The Society Constitution
The Calthorpe Residents Society (‘The Society’) is formed for the public benefit especially for those living on the Calthorpe Birmingham Estate. The Society has the following objects:
- to secure the preservation of features of beauty, history and character in the area (‘the Area’) comprised in the scheme of management for the Calthorpe Edgbaston Estate (approved by the High Court pursuant to the Leasehold Reform Act 1967)
- to encourage public interest in the Area
- to promote high standards of planning and architecture in the Area
- to promote social interaction between residents and organisations in the Area in order to enhance the quality of community life.
2. MEMBERSHIP & SUBSCRIPTIONS
- Membership shall be open to all residents living in the Area.
- A membership subscription shall include all adults living in the same household.
- The category of Life Member will continue for those who became Life Members before the end of 2012.
- Associate membership shall be available to any educational, sporting, recreational or cultural organisation whose activities take place in the Area and shall be entitled to one vote at a General Meeting of the Society. In liaison with subscribed members of the Society, CRS will represent the interests of residents’ groups in accordance with the objects of the Society.
- Membership shall cease on the resignation of a member or affiliated Association or body ceasing to exist or if a subscription for that member or affiliated Association shall be more than 24 months in arrears.
3. MEETINGS, EVENTS AND ACTIVITIES
- An annual meeting shall be held with not less than 21 clear days notice in or about March of each year to receive the Committee’s report and audited accounts and to elect Officers and Members of the Committee. Other General Meetings of the Society may be convened by the Committee with 14 clear days notice. A Special General Meeting may be convened on the written request of not less than 10% of the members of the Society who are entitled to vote.
- Other meetings, events and activities for residents on the Estate may be organized by Committee members to carry out the objects of the Society. The Society is committed to promoting equality of opportunity for all and to ensuring that no individual is discriminated against in the planning and delivery of any of our activities.
- Safeguarding: The Society recognizes its responsibility to safeguard the welfare of children and young people by commitment to practice which protects them. Children and young people will only participate in activities which are organised by the Society when accompanied by a parent or guardian.
- Health & Safety: It is the policy of Calthorpe Residents’ Society (CRS) to provide and maintain safe and healthy conditions at locations where events and activities are organized by the Society, so far as is reasonably practicable, which minimizes risks to CRS members and to others who might be affected by acts or omissions of CRS.
Nominations of Officers, supported by a seconder and with the written consent of the nominee, shall be made at least 14 days before the Annual General Meeting. The elections of Officers shall be completed prior to the election of further committee members.
The Officers of the Society shall consist of: Chairman, Deputy Chairman, Secretary, Treasurer and Membership Secretary. All shall relinquish their office every year and shall be eligible for re-election at the Annual General Meeting. The Committee shall have the power to fill casual vacancies occurring among Officers of the Society from the elected members of the Committee.
5. COMMITTEE AND SUB COMMITTEES
The Committee shall be responsible for the management and administration of the Society. The committee shall consist of officers, members elected at the AGM to coordinate specific activities of sub committees set up to be compatible with the objects of the Society such as:
- Planning, Scheme of Management and Service Charges
- Communication with members, website and newsletters
- Society events
- Campaigns such a Traffic and Parking
The sub-committee, led by the elected member of the committee, shall have at least three members and shall operate as agreed by the Committee.
The Committee shall have the power to co-opt further members of the Society to fill any vacancy on the Committee or to provide additional support as needed. Co-opted members shall attend in a non-voting capacity.
The Secretary shall give at least 7 days notice of a Committee meeting. A quorum for a Committee meeting shall comprise at least one Officer and two elected members.
6. EXPENSES OF ADMINISTRATION & DECLARATION OF FUNDS
The Committee shall, out of the funds of the Society, pay all proper expenses of the administration and management of the Society. After the payment of the administration and management expenses, and the setting aside of such sums as may be expedient, the remaining funds of the Society shall be used by the Committee to further the purposes of the Society.
All monies at any time belonging to the Society and not required for immediate application for its purposes shall be invested by the Committee in or upon such investments, securities or property as it may think fit.
These Rules may be amended by a 75% majority of those present and voting at the Annual General Meeting or Special General Meeting of the Society provided that 21 days notice of the amendments has been delivered to all members.
9. WINDING UP
The Society may be dissolved by a 75% majority present and voting at an Annual General Meeting or Special General Meeting of the Society provided that 21 days notice of the proposed dissolution has been given to all members. In the event of a dissolution of the Society, the available funds of the Society shall be transferred to one or more institutions having objects similar or reasonably similar to those of the Society, chosen by the Officers and approved by the meeting of the Society at which the decision to dissolve the Society is confirmed. On dissolution, the minute books and other records of the Society shall be deposited within the Birmingham City Archives.
March 2013; Amended March 2016; (Section 3 Amended March 2017)