Madley Park Residents' Association Constitution
The name of the Association is the Madley Park Residents Association
To represent the views of all Madley Park residents to West Oxfordshire District Council and other relevant bodies on matters concerning the estate and its residents. The Association will be non political.
The Association may also be involved in organising and participating in activities which improve the physical environment on, and links between the residents of, Madley Park.
Membership of the Association shall be open to all residents of Madley Park irrespective of tenure. All voting members must be at least 16 years of age. Membership shall be free of subscription.
The Association has the power to request voluntary contributions from its members and to apply for other funding sources to support its objectives.
Non-residents of Madley Park may be co-opted as appropriate. Normally such membership will be limited to representatives of other organisations operating in collaboration with the Association, e.g. Neighbourhood Watch.
A representative from the Discovery Days project shall be entitled to serve on the committee as a committee member.
Members of the committee shall be elected by a General Meeting of the Association. However the committee may choose to co-opt new members as necessary, subject to ratification at the next General Meeting.
The total number of committee members will not exceed 15. Membership of the Committee will be for 2 years after which period re-election by the General meeting will be required.
Membership of the Committee will be deemed to have lapsed if any member does not attend 4 consecutive committee meetings, without apology.
Officers of the Committee
Officers of the committee will comprise the Chair, Vice Chair, Secretary, and Treasurer. The committee may choose to nominate any of their members to the offices considered necessary for the efficient organisation of the Association’s activities without reference to a general meeting
The Chairperson chairs meetings of the committee, represents the group at meetings and acts as a spokesperson for the group where necessary.
The Vice Chair assists the Chair and deputises for them where required.
The Secretary takes minutes of meetings and circulates these to committee members.
The Treasurer oversees the financial affairs of the Residents Association and keeps appropriate accounts that show all the monies received and paid out by the group.
All monies received by the Association shall be applied to further the aims of the Association.
Any bank accounts opened for the Association shall be in the name of the Association.
There will be 3 authorised signatories to the bank account, one of whom will be the Treasurer. Two signatures will be required on cheque payments and other payment instructions to the Associations bankers.
The Association will ensure its accounts are independently examined each year.
The quorum level for the Committee shall be 5 members, of which one should be the Chair or Vice-Chair. For General Meetings the quorum shall be deemed to be established if all full members of the Association have been informed that a General Meeting is to take place at least 7 days in advance of the meeting. Such notices shall be in the form of a notice on the Residents association notice board and/or an announcement in the Residents Association newsletter.
General meetings may be called by the committee at any time, subject to the notice period stated above. General Meetings shall also be called in response to a request to the Committee by at least 10 full member households.
Changes to the constitution
The constitution may be altered at a General Meeting or a special meeting called for that purpose. Changes must be submitted to the secretary in writing not less than 3 days before the meeting and must be agreed by at least two thirds of members present at the meeting.
The Association may be wound up at any time if agreed by two-thirds of those members present and voting at any General Meeting. In the event of winding up, any assets remaining after all debts have been paid shall be given to a group with similar aims and purposes.
(This constitution was agreed at the Residents Association AGM on 12th October 2009)
Spring 2017 (PDF file - 2789 KB)