Copy of Constitution ( PDF Doc )
The name of the organization shall be Hindley Green Residents Association
(hereafter referred to as the group).
To safeguard and promote the interest of residents in the area on matters
concerning the environment. To help to improve living conditions, community
facilities and services for residents living in the groups area. In
order to do this we are committed to representing the views of residents
in our area of operation.
The group will uphold equal opportunities and work towards good relations
amongst all members of the community, specifically prohibiting any conduct
which discriminates or harasses on grounds of race, religion, disability,
political belief, sex or sex orientation.
3. POWER CLAUSE
The committee must manage the business of the group and have the following
powers in order to further the objectives (but not for any other purpose):
· Raise money
· Open bank accounts
· Acquire and run buildings, sell, lease or dispose of any property
belonging to the group (see clause 13)
· Take out insurance
· Employ staff
4. MEMBERSHIP OF THE GROUP
a) Membership shall be open to all residents of Hindley Green Ward and
all residents with a Hindley Green postal address.
b) All members of the group are entitled to one vote each at General
or Special Meetings.
c) All voting members must be at least 16 years of age.
d) Membership shall cease immediately upon a person leaving the area
defined in paragraph 4a above.
e) Membership shall be free of subscription on completion of an application
f) Voluntary contributions can be accepted.
5. MEMBERSHIP OF THE COMMITTEE
a) A committee shall be elected at the Annual General Meeting (AGM)
of the group and shall serve for 12 months.
b) The committee shall consist of at least five members and not more
than twelve. All members will have voting rights.
c) The Association shall elect from within their number, a Chairperson,
Vice Chairperson, Secretary, Assistant Secretary, Treasurer and Assistant
Treasurer. No committee member shall fill more than one position.
d) The committee and officer bearers shall make and carry out decisions
in accordance with the objectives of the group.
e) Meetings of the committee shall be open to any member of the group
who wishes to attend. They will not be entitled to vote.
f) There must be at least four of the committee members present for
any decision to be made at a committee meeting.
g) Councillors or Council staff and other body members may attend committee
meetings as and when invited by the committee.
h) Voting members may be co-opted from residents to fill casual vacancies
throughout the year.
i) Committee members can be voted off if they have not attended three
consecutive meetings without good reason and have not submitted their
apologies, by agreement of the committee.
j) Committee members must declare any interest they have in the topic
under discussion and the committee will decide if they need to forfeit
their right to vote on this occasion.
k) Committee to meet as and when required.
l) No Councillor can become a Committee member.
6. CONDUCT OF BUSINESS OR STANDING ORDERS
a) Members may speak only through the chair.
b) Decisions will be agreed by simple majority, voted in through a show
of hands or a secret ballot.
c) Meetings will end at the time agreed by the committee.
d) Any offensive behavior, including racist, ageist, sexist or inflammatory
remarks will not be permitted.
e) Any member who brings the group into disrepute or refuses to comply
with the constitution shall be expelled on a majority vote of the full
f) Any such member will have the right to appeal within 28 days of the
expulsion. The appeal shall be heard by the membership at a Special
General Meeting called for that purpose and either the member or, at
the members request, the members representative (who need not
be a member of the group) will be allowed to make representation to
g) The Secretary shall deal with all correspondence or if another Committee
member is delegated to take ownership of an action, copies of all correspondence
should be given to the Secretary.
h) Agendas will be distributed to members prior to a meeting, where
possible. Items for the agenda should be forwarded to the Secretary
and Chair seven days before the meeting where possible.
i) Minutes will be distributed to the membership seven days prior to
a meeting, where possible.
j) The group will meet on the first Wednesday of every month, the only
exception being when that falls on a bank holiday in which case the
meeting will be the following week.
a) The group may raise funds by obtaining grants from other bodies or
by fundraising schemes. All money raised by or on behalf of the group
shall be applied to further its objectives.
b) All funds shall be kept in a bank account that shall be opened in
the name of the group.
c) The Secretary, Treasurer and the Chairperson shall be signatories
on the account and cheques shall require two of these three signatures.
d) Accounts shall be kept by the Treasurer and brought to every committee
meeting where they may be inspected. Failure to bring the books to a
meeting on three consecutive occasions will mean the Treasurer will
be asked to resign.
e) All expenditure shall be agreed and controlled by the committee.
Receipts should be acquired for all expenditure.
g) No officer shall sign a blank cheque all cheques to be filled
in before signatures are added. No Post dated cheques to be issued.
h) Once a year, the accounts will be audited and presented to the Annual
General Meeting of the group. The Auditors will be either a Council
Officer or Bank Employee.
i) All correspondence of the group including the bank statement shall
be addressed to the Treasurer, copied to the Secretary.
8. PUBLIC MEETINGS
a) Public meetings of the members shall be regularly held to discuss
matters of importance and to keep the members fully informed of the
b) Members shall be given fourteen days notice of a public meeting.
c) All votes shall be decided by a simple majority of the members present.
This applies to all meetings of the group.
d) Any member, having the written support of twenty other members, may
request the committee to call a Special Public Meeting of the group.
The committee shall call the meeting within 21 days of this written
9. ANNUAL GENERAL MEETING (AGM)
a) An Annual General Meeting shall be held every year to discuss the
activities of the group, to receive the audited accounts and to elect
b) The AGM shall be held at a suitable venue to accommodate as many
members as possible.
c) The quorum shall be 51% of all members present, with a minimum of
d) At least 14 days notice to be given to members of an AGM.
e) At the AGM the resignations of all committee members will be accepted
and a new committee elected.
10. CHANGES TO CONSTITUTION
a) This constitution shall only be changed at a Special Public Meeting
of the group, or at the AGM.
b) For decisions to be taken there must be a quorum of at least 51%
of members present, with a minimum of 5 attendees. The voting shall
be by simple majority of those present.
c) Proposed changes must be submitted to the Secretary in writing not
less than 28 days before the AGM. The Secretary must notify members
of any proposed changes within 21 days of the meeting.
11. CHILD PROTECTION
a) The group will ensure that any activities they are involved with
will be a safe environment for children.
b) If group activities are to involve children, a Child Protection Policy
will be adopted and committee members will be appointed to take responsibility
for its implementation.
12. LEASES AND AGGREEMENTS
As trustees for and on behalf of the group, the current Chairperson,
Secretary and Treasurer, may enter into leases and access agreements
that are transferable to ongoing elected office bearers to further the
objectives of the group as set out in clause 2.
13. DISSOLUTION OF THE GROUP
a) The group may only be dissolved by a Special meeting called for that
purpose. Such a meeting shall come about following a proposal in writing
signed by a simple majority of those remaining on the committee being
submitted to the Secretary.
b) All members shall be informed of such a meeting at least 21 days
before the meeting.
c) Dissolution of the group shall only take effect if agreed by 2/3
of the members present and voting at that meeting.
d) Any assets remaining after meeting liabilities must be distributed
among local charities or other community groups with similar aims of
the group nominated by that meeting.
e) Any money received via funding bodies should be returned to the funders
in relation to the funders criteria.
f) On dissolution, any documents belonging to the group shall be disposed
of in a manner agreed by that meeting.
1) This Constitution was adopted at a meeting of the Hindley Green Residents
Association on 6th August 2008.
2) This Constitution was amended at a meeting of the Hindley Green
Residents Association on 7th September 2010.
3) This Constitution was amended at the AGM of the Hindley Green Residents
Association on 1st May 2013.
(5. c) The Association shall elect from within their number, a Chairperson,
Vice Chairperson, Secretary, Assistant Secretary, Treasurer and
Assistant Treasurer. No committee member shall fill more than