The Association shall be known as the: Tondu & Aberkenfig Community Association
The Association will cover the whole geographical area of Tondu and Aberkenfig
2. AIMS & OBJECTIVES
The aims and objectives of the Association shall be:
• To represent and to promote the interests of all residents living in our area.
• To seek to improve conditions for residents in the area.
• To work in partnership with the council and other agencies to achieve our aims.
• To represent the interests of residents in consultation with the local authority and other bodies.
• The Association shall be non-party political and non-sectarian.
3. CARRYING OUT THE PURPOSE
In order to carry out the charitable purposes, the Committee/Trustees have the power to:
• raise funds, receive grants and donations
• apply funds to carry out the work of the charity
• co-operate with and support other charities with similar purposes
• do anything which is lawful and necessary to achieve the purposes
a) Membership of the Association shall be open to all residents living in the Tondu and Aberkenfig area aged 18+. A register of members will be kept by the committee. All personal information is securely stored and will not be shared with any third party
b) The Association will take positive action to reach those people that are under-represented at meetings and events and will ensure that all members have the opportunity to be involved in the Association and its events.
c) All members shall have voting rights on all issues raised at general meetings that they attend.
d) Each eligible person shall, on request, be supplied with a copy of the constitution.
e) The Association will adopt a code of conduct for its meetings and it shall be a condition of membership that members act in a reasonable and acceptable manner at meetings or in premises used by the Association.
f) Any members may be excluded for a breach of this condition or for any other conduct contravening the objectives of the Association, by a majority of those present and voting at any general meeting. Any member so excluded shall have the right of appeal to the following general meeting.
a) The Association will be run by a Committee elected at the Annual General Meeting. The Committee will be made up of Honorary Officers including a Chair, Vice chair, Secretary, Treasurer and Ordinary members.
b) The committee will have a minimum of 5 and maximum of 9 members. Each will have a vote, with the Chair having an additional casting vote where there is a hung ballot.
c) The committee will report twice a year on their work and how it will positively encourage participation from all sections of the community. This will be through General or Annual General meetings.
d) There will be a minimum of 3 committee meetings held during the course of the Association’s year.
e) Seven clear days notice of committee meetings will be given to all members of the committee.
f) The quorum for committee meetings shall be a minimum of 3 members.
g) Where a casual vacancy (or vacancies) arise on the committee, the committee will have the power to co-opt to the vacancy (vacancies). However the co-optee/s will need to stand down for the post to be formally elected to at the next General Meeting of the Association.
h) The committee may deal with any issues of management of the Association which require decision during the periods between general meetings of the Association, and report these to the next General Meeting.
i) Committee members who miss more than three consecutive meetings without giving reasonable apologies will be asked to resign their post.
j) A member of the committee may be removed or suspended from their post if they bring the good name of the Association into disrepute. A full meeting of the committee will be called to consider evidence from all sides and a majority vote will be necessary to remove or suspend.
(i) Annual General Meeting
An Annual General Meeting (AGM) of the Association shall be held once a year (within 13 months of the last AGM). Written notice of the meeting must be sent at least twenty one clear days in advance to every Committee member and registered member for which contact details are held, and will be publicly advertised in local noticeboards and through other media.
Agencies and individuals such as Housing Officers may be invited to the AGM, but will not have voting rights unless they are residents of the area and hold membership rights.
The quorum for the AGM will be a minimum of 6 eligible voting members or 10% of the membership present at the meeting, whichever is the greater. At the AGM:
• The minutes of the previous AGM will be presented and approved.
• The existing committee will present a report of the Association’s activities in the past year.
• Accounts for the year will be presented. Where the law requires independent examination or audit this will be fulfilled.
• The existing committee will stand down.
• The officers and committee for the next year will be elected.
• Any proposals to amend the constitution in line with section 8 (below)
Nominations for officers and committee members will be accepted only if the person nominated is present at the Annual General Meeting or has put in writing that they are willing to stand.
(ii) General Meetings
a) The Committee of the Association will hold a minimum of 1 General Meeting per year (in addition to the AGM.)
b) The General Meeting shall be open to all residents over 18 living in the area.
c) Registered Members will have the right to vote at the meeting where required to do so. All matters for decision will be decided by a simple majority of those eligible to vote.
d) No member shall have more than one vote.
e) Seven days notice of General Meetings will be given in writing to all members.
f) A quorum for general meetings will be a minimum of 6 people or 10% of the membership present and eligible to vote, whichever is the greater.
g) The Association will widely publicise annual and other general meetings and public events in the Association’s area in order to actively encourage and involve all members and residents to participate and hear their views. All members of the Association will be entitled to attend General Meetings, to speak and to vote.
h) Minutes or notes must be kept of all meetings of the Association. The minutes will be presented to the next meeting to be approved. The minutes should be made available to any member of the Association on request.
i) All members of the Association will abide by a Code of Conduct and be expected to treat each other with respect and act in a courteous manner. The Chair may ask members to leave if their behaviour is disruptive or offensive.
(iii) Special General Meetings
a) Special General Meetings may be called at any time for the purpose of altering the constitution or for considering any matter which needs the immediate attention of all members.
b) Special General Meetings shall be called either at the written request of at least 6 members of the Association, or if a General Meeting decides by a simple majority that it is necessary or advisable.
c) At least 14 days notice of any Special General Meeting will be given to members in writing, stating the reason(s) for holding the meeting.
d) All matters for decision will be decided by a simple majority of those present and eligible to vote.
a) Money raised by or on behalf of the Association shall be applied to cover the running costs of the Association and the advancement and achievement of the aims and objectives of the Association and for no other purpose.
b) The association may apply for funding in furtherance of its aims and objectives and the committee is responsible for the proper use of money raised through grants according to the guidelines issued by the funding body.
c) The Treasurer shall keep proper account of the finances of the Association and shall open a bank/building society account in the name of the Association and keep copies of all relevant statements, invoices and receipts to support expenditure and income.
d) The committee will nominate at least 2 people who can sign cheques. These people must not live in the same household, or be close family members. If these committee members stand down they are responsible for transferring responsibility for the TRA bank account to the new committee members and for handing back all accounts information and records as they will belong to the association.
e) In line with the criteria in (d) above, two unrelated signatories will be required to sign each cheque or make any payments as agreed by the committee.
f) The accounts comprising a detailed income and expenditure account by type of income/cost and a balance sheet. If the income of the association triggers and independent examination or audit, this will be complied with. Similarly, if funders require and independent examination even if the organisation does not meet the threshold this will be complied with.
g) The statement of annual accounts shall be presented to the Annual General Meeting and copies made available at other times upon request.
h) Committee members can not be paid other than to be reimbursed for any agreed out of pocket expenses incurred as a result of association activity. The Treasurer must keep receipts for all money paid out in expenses to committee members for duties carried out on behalf of the association and record these within the accounts.
8. AMENDMENTS TO THE CONSTITUTION
Any proposals to amend the constitution can be held at a Special General Meeting called for that purpose or an Annual General Meeting subject to the following:
Proposals to amend must:
• be presented to the Secretary in writing at least 14 clear days prior to the meeting at which they are to be considered, and
• must be circulated to all members of the Association 7 days prior to the meeting at which they are to be considered.
• In the case of a Special General Meeting the amendments should be circulated with the agenda, at the time the meeting is called.
The officers shall call a Special General meeting of all members, giving at least 14 days’ notice in writing and stating the terms of the dissolution resolution to be proposed at the meeting. A simple majority of those present and eligible to vote will be necessary to carry the resolution. All outstanding bills will be paid and the balance of any funds/assets held by the Association at the time of dissolution will be passed to a like minded organisation agreed by the Officers, or to the local community council to be restricted to benefit the residents in the area of the association.