Constitution


CONSTITUTION OF MALDEN INDEPENDENT COMMUNITY ORGANISATION (MICO)

AS AGREED BY FOUNDING COMMITTEE ON 29th June 2016.

1. Name

The name of the association is: Malden Independent Community Organisation (hereafter referred to as ‘MICO’).

2. Area

MICO covers the following defined geographical area: Maldens and Coombe Neighbourhood (Coombe Hill, Coombe Vale, Beverley, St James and Old Malden wards).

3. Aims

The aims of MICO are:
a) To represent the interests of, and promote membership to all the residents within the defined area on planning issues.

b) To promote the interests of residents, to encourage them to be more actively involved and ensure that all residents are consulted and informed regularly.
c) To work towards improving the quality of life for local people and their community in the respect of campaigning for sustainable development.
d) To encourage a community spirit and sense of responsibility within the local community.
e) To act independently of any political party (non party political).
f) To represent the majority view of the community, judged by the opinion of our members.
g) To preserve the heritage of our town, and ensure that future growth developments do not harm the heritage of our town.
h) To fight against overdevelopment in our town, decided by committee on a case-by-case basis.

4. Equalities and Diversity

a) MICO will actively seek to promote equal opportunities within the community and within its membership.
b) MICO will value diversity and promote good relations with all members of the community and not discriminate on the grounds of age, disability, race, faith, gender or sexual orientation.
c) MICO will ensure that where possible meetings will be held in venues that are accessible to all.
d) MICO will provide information on all the ways that members can contribute their views, and how they can meet people’s individual needs.

5. Membership

a) Membership of the group is open to all residents living in the defined area.
b) Any alterations to membership fees will be decided and reviewed at the Annual General Meeting (AGM). Any money raised by, or on behalf of, the group will be used to further the group’s aims.
c) Until such time as a bank account is established, MICO are to use ‘Coombe Monthly’ as their bank account.
d) Associate membership is open to people who do not live in the defined area, but who are interested in helping MICO achieve its aims. The Committee will decide whether to grant associate member status, and whether or not to grant associate member voting rights as and when it occurs. These members will be required to pay the full membership fee.
e) Voting membership will end when a member stops living in the area represented, dies or resigns, unless the Committee decides to grant associate membership as in 5 d).

6. Code of Conduct

a) Members shall conduct themselves in a manner that will not cause offence to others. Harassment, bullying, intimidation, or discriminatory behaviour will not be tolerated.
b) Members should always be prepared to accept the majority decision and not take such a decision as

any form of personal slight or criticism.
c) Members cannot receive any payment from the group other than for expenses agreed and approved by the committee. Expense claims must be submitted to the Treasurer at least seven (7) days before the next committee meeting.

d) Correspondence sent on behalf of the organisation must be signed by the Secretary or Chairperson and placed in a log by the secretary that the committee are able to review.
e) Any resident who feels that they have not been treated fairly and equally by MICO can raise this with the Committee who will respond within twenty eight (28) days.

7. The Committee

a) The Committee shall monitor the work, finances and membership of MICO.
b) The Committee will produce and update a simple action plan throughout the year to be used to prepare an Annual Report to members at the AGM.
c) The Committee shall have a minimum of the following officers: a Chairperson, Vice-Chairperson, Secretary and Treasurer. The Committee shall have the power to appoint other posts if they wish.
d) Committee members shall be elected at an (AGM). The year shall run from 1st July – 30th June.
e) The Committee shall have a minimum of four (4) and a maximum of eleven (11) members at any one time.
f) The quorum in which to hold a meeting is five members, except when there are only four committee members, in which case it is appropriate to have a quorum of three.
g) Any vacancies on the Committee may be filled by co-opting members with full voting rights until the next general meeting or AGM.
h) Committee members shall declare any potential conflict of interest and withdraw from discussion and voting where appropriate.
i) The committee has the power to make decisions using electronic media outside of committee meetings and also ask members outside of committee to use electronic voting technology. Any vote held by electronic or other means must be logged and recorded by the Secretary and formally approved at the next meeting (general or committee). This technology will be used to poll members where appropriate to gather majority view on issues affecting the defined area.

8. Meetings

a) The Association shall hold an AGM once each calendar year and not more than thirteen months shall pass between one AGM and the next.

b) The AGM shall:
i) Agree the minutes of the last AGM (where appropriate)

ii) Receive an Annual Report from the Committee iii) Present a statement of accounts to members iv) Elect committee members

v) Agree rates for membership fees

vi) Vote on amendments to the Constitution
vii) Any member shall be entitled to stand for election to the Committee. viii) Receive an annual repot from the chairperson
iv) Consider any resolution put forward by members

9. Special General Meetings

a) A special general meeting may be called by the Committee or if requested by at least 30% of the members.

10. General Meetings

a) General meetings are open to all members and prospective members living in the defined area (suggested non-members contribute £2 towards running costs). All members present are entitled to vote on proposals put forward.
b) Decisions of the General Meeting shall be binding on the Committee.

c) At least five (5) days notice shall be given for a general meeting. Every eligible member household will receive an invitation.
d) The quorum for a general meeting shall be a minimum of ten (10) people, including committee members.

e) If a member believes an item to be of a confidential nature this must be made known to the Chairperson before commencement of business. The Committee must decide if the item is to be discussed in a closed session at the end of the general meeting.
f) At least two general meetings will be held every year, in addition to the AGM.

11. Voting

a) Decisions at meetings shall be taken by a simple majority of those voting.
b) Each member has one vote.
c) In the event of a tie, a vote will be re-taken with this in mind, and if a resolution cannot be met, this is decisive
d) Counted vote is needed and the numbers shall be counted and recorded in the minutes.
e) Conflict of interest must be declared. A member who declares conflict of interest should then withdraw from the discussion and voting on the issue in question.

12. Minutes

a) All formal meetings must be minuted and the minutes formally approved by the next meeting (committee or general)

13. Finance

a) An accurate record of income and expenditure must be produced each year at the AGM to be made available to all members on request.
b) All monies raised by or on behalf of the organisation shall be applied to further the aims of the organisation.

c) Account(s) will be opened in the name of the organisation. Cheques, transfers and other banking instruments or instructions shall be signed by the Treasurer and at least one (1) other signatory who must also be members of the Committee.
d) Signatories must not be members of the same household.

14. Dissolution

a) TheCommittee,orifacommitteenolongerexists,amajorityofremainingmembersofthe organisation, can propose that the organisation should be dissolved. They must give at least fourteen (14) days notice to all eligible members that a meeting is taking place proposing to dissolve the organisation.

b) Any assets remaining after settling any liabilities shall be applied for the benefit of the community in accordance with the aim set out in Section 3.d).