CONSTITUTION OF TOASTRACK RESIDENTS ASSOCIATION

 

1. Name and Area

The name of the organisation is “The Toastrack Residents Association” and it will represent the residents of Baskerville, Dorlcote, Henderson, Nicosia, Patten and Routh Roads together with the residents of that part of Trinity linking those roads.

2. Aims

The aims of the organisation are to:

- Promote the welfare, security and quality of life of the residents of the Toastrack and protect their interests.

- Represent the views of the residents to the local authorities on matters affecting the Toastrack and surrounding area, especially as regards security.

- Seek to protect the character of the Toastrack and promote a sense of community.

- Support initiatives for the improvement of facilities and services affecting the Toastrack and the area surrounding Wandsworth Common.

- Build a partnership and improve communication with our local MP, the Council, the Metropolitan Police and the Parks Police and other authorities on matters of relevance to the Toastrack and surrounding area.

- Gather information on matters affecting the residents and act as a network for the distribution of that information.

- Regularly consult all members.

- Monitor the organisation, its work, finances and membership.

3. Equal Opportunities

This organisation shall uphold equal opportunities and work for good relations among the community.

4. Membership

All residents over the age of 18 years of the households in the Toastrack are members of the organisation. The names and contact details of those residents who are in touch with the organisation shall be kept by the secretary and shall be used only for internal Toastrack business.

There will be no formal membership fee. Any funds collected will be for running costs only and will be on a voluntary basis.

5. Ending Membership

Membership shall end when a member ceases to be a resident of the area.

If a member is deemed to have lost the confidence of the Committee, membership can be suspended in or ended by a two-thirds majority vote of the committee. A member whose membership has been suspended in this way shall be entitled to have that suspension reviewed at the next general meeting.

6. Meetings

(a) The Annual General Meeting

The organisation shall hold an annual general meeting (AGM) once each calendar year, and not more than 15 months shall pass between the date of one AGM and the next.

The AGM shall:

- Receive an annual report from the committee.
- Present audited accounts to members.
- Appoint an independent auditor.
- Elect the Executive Committee.
- Consider any resolutions put forward by members.
- Vote on any amendments to the constitution.

All members shall be given 21 days written notice of the AGM, this must include an agenda, minutes of the last AGM, details of nominations to the Executive Committee and any resolutions which may include any proposed changes to the constitution.

Any proposed changes to the constitution or nominations to the committee must be notified and sent to the Secretary in writing at least 28 days before the AGM.

(b) General Meetings

Each year the organisation shall hold as many General Meetings (including the AGM) as the Committee think appropriate which shall be open to the general membership and residents of the area.

All members of the organisation shall receive 14 days notice of the General Meetings. The general meetings shall be minuted. The quorum for all general meetings shall be representatives from 28 households.

(c) Special General Meetings

A Special General Meeting may be called by the Executive Committee and must be called if requested by at least 20% of the membership, at least 28 days before the date on which those members request the meeting to be held. The secretary must send to each member written notice of a Special General Meeting 21 days in advance of the meeting.

(d) Voting

Each member shall have one vote on any resolution put before an AGM, General Meeting or Special General Meeting. All voting that takes place at an AGM, General Meetings, Special General Meeting, and Executive Committee Meetings shall be counted and recorded in the minutes.

(e) Minutes

All voting that takes place at an Annual General Meeting, General Meeting, Special General Meeting and Committee Meetings shall be accounted and recorded in the minutes. All formal meetings such as Executive Committee Meetings, Special General Meetings, Annual General Meetings must be minuted and the minutes formally approved by the next meeting of the committee or General Meeting. All minutes shall be available for inspection by members of the organisation.

7. The Executive Committee

Any member over the age of 18 shall be entitled to stand for election to the Executive Committee. The Committee shall stand down at each Annual General Meeting and may be re-elected. There shall be at least 7 committee members and not more than 21. There shall be at least 3 committee meetings each year. The quorum for committee meetings is 3 members over and above the Chairman or Secretary. All members shall be given not less than 5 days notice of each meeting of the Executive Committee. Members of the organisation may also attend meetings of the Executive Committee if invited, but they may not vote.

The Executive Committee may from time to time as necessary create any sub-committees and/or working parties on a permanent or temporary basis. The members of any such sub-committee or working party shall be selected by the committee from among its members or the general membership. Any such sub-committees of working parties shall report to the Executive Committee for decision making. The committee shall monitor the work of the organisation and report to each General Meeting on the work done since the last General Meeting, and on finances.

8. Officers of the Committee

The organisation shall have a Chairman, Secretary and Treasurer. The chairman shall chair all General Meetings and Executive Committee Meetings. The Officers shall report to each Committee Meeting and General Meeting on their work. There shall be no more than two Committee Members from the same household.

9. Co-optees

The Executive Committee may co-opt members on to the committee in order to fill vacancies that occur during the year to ensure appropriate representation of the Toastrack. They may also invite residents to attend individual committee meetings as necessary.

10. Treasurer and Accounts

The Treasurer shall hold an account and keep records of the organisation’s income and expenditure. The treasurer shall report the balance in the account to the committee at each Executive Committee meeting.

If necessary the Executive Committee shall appoint authorised signatories for any cheques. The organisation’s accounts shall be kept up to date and annual accounts for each year shall be independently audited and shall be presented to the Annual General Meeting. The accounts of the organisation shall be available for inspection by any member of the organisation who requires to see them, within 28 days. The request for inspection must be made in writing to the Treasurer.

The Treasurer is authorised to pay from petty cash, travel and other small expenses to representatives of the organisation undertaking the organisation’s work providing that each payment is supported by a receipt, ticket or voucher. Each such payment of petty cash shall be signed by the receiver. The Treasurer shall provide a list of petty cash payments to the Committee when called upon to do so.

10. Information

The organisation shall provide information to all Members on matters that affect the organisation and its members. All members will be notified of the website on which any changes to the constitution will be posted prominently. Minutes of the General Meetings and Committee Meetings shall be available from the Secretary for all members.

10. Dissolution of the Organisation

The organisation can only be dissolved by a Special General Meeting called specifically to consider a motion to dissolve the organisation. All members shall be given 21 days written notice of such a meeting, which shall contain the wording of the resolution. The organisation can only be dissolved if two-thirds of members present at the Special General Meeting vote for a motion to dissolve it. The Special General Meeting shall decide on disposal of assets, funds and equipment.

Legal Liability

The organisation will not have legal personality and will not accept liability for the individual acts of its members or committees.

This Constitution was adopted as the Constitution of the Toastrack Residents Association on 19th November 2007