The Heyford Park Residents & Community Development Association has been in existence for almost 10 years now. Our main objective is to look after the collective interests of all residents who live at (and groups which operate from) Heyford Park.
Membership is automatic for people and voluntary groups here – there is no need to apply to join the association. You can have as much (or as little) involvement with the association as you wish.
At annual general meetings (normally in February) all are encouraged to attend and each household has one vote on any decisions made, and on election of committee members. All residents and group representatives are welcome to attend monthly committee meetings and everyone will be given time to have their say on matters which concern them. We also arrange social and fun events from time to time.
The association has a facebook page and you don’t have to be a facebook member to access this. We post information on our activities on this page and also on our notice board in the Community Centre.
Our Committee meets monthly (normally on the last Wednesday of the month) at 7.00 p.m. in the Community Centre. All are welcome to attend Committee Meetings. Agendas for and Minutes of meetings are posted on our facebook page and on the notice boards.
WHAT WE DO AS AN ASSOCIATION
Our main aims are:
- Promoting the common rights and interests of all residents
- Working with landowners, authorities and organisations for the benefit of members
- Representing the collective wellbeing of members and their interest in the preservation and development of the local amenities and environment
- Ensuring the involvement of members in development proposals
- Creating a sense of community spirit, and,
- Creating and promoting an environment in which the members can take pride.
We are non-political, and we are an equal opportunities organisation.
The name of the Association shall be the “Heyford Park Residents and Community Development Association” (“the Residents Association”)
2. THE PROPERTY
The “Property” refers to all the residential dwellings, community premises, amenity area and common areas of the former USAF Upper Heyford, now known as Heyford Park.
3. AIMS OF THE ASSOCIATION
3.1 To promote the common rights and interests of all the members of the Association.
3.2 To exercise the rights conferred upon the Association by recognition under the Landlord and Tenant Act 1985 or such other statutory rights that may be given by any subsequent enactment.
3.3 To work with the landlord and other authorities and organisations for the benefit of the members.
3.4 To represent the well-being of the members and their interest in the preservation and development of the local amenities and environment.
3.5 To ensure the involvement of the members in development proposals concerning Upper Heyford.
3.6 To create a sense of community spirit.
3.7 To create and promote an environment in which the members can take pride to live and work.
3.8 To promote an environment in which the members can live and work free from fear and intimidation.
3.9 The Association shall be non-political. The Association shall neither affiliate itself with any political entity nor allow its name to be used by anyone soliciting support for election to public office.
3.10 The Association shall be an equal opportunities organisation.
4.1 All residents over the age of 18 of residential dwellings and active voluntary groups at the Property are eligible for membership but voting shall be restricted to one vote for each household or group.
4.2 Membership shall terminate upon a member ceasing to be resident at the Property or a group ceasing to be active at the Property.
4.3 A copy of the Constitution shall be available for inspection by all members.
4.4 Members shall at all times conduct themselves in a reasonable manner when attending meetings or any other function in connection with the Association.
4.5 Neither the Landlord, the Landlord’s Representative/s, any company controlled by the Landlord, nor any employee of the Landlord, shall be a member of the Association.
5.1 The Committee shall represent the Association either by delegation or in entirety in dealings with other Associations, Local and/or National Government Officials, Corporate bodies and/or individuals.
5.2 Neither the Committee nor its elected officers may commit the Association to supporting or opposing any proposed development plans without formal approval of the committee.
5.3 The Association shall elect annually at the Annual General Meeting (“AGM”) a Management Committee of at least eight (8) persons and not more than fifteen (15) persons.
5.4 The Committee shall elect from its members a Chairperson, Vice-Chairperson, Secretary, Treasurer and any other officer it deems necessary. No person shall hold more than one post at a time. The Committee shall have the power to co-opt not more than 3 members should they deem it necessary. A quorum of the Committee shall consist of 5 members of whom one shall be the Chairperson or his/her elected deputy.
5.5 The Chairperson where possible shall preside over all meetings and shall have no Original vote and one casting vote. When the Chairperson’s elected deputy presides over a meeting that person shall have no Original vote and one casting vote whilst presiding.
5.6 The Vice Chairperson shall have one Original vote.
5.7 The Secretary shall record the business of all meetings and have one Original vote.
5.8 The Treasurer shall record all financial transactions fit for auditing purposes and have one Original vote.
5.9 All general Committee members shall have one Original vote.
5.10 The Committee shall meet no less than ten (10) times a year.
5.11 Minutes of Committee meetings shall be available to all members.
5.12 Vacancies arising during the year can be filled by an election at a general meeting.
5.13 The Committee shall be empowered to appoint other members of the Association to fulfil roles to be determined by the Committee in furtherance of the aims of the Association. If these persons are not elected members of the Committee then they shall be co-opted onto the Committee but shall have no vote.
5.14 The Committee shall be empowered to fill any casual vacancy occurring on the Committee or among the Officers and any person so appointed shall serve until the next AGM of the Association.
5.15 The Committee shall serve for one year and retire in rotation. Committee members may stand for re-election.
5.16 The Chairperson shall not serve more than three (3) consecutive terms in office.
6.1 The election of the Committee shall take place at the AGM.
6.2 The Committee shall elect its Officers at the AGM.
7.1 The financial year shall end on the 31st March each year.
7.2 Assets and funds shall be held and administered by the Committee.
7.3 All funds raised by or on behalf of the Association shall be used only to further the stated aims of the Association.
7.4 The Treasurer shall keep a record of all financial transactions conducted during the year.
7.5 The accounts shall be prepared for the Association each year and these accounts shall be independently audited in accordance with proper audit practice.
7.6 The Treasurer shall submit the audited accounts to the next AGM.
7.7 The audited accounts shall be ratified by the Association at that AGM.
7.8 A resolution of the Committee shall be sufficient authority for expenditure or the incurring of liability for payments up to a limit not exceeding £500 (five hundred pounds) per event. Beyond such limit the Committee shall seek the approval of such expenditure by the Association either at an AGM or an Extraordinary General Meeting (EGM).
7.9 The Committee shall not enter into any legal agreements or contracts, nor commit the Association to financial indebtedness not donate monies except with the approval of a duly convened meeting of the Association.
7.10 A banking account shall opened in the name of the Association and all cheques or mandates shall be signed by the Treasurer and counter-signed by one of three other designated signatories, one of which must be the Chairperson. No two signatories shall be members of the same family. A resolution by the Committee shall be sufficient authority to add or remove designated counter-signatories to the bank account.
8.1 The AGM of the Association shall be held not later than thirteen months (13) months from the date of the previous AGM.
8.2 An Extraordinary General Meeting (EGM) of the Association shall be convened at any time by the Secretary, either upon the written instructions of the Committee, or upon a written request signed by no fewer than fifteen (15) members, each residing or working from separate addresses.
8.3 A quorum at an AGM or EGM shall be not less than twenty (20) voting members of the Association, such quorum to be confirmed at the commencement of the meeting.
8.4 Twenty one (21) days written notice of any AGM or EGM shall be delivered to each member of the Association together with an agenda.
8.5 Nominations for the appointment of the Officers and for membership of the Committee shall be proposed and seconded by two members of the Association in writing and lodged with the Secretary at the AGM or EGM to include the written or verbal consent of the nominee.
8.6 Minutes of all the appointments of Officers and members and resolutions carried at an AGM or EGM shall be taken. The minutes shall be open to inspection by any member who shall be entitled to take copies thereof.
8.7 Voting at the meetings of the Association shall be by a simple majority from a show of hands unless a majority demands a ballot. In the case of a tie the Chairperson shall have the casting vote.
9. ALTERATIONS TO THE RULES AND CONSTITUTION
No alterations to the rules and the Constitution of the Association shall be made except at the AGM or EGM.
10. WINDING UP
In the event of winding up the Association any remaining assets held for the Association, less any outstanding liabilities incurred on its behalf, shall be paid over or transferred to any charity that members present so direct.
11. LEGAL INFORMATION
11.1 The Constitution is agreed by the members attending the AGM/EGM and signed as the binding document that the Heyford Park Residents Association shall work upon to promote and protect the common rights and interests of the members of the Association.
11.2 It is a living document and shall be amended as necessary to reflect the Association’s right to promote the common rights and interests of the members of the Association. This document must be signed by the Chairperson immediately after the AGM/EGM is completed.
This Constitution was revised with unanimous agreement and after considerable discussion at the AGM in February 2014