April, July and October. The meetings shall be held on the fourth Wednesday of the relevant months.

b. The current venue for public meetings is St Mary’s Church Hall, The Fairway.

c. Executive Committee meetings shall be held in January, March, April, June, July, September, October and December. Executive Committee meetings shall be held in the second week of the relevant months.

d. The public meeting held in April shall be the AGM.

e. The agenda for the AGM shall include but not be limited to –

           Agree the minutes of the last AGM

Receive annual report from the Executive Committee officers

            Present a statement of accounts.

            Elect Executive Committee members

            Agree membership fees as appropriate

            Vote any amendments to the Constitution

            Give due consideration to any resolution put forward by members.

f. Minutes must be taken at all formal meetings and the minutes approved at or by the next meeting.

g. Members wishing to raise items at the AGM or ordinary
Quarterly meetings must submit them in writing and are requested to do so 14 days before the meeting. This requirement may be waived at the discretion of the Chairman / Vice Chair. Please note that we would need 60 days notice to add to the written Newsletter agenda.

h. Any member may request an Extraordinary General Meeting on production of a request setting forth the reason for such meeting and signed by not less than 20 members of the Association. This request must be presented to the Honorary Secretary not less than 60 days prior to the proposed meeting.

i. Notice of all Quarterly Meetings shall be given in writing to every member, together with a copy of the agenda, by means of the SRRA website and or a Newsletter circulated to all member households. Road Stewards are requested to deliver the newsletter to members no less than 7 days before a Quarterly meeting.

7. FINANCE

a. The financial year shall commence on the 1st of January.

b. An accurate record of income and expenditure will be produced at the AGM

c. Accounts will be open to inspection by members on request.

d. All monies raised by or on behalf of the Association shall be applied to further the aims of the Association.

e. The Association shall carry out appropriate external scrutiny and/or audit of the accounts as required by current legislation.

f. Accounts must be opened in the name of the Association. Cheques, transfers and other banking instruments shall be signed by at least two authorised signatories who must also be members of the Executive Committee.

g. Signatories must not be related or members of the same household.

h. Accurate records of all transactions must be kept.

8. DISSOLUTION

a. Following approval by the Executive Committee, in the event of it becoming necessary to wind up the Association, any such decision, which shall include disposal of all financial assets, shall be made only at a General Meeting called in accordance with Rule 6(a), (d) or (g) and if sanctioned by a majority of the meeting of not less than 20 members, voting being by those members attending.

9. RESOLUTIONS

a. Resolutions amending or rescinding these rules or involving issues of finance or policy shall be admissible only at AGMs convened under Rule 6(a) or (d). Details of all such resolutions shall be published with the agenda (subject to suitable notice).

END

 

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