SOUTHFIELDS GRID RESIDENTS’ ASSOCIATION (SGRA) CONSTITUTION
The name of the Association shall be the
SOUTHFIELDS GRID RESIDENTS’ ASSOCIATION
The Association covers the following geographical area:
The area enclosed by the northern boundary of properties in Pirbright Road, the centre-lines of Merton Road and Revelstoke Road and the railway line. This area, with the exception of Pirbright Road, is known as Southfields Grid. The area forms part of the London Borough of Wandsworth.
3.1 To promote and represent the general interests of the residents of the area.
3.2 To take action to preserve, maintain and enhance the amenities and quality of life of the residents of the area.
3.3 To raise awareness of issues affecting the community, keep residents informed of issues that affect them and provide a forum for discussion.
3.4 To arrange and promote social activities, and encourage community spirit.
3.5 To conserve and improve the local environment.
3.6 To promote high standards of planning, development and architecture in, or affecting, the area, and, where appropriate, seek to conserve our housing stock.
3.7To take action to conserve and support the businesses in the area and its environs.
3.8 To do all things necessary for the attainment of these purposes.
4. EQUALITY AND DIVERSITY
4.1 The Association will uphold equal opportunities and promote good relations with all members of the community and not discriminate on the grounds of age, disability, race, faith, political belief, gender or sexual orientation.
5. POLITICAL PARTIES
5.1 The Association shall not align itself with any political party.
6.1 Membership is open to all who reside or work in the area. Only members who have paid their current annual subscription may vote at any meeting of the Association. The subscription of a member joining the Association in the three months preceding June in any year shall be regarded as covering membership for the Association’s membership commencing 1 June following the date of joining the Association. Membership shall lapse if the subscription is unpaid three months after it is due.
6.2 The annual subscription shall be such reasonable sum as the Executive Committee shall determine at the Annual General Meeting. It shall be payable on or before 1 June each year.
6.3 All those who are eligible for full membership are deemed to be Associate Members and may attend, and speak at, ordinary and general meetings, but not vote.
7.1 An Annual General Meeting (AGM) shall be held in or about May each year:
To receive the Executive Committee’s annual report;
To present the audited accounts;
To elect Officers and Members of the Executive Committee;
To agree the annual subscription;
To vote on amendments to the Constitution;
To consider any resolution put forward by members;
To discuss local issues.
7.2 The Executive Committee shall decide when ordinary meetings of the Association shall be held. Ordinary meetings and general meetings are open to members.
7.3 Special General Meetings of the Association shall be held at the written, including email, request of fifteen or more members whose subscriptions are paid up. The Executive Committee shall give at least 7 days notice of all meetings of the Association. See also Clauses 15 & 16.
8.1 Nominations for the election of Officers shall be made in writing, including email, to the Honorary Secretary at least 7 days before the Annual General Meeting. Such nominations shall be supported by a seconder and the consent of the proposed nominee must first have been obtained. The election of Officers shall be completed prior to the election of further Committee members. Nominees for election as Officers or Committee members shall declare at the Annual General Meeting at which their election is to be considered, any financial or professional interest known or likely to be of concern to the Association.
8.2 The Officers of the Association shall consist of:
- Vice Chair
- Honorary Secretary
- Honorary Treasurer
8.3 All of whom shall relinquish their office every year and shall be eligible for re-election at the Annual General Meeting. The Executive Committee shall have power to fill casual vacancies among the Officers of the Association. The Officers shall be resident or work in the area.
9. THE EXECUTIVE COMMITTEE
9.1 The Executive Committee shall be responsible for the management and administration of the Association, and for monitoring its finances.
9.2 The members of the Executive Committee shall be resident or work in the area. The majority of the Executive Committee must be residents of the area.
9.3 The Executive Committee shall have the power to co-opt anyone it thinks fit. Co-opted members shall attend in an advisory and non-voting capacity only.
9.4 The Executive Committee shall consist of Officers and not less than 4 and not more than 8 other members.
9.5 The Executive Committee shall have the power to fill casual vacancies occurring among the members of the Executive Committee between General Meetings.
9.6 Nominations for elections to the Executive Committee shall be made in writing, including email, to the Honorary Secretary at least 7 days before the Annual General Meeting. In the event of insufficient nominations for election to the Executive Committee the Chair shall have the power to accept nominations from the floor of the Annual General Meeting. All nominations must be supported by a seconder and the consent of the proposed nominee must have first been obtained.
9.7 If the nominations exceed the number of vacancies a ballot shall take place in such a manner as shall be determined.
9.8 The Executive Committee shall meet not less than four times a year at intervals of not more than three months and the Honorary Secretary shall give members not less than 7 days’ notice of each meeting.
9.9 The Executive Committee may also confer and make decisions by means of electronic media.
9.10 The quorum shall, as near as maybe, comprise one third of the members of the Executive Committee, and the majority of the quorum must be resident in the area.
9.11 In the event of an equality of the votes cast, the Chair shall have the second or the casting vote.
10 CONDUCT OF THE ASSOCIATION’S BUSINESS
10.1 All committees shall keep proper records of all meetings. The minutes of meetings shall be approved by the Chair at the next meeting.
10.2 Confidential information about the Association’s business should not be divulged to other persons or organisations.
10.3 Statements to the media or other organisations on behalf of the Association should be made by the Chair or committee members, with the prior approval of the Chair.
10.4 Correspondence sent on behalf of the Association must be signed by the Chair or Secretary, copies retained and reported to the Executive Committee.
10.5 The website shall be conducted in accordance with the proper legal framework. All official postings on the website, on behalf of the SGRA, must have the prior approval of the Chair.
11.1 The Executive Committee may appoint sub-committees to carry out the activities of the Association. Sub-committees shall be directly accountable to the Executive Committee. The Chair and Secretary of each sub-committee shall be appointed by the Executive Committee and all actions and proceedings of each sub-committee shall be reported to and confirmed by the Executive Committee as soon as possible. Members of the Executive Committee may be members of any sub-committee and membership of a sub-committee shall be no bar to appointment to membership of the Executive Committee. Sub-committees shall be subordinate to and may be regulated or dissolved by the Executive Committee.
12. STREET REPRESENTATIVES
12.1 The Executive Committee may decide to appoint Street Representatives to represent the interests of members in a street or road or part thereof.
12 DECLARATION OF INTEREST
13.1 Committee members shall declare any potential conflict of interest and withdraw from discussion and voting where appropriate.
14 EXPENSES OF ADMINISTRATION AND APPLICATION OF FUNDS
14.1 Any money raised by or on behalf of the Association will be used to further the purposes of the Association. The Executive Committee shall, out of the funds of the Association, pay all proper expenses of administration and management of funds to the Association and set aside to reserve such sums as may be deemed expedient. Members cannot receive any payment from the Association other than for bona fide expenses agreed by the Executive Committee and approved in advance.
15.1 All monies at any time belonging to the Association and not required for immediate application for its purpose shall be invested by the Executive Committee in or upon such investment securities or property as it may think fit.
16.1 This constitution may be amended by a two thirds majority of members present at an AGM or Special General Meeting of the Association provided that 28 days’ notice of the proposed amendment has been given to all members.
17.1 Any notice required to be given by these rules shall be deemed to be duly given if
- left at or sent by pre-paid post addressed to the address of that member last notified to the Honorary Secretary;
- or sent electronically to the last email or other electronic media address supplied to the Honorary Secretary;
- and placed on the website.
18 WINDING UP
18.1 The Association may be dissolved by a two thirds majority of members voting at an Annual General Meeting or Special General Meeting of the Association confirmed by a simple majority of members voting at a further Special General Meeting held not less than 14 days after the previous meeting.
18.2 If a motion for the dissolution of the Association is proposed at an Annual General Meeting or a Special General Meeting this motion must be referred to specifically when notice of the meeting is given.
18.3 In the event of the dissolution of the Association, any assets remaining after settling any liabilities shall be applied for the benefit of the community in accordance with the aims of the Association.
18.4 On dissolution the minute books and other records of the association shall be deposited in the local Public Records Office.
Adopted 30 June 2015