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THE WESTCLIFF PARK RESIDENTS COMMITTEE CONSTITUTION

 

The name of our association will be Westcliff Park Residents Association (WCPRA).

Our site: Westcliff Park, Royal Esplanade and London Road (Pegwell Road), Ramsgate, Kent

This association will refer to the following location as “our site”.

 

Aims & Objectives

The association seeks to represent and to promote the interests of all of the residents living on our site.

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We will work for improvements:

  • to our homes and gardens “our site”

  • the local environment

  • we will promote any charitable purpose for the benefit of the community

  • we will promote good site management

  • we will work to share our experiences and knowledge with other members of the community

  • we will aim to reduce carbon footprints with our children and our children’s children in mind

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This group supports no political party.

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To achieve our aims:

  • we will find out what the aspirations and needs of all of the people on the site are, so that we can represent the views of all of our members

  • we will do our best to keep our membership informed and give everybody the opportunity to put their views forward

  • we will aim to make it as easy as possible for everybody to take a full and active part in our organisation

  • we may organise events or meetings to further our aims and allow consultation with residents on all matters relating to accommodation matters on this site

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Membership of our group

  • The members of this group are all residents who live on our site.  Any members of the group can stand for election to the committee

  • All members of the group are welcome to any public events and meetings organised by the association

  • At events and meetings, members are expected to behave in a reasonable manner

  • The Chairperson or event organiser will have the authority to exclude from a meeting or event anyone whose language or behaviour is offensive

  • To enable everyone to express their views, a time limit three minutes per person is encouraged

  • No group/team/family or party can dominate the onsite agenda or voting

 

Co-option of members with skills and knowledge useful to the association

The association may co-opt advisers to the committee. These cannot be officers of the association and they are not allowed to vote, but they can support and advise the association. Co-opted members cannot represent the group at any outside meetings or forums.

 

Equal Opportunities Statement

We want people from different backgrounds and different experiences and especially young people to be part of our group. This is why we strive to make our Residents Association a place where everyone can feel welcome and safe.  We will challenge any remarks or behaviour that causes offence and makes some people feel unwelcome. We will do our best to overcome any obstacles to people giving their view or getting involved in our association. We will take positive action to reach those people that are underrepresented at our meetings and will consider Equal Opportunities.

 

How we will organise our committee

We will have at least a chairperson, vice chair, treasurer and secretary (officers).  The committee may elect other officers. We will have a committee that will consist of the officers and at least other members of the association to carry out the day to day business of the association. Representatives from the following will form part of the committee.

 

  • One person from Albert Row

  • One person from Victoria Row

  • One person from Belmont House

  • One person from The Stables

  • One person from the East Wing

 

How we will make sure that we are democratic

Once per year (no later than after 15 months) we will hold an Annual General Meeting (AGM). This is where the officers and committee will be elected by majority vote. Written notice, and an advance from the floor will be accepted only if the person nominated is present as members of the association have to be present at the Annual General Meeting.

 

What happens at our Annual General Meeting?

  • the minutes of the pervious AGM will be presented and approved

  • the existing committee will present a report of the association’s activities

  • the existing Treasurer will present audited accounts for the year

  • the existing committee will stand down

  • the officers and committee for the next year will be elected

 

We will aim to have an independent person available to take the election and any amendments to the Constitution will be voted on.

 

if there is nobody willing to stand, the committee will decide whether to start procedures to close the association down. Alternatively, the committee can continue in office to try and redevelop the association for up to six months. It is the responsibility of the committee to recruit a new committee or formally dissolve the association within that period

 

Special General Meeting

A Special General Meeting (SGM) open to all members, will be convened if a third of members request this in writing to the secretary stating their reason for wanting one. This could be in the form of a letter signed by a third of the members from different addresses. The secretary will ensure that the meeting is held within 28 days and that all households are given prior notice.

 

How the association will be run

This association will try to be democratic and as open about its business as possible. We will hold regular meetings and keep records of all meetings and will aim to publicise all meetings in addition to the Annual General Meeting to all households on the site to plan our activities and consult our members.

 

How many people need to be present to take a committee decision?

At least 51% of the committee have to be present to take a decision on behalf of the association. All members of the committee should be consulted on the dates and venues. The committee will try to work by consensus (i.e. we will try to come to an agreement) but where this is not possible, decisions will be taken by majority vote.

 

How will everybody know what has been decided?

We will keep minutes of all meetings of the association. We will note down what has been agreed or decided and who is responsible for any jobs involved in that decision. The minutes will be presented to the meeting and have to be approved. Any member of the association has the right to read the minutes of any public or committee meeting. We will also aim to provide two newsletters per year in order to ensure involvement and raise community spirit.

 

Responsibilities of the Officers

Our Chairperson will

  • usually chair all meetings to ensure that all present can contribute without interruption and intimidation

  • Prepare the agenda with the secretary and ensure that agenda items are resolved.

 

Our Secretary will

  • deal with all correspondence, keep minutes and records

  • Keep all members informed

  • Prepare the agenda with the Chairperson

 

Our Treasurer will

  • keep up to date records of all financial transactions and make sure that all members of the association receive all of their expenses promptly

  • Make regular financial reports and prepare the accounts for the Auditor

  • Present audited accounts to the AGM

 

Members of the committee will work as part of a team and have the right to represent the Association to outside bodies.

 

Finance

A small fee of £5 per year, per owner (householder) be levied for sundries i.e. paper, ink etc. and that funds held on behalf of the group must not exceed £500 unless for a specific purpose and then it must be agreed by the Committee. If necessary, we will open a bank account that provides a cheque book for the association and we will nominate at least two signatories for all cheques. The signatories must not be members of the same household. The association should keep receipts for all money paid out. The treasurer will ensure that all accounts are audited once a year. The association will adopt an expenses policy to make sure all members know exactly how much money everybody will be able to claim on behalf of the association. The expenses policy can be amended at a public meeting to ensure it is flexible enough to suit the needs of this association.

 

Declaration of Interest

It shall be the duty of every member who is any way directly or indirectly interested financially or professionally in any item discussed at any meeting of Westcliff Park Residents Association (including any meeting of any committee or sub-committee) at which he or she may be present to declare such interest and he or she shall not discuss any item (except by invitation of the Chairperson) or vote thereon.

 

How can we change this Constitution?

The constitution may only be amended at an Annual General Meeting or a Special General Meeting.  If anyone wants to make changes to this document, they have to put them in writing and send them to the secretary before the meeting. The secretary should let all the members know prior to the meeting that a change to the constitution will be on the agenda. Changes to our constitution must not weaken the association commitment to equal opportunities.

 

How can we dissolve the association?

The association may only be dissolved at a public meeting. All members have to be informed that a decision about the future of the association will be on the agenda. It is the responsibility of the outgoing committee to ensure that all members are informed in advance of the meeting and its purpose.

 

A proposal to dissolve the association will only be carried if agreed by two thirds of the members present or if the association is unable to form a committee. All outstanding bills will be paid. The remaining funds and possessions will be transferred to a charitable organisation with similar objectives as agreed at the meeting.

 

What we can do if details are not clear

Any interpretation of this document or any additional points not covered as yet, will be decided by a majority vote of the committee and ratified by a public meeting. The question should then be referred to the next AGM in the form of an amendment to the constitution or SGM called.

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