SHOREDITCH COMMUNITY ASSOCIATION CONSTITUTION
A neighbourhood action group situated in Shoreditch, East London
(amended 21 January 2023)
The association shall be known as the Shoreditch Community Association (the “Association” or the “SCA”).
The aims of the Association shall be:
2.1 to promote the interests of all residents who live, and persons who work or are employed (together, the “Residents”).
2.2 to assist in maintaining good relations between all members of the community;
2.3 to promote all Residents’ rights and the maintenance and improvement of the Area’s amenities, the services provided in the Area and the general environment in which the Area is situated; and
2.4 to work with relevant local and other governmental authorities and organisations for the benefit of all Residents.
The Association shall be non-political and an equal opportunities organisation.
3.1 Membership is open to all adults (18+) who occupy properties in the Area, as owner-occupiers or tenants in a residential capacity. Membership shall also be considered by the Committee (as defined below) for residents of immediate neighbouring areas. Membership shall be available to anyone without regard to gender, race, nationality, disability, sexual preference, religion or belief.
3.2 Membership is by registration of name and address with the Secretary. Members may resign at any time in writing to the Secretary. The membership of any member may be terminated for good reason by the Committee but the member has a right to be heard by the Committee before a final decision is made.
3.3 All members shall have an equal vote.
3.4 Members shall at all times conduct themselves in a reasonable manner when attending meetings or any other function in connection with or as representatives of the Association.
3.5 Affiliate membership, which shall be non-voting, is available to businesses who wish to contribute to the furtherance of the aims and objectives of the Association. Affiliates will be invited to participate in meetings on relevant topics but are not eligible to vote.
3.6 The register may be viewed by any residential member on application to the Secretary, but its contents may not be made public or revealed to any third party without prior written permission from every member.
3.7 Members can attend meetings in person or via a virtual meeting room link (when available). Members votes can be placed either in person or via the virtual link
4. COMMITTEE AND OFFICERS
4.1 A Committee shall be elected to carry out the business of the Association (the “Committee”).
4.2 The Committee shall be made up of the Chair (or Co-Chairs), one or more Vice-Chairs, Secretary and Treasurer (if required) (the “Officers”), plus any additional general members appointed by the Officers, to be no more than ten in total.
4.3 The Committee shall be elected at an annual general meeting (the “AGM”). Vacancies arising during the year can be filled as an interim appointment by the Committee, subject to election at a general meeting.
4.4 Officers shall carry out the duties given to them at general meetings of the Association.
4.5 The Committee shall endeavour to meet once a quarter and not less than three times a year.
4.6 Minutes of meetings of the Committee meetings shall be available to all members.
5.1 All money raised by or on behalf of the Association is to be used only to further the aims of the Association. In the event of a surplus any funds shall be held over for use by present and future office holders.
5.2 The Treasurer is authorized to open and maintain a bank account in the name of the Association.
5.3 Cheque signatories will be nominated by the Committee (one to be the Treasurer). There shall be at least two signatories. Signatories shall not be from the same household, family, business or workplace.
5.4 The Treasurer shall have the accounts checked by an independent person with adequate financial experience (for example, a representative of a community organisation, law centre or council for voluntary service) at the end of each financial year.
5.5 The accounts shall be made available to members at the AGM.
6. ANNUAL GENERAL MEETINGS
6.1 The AGM will be held annually within fifteen months of the previous AGM, at a date and time determined by the Secretary and notified to members not less than 21 days before the AGM.
6.2 The business of the AGM shall include:
(i) receiving a report from the Chair on the Association`s activities over the year;
(ii) receiving a report from the Treasurer on the finances of the Association;
(iii) electing a new Committee; and
(iv) considering any other matter as may be decided.
6.3 Nominations for the Committee may be made to the Secretary before or at the meeting.
7. OTHER GENERAL MEETINGS
7.1 There will be a general meeting open to all members every six months.
7.2 A special general meeting, open to all members, will be held if ten or more members submit a request for such a meeting to the Secretary. The Secretary shall arrange for the meeting to take place within 21 days of the notice being received.
7.3 The Secretary will publicise all general meetings at least five days in advance.
8.1 No general meeting or AGM shall take place if less than 8 members are present.
8.2 A meeting of the Committee will be quorate when four members are present, including at least two Officers.
9. RULES OF PROCEDURE AND VOTING
9.1 All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to. If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present.
9.2 Any member may make a proposal, or offer any amendment. In order for either to be voted on by other members it must be seconded or supported another member.
9.3 Only members physically present at the meeting or joining the meeting via the virtual meeting link may vote, and may exercise only one vote.
9.4 In the event of an equal vote, the Chair shall have the casting vote.
10. CHANGES TO THE CONSTITUTION
10.1 The constitution can only be altered at an AGM or at a special general meeting called for that purpose, agreed by two thirds of the members present at the relevant meeting.
10.2 Any suggested changes to the constitution must be handed to the Secretary 14 days before the AGM.
11.1 The Association may only be dissolved at the AGM or a special general meeting called for that purpose (which special general meeting must be advertised fourteen days in advance).
11.2 A proposal to dissolve the Association shall take effect only if agreed by two thirds of the members present at the meeting.
11.3 Any assets (financial or otherwise) remaining, after the payment of all debts and liabilities, shall be given to charitable organisations, according to the wishes of the members of the meeting.