Constitution

HEMPSTED RESIDENTS’ ASSOCIATION CONTITUTION

1. TITLE The Association shall be known as The Hempsted Residents’ Association (HRA).
2. VISION To provide all Hempsted residents with a voice and support on issues that concern them, including,
   but not limited to, planning and related issues and to represent their views with the appropriate
   authorities to ensure they are known, understood and given due consideration.
3. MEMBERSHIP (a) All persons of 18 years of age and over, residing within the designated neighborhood area,
   and the elected members of the city council and county council (whose area falls within the
   neighborhood area) are considered members of the HRA. The designated area is to the west of
   the Gloucester/Sharpness Canal and between the junction of Castlemeads Way and Llanthony
   Road in the north and Netheridge and Upper Rea in the south.
   (b) All members (HRA Members, Committee Members and Executive Officers) must undertake
   to comply with this Constitution. Any member considered to have acted in a manner, which is
   detrimental to the interests, or good name, of the HRA shall render the member liable to
   expulsion by the Committee. Before expelling any member the Committee shall afford the
   member an opportunity to offer a verbal, or written, explanation of their, conduct. The vote for
   expulsion shall only be carried if not less than two thirds of the Committee present vote in favor.
   If, due to expulsion or resignation, an Executive Officer role becomes vacant then an elected
   committee member may temporarily hold the role until a fully elected replacement is in place.
   (c) Committee Members and Executive Officers may retire from their role providing written notice
   of 30 days to the Secretary or Chair.
4. MANAGEMENT The business of the Association shall be carried out by an executive committee of up to nine
   members, in addition to the 3 Executive Officers of the Chairman, Secretary and Treasurer.
5. ELECTION OF
   COMMITTEE
   (a) All members of the committee shall be elected by an A.G.M. of the Association and shall
   serve for a period of one year.
   (b) The Chairman, Secretary and Treasurer (the three Executive Officers) shall be elected
   at the AGM.
   (c) The committee shall have the power to co-opt additional members to replace resignations
   or for other reasons at their discretion. The co-opt must occur at a committee meeting and
   be voted upon.
6. NOMINATIONS (a) Nominations for election to the committee should be made in writing to the Secretary not
   less than seven days before an A.G.M. and should include the name and address of the
   proposer and seconder and the signature of the nominee indicating willingness to serve.
   Nominee, proposer and seconder should not be members of the same household. In the
   absence of sufficient written nominations, oral nomination and seconding may be taken at the
   AGM subject to consent of the nominee
7. MEETINGS (a) The Association shall hold an Annual General Meeting (AGM) once per year. A quorum
   for AGMs shall be at least 1 Executive Officer and half of the Committee members. In
   addition at least 25 members must be present.
   The business of the AGM shall include:
   (i) receiving a report from the Chairperson 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 Management Committee and
   (iv) considering any other matter as may be decided
   (b) In addition to the AGM, Special General Meetings (GM) may be called at any time by
   the committee on written request to the Secretary, giving twenty-one days’ notice. A quorum
   at a GM shall consist of at least 1 Executive Officer and half of the Committee members,
   In addition at least 25 members must be present.
   (c) Attendance at AGMs/ GMs should be suitably advertised by the Hon Secretary twentyone days ahead of the proposed date, ensuring maximum participation of HRA Members.
   (d) In addition, Committee Meetings will normally be held every 4 to 6 weeks throughout
   the year. A quorum for Committee Meetings shall consist of at least one Executive Officer
   and one-third of the committee members. Committee members shall attend a one-third of
   all meetings to maintain their position. HRA Members may be invited to attend a committee
   meeting by an elected committee member, notification is to be provided to the Chair ahead
   of the meeting.
   (e) All meetings will be suitably minuted by the Hon Secretary and approved by the Chair
   no later than two-weeks of the meeting. The Hon Secretary must retain all electronic copies
   HEMPSTED RESIDENTS’ ASSOCIATION CONSTITUTION
   July 2022
   of the minutes.
8. VOTING Voting at the AGM, GM and Committee Meetings shall be a show of hands. All HRA Members
   may vote.
9. AMENDMENTS Proposals to amend the constitution may be made by the committee or by any member for
   approval by an Annual or General Meeting. Such proposals should be submitted to the
   Secretary in writing not less than seven days before the said meeting and should be
   accompanied by the signature of the proposer and seconder. The proposer and seconder
   should not be members of the same household
10. FINANCES (a) The HRA holds a bank account to cover administrative costs and shall be used only for
    the Association.
    (b) The funds shall be administered by the Honary Treasurer and shall be audited annually
    by a suitably qualified person who is not a member of the committee. The audit report is to
    be presented at the AGM for ratification and sign off. Two signatures shall be required to
    authorise withdrawals, that of the Hon Treasurer and one nominated official.