The version below incorporates feedback received from members and is the version that the Committee will be asking you to vote on later this month.

The Avenues Residents Association Constitution

Amended October 2024 following Member’s comments and for approval by email vote November 2024

  1. NAME
  2. The Association shall be known as the:

The Avenues Residents Association (TARA)

  • The Association (TARA) will cover the area outlined in the map below:
  • AIMS
  1. To represent and to promote the interests and well-being of all residents living in the TARA area and to contribute to the maintenance and enhancement of our local environment.
  • MEMBERSHIP
  • Membership of the Association shall be open to all households within the TARA area
  • The Association will take positive action to reach those people living within the Avenues and will ensure that all residents have the opportunity to be involved in TARA.
  • Each household shall have one vote per motion on all issues raised at the AGM.
  • All members shall have access to the Constitution, via TARAs website or by contacting the Secretary.
  • CODE OF CONDUCT
  • Members are required to act with honesty and integrity in their dealings with TARA.
  • Members should value diversity and not discriminate against any person on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.
  • Members should not write, speak, or act on behalf of TARA without permission from, or at the request of, the Chair and the Committee.
  • THE COMMITTEE
  1. Committee members will be elected at the Annual General Meeting. The Committee must have the following officers to continue TARAs business: – Chair, Vice-Chair, Secretary, Treasurer and Membership Secretary.
  • The elected Chair will normally hold that office for two years. The elected Vice-Chair will be the Chair-elect. At the end of his/her appointment, the outgoing Chair will remain on the committee as immediate past Chair for the year following their retirement as Chair.
  • Members are welcome to attend meetings of the Committee as ‘valued guests.’
  • The day–to-day affairs of the Association shall be managed by a Committee, comprising Chair, Vice-Chair, Secretary and Treasurer and a number of people who wish to contribute their experience, expertise, and time. It is agreed that in an emergency the four officials named above can take necessary decisions, and report back to the full committee as soon as possible.
  • The Committee will provide an update to the residents of the area twice a year on their work
  • There will be a minimum of 6 committee meetings, held during the course of the year. Members can be co-opted to the Committee to be involved in specific projects.
  • The quorum for committee meetings shall be a minimum of 4 members.
  • Casual vacancies can be filled by co-option or invitation for the remainder of the year.
  • Committee members who miss more than three consecutive meetings without giving reasonable apologies will be asked to resign from the committee.
  • In the event a committee member wishes to step down they can do so by giving 13 weeks advance notice to the Chair of the Committee.
  • ANNUAL GENERAL MEETING
  • The Annual General Meeting will normally be held in September or October each year to give the membership of TARA, the opportunity to elect a committee. The Committee shall have the power to vary the date of the AGM by a maximum of two months before or after September/October
  • Written notice of the meeting will be sent at least 14 days in advance to every household in the Membership.
  • Members should be made aware that they will have the opportunity to:

Make nominations for election to the Committee.

Stand for election themselves.

Vote for the officers and committee at the meeting.

Submit a resolution for discussion at the AGM.

  • The quorum for the AGM is a minimum of 15% of the membership.
  • At the meeting:

The minutes of the previous AGM will be presented and approved.

The existing committee will present a report of the Association’s activities in the past year.

Audited accounts for the year will be presented. The accounts must end in the current year and the year-end must not be more than four months before the date of the AGM. Accounts must be audited by the Committee’s appointed auditor.

The existing Committee will stand down.

The officers and Committee for the next year will be elected.

Proposals to amend the constitution must be circulated to all members of the Association with the notice of the meeting.

  • Nominations for committee members will be accepted only if the person has put in writing, within one month prior to the AGM that they wish to stand. If there is more than one nomination for each post the nominees may be asked to leave the room whilst the vote is taken.
  • If there is nobody willing to stand, the Committee will decide whether to start procedures to close the Association down. Alternatively, the Committee is empowered to continue in office for up to six months to try and redevelop the Association. It is the responsibility of the Committee to recruit a new committee or formally dissolve the Association within that period.
  • COMMITTEE MEETINGS
  • The business of the Association shall be conducted at the TARA Committee meetings.
  • Seven days notice of Committee meetings will be given to Committee members.
  • All matters for decision will be decided by a simple majority of those over eighteen, present and voting.
  • Each member has one vote.
  • Minutes or notes must be kept of all meetings of the Association. The minutes will be presented to the next meeting to be approved. The minutes should be made available to any member of the Association on the website or by contacting the Secretary.
  • All members of the Association will abide by the Code of Conduct as set out in this constitution and be expected to treat each other with respect and act in a courteous manner at Association events. The Chair may ask members to leave if their behaviour is disruptive or offensive.
  • SPECIAL GENERAL MEETINGS
  • Special General Meetings may be called at any time for the purpose of altering the constitution or for considering any matter including dissolution which needs the urgent attention of all members.
  • Special General Meetings shall be called either at the written request of at least six members of the Association, or if the Committee decides by a two-thirds majority that it is necessary or advisable.
  • At least 14 days’ notice of any Special General Meeting will be given to members in writing, stating the reason(s) for holding the meeting.
  • All matters for decision will be decided by a simple majority of those members present and eligible to vote.
  • FINANCE
  • All money raised by or on behalf of the Association shall be applied to cover the running costs of the Association, and the achievement of the objectives of the Association and for no other purpose.
  • The Treasurer shall keep proper account of the finances of the Association and shall open a bank/building society account in the name of the Association and keep copies of all relevant invoices and receipts to support expenditure and income.
  • The Committee will nominate at least two authorised signatories for the bank account, who must not live in the same household or be family members. If these committee members stand down, they are responsible for transferring responsibility for the TARA bank account to the new committee members.
  • The accounts comprising a detailed income and expenditure account by type of income/cost and a balance sheet shall be audited by an auditor appointed by the TARA Committee at least once per year. The audited accounts shall be presented to the Annual General Meeting.
  • The Committee is responsible for the proper use of money raised. The committee will agree by consensus how to spend the Association funds and such decisions must be minuted. The Treasurer should keep records for all income raised and receipts for all money paid out in expenses to committee members for duties carried out on behalf of the group.
  • Membership fees will be set and confirmed at the AGM each year.
  1. DISSOLUTION
  2. The Committee can propose dissolution by a two-thirds majority.
  3. A Special General Meeting will be called to decide on dissolution.
  4. All outstanding bills will be paid, and remaining funds will be used for a community project in the TARA area.

By signing this Constitution, TARA commits to meeting the standards and criteria that are defined within it.

TARA Committee members

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