Current Constitution – ratified 23 April 2012
The name of the Association shall be known as “Bure Park Residents’ Association”.
2. Aims (or Objectives)
(a) To represent the views and interests of residents and the preservation and development of local amenities and the local environment.
(b) To ensure the involvement of the Bure Park Residents in future developments concerning Bicester.
(c) All residents entitled to be members are encouraged to join the Committee.
(d) The Association shall not be a member of or affiliated to any political party. The Association shall not allow its name to be used in support of any political party.
(a) Membership of the Association shall be open to all residents of the Bure Park Estate.
(b) The Association will keep an updated record of membership of the Committee.
(c) Membership ceases when a Member moves out from the Association’s defined area.
(d) All members shall have an equal vote.
(a) The Committee shall elect from its members a Chairman, a Vice-Chairman, a Treasurer, a Secretary and any other Officers it deems necessary. No one person shall hold more than one office at any one time.
(b) The Committee shall have the power to co-opt more persons to the Committee should it be deemed necessary until the next Annual General Meeting provided that the total does not exceed 25.
(c) Any member of the Committee shall be able to assign proxy voting rights to another Committee member for a specific meeting. Such assignation shall be valid if the assignee has agreed to the proxy assignation and the assigning member notifies the
Chairman and the Secretary of the name of the assignee and the date of the meeting to which the proxy assignation pertains.
(d) No member may hold more than one proxy assignation for any one meeting.
(e) The Committee may, at its discretion, appoint “ex-officio” members who regularly attend committee meetings and have regular involvement with the Bure Park community. Such “ex-officio” members shall be deemed, for the purpose of any article of this Constitution, to be full members of the Committee.
(f) In order for a Committee meeting to take place a quorum, being the majority (half of the full Committee plus one), must be present.
(g) Committee members 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.
(h) Neither the Committee nor its elected officers may commit the Association to supporting or opposing any proposed development plans.
(i) The Committee shall call an Extra-Ordinary meeting of the Association as it considers necessary to keep the members informed of all matters relating to the Association. Notice of such meeting shall be publicly available at least 14 days before the date fixed for the meeting.
(j) Any amendment to the Constitution shall be agreed by vote of no less than two thirds of the members voting at the Annual General Meeting or an Extra-Ordinary General Meeting. Such proposed amendments shall be publicly available at least 14 days before the meeting.
(k) Membership of the Committee ceases when a Member moves out from the Association’s defined area, resigns or is expelled by the Association.
5. Honorary Patron
The Committee of the Association shall have the power, at its discretion, to call for nominations from members for the honorary, non-executive, position of Honorary Patron and to appoint any such person to this position.
(a) An Honorary Patron will automatically be entitled to attend and vote at committee meetings but will not be considered a member for the purpose of satisfying the quorum requirements of the Constitution.
(b) A person will qualify for appointment as an Honorary Patron if they have been a resident of the Bure Park estate for more than 10 years and are deemed by the
Committee to have made a significant, long term, contribution to the fulfilment of the objectives of this Association.
(a) The Secretary is responsible for the agenda of each meeting and recording the minutes.
(b) The Secretary will deal with relevant correspondence as agreed and report back.
(c) Committee members will also deal with allocated correspondence as agreed and report back.
(d) The Secretary shall convene an Extra-Ordinary General Meeting of the Association on receipt of a request in writing authorised by the signature of not less than 50 members. Notice and Agenda of such a meeting shall be publicly available at least 14 days before the meeting.
(e) Members unable to attend a duly convened meeting of the Association may register their vote on any matter on the Agenda requiring a vote by notifying the Secretary in writing prior to the meeting taking place.
7. Annual General Meeting
(a) The Annual General Meeting will be held annually during the period March/April.
(b) Notice and Agenda of such a meeting shall be notified to all members at least 30 days before the fixed date. All members shall be entitled to attend and vote at the meeting.
(c) All residents will be notified of the Annual General Meeting in order they are able to attend.
(d) The minutes of the previous Annual General Meeting will be presented for approval.
(e) The existing Committee will present a report of the Association’s activities.
(f) Present a Treasurer’s Report.
(g) The existing Committee will then stand down.
(h) The Committee for the next year will be elected. Nominations should be proposed by one member and seconded by another member. Nominations to be received by the Secretary at least 14 days prior to the Annual General Meeting.
(i) Elect annually an Honorary Auditor.
(j) Vote on any amendments to the Constitution which shall be agreed by a vote of no less than two thirds of members voting at the Annual General Meeting.
(a) All money in the name of the Association shall be deposited in an account in the name of Bure Park Resident’s Association in a bank approved by the Committee, except for petty cash totalling a maximum £100.
(b) The Committee will authorise four committee members as signatories for banking purposes. They shall be Chairman, Vice-Chairman, Treasurer and Secretary. Any two of the four signatories would need to sign cheques or give instructions to the bank.
(c) The Treasurer shall keep a record of all monies received and expended during the year and will submit audited accounts to the Annual General Meeting.
(d) The Treasurer will report the current situation to the Committee at each meeting.
(e) The Committee shall not enter into any legal agreements or contracts, nor commit the Association to financial indebtedness nor donate monies except with the approval of the Association. The only exception to this being donations, not exceeding £50, to a charity in lieu of flowers being sent to a funeral.
A voluntary dissolution of the Association requires a resolution to be passed at a General Meeting. In the event of a voluntary dissolution of 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 by a majority vote of members attending a meeting to discuss such action, but any monies received via funding bodies should be returned to the funder where possible.
Details of former constitutions are also available.