Circus Area Residents Association Limited
Constitution

1. Title

The Association shall be known as The Circus Area Residents Association (“CARA” or the “Association”) and is a Limited by Guarantee Company (no. 8534620).

2. Objectives

(a) To protect and enhance the environment of the CARA catchment area for the benefit of those who live and work in it.

(b) To foster a social and community spirit amongst all residents.

(c) To represent the collective interests of the residents of the area with the local authority and other bodies.

3. Membership

(a) Membership shall be open to all residents and businesses in the area:

Alfred Street, Bartlett Street, Bennett Street, Brock Street, Brunswick Place, The Circus, Circus Mews, Circus Place, Crescent Lane, Gay Street, George Street (north side), Gloucester Street, Julian Road (south side),Lansdown Road (west side between George Street and Julian Road), Margaret's Buildings, Miles's Buildings, Montpelier, Queens Parade, Queens Parade Place, Rivers Street (excluding Catharine Place), Rivers Street Mews, Russell Street, Saville Row, St Andrews Terrace and Upper Church Street.

The committee will be able to add additional street locations to the CARA catchment area, subject to ratification by members, at the next Annual (or Extraordinary) General Meeting.

(b) Although individuals (within households) can be regarded as members of the Association, for the purposes of voting at meetings and of subscriptions an individual household shall be treated as one voting member.

(c) Associate membership shall be available to people outside the CARA catchment area who support the aims and objectives of the Association. However, associate members shall not be eligible to vote at Association meetings or to sit on the committee.

(d) Each eligible person shall on request be supplied with an application form by the Treasurer and issued with a receipt on payment of the membership subscription. A copy of the Constitution shall be supplied on request.

4. Subscriptions

(a) On or before 1 April each year all members shall pay such subscriptions as are determined by the last Annual General Meeting.

(b) Any subscriptions or other funds raised by or on behalf of the Association shall be used for the objectives of the Association.

5. Committee

(a) The business of the Association shall be conducted by a committee which is elected at each Annual General Meeting and shall consist of a Chairman, Vice Chairman, Secretary, Treasurer and Social Secretary, and not more than five other members.

(b) The committee shall have authority to co-opt other members up to a maximum committee size of ten, subject to their election at the next Annual General Meeting.

(c) No more than two committee members may serve from the same household.

(d) The committee may from time to time invite non-committee members to attend a committee meeting for a particular purpose, providing the invitation has been agreed by the committee before it is issued.

(e) The quorum of the committee shall be four members.

(f) It is the responsibility of the committee to manage the affairs of the Association’s limited company in accordance with prevailing company law.

6. Responsibilities of committee members

(a) Chairman

The Chairman shall chair all meetings of the Association and give a lead in conducting its activities, consistent with the views expressed by members of the Association.

(b) Vice Chairman

The Vice Chairman shall deputise for the Chairman as necessary.

(c) Treasurer

The treasurer shall maintain a bank account in the name of the Association. Cheques shall be signed by the treasurer and one of two committee members authorised as signatories. Any internet bank payments exceeding £200 shall be authorised by the same authority as for cheque payments. The treasurer shall maintain a register of members and arrange for the collection of membership subscriptions. The treasurer shall prepare an annual statement of the income and expenditure of the Association for presentation at the Annual General Meeting and also arrange for the meeting of the Company Law filing requirements of the corporate entity. Accounts to be made up to 31 March each year.

(d) Secretary

The Secretary shall be responsible for convening all meetings and providing advance notice to all members. The Secretary shall ensure that accurate records are kept of the Association’s meetings in the form of minutes and shall make these available to members on request.

(e) Social Secretary

The Social Secretary shall take the lead in organising such social events for the members of the Association as the committee decides.

(f) Committee members

All committee members shall maintain contact with other members of the Association, keep a watch on local developments, and contribute actively to committee meetings.

7. Work of the committee

(a) The committee shall meet as necessary but not less than 6 times a year.

(b) The Secretary shall circulate an agenda not less than 7 days before each committee meeting. The Agenda shall indicate the subjects for discussion, and the points on which the committee will be invited to take a decision. This shall not prevent addition of urgent items to the agenda at shorter notice.

(c) Discussion at the meeting shall follow the agenda and, if the committee cannot reach a consensus, decisions will be made by a simple majority of the committee members. If the committee is tied, the Chairman shall have a casting vote.

(d) Exceptionally the committee may discuss matters outside the formal meetings. If the committee cannot reach a consensus, any decision shall be taken by a simple majority of the committee members. If the committee is tied, the Chairman shall have a casting vote. Any decisions taken outside formal meetings shall be formally confirmed at the next meeting.

(e) All expenditure over £200 shall be approved by the committee before the Association is committed.

(f) All significant actions on behalf of the Association shall be mandated by the committee.

8. Subcommittees

(a) The committee may appoint such sub-committees as may be required to carry out specific activities and shall agree their terms of reference. At least one member of the committee shall be a member of any sub-committee.

(b) All sub-committees shall keep a record of all meetings and expenditure and shall report to the committee as it shall require.

(c) The committee may dissolve any sub-committee.

9. General

(a) The Association shall have the power to affiliate with any organisation whose aims and objectives may be of benefit to its members.

10. Annual General Meeting

The committee shall call an Annual General Meeting of the Association every year not more than 14 months after the previous Annual General Meeting. Not less than 14 days written notice of the Annual General Meeting shall be given to all members of the Association.

At the Annual General Meeting:-

(a) the committee shall present an annual report and an account of its activities.

(b) the committee shall present the accounts for the previous year.

(c) the officers and committee members for the next year shall be elected.

(d) any proposals submitted to the Secretary in writing not less than seven days in advance of the Annual General Meeting shall be discussed.

(e) the members shall be given the opportunity to express their views about local issues, and priorities for action by the Association over the coming year.

(f) Any resolutions voted by members at an Annual General Meeting or an Extraordinary General Meeting will be determined by a simple majority vote. In the event of a tied vote the Chairman will have a discretionary casting vote.

11 . Extraordinary General Meetings

The Secretary shall call an Extraordinary General Meeting at the request of the majority of the committee, or on receipt of a written petition by not less than 20 members of the Association giving reasons for their request. The Secretary shall give not less than 14 days’ notice to all members of the holding of an Extraordinary General Meeting which shall take place within 21 days of the receipt of a petition

12. Amendments to the Constitution

(a) The Constitution may only be amended at an Annual or Extraordinary general meeting by a two- thirds majority of the members present.

(b) Any proposal to amend the constitution must be submitted to the Secretary of the Association not less than 28 days before the meeting at which it is to be discussed.

(c) The Secretary shall circulate the proposed amendments to the members not less than 14 days before the meeting.

13. Declaration of Interest

Committee members attending the association’s Committee Meetings and all members attending CARA Annual General Meetings or Extraordinary General Meetings with a non-residential or other potential conflict of interest in a matter under consideration should, in all cases, declare that interest in order for it to be formally noted.

14. Dissolution of the Association

(a) The committee may submit a proposal to dissolve the Association to a general meeting.

(b) The meeting shall take a decision by two-thirds majority of the members present. If dissolution is not approved then the Association will continue.

(c) If the committee no longer exists, any 10 members of the Association may propose that the Association should be dissolved, giving notice of not less than 14 days to all members of a meeting, at which the matter shall be discussed.

(d) Any residual funds on the dissolution of the Association shall be donated to a local charity decided by the members at the meeting.

September 2021