The MQRA Constitution

1. NAME OF COMMUNITY ASSOCIATION

1.1. The Name of the association is

MARITIME QUARTER RESIDENTS’ ASSOCIATION

2. AIMS OF THE ASSOCIATION

  1. Represent the interests of all those who live and work in the area in consultation with the local authority and other bodies
  2. Promote the maintenance and improvement of environment conditions and amenities
  3. Provide facilities for recreation and amenity and to encourage community spirit
  4. To promote the harmonious functioning of a multi-racial community and to work towards the elimination of all forms of racism and discrimination within it
  5. The association shall be non-political
  6. The association is an equal opportunities organisation
  7. To actively work with owners, landlords and other organisations for the benefit of all
  8. To raise funds by way of contributions, donations, subscriptions, legacies and any other lawful method
  9. To apply for funding to further the association’s aims
  10. Do all such other lawful things as are deemed necessary
  11. To call at least two members’/residents’ consultative meetings per annum, one to be on the same day as the Annual General Meeting

3. MEMBERSHIP

  1. Membership is open to all those who support the aims of the association who live and work (including owners) in that area bounded by the Oystermouth and Victoria Roads
    and Quay Parade to the north, the sea to the south, the River Tawe to the east and County Hall to the west
  2. Local elected councillors shall be considered to be ex-officio members of the association and will be invited to all public meetings
  3. There will be a membership fee as determined by the Annual General Meeting, the prompt payment of such fee being a condition of membership
  4. The membership fee payable at each meeting attended shall be £1

4. MANAGEMENT

  1. The association will be managed by a Management Committee (the ‘Committee’) elected from the membership each year at an Annual General Meeting
  2. All members of the Committee have to be members of the association
  3. The Committee will be made up of a minimum of seven (7) members and a maximum of ten (10) members; included will be Chair, Vice-Chair, Secretary (plus Minute Secretary, where numbers permit), Treasurer and Social Secretary and other positions as the AGM may decide together with up to five (5) other ordinary members.
  1. The Committee may also co-opt no more than one representative from each properly constituted residents’/management association in the Maritime Quarter area
  2. The Committee may from time-to-time also co-opt such other persons as it thinks fit
  3. One representative of the elected councillors for the area nominated by them will be invited to attend each Committee meeting
  4. Where possible a gender balance will be maintained on the Committee
  5. All elected Committee members will retire annually but can be re-appointed if willing to stand
  6. In the event of the resignation or death of an officer or Committee member, the Committee may co-opt an individual to fill such a casual vacancy only until the next
    General meeting when the vacancy will be filled by election
  7. All decisions will be made by a simple majority. In the case of equality of votes the matter under discussion shall be considered lost.
  8. Proper minutes will be kept of decisions made by the Committee, General or Members’/Residents’ Consultative Meeting and made available to any member to inspect on reasonable notice
  9. Minutes of the previous meeting shall be presented to each Committee, General, Members’/Residents’ Consultative Meeting
  10. Minutes of all Committee meetings shall be available at each Members’/Residents’ Consultative Meeting and proper books of record of the finances of the association will be kept and made available to any member to inspect on reasonable notice
  11. A financial report will be presented to each Committee meeting

5. ANNUAL GENERAL MEETING

  1. The Annual General Meeting (AGM) will be held in the first Quarter of each year. Fourteen (14) days’ notice in writing will be given of agenda, date and time of the meeting.
  2. At each AGM the Committee will:
  1. Report on the previous year’s activities
  2. Give a financial report for the previous year
  3. Conduct an election of  Committee members

5 2,4. Recommend the membership fee for the forthcoming year

5.2.5, Put forward any proposed amendments to this constitution

  1. No other business shall be conducted
  2. All decisions will be made by a simple majority. In the case of equality of votes the matter under discussion shall be considered lost.
  3. The quorum for an AGM shall be 15% of current members or a minimum of ten (10) members whichever is the greater. At least two ordinary (i.e. non-committee) members
    must be present to achieve quoracy.
  4. Proper minutes will be kept of decisions made by any General Meeting and shall be made available to any member to inspect on reasonable notice

6. GENERAL MEETING 

  1. The Committee or any five (5) members may call a General Meeting at any time.
    Fourteen (14) days’ notice in writing will be given to members of date, time and venue of the meeting and the business to be discussed.
  2. Proper minutes will be kept of decisions by the General Meeting and made available to any member to inspect on reasonable notice
  3. All decisions will be made by a simple majority. In the case of equality of votes the matter under discussion shall be considered lost.
  4. Minutes of the previous meeting shall be presented to each General Meeting
  5. All local elected councillors shall be invited to all general meetings

7. EXTRAORDINARY GENERAL MEETING

  1. For matters of an emergency nature the Committee may call an Extraordinary General Meeting at any time to discuss the emergency matter only. Seven (7) days’ notice in
    writing will be given to members of date, time and venue of the meeting and the emergency business to be discussed.
  2. All decisions will be made by a simple majority. In the case of equality of votes the matter under discussion shall be considered lost.
  3. Proper minutes will be kept of decisions by the Extraordinary Meeting and made available to any member to inspect on reasonable notice
  4. Minutes of Extraordinary meeting shall be presented to the next General Meeting
  5. All local elected councillors shall be invited to all extraordinary meetings

8. MEMBERS’/RESIDENTS’ CONSULTATIVE MEETINGS 

  1. The Committee shall call a Members’/Residents’ Consultative Meeting at least twice per annum to discuss such matters as the Committee considers relevant. It may invite such persons to address these meetings as it thinks fit
  2. Proper minutes will be kept of decisions by the Consultative Meeting and made available to any member to inspect on reasonable notice
  3. All decisions will be made by a simple majority. In the case of equality of votes the matter under discussion shall be considered lost.
  4. Minutes of Consultative meetings shall be presented to the next Consultative Meeting
  5. All local elected councillors shall be invited to all Consultative meetings

9. FINANCE

  1. All funds raised by or on behalf of the association will be used to further the aims of the association and for no other purpose
  2. The treasurer will keep proper books of record of the finances of the association and allow independent checking of these records of the finances of the group
  1. The association will hold its funds in an account with Lloyds TSB or with such other bank/building society as the Committee shall from time to time decide. This account will
    be in the group’s name and two signatures amongst the Chair, Secretary and Treasurer will be required to authorise expenditure. One of the signatures must be the
    Treasurer, except where the Treasurer has died, resigned or is otherwise uncontactable.
  2. The association’s financial year will be January 1st to December 31st each year. A report of the year’s income and expenses will be prepared for presentation to members
    at the Annual General Meeting
  3. No individual member will make any personal financial or material gain from the association’s funds. Legitimate expenses only will be met.

10. ALTERATIONS TO THE CONSTITUTION

10.1. This constitution may be altered by a resolution passed by not less than two thirds of the members present and voting at a properly notified and quorate General meeting. The notice must include details of the proposed changes.

11. DISSOLUTION

11.1. If the Committee consider that, on the grounds of finance or otherwise, it is necessary or advisable to dissolve the association it will call a meeting of all members giving not less than fourteen (14) days’ notice of the resolution to be considered. If such a decision is approved by a two thirds majority of those members present and voting the association will be dissolved. In this event any assets remaining after the payment of proper debts will be transferred to a charity of the members’ choice or a properly constituted voluntary organisation with similar aims.

Signed

Chair: _______________________________

Secretary: _______________________________

Treasurer: _______________________________

Date: 24th JANUARY 2013