Constitution of Digbeth Residents Association and Neighbourhood

Watch
1. NAME
The name of the organisation shall be Digbeth Residents Association (DRA).
2. MISSION STATEMENT
To develop and sustain an active community in Digbeth, democratically working
towards ensuring the area is a good place to live.
3. OBJECTIVES
3.1.
3.2.
3.3.
3.4.
3.5.
3.6.
3.7.
3.8.
3.9.
3.10.
3.11.
3.12.
3.13.
3.14.

To be a resident-led organisation.
To foster a sense of community.
To safeguard and promote the interests of residents in the area.
To act as a voice for the residents of Digbeth.
To promote Digbeth to other areas and agencies.
To provide and promote social events.
To increase information and knowledge exchange about issues of relevance to
residents in Digbeth.
To provide skills exchange opportunities related to Digbeth.
To provide a platform for community consideration and deliberation about issues
in Digbeth.
To develop strategy and action leading towards improvements in living
conditions and community facilities in Digbeth.
To promote active citizenship in Digbeth contributing towards a healthy local
democracy.
To provide a platform for people/groups to engage with decision-making.
To actively promote community regeneration and cohesion in Digbeth.
To positively recognise, respect and support community diversity, encouraging
the diverse membership to work together.

4. MEMBERSHIP
4.1. Full voting membership is open to all residents over 16 years of age, irrespective
of tenure, living in the area between Fazeley Street and Cheapside, running from
Camp Hill to the city centre.
4.2. Non-voting membership is open to all stakeholders working in the area who care
about Digbeth.
5. MEETINGS
5.1. Open meetings will be held every two months focusing on deliberation.
5.2. Committee meetings will be held every two months, between open meetings,
focusing on action.
6. THE COMMITTEE
6.1. A Committee shall be elected at the Annual General Meeting and serve for
twelve months.
6.2. While only residents will have voting rights, the views of all stakeholders will be
considered and taken into account when deciding on action at Committee
meetings.
6.3. The Committee will consist of at least three members: a Chairperson, a
Secretary and a Treasurer.

6.4. The Chairperson will have the deciding vote, but is not expected to vote unless
such a deciding vote is needed.
6.5. If the Chairperson is not able to attend a meeting the members present will elect
a substitute.
6.6. The Secretary will report to each meeting in person, arranging for another way to
report should they be unable to attend a meeting.
6.7. The Treasurer will report to each meeting in person and arrange for another way
to report should they be unable to attend a meeting.
6.8. Should any member of the Committee not attend two consecutive monthly
meetings, the members attending those meetings will discuss the reasons given
and consider replacing that member if the reasons are not seen as acceptable.
6.9. Office bearers roles forming part of the Committee will be decided upon at the
AGM. That Committee will be able to co-opt other members during the year
subject to reporting to the next AGM for approval.
6.10. Office bearers will report to each Committee meeting. Should they be unable to
attend a meeting they must delegate someone else to report on their behalf.
6.11. Should office bearers not attend more than two consecutive monthly meetings,
they must explain the reasons why to the membership and be subject to
consideration as to whether they should continue in that office.
6.12. No office bearer shall fill more than one position.
6.13. Each member may support more than one office bearer, forming specialist
teams.
6.14. The Committee will make and carry out decisions in accordance with the mission
statement and objectives of DRA.
6.15. Committee meetings will be open to any Digbeth stakeholder but in a non-voting
capacity.
6.16. Stakeholders can include city Councillors and other representatives of public
agencies.
6.17. The Committee will report to bi-monthly open meetings in a manner that
encourages debate and deliberation.
6.18. Leases and legal documents related to the objectives of DRA can be entered
into by the Committee only if agreed at a Committee meeting.
6.19. The Committee will develop an action plan related to mission and objectives on
an on-going basis.
6.20. The roles and responsibilities of office bearers and the membership are outlined
in Appendix A.
6.21. The standing orders (conduct of business) are outlined in Appendix B.
7. FINANCES
7.1. DRA may raise funds through fundraising or grants. All money raised by or on
behalf of DRA shall be applied to further its objectives.
7.2. All funds shall be kept in a bank account in the name of Digbeth Residents
Association.
7.3. The Secretary, Treasurer and Chairperson will be signatories for the account and
all expenditure will be subject to written approval by at least two of those three
Committee members.
7.4. All expenditure will be agreed and controlled by the Committee.
7.5. Receipts should be acquired and kept for all expenditure.
7.6. For reimbursement of expenses incurred while carrying out DRA business, all
receipts must be attached to the Expense Claim Form (Appendix C).
7.7. No officer shall sign a blank cheque.
7.8. Officers signing cheques should not be related to the benefactor or each other.
7.9. The group accounts will be independently examined and presented to the Annual
General Meeting.

8. DECLARATIONS OF INTEREST
8.1. Committee members must declare any interest they have in a topic being
discussed, and the membership must then decide whether that interest
precludes them from any voting related to that topic.
9. AGM
9.1. An AGM will be held every year to discuss the activities of DRA, receive the
independently examined accounts and to elect a Committee.
9.2. At the AGM all Committee and office bearers will resign and a new committee
will be elected.
9.3. All stakeholders will be given at least 14 days notice of the AGM.
9.4. If the AGM is not quorate after 30 minutes, it will be abandoned and held again
a week after the agreed date (if possible). If the rescheduled AGM is not
quorate after 30 minutes, all those present at the AGM will constitute the
quorum and are able to adopt a Constitution.
10. SPECIAL MEETINGS
10.1. Members shall be given at least 14 days notice of a special meeting.
10.2. The Committee will organise the content and conduct of special meetings.
11. CHANGES TO THE CONSTITUTION
11.1. Members shall be given at least 14 days notice of any proposed changed to
the Constitution, which can only be adopted at a Special Meeting called for this
purpose.
11.2. Changes will be approved by a majority vote.
11.3. Changes must be justified in line with the objectives of the group.
11.4. Changes must be reported, opened for discussion, and agreed upon at the next
AGM.
12. DISSOLUTION OF DRA
12.1. Digbeth Residents Association may only be dissolved at a special meeting
called for that purpose.
12.2. Such a meeting shall come about following a proposal in writing signed by a
simple majority of those remaining on the Committee submitted to the
Secretary. The Secretary will then ensure a special meeting is arranged.
12.3. All members will be informed of such a meeting at least 21 days before the
date of that meeting.
12.4. Dissolution of the group shall only take place if agreed by two-thirds of the
voting members present.
12.5. Any assets of the group remaining after meeting liabilities must be distributed
among local charities or other community-based groups nominated and agreed
on through a vote at that meeting.
12.6. Any money received via funding bodies should be discussed with the funders
with a view of redistribution to organisations with similar aims to benefit
residents of Digbeth.
12.7. On dissolution, any documents belonging to DRA shall be disposed of in a
manner agreed by that meeting.

13. SIGNATURES
This constitution was adopted at an AGM of the Digbeth Residents Association on 9th
February 2015.

Signed
Chairperson:

..........................................................

Secretary:

..........................................................

Treasurer:

..........................................................

Print Name

Appendix A
Roles and responsibilities of the Committee, office bearers, and the membership of
DRA
A1. CHAIRPERSON
A1.1 Leads the managerial direction of the organisation.
A1.2 Ensures the smooth running of meetings.
A1.3 Acts as the Spokesperson for DRA, demonstrating a breadth and depth of
relevant knowledge.
A2. SECRETARY
A2.1. Plans and prepares all meetings, including dates, rooms, refreshments,
minutes, agendas and other papers.
A2.2. Sends out all meeting/event notifications and publicity.
A2.3. Records and minutes all meetings accurately, focusing on decisions and
actions needed.
A2.4. Ensures admin, meetings and voting procedures are run in line with the
Constitution and any legal requirements.
A2.5. Deals with correspondence (forwarding all decision-making items to the
Chairperson).
A2.6. Reports to the Committee on progress relating to correspondence, decisions
and action points.
A2.7. In partnership with Treasurer, monitors and administers petty cash and book
keeping.
A2.8. Maintains membership records.
A3. TREASURER
A3.1. Reports to the Committee about all financial matters in a manner all members
can understand, allowing them to engage in decision making.
A3.2. Keeps an overview of DRA finances, ensuring financial policies and practices
are open and correct.
A3.3. Has knowledge and experience of current finance practice relevant to
community organisations.
A3.4. Liaises with Committee members to ensure the financial viability of DRA.
A3.5. Appraises the financial viability of all actions, ensuring accountability.
A3.6. Liaises with account appraisers, ensuring DRA accounts are independently
examined annually for the AGM.
A3.7. Keeps clear records of all financial transactions, including quotations and
receipts.
A4. OTHER OFFICERS
A4.1. Planning Liaison
Monitors all planning related activities in Digbeth, reporting back to the
Committee offering suggestions for action.
A4.2. Festival and Events Co-ordinator
Co-ordinates positive links and partnership activity with local festivals and
arts/cultural events, reporting back to the Committee.
A4.3. Communications Officer
Supports the Chairperson and Secretary in facilitating positive communication
and publicity within and outside Digbeth about issues and activities relating to
Digbeth and the Residents Association.
A4.4. Neighbourhood Watch and Pubwatch Officer
Attends meetings of Pubwatch and liaises with local Police, ensuring positive

communication between these groups and agencies in Digbeth related to the

work of Digbeth Residents Association.
A5. ROLES AND RESPONSIBILITIES OF MEMBERSHIP
All members undertake to actively govern DRA, directing and controlling activities through
collective decision making. All members must act reasonably and honestly on behalf of DRA,
according to the Constitution.
Members collectively have overall responsibility for the organisation and therefore need to
be actively involved in decision making about mission, development plan/strategy. The
membership should also be kept informed about the day-to-day activities of the Chairperson,
Secretary and Treasurer (and any other officers with delegated powers). The memberships
role also involves linking DRA to all residents and stakeholders in Digbeth, to safeguard the
groups assets, and to ensure positive participation in meetings and all other activities. No
individual member has powers on their own unless specifically given them, and minuted, at a
Committee meeting.
Members should strive to attend all open meetings, coming prepared by reading relevant
papers and other communications prior to each meeting (plus preparing reports when
agreed beforehand). The members must agree to act collectively and prudently, not seeking
personal gain. Members should:

Arrive on time and stay until the end

Listen, and not speak over, others, reflecting on what others say
Contribute positively
Avoid lecturing/making long speeches, seeking constructive dialogue instead
Carry out agreed action
Report back on any action to the next meeting
Have a commitment to DRA and its mission
Be willing to devote time to DRA
Think independently
Be willing to act collectively and accept collective decisions

Appendix B
Standing Orders (Conduct of Business)
B1.1. The Committee will decide on topics to be discussed at open meetings; agendas will
be distributed to the membership at least 24 hours before a meeting.
B1.2. Members can suggest and request items for the agenda by submitting these to the
Secretary, and copying in the Chairperson.
B1.3. Members can also raise any urgent business or issues of concern under Any Other
Business (AOB) subject to the discretion of the Chairperson.
B1.4. Priority will always be given to issues of general concern, rather than more specific,
localised concerns.
B1.5. Members may only speak through the Chairperson.
B1.6. Decisions will be agreed through a simple majority by a show of hands. A secret
ballot can be used if requested and agreed upon through a vote.
B1.7. Meetings will begin and end at the advertised time unless a vote is taken to extend
the meeting.
B1.8. Any offensive behaviour, including racist, ageist, sexist or inflammatory remarks will
not be permitted and perpetrators will be asked to leave the meeting by the
Chairperson.
B1.9. Any member who brings the group into disrepute or refuses to comply with the
Constitution shall be subject to a vote leading to expulsion.
B1.10. Any expelled member has the right to appeal within 28 days of the expulsion. The
appeal will be considered at a special meeting called for that purpose.
B1.11. Minutes will be distributed within 14 days of a meeting where possible.
B1.12. A quorum of five members will be applied to all meetings.
B1.13. If the meeting is not quorate, then the meeting will continue as normal with any
decisions being ratified at the next quorate meeting.

Appendix C
Expense Claim Form