- The Outer Avenue Residents Association (OARA) is a residents association open to membership by anyone living in the area represented (see section 1b). Hereafter referred to as the OARA.
- The area covered by the OARA is defined as that area bounded to the North (and including) Gordon Avenue/Alma Road; to the East by Portswood Road; to the West by The Avenue; and to the South by Lodge Road. [Also, see map in Appendix]
- The Committee of the OARA is a body of up to 12 people elected annually from the membership of the OARA whose role is to conduct the day to day business of the OARA and act on its behalf. Hereafter referred to as the Committee.
2. Organisational Objectives and Means
The Outer Avenue Residents Association is an organisation with the following objectives:
- To serve residents, taking action on issues of concern or interest in ways that improve the area and incorporate the values of local residents.
- To encourage the participation of residents in all aspects of life in Southampton.
- To represent their interests in both the public and private sectors, by working in partnership with Southampton City Council and other public, private and voluntary organisations to benefit the local residents
- To further develop good community relations and spirit already existing, recognising the diverse cultural richness of the area.
- To identify special needs for training and self-development, e.g. Committee skills training.
- To seek assistance, support and advice, when required, from service providers and organisations and individuals.
The Outer Avenue Residents Association will use the following means to achieve its objectives:
- Produce and disseminate information among residents
- Organise and hold regular meetings
- Undertake training as and when identified and needed, e.g. to improve skills of Committee or OARA members.
- Raise awareness of the Residents Association among other voluntary and statutory groups, so that new and existing initiatives can be identified, and information and advice exchanged with them
- Raise funds by means of contributions, legacies, grants and fundraising, by lawful means.
- All funds and property of the Residents Association shall be used solely to promote its objectives as set forth within this constitution.
- No funds of the Residents Association shall be paid or transferred directly or indirectly by way of profit to any member of the Residents Association.
- Identify and be aware of social, educational and well-being issues within the membership group. To liaise with the appropriate services in dealing with issues.
3. Membership of the OARA
- Membership shall be open to all persons over the age of 18 years, regardless of gender, disability, lifestyle or culture, and is a resident living within the membership boundaries and who recognises and supports the objectives of the OARA.
- An annual fee may be payable by each member of the OARA, as determined by the OARA at its Annual General Meeting.
- Whilst everyone is welcome to attend OARA Committee meetings, the participation of non-residents will be at the discretion of the OARA office holders.
- Statutory, voluntary and local organisations and businesses are entitled, by invitation, to send representatives to OARA and/or Committee meetings. Such representatives shall have no voting rights.
- All OARA members shall have one vote at each OARA meeting.
4. Meetings and Organisation
4.1 OARA MEETINGS
- The OARA shall meet quarterly for at least the first year of its operation. Meeting frequency after that will be decided at the second OARA Annual General Meeting.
- The business of each quarterly meeting shall be:
- Approval of minutes from the previous meeting
- Matters arising and follow up of actions
- Reports from any existing sub-groups
- Current issues (new and on-going)
- Any Other Business
- Date of the next meeting
- Minutes shall be kept by the Minute Secretary and all proceedings and resolutions recorded.
- Any issue requiring a vote shall be decided by a simple majority of those entitled to vote with the Chairperson having the additional casting vote in the case of votes being equal
- The Quorum for meetings shall be 15 members or one third of membership, whichever is lower. Also, at least one third of Committee members must be present for the meeting to be quorate. In the event that no quorum is reached at any meeting, the issues shall stand adjourned until they are passed at the next quorate meeting.
4.2 OARA AGM AND EXTRAORDINARY MEETINGS
- An Annual General Meeting (AGM) of the OARA will be held each year and must be held within 15 months of the preceding AGM.
- At least 21 days notice of the Annual General Meeting shall be given to members by the Secretary.
- The business of each Annual General Meeting shall be:
- to consider the Annual report of the Committee on its activities during the preceding year
- to approve the audited accounts
- to elect the Committee for the following year
- to consider any other business of which 14 calendar days’ notice has been given
- At each Annual General Meeting of the OARA, the Committee will be elected from its members.
- All previous elected Committee members will stand down at each AGM, but may stand for re-election.
- The OARA will elect the following Officers, who will be on the Committee
- Minute Secretary
- Other roles may be identified from time to time, e.g. Publicity Officer, Web Master, Fundraiser
- OARA members can elect further members of the Committee, which shall not exceed 12 members in total.
- The AGM will also assign an independent auditor to audit the OARA accounts on an annual basis.
- Three Committee members or one third of the total OARA membership may call an extraordinary meeting at any time. If so called, the whole Committee shall agree to set up such a meeting.
4.3 THE OARA COMMITTEE
- Committee members have a responsibility to uphold the reputation of the OARA and act in good faith for its membership.
- The Committee will have the power to make minor decisions considered inexpedient to await the next scheduled OARA meeting; and which is to the benefit of the OARA membership. Such actions will be reported to the OARA at their next meeting. All other issues and decisions shall be subject to the recommendations of the OARA at their meetings.
- The Committee may co-opt up to 4 representatives with particular expertise, knowledge or skills, whether members of the OARA or not. These co-opted representatives do not have voting rights.
- If an elected member of the Committee does not attend three (3) successive Committee meetings without good reason, their membership of the Committee may cease, at the discretion of the Committee. The Chairperson or Secretary will confirm this dismissal in writing.
- Committee membership may also be terminated if the member brings the OARA into disrepute through certain activities; e.g. acting against the spirit/interests of OARA, criminal acts, etc.
- Any such case arising will be heard by a sub-group consisting of at least the Chair and Secretary plus one other Committee member.
- In addition, 2 nominated Committee members, as requested by the member in question will also attend. This will not include the member in question.
- The member concerned will also have the right to be accompanied or represented.
- This meeting will be confidential.
- The course of action to be taken will be agreed by a simple majority of the 5 Committee members in attendance.
- The Chairperson or Secretary will confirm the decision to the member in writing.
- Any appeal against termination of membership will be heard by the Committee in open session, where decision will be final.
- Should a vacancy occur on the Committee, any paid up member may stand for election at the next OARA meeting.
- The Committee will meet at least once between OARA meetings and at other times deemed necessary.
- One third of the Committee members shall form a quorum at Committee meetings.
- No Committee member shall use his or her position for financial or personal gain.
5. Working Groups
- From time to time, Working Groups or Sub-Groups may be set up to look at particular issues. These groups will report directly to the OARA and its Committee (usually at meetings).
- Such Working Groups will be able to investigate, discuss and make recommendations, but unless authorised by the OARA, will not have the power to make decisions on behalf of the OARA.
- The composition of each Working Group should consist of at least 1 Committee member and 2 OARA members.
- A bank account shall be held in the name of the OARA.
- The Committee shall authorise in writing 3 signatories. These 3 signatories will consist of the Treasurer, Secretary and Chairperson.
- All cheques must be signed by no fewer than 2 of the 3 authorised signatories. If the Treasurer signs, this signature must appear first, to protect against misuse of funds.
- The Treasurer shall properly account for all expenditure and income, and shall present an independently inspected report to the Annual General Meeting, plus a statement to the Committee meetings.
- All monies acquired by the OARA shall be applied to the benefit of the OARA and shall be used for no other purpose.
- The OARA financial year shall run from 1st January to 31st December.
- The OARA accounts will be audited once a year (by the assigned auditor) and presented to the AGM.
- Repayment of reasonable out of pocket expenses incurred by volunteers may be refunded. All receipts and invoices must be kept and a written receipt given for any expenditure.
- The Committee can authorise expenditure up to a value of £100. Any amount over that needs to be authorised at an OARA meeting.
7. Alterations or Changes to the Constitution
Amendments to the Constitution can only be made at the Annual General Meeting. These should be submitted at least fourteen days before the AGM date. A two thirds majority of those entitled to vote are required for the amendment(s) to be successful.
In the event of the OARAbeing dissolved, the assets, after payment of debts due, will be donated to a chosen organisation with similar objectives. This will be decided by a simple majority vote at an Annual General Meeting or at an extraordinary open meeting.
Arrangements until the first Annual General Meeting of the Outer Avenue Residents Association
Until the first Annual General Meeting takes place, this constitution shall take effect as the Outer Avenue Residents Association terms of reference.
Signed Committee Member
ADOPTION of OARA CONSTITUTION
This Constitution was adopted as the Constitution of the Outer Avenue Residents Association at the first Annual General Meeting held on the ………………..
The following persons were elected as trustees and committee:
Signed Vice Chairperson (if appropriate)
Signed Minute Secretary