OPRA Constitition
1. NAME
The name of our association will be Oakland’s Residents Association.
2. AIMS & OBJECTIVES.
The aims and objectives of the Association will be:
· To represent the majority of all residents of the above area in respect to improving amenities, environment and conditions of life.
· To work for improvements to our homes; to the Housing Service and other services we receive; and to the local environment.
· To help to solve problems in Oakland’s Park and adjacent areas which have a bearing on Oakland’s Park Estate.
· On any issue which would be to the benefit of Oakland’s Park, the Oakland’s Park Residents Association will assist any other organisation, or receive assistance from any other organisation, political or otherwise, but will never be obligated at any time to support any other organisations.
· To work in partnership with other agencies to achieve our aims.
· To do all such lawful things as are necessary to the attainment of the above objects.
· Provide regular information to all members
· Regularly consult all members
The Association will promote any charitable aim to further the above objectives; and will foster a community spirit in order to advance education and to provide facilities for training and recreation, to further health and the relief of poverty, sickness and distress.
This association supports no political party.
3. MEMBERSHIP
Membership shall be open to all tenants and residents, irrespective of tenure, in the areas:
· Chaucer Close
· Laburnum Road
· Podsmead Place
· Duke of Beaufort Court
· Poplar Close
· Sycamore Close
· Redwood Close
· Tuffley Crescent
· Thornhill Close
· Uphill Place
· All persons who trade from business premises in the Area
All members shall have voting rights on all issues raised at meetings except: on those issues specifically relating to Council House finance, only council tenants will have voting rights. On those issues specifically relating to Housing Association finance, only housing association tenants will have voting rights.
· Membership shall be free of charge.
· All voting members must be at least 16 years of age.
· Membership shall cease immediately upon a person leaving the area defined above.
· Residents of the areas outlined above shall be deemed to be Members of the Association and have the right to speak at public meetings.
4. EQUAL OPPORTUNITIES STATEMENT
This association wants to involve everyone in the area and will try to overcome any obstacles to people giving their views or getting involved in meetings and events. The Association will try to make sure that everyone can feel welcome and safe at events organised by the Association. The Association will challenge any remarks or behaviour that cause offence and makes some people feel unwelcome. The Association will take positive action to reach those people that are under-represented at meetings and events and will ensure that all members have equal opportunities to attend and take part in the association and its events.
5. MANAGEMENT COMMITTEE
The Association will be run by a Management Committee elected at the Annual General Meeting.
The Committee will be made up of Officers, including a Chair, Vice Chair, Secretary, Treasurer, and Ordinary members.
DUTIES OF THE OFFICERS
THE-CHAIR- Shall chair Meetings and Committee meetings: working with the Committee in planning the Agenda, and making organisational decisions of the Association and has the power to exclude any member of the Association from a meeting whose conduct is prejudicial to the activities of the Association.
VICE-CHAIR- Shall undertake the duties of the chair in the event of their absence.
THE SECRETARY- Shall be responsible for CONVENING all meetings ; maintain a MINUTE BOOK for all meetings of the Association, all minutes being on request to all members ; and maintain a LIST of all committee members of the Association for reference by members , and , deal with correspondence .
TREASURER - Shall keep accurate records of all financial transactions and will ensure Accounts are available annually for Independent Audit.
SUB COMMITTEES
The committee shall have the power to delegate any of their functions to sub-committees consisting of two or more persons appointed by them (but at least one member of the sub-committees must be a Committee Member) and all proceedings must be reported promptly to the committee.
If vacancies occur among the officers between AGMs, the Committee shall have the power to fill those vacancies except where three or more vacancies occur at the same time in which case a Special General Meeting, advertised for that purpose, must be called
Committee members who miss more than three consecutive meetings without giving reasonable apologies may be asked to resign their post. A member of the committee may be removed or suspended from their post if they bring the good name of the association into disrepute. A full meeting of the committee will be called to consider evidence from all sides and a majority vote will be necessary to remove or suspend.
The committee member in question shall have the right to attend with an independent person of choice to appeal.
The Committee will have power to co-opt members with skills and knowledge useful to the association who can advise and support the Association. Co-opted members of the Committee can take part but will have no voting rights at Committee meeting and should not hold officer posts or represent the association at meetings or events.
6. ANNUAL GENERAL MEETING
Once a year (and no later than after 15 months) the Committee will call an Annual General meeting (AGM). Written notice of the meeting must be sent at least seven days in advance to every household and members should be made aware that they will have the opportunity to make nominations for election or stand for election themselves and to vote for the officers and committee at the meeting.
· The minutes of the previous AGM will be presented and approved.
· The existing committee will present a report of the association's activities.
· The existing treasurer will present audited accounts for the year.
· Any amendments to the constitution will be voted on.
· The existing committee will stand down.
· The officers and committee for the next year will be elected. Nominations for officers and committee will be accepted only if the person nominated is present at the Annual General Meeting or has put in writing that they want to stand.
· If there is nobody willing to stand, the committee will decide whether to start procedures to close the association down. Alternatively the committee can continue in office to try and redevelop the association for up to six months. It is the responsibility of the committee to recruit a new committee or formally dissolve the association within that period.
7. SPECIAL GENERAL MEETING
The Committee of the Association may, at any time, call a Special Meeting of the Association, giving at least 7 days written notice to all members, to consider any matter that the Committee may decide should be referred to all members.
A Special Meeting of the Association can also be called by 10 or more members who request this in writing to the secretary stating their reason for wanting one. This could be in the form of a letter signed by 10 people from different addresses. The secretary will ensure that the meeting is held within 28 days and that all households are given prior notice.
QUORUM
The quorum for Committee meetings shall be 4 MEMBERS.
The quorum for all General Meetings shall be 7 MEMBERS.
8. RUNNING YOUR MEETINGS
This association will be democratic and open. The committee will hold at least four meetings or events per year and will publicise general meetings and public events to all households on the estate in order to involve all members and hear their views.
At least three members of the committee have to be present to take a decision on behalf of the association. All members of the committee should be consulted on the dates and venues of meetings. The committee will try to work by general agreement but where this is not possible decisions will be taken by majority vote.
Decisions shall be taken by a majority of votes of the members of the Management Committee present. If the votes are equal the Chair shall have a casting vote.
Minutes will be kept of all meetings of the association. The minutes will be presented to the next meeting to be approved. The minutes should be made available to any member of the association on request.
All members of the association will be expected to treat each other with respect and act in a reasonable manner at association events. The Chair may ask members to leave if their behaviour is disruptive or offensive.
9. FINANCE
The committee can raise money on behalf of the association as they see fit, as long as they spend it in line with the aims and objectives of the association.
The Association is run on a not-for-profit basis; however, day-to-day expenses will be covered through specific fund-raising opportunities, and any donations accepted from a third party without prejudice.
The treasurer shall keep proper account of the finances of the Association and shall open a bank account in the name of the Association. The committee will nominate at least two people who can sign cheques. These people must not live in the same household or be close family members.
The accounts will be independently checked at least once a year and the accounts presented to the Annual General Meeting and available to members and funders who wish to see them.
The committee are responsible for the proper use of money raised through grants according to the guidelines issued by the funding body
The Treasurer should keep receipts for all money paid out in expenses to committee members for duties carried out on behalf of the group.
The funds of the organisations shall be paid in to an account operated by the Management Committee in the name of the Association. These shall be 2 signatures on any of the organisation’s cheques. The funds of the organisation may only be used to achieve the aims of the organisation.
10. ALTERATIONS TO THE CONSTITUTION
This constitution may only be amended at an Annual General Meeting or at a Special General Meeting. Any proposal to alter the Constitution should be should be sent to the Secretary at least 14 days before the meeting. Notice of the proposal to alter the constitution should be included in the publicity for the meeting. Any alteration to this constitution requires a two-thirds majority of those present and voting.
11. DISSOLUTION
While it is hoped that this clause is never used, provision should be made to dissolve the Association.
The association may only be dissolved at a public meeting called for that purpose and publicised to all households. All members have to be informed that a decision about the future of the association will be on the agenda.
A proposal to dissolve the association will only be carried if agreed by two thirds of the members present or if the association is unable to form a committee. All outstanding bills will be paid and the balance of any grants from funding bodies will be returned. Any assets remaining after the satisfaction of proper debts and liabilities will be applied towards the charitable benefit of the residents of the area as the Committee may decide subject to the approval of the meeting to dissolve the Association.
All records of the association, including all financial records, will be handed to the Tenant Involvement Officer.
The Constitution was adopted as the Constitution of the Oakland’s Park Residents Association at a general meeting of it’s members held at Widden Rugby Club on Monday 11th May 2009.
Signed Chairperson
Signed Secretary
This Constitution should be kept on file and made available to members on request.