Constitution 2013

7/28/2019 Constitution 2013

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Constitution of Digbeth Residents Association and NeighbourhoodWatch

1. NAME

The name of the organisation shall be Digbeth Residents Association (DRA).

2. MISSION STATEMENT

To develop and sustain an active community in Digbeth, democratically workingtowards 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, encouragingthe diverse membership to work together.

4. MEMBERSHIP

4.1. Full voting membership is open to all residents over 16 years of age, irrespectiveof tenure, living in the area between Fazeley Street and Cheapside, running fromCamp Hill to the city centre.

4.2. Non-voting membership is open to all stakeholders working in the area who careabout 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 fortwelve months.

6.2. While only residents will have voting rights, the views of all stakeholders will beconsidered and taken into account when deciding on action at Committeemeetings.

6.3. The Committee will consist of at least three members: a Chairperson, aSecretary and a Treasurer.


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6.4. The Chairperson will have the deciding vote, but is not expected to vote unlesssuch a deciding vote is needed.

6.5. If the Chairperson is not able to attend a meeting the members present will electa substitute.

6.6. The Secretary will report to each meeting in person, arranging for another way toreport should they be unable to attend a meeting.

6.7. The Treasurer will report to each meeting in person and arrange for another wayto report should they be unable to attend a meeting.

6.8. Should any member of the Committee not attend two consecutive monthlymeetings, the members attending those meetings will discuss the reasons givenand consider replacing that member if the reasons are not seen as acceptable.

6.9. Office bearers roles forming part of the Committee will be decided upon at theAGM. That Committee will be able to co-opt other members during the yearsubject to reporting to the next AGM for approval.

6.10. Office bearers will report to each Committee meeting. Should they be unable toattend 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 toconsideration 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 threeCommittee 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 appraised and presented to the Annual GeneralMeeting.


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8. DECLARATIONS OF INTEREST

8.1. Committee members must declare any interest they have in a topic beingdiscussed, and the membership must then decide whether that interestprecludes 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 theappraised accounts and to elect a Committee.

9.2. At the AGM all Committee and office bearers will resign and a new committeewill 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 notquorate after 30 minutes, all those present at the AGM will constitute thequorum 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 tothe Constitution, which can only be adopted at a Special Meeting called for thispurpose.

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 nextAGM.

12. DISSOLUTION OF DRA

12.1. Digbeth Residents Association may only be dissolved at a special meetingcalled for that purpose.

12.2. Such a meeting shall come about following a proposal in writing signed by asimple majority of those remaining on the Committee submitted to theSecretary. 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 thedate of that meeting.

12.4. Dissolution of the group shall only take place if agreed by two-thirds of thevoting members present.

12.5. Any assets of the group remaining after meeting liabilities must be distributedamong local charities or other community-based groups nominated and agreedon through a vote at that meeting.

12.6. Any money received via funding bodies should be discussed with the funderswith a view of redistribution to organisations with similar aims to benefitresidents of Digbeth.

12.7. On dissolution, any documents belonging to DRA shall be disposed of in amanner agreed by that meeting.


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13. SIGNATURES

This constitution was adopted at an AGM of the Digbeth Residents Association on 11thFebruary 2013.

Signed Print Name

Chairperson: ..........................................................

Secretary: ..........................................................

Treasurer: ..........................................................


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Appendix ARoles and responsibilities of the Committee, office bearers, and the membership ofDRA

A1. CHAIRPERSON

A1.1 Leads the managerial direction of the organisation.A1.2 Ensures the smooth running of meetings.A1.3 Acts as the Spokesperson for DRA, demonstrating a breadth and depth of

relevant knowledge.

A2. SECRETARY

A2.1. Plans and prepares all meetings, including dates, rooms, refreshments,minutes, agendas and other papers.

A2.2. Sends out all meeting/event notifications and publicity.A2.3. Records and minutes all meetings accurately, focusing on decisions and

actions needed.

A2.4. Ensures admin, meetings and voting procedures are run in line with theConstitution and any legal requirements.

A2.5. Deals with correspondence (forwarding all decision-making items to theChairperson).

A2.6. Reports to the Committee on progress relating to correspondence, decisionsand action points.

A2.7. In partnership with Treasurer, monitors and administers petty cash and bookkeeping.

A2.8. Maintains membership records.

A3. TREASURER

A3.1. Reports to the Committee about all financial matters in a manner all memberscan understand, allowing them to engage in decision making.

A3.2. Keeps an overview of DRA finances, ensuring financial policies and practicesare open and correct.

A3.3. Has knowledge and experience of current finance practice relevant tocommunity organisations.

A3.4. Liaises with Committee members to ensure the financial viability of DRA.A3.5. Appraises the financial viability of all actions, ensuring accountability.A3.6. Liaises with account appraisers, ensuring DRA accounts are appraised

annually for the AGM.A3.7. Keeps clear records of all financial transactions, including quotations and

receipts.

A4. OTHER OFFICERS

A4.1. Planning LiaisonMonitors all planning related activities in Digbeth, reporting back to theCommittee offering suggestions for action.

A4.2. Festival and Events Co-ordinatorCo-ordinates positive links and partnership activity with local festivals andarts/cultural events, reporting back to the Committee.

A4.3. Communications OfficerSupports the Chairperson and Secretary in facilitating positive communicationand publicity within and outside Digbeth about issues and activities relating toDigbeth and the Residents Association.

A4.4. Neighbourhood Watch and Pubwatch OfficerAttends meetings of Pubwatch and liaises with local Police, ensuring positive


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communication between these groups and agencies in Digbeth related to thework of Digbeth Residents Association.

A5. ROLES AND RESPONSIBILITIES OF MEMBERSHIP

All members undertake to actively govern DRA, directing and controlling activities through

collective decision making. All members must act reasonably and honestly on behalf of DRA,according to the Constitution.

Members collectively have overall responsibility for the organisation and therefore need tobe actively involved in decision making about mission, development plan/strategy. Themembership should also be kept informed about the day-to-day activities of the Chairperson,Secretary and Treasurer (and any other officers with delegated powers). The membershipsrole also involves linking DRA to all residents and stakeholders in Digbeth, to safeguard thegroups assets, and to ensure positive participation in meetings and all other activities. Noindividual member has powers on their own unless specifically given them, and minuted, at aCommittee meeting.

Members should strive to attend all open meetings, coming prepared by reading relevantpapers and other communications prior to each meeting (plus preparing reports whenagreed beforehand). The members must agree to act collectively and prudently, not seekingpersonal gain. Members should:

Arrive on time and stay until the end Listen, and not speak over, others, reflecting on what others say Contribute positively Avoid lecturing/making long speeches, seeking constructive dialogue instead Carry out agreed action Report back on any action to the next meeting Have a commitment to DRA and its mission

Be willing to devote time to DRA Think independently Be willing to act collectively and accept collective decisions


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Appendix BStanding Orders (Conduct of Business)

B1.1. The Committee will decide on topics to be discussed at open meetings; agendas willbe distributed to the membership at least 24 hours before a meeting.

B1.2. Members can suggest and request items for the agenda by submitting these to theSecretary, and copying in the Chairperson.

B1.3. Members can also raise any urgent business or issues of concern under Any OtherBusiness (AOB) subject to the discretion of the Chairperson.

B1.4. Priority will always be given to issues of general concern, rather than more specific,localised concerns.

B1.5. Members may only speak through the Chairperson.

B1.6. Decisions will be agreed through a simple majority by a show of hands. A secretballot can be used if requested and agreed upon through a vote.

B1.7. Meetings will begin and end at the advertised time unless a vote is taken to extendthe meeting.

B1.8. Any offensive behaviour, including racist, ageist, sexist or inflammatory remarks willnot be permitted and perpetrators will be asked to leave the meeting by theChairperson.

B1.9. Any member who brings the group into disrepute or refuses to comply with theConstitution shall be subject to a vote leading to expulsion.

B1.10. Any expelled member has the right to appeal within 28 days of the expulsion. Theappeal will be considered at a special meeting called for that purpose.

B1.11. Minutes will be distributed within 14 days of a meeting where possible.

B1.12. A quorum of five members will be applied to all meetings.

B1.13. If the meeting is not quorate, then the meeting will continue as normal with anydecisions being ratified at the next quorate meeting.


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Appendix CExpense Claim Form

Documents

Constitution 2013