ALRA Constitution

The Constitution details the aim, objectives and rules that govern this association.

1. Name
   1. The name of the association is Aston Lodge Residents Association, hereafter, referred to as ALRA.
2. Aim
   1. The aim of ALRA, is to improve Aston Lodge as an area to live.
3. Objectives
   1. To represent the interests of the residents of Aston Lodge.
   2. To seek to improve local facilities and services for all residents.
   3. To encourage more community involvement and participation.
4. Powers
   1. To hold regular meetings to progress its aim.
   2. To represent the interests of members to any outside organisation.
   3. To carry out research in line with the aim of ALRA.
   4. To publish, or distribute information, where applicable, to the aim of ALRA.
   5. To cooperate with other bodies, to further the objectives of ALRA.
   6. To apply for, and raise funds (but not by means of taxable trading), for furthering the objectives of ALRA.
   7. To set aside funds, for special purposes, as reserves against future expenditure.
   8. To deposit or invest funds, in any lawful manner.
   9. To take out insurances to protect the income and property of ALRA, and members of the Committee, where required.
   10. To do anything else, within the law, which promotes or helps to promote the objectives of ALRA.
5. Membership
   1. Membership shall be open to all persons living in the area known as Aston Lodge estate.
   2. The Committee may terminate the membership of any individual, whose membership would, in the reasonable view of the Committee, be harmful to ALRA.
   3. Every member aged eighteen years, or above, will be entitled to one vote at an AGM/SGM.
   4. All voting that takes place at an AGM, or SGM, will be by show of hands and shall be counted and recorded in the minutes.
   5. ALRA shall be non-party in politics, and give due consideration to Equal Opportunities, Diversity and Human Rights.
6. The Committee
   1. The first Committee will be appointed with the agreement of the members at the first meeting, and re-elected by ALRA's membership at its AGM. There will be a maximum number of six elected officers, and they will be termed Committee officers.
   2. Only ALRA members can be elected onto the Committee.
   3. ALRA's business shall be managed by the Officers of the Committee.
   4. All Committee Officers are entitled to vote.
   5. A quorum for the Committee, will be any three Officers for an elected Committee of four, or any four Officers for an elected Committee of five or six.
   6. Business of the Committee is decided by show of hands and a simple majority.
   7. All Committee Officers will have one vote, and in the event of a tied vote, the residing chairperson shall have the casting vote.
   8. The Committee have the authority to co-opt up to two additional non-voting members.
   9. At least three Committee meetings will be held each year, in addition to the AGM, and any SGM which may be required.
   10. The Committee shall stand down at each AGM, and may seek re-election.
   11. Written notice shall be given by any Committee Officer resigning from their post.
   12. The Committee may create Sub-committees, which shall include at least one Committee Officer and shall report to the Committee, who will make any final decisions.
   13. All formal meetings must be minuted, and the minutes formally approved by the next meeting of the Committee. Minutes will remain confidential to Committee Officers.
7. The Committee's Officers
   1. The Committee will have a minimum of four Officers, including: Chairperson/Secretary and three other elected members.
   2. The Chairperson and Secretary will be elected by the Committee, at the preceding meeting, and will reside for that meeting, until the beginning of the next meeting, unless re-elected. Inclusively, the Chairperson will:
      1. Represent ALRA at meetings ALRA has been invited to.
      2. Act as spokesperson for ALRA, when necessary.
   3. The duties of the Secretary will include:
      1. Taking and keeping minutes of meetings.
      2. Preparing the agenda for meetings of the Committee, and ALRA, in consultation with the Chairperson.
      3. Verifying membership, if required by the Committee.
      4. Dealing with correspondence, including the dedicated email account.
      5. Collecting and circulating any relevant information within ALRA.
      6. Monitoring the Aston Lodge Facebook and ALRA website, unless one specific Officer has been appointed to do so.
      7. Asking the administrators to remove inappropriate content, in accordance with the administrators rules for the page, and the aim of ALRA.
      8. Overseeing the content of the ALRA website, in collaboration with the Webmaster.
   4. The Treasurer will be appointed by the Committee, and may seek re-appointment at the AGM of ALRA. The Treasurer is not a Committee Officer, and does not have voting rights. The duties of the Treasurer will include:
      1. Supervising ALRA's financial affairs.
      2. Keeping proper accounts, that show all monies collected and paid out by ALRA, and will ensure that these accounts are verified annually at the AGM.
8. Monies & Property
   1. The property and funds of ALRA must be used only for promoting the objectives of ALRA, and do not belong to the members of ALRA, or the Committee.
   2. Committee members may be paid for reasonable out of pocket expenses.
   3. Expenditure must be approved at committee level.
   4. Bank withdrawal forms will be signed by two Committee Officers.
9. Annual General Meeting (AGM)
   1. ALRA shall hold an AGM within 14 months of the previous AGM.
   2. All members shall be given at least 14 days-notice of the AGM, and shall be entitled to attend and vote. The quorum for an AGM shall be four members.
   3. The business of the AGM shall include:
      1. Receiving a report from the Chairperson, on ALRA's activities over the year.
      2. Receiving a report from the Treasurer, on the finances of ALRA.
      3. Electing new Committee Officers.
      4. Considering any other matter, as may be decided.
10. Special General Meeting (SGM)
    1. An SGM may be called at 14 days-notice. All members shall be notified, and will be entitled to attend and vote.
    2. The SGM, may be called by the Committee, or by no less than 15 ALRA members, to discuss an urgent matter.
11. Changes to the Constitution
    1. The Constitution may be amended by a resolution passed by not less than a two-thirds majority of the Committee Officers present at a SGM. Members must be given at least 14 days-notice of the meeting. The notice of the SGM, must include notice of the resolution, setting out the terms of the amendment proposed.
12. Interpretation
    1. Any question that may arise as to the interpretation of the Constitution shall be decided by the Committee.
13. Dissolution:
    1. ALRA can be dissolved at a SGM, with at least two-thirds of the members in attendance in agreement to dissolve.
    2. Every member shall be notified and such capital assets, records and all monies, after the payment of all outstanding bills and expenses, shall not be paid or distributed between the members, but shall be given or transferred to some other voluntary organisation, having objectives similar to those of ALRA.

Signatories

Signed by ALRA Committee Officers: Robert Townsend, Helen Townsend, Lee Mountford & Nigel Holmes.

Date: 1^st December 2022.