The name of the group is Southwold Community Association (SCA)
2.1 The objects of Southwold Community Association are:
a) to promote the benefit of the inhabitant on Southwold (edged in red on the plan annexed) and the neighbourhood (hereinafter called ‘the area of benefit’) without distinction of sex or of political, religious and other opinions, by associating the local authorities, voluntary organisations and inhabitants in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants;
b) to establish or to secure the establishment of a Community Centre (hereinafter called ‘the Centre’) and to maintain and manage, or to cooperate with any local statutory authority in the maintenance and management of such a Centre for activities promoted by the Association and its constituent bodies in furtherance of the above objects.
2.2 The Association shall be non-party in politics and non-sectarian in religion.
2.3 The Association shall have the power to affiliate to the National Federation of Community Organisations and to other organisations with similar charitable objects.
2.3 The Association shall have the power to affiliate to the National Federation of Community Organisations and to other organisations with similar charitable objects. 3.1 In furtherance of said objects but not otherwise, the Association may:
i. Bring together in conference, representatives of voluntary organisations, Government departments, statutory authorities and individuals.
ii. Arrange and provide for or join in arranging and providing for the holding of exhibitions, meetings, lectures, classes, seminars and training courses, and other leisure-time activities.
iii. Collect and disseminate information on all matters affecting the said objects and exchange such information with other bodies having similar objects whether in this country or overseas.
iv. Procure to be written and print, publish, issue and circulate either gratuitously or otherwise, such papers, books, periodicals, pamphlets or other documents or films or recorded tapes as shall further the said objects.
v. Purchase, take on lease or in exchange, hire or otherwise acquire any property and any rights and privileges necessary for the promotion of the said objects and construct, maintain and alter any building or erections necessary for the work of the Association.
vi. Make regulations for any property which may so be acquired.
vii. Subject to such consents as may be required by law, sell, let, mortgage, dispose of or turn to account all or any of the property or assets of the Association.
viii. Raise funds and invite and receive contributions from any person or persons whatsoever by way of subscriptions and otherwise provided that the Association shall not undertake any permanent trading activities in raising funds for its primary charitable objects.
ix. Receive money on deposit or loan and borrow or raise money in such a manner as the Association shall think fit subject to such consents as required by law.
x. Invest the moneys of the Association not immediately required for the said objects in or upon such investments, securities or property as may for the time being be imposed or required by law.
xi. Do all such other lawful things as are necessary for the attainment of the said objects.
4.1 The business of Southwold Community Association will be carried out by a Committee elected at the Annual General Meeting. The Committee will meet as necessary and not less than three times a year.
4.2 The Committee will consist of a minimum of five members and be composed of three Officers and a minimum of two ordinary Committee members. Up to two additional members may be co-opted onto the committee at the discretion of the Committee.
4.3 The Officers’ roles are as follows:
4.4 Nominations for Officers’ roles will only be considered if the nominated persons have served at least 12 months as an ordinary Committee member.
4.5 All Southwold residents over the age of 18 are eligible to join the Committee, and subsequently, the Officers’ roles.
4.6 All Officers and Committee members shall be elected at the AGM and serve for one year. They shall all be eligible for re-election at subsequent AGMs.
4.7 In the event of an Officer standing down during the year, a replacement will be elected by the next Committee Meeting of members.
4.8 Any Committee member not attending a meeting without apology for three months will be contacted by the Committee and asked if they wish to resign.
4.9 No Committee member shall fulfil more than one position, except on a temporary basis when the regular post-holder is absent.
4.10 The co-option or removal of Officers or Committee members can be carried out by a majority at a Committee Meeting.
4.11 Some Committee meetings will be open to any residents of Southwold residential estate wishing to attend, who may speak but not vote. Some Committee meetings will be closed to the public for confidential business discussion.
4.12 The Committee may, when necessary or when deemed to be of benefit to the SCA, co-opt as specialist advisors up to three people from within or outwith the Southwold catchment area, but whose skills and/or experience would be advantageous to the Committee in carrying out its functions.
4.13 The Committee shall, as far as possible, be representative of the community which it serves. They shall make and carry out decisions in accordance with the aims of the SCA.
4.14 The Committee encourages representatives from regular Community Centre user groups (weekly or monthly users) to join the Committee.
5.1. Annual General Meetings
5.1.1 An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM.
5.1.2 All Southwold estate residents will be notified in writing at least three weeks before the date of the meeting, giving the venue, date and time. Notice shall be deemed to have been given by publishing in/on the SCA public notice board (located outside the Community Centre), on the SCA website and the Southwold Residents Facebook page.
5.1.3 Nominations for the Committee may be made in writing to the Secretary before the meeting, at least two weeks before the date of the meeting.
5.1.4 The quorum for the AGM will be four committee members and at least five Southwold estate residents to ensure a reasonable consensus.
5.1.5 At the AGM:-
5.2 Special General Meetings
5.2.1 The Secretary will call a Special General Meeting at the request of the majority of the Committee giving a written request to the Chair or Secretary stating the reason for their request.
5.2.2 The meeting will take place within 21 days of the request.
5.2.3 All Southwold estate residents will be notified in writing at least three weeks before the date of the meeting, giving the venue, date and time. Notice shall be deemed to have been given by publishing in/on the SCA public notice board (located outside the Community Centre), on the SCA website and the Southwold Residents Facebook page.
5.2.4 The quorum for the Special General Meeting will be four Committee members and at least five Southwold estate residents to ensure a reasonable consensus.
5.3 Committee Meetings
5.3.1 Committee meetings may be called by the Chair or Secretary. Committee members must receive notice of meetings at least seven days before the meeting. The quorum for Committee meetings is three Committee members.
5.3.2 Some Committee meetings will be open to any resident of Southwold residential estate wishing to attend, who may speak but not vote. Some Committee meetings will be closed to the public for confidential business discussion.
5.3.3 Southwold residents may raise issues for discussion by submitting their request to the Secretary seven days before the date of the meeting. Responses to the request may be given at the meeting; postponed to a later agreed date or may be given a personal response that does not require discussion at the committee meeting.
5.3.4 Committee meetings will be held at times which are convenient to the majority of Committee members. Every Committee member must try to attend Committee meetings regularly; if a Committee member fails to attend three consecutive meetings without giving good reason, he/she may be asked to consider resigning their post. The Secretary will maintain a record of attendance.
6.1 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.
6.2 If a consensus cannot be reached a vote will be taken and a decision will be made as outlined in Section 7.1.
7.1 Voting
7.2 Minutes
7.3 Procedures
8.1 An account will be maintained on behalf of the Association at a bank agreed by the committee. Three cheque signatories will be nominated by the Committee (one to be the Treasurer). The signatories must not be related nor members of the same household.
8.2 All payments will be signed by two of the signatories.
8.3 Records of income and expenditure will be maintained by the Treasurer and a financial summary given at each meeting.
8.4 All money raised by or on behalf of Southwold Community Association is only to be used to further the aims of the group, as specified in Section 2 of this constitution.
9.1 Amendments to the constitution may only be made at the Annual General Meeting or a Special General Meeting.
9.2 Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of meeting.
9.3 Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.
10.1 If the Committee by a simple majority decides at any time that on the ground of expense or otherwise it is necessary or advisable to dissolve the Association, it shall call a meeting or all members of the Association who have the power to vote and of the inhabitants of the area of benefit of the age of eighteen years and upwards of which not less than 21 days’ notice (stating the terms of the resolution to be proposed thereat) shall be posted in a conspicuous place or places in the area of benefit and advertised in a newspaper circulating in the area of benefit and given in writing to the Charity Commissioners for England and Wales and the Director of the National Federation of Community Organisations.
10.2 If such decisions shall be confirmed by a simple majority of those present and voting at such meeting the Committee shall have the power to dispose of any assets held by or in the name of the Association. Any assets remaining after the satisfaction of any proper debts and liabilities shall be applied towards such charitable purposes for the benefit of the inhabitant of the area of benefit as the Committee may decide and as may be approved by the Charities Commissioners for England and Wales.
This constitution was agreed at the Annual General Meeting of the Southwold Community
Association on:
Date ………/…………/…………….
Name and position in group ………………………………………….
Signed ………………………………………….
Name and position in group ………………………………………….
Signed ………………………………………….