Constitution Melbury and Warkworth Woods (Great Park) Residents Association
1. Area of Benefit Melbury, Warkworth Woods and Brunton Green.
2. Aims and Objectives
i) To promote the interests and well-being of residents living in the area of benefit by providing a forum for their views
ii) To liaise with all statutory bodies to ensure that high standards of estate management are maintained with specific regard to footpaths, roads, street lighting, open spaces and recreation areas
iii) To liaise with Newcastle City Council and Newcastle Great Park developers, in order to influence the implementation and development of Newcastle Great Park
iv) To improve road safety in the area of benefit
v) To monitor closely the safety of the access/exit roads to the Developments
vi) To introduce and maintain a vigorous crime reduction policy
vii) To encourage social activities for all age groups
3. Powers Members must act within the law when carrying out the aims and objects of the association. In order to achieve the aims and objects the Association has the power to:-
a) Co-operate and exchange information and advice with all statutory bodies
b) Appoint delegates and representatives to any bodies with which the Association is concerned where such representation is allowed
c) Raise funds by lawful means
4. Membership Full membership of the Association is open to:
i) residents of Melbury and Warkworth Woods who are 18 years of age or over
ii) any owner of property within the area of benefit even if they are not currently resident in their property
iii) every full member is entitled to one vote at any meeting of the association is eligible for election or co-option to the committee. Associate membership
iv) is open to any tenant of a property in the area of benefit. Associate members may attend general meetings of the association. They may be invited to speak by the chairperson of the meeting but are not entitled to vote on any issue nor are they eligible for election or co-option to the committee
Termination
The Committee has the right to terminate the membership of any member, but before the decision is made, the member has the right to put their case to the Committee.
5. Subscriptions
No annual subscription is currently envisaged. However, should it become necessary, such subscriptions and their value shall be agreed at a special General Meeting to which all members will be invited.
6. Complaints
Any member having grounds for complaint should bring the complaint to the attention of the Committee, and this must be done in writing. The decision of the Committee in relation to the complaint shall be final.
7. Meetings of All Members
i) 21 days notice must be given to members of any Annual or Special General Meeting
ii) Individual notices giving details of a meeting may be sent to all members or a notice may be displayed in a public place accessible to all members
iii) An Annual General Meeting (AGM) must be held each calendar year to deal with the following business:
a) Receive the committee's report and accounts for the previous year
b) Elect members of the committee for the following year. Only one resident per house is eligible to be elected to the Management Committee
c) Deal with any other matter which the committee, or members, wish to raise provided that the chairperson is prepared to accept it as legitimate business for the meeting
iv) A Special General Meeting of all full members may be held at any time if either the committee calls one, or if at least 5 full members ask the committee in writing to call one
v) The Chairperson of the committee or, in their absence, some other person elected by the meeting takes the chair at the General Meeting
8. Voting and Decisions at Meetings
i) Every resolution at any meeting of the association is decided by a majority of the votes cast by the full members present. In the case of equality of votes the Chairperson has a second or casting vote
ii) No decision may be taken at a committee meeting unless at least six committee members are present and at least four of whom vote in favour
iii) No decision may be taken at a General Meeting unless at least ten full members are present. If at least this number of members are not present then the meeting may be adjourned for at least 14 days. At the reconvened meeting, decisions based on a majority vote can be made provided there at least three full members present
9. Management Committee
i) The Committee is responsible for the management of the association
ii) It will meet as required but not less than twice in each year
iii) The committee consists of a minimum of 6 and a maximum of 14 full members of the association
iv) The committee shall be elected at the AGM and will serve for a period of two years, after which they must stand down. They are eligible for re-election
v) Candidates who wish to stand for election to the committee must make themselves known to the Chairperson of the meeting, at the relevant point at the AGM and must be nominated and seconded by other members
vi) At the first meeting following the AGM, the committee will appoint from amongst themselves:-
a) Chairperson and Vice-chairperson OR
b) Two Joint Chairpersons,
c) Secretary
d) and honorary Treasurer
vii) If anyone resigns from the committee during their term of office the committee has the power to appoint another member to the vacancy. This new member will have the same voting powers as the replaced member and will remain on the committee until the next AGM
viii) A committee member automatically ceases to be such if removed by a resolution passed by the other Members of the committee
ix) Committee members who fail to attend two consecutive meetings without sending apologies to an officer automatically forfeit their position on the committee and will be replaced by co-opted members
x) Apologies for absence should be given to the secretary or another officer before the convened meeting.
xi) The management committee has the power to co-opt any full member of the association to the committeeat anytime
xii) Sub Committees may be appointed by the Committee and given powers to undertake specific tasks that may be required by the Management Committee or the members
xii) The Committee must keep minutes of all meetings and ensure that all records relating to the Association are kept safely. xiii) When a committee member leaves the committee for any reason, they must return all correspondence relating to the association to the secretary of another officer
10. Finance
i) The Chairman, Secretary and Treasurer shall constitute the association finance committee. This finance committee shall be responsible for the administration of any funds belonging to the association and report directly to the management committee
ii) The finance committee have, by the agreement of the management committee, the power to make certain payments on behalf of the association when necessary, without recourse to the management committee. However any such payments must be ratified at the next management committee meeting
iii) The association officers and management committee shall administer the association bank account. All funds belonging to, or raised by the association, must be paid into a bank or building society account operated by, and in the name of, the association
iv) All transactions require at least two authorised signatories who may not live in the same household nor be related
v) No member of the committee may be employed by the association nor receive any payment except for reasonable out of pocket expenses properly incurred for the purposes of the association
vi) All funds belonging to the association may only be used in furthering the aims of the association
11. Amending/Changing the Constitution This constitution may be changed at any General Meeting if agreed by a majority vote of the full members present. No changes may be made to:-
i) Clause 2 (Aims) if it would make a fundamental change to the aims
ii) This clause (Clause 11)
iii) Clause 12 (Closing Down The Association)
12. Closing down the association (Dissolution clause)
i) If the committee decides that it is necessary to close down the association, it shall call a Special General Meeting of all members and recommend closure to them
ii) If a majority of the full members present vote in favour of closing down the association, the committee shall have the authority to do so
iii) Any assets remaining after all the debts and liabilities have been paid, must be transferred to one or more voluntary organisations or registered charities, with aims similar to those of the association
February 2008
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