Our constitution

Constitution of the Katesgrove Community Association

1. Name

The name of the organisation shall be the Katesgrove Community Association.

2. Area of benefit

The area of benefit is the whole of Katesgrove Ward.

3. Aims

  1. The aims of the association shall be to support the rights and interests of all residents of, and the community of, Katesgrove without distinction of sex, sexual orientation, race or of political, religious or other opinions.
  2. To represent the interests of residents by working in partnership with the local authority and other agencies.
  3. To hold events and groups throughout the year to encourage community growth.

4. Membership

  1. Ordinary membership is open to everyone who lives in Katesgrove Ward.
  2. The committee can co-opt additional members who do not live in Katesgrove Ward to assist the association. These members do not have voting rights.
  3. All voluntary organisations and societies, trades and industries involved in Katesgrove Ward, and any other well wishers, shall be called Associate members. Associate members do not have voting rights.
  4. If a Member can not attend a meeting where there is a pre-advertised vote taking place, they may submit their vote via writing (including email). This includes Annual General Meetings and elections for Committee Members.

5. Officers and committees

  1. The business of the group will be carried out by a committee elected each year at the Annual General Meeting.
  2. The General Committee will consist of up to 15 Ordinary Members.
  3. Local councillors representing Katesgrove Ward will be co-opted members of the Committee. The Committee may also co-opt Reading Borough Council officers. Co-opted members do not have voting rights.
  4. A number of members of the Committee will also have Officer roles. These are as follows: Chair, Secretary, Treasurer and other officers as may be deemed necessary.
  5. Officers can stand for a maximum of three consecutive years in one role.
  6. Vacancies arising during the year can be filled by any member through majority vote at the next General Committee Meeting.
  7. Any member of the Committee who misses 3 consecutive Committee meetings without apology will be deemed to have resigned.
  8. The General Committee shall meet at least once a quarter.
  9. All members of the General Committee will retire at the Annual General Meeting and be eligible for re-election.

6. Annual general meeting

  1. An Annual General Meeting will be held within 12 months of the previous Annual General Meeting.
  2. All members will be notified in writing at least 21 days before the date of the meeting, giving the venue, date and time.
  3. Nominations for the Officer positions must be made to the Secretary one week before the Annual General Meeting.
  4. The quorum for the Annual General Meeting will be five general committee members plus five Ordinary members.

7. Special general meeting

  1. A Special General Meeting can be called at the request of one third of the Committee members for the purpose of altering this Constitution or for considering any matter which needs the urgent attention of all members.
  2. The meeting will take place within 21 days of the request and will be publicised in writing by the Secretary.
  3. The quorum for the Special General Meeting will be five general committee members including one officer plus five Ordinary members.

8. General meetings

  1. General Meetings will be open to all members.
  2. The quorum of a General Meeting will be five Committee members including one officer.
  3. Meetings will be Minuted then signed as a true copy at the next General Meeting. Minutes are available to the Public upon request.

9. Finances

  1. All funds shall be kept in a bank account that shall be opened in the name of the group.
  2. All money raised on behalf of the Association is only to be used to further the aims of the Association.
  3. Only current Officers may be signatories on the account.
  4. It is not permitted for two signatories to reside in the same residence. If this conflict occurs, the more senior Officer will retain signatory rights in this order: Treasurer, Chair, Secretary, any other.
  5. All out-going transactions must be by cheques with signatures of two Officers.
  6. Online banking transactions and ATM withdrawals are not permitted (until such time that banks provide a way of doing this that requires authentication by two officers).
  7. Bank statements must be made available to General Committee Members within 7 days should they request them.
  8. Full accounts for the year will be presented at the AGM to each ordinary member.

10. Dissolution

  1. If a meeting of the Katesgrove Community Association, by simple majority, decides that it is necessary to close down the Association, it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the Association.
  2. If it is agreed to dissolve the Association, all the remaining money and other assets, once outstanding debts have been paid, will be donated to a local charitable organisation. The organisation chosen will be agreed at the meeting which agrees the dissolution.