1. Name
Our Association is called Rochester Riverside Residents Association (the Association).
The Association covers the area of all phases of Rochester Riverside development. Map in appendix 1 defines the boundaries of the area covered by the Association.
2. Aims & Objectives
We are a totally independent, non-party political and non-sectarian group set up to:
a) improve Rochester Riverside, including housing, environment, facilities, community spirit and services for all residents including council tenants;
b) represent and support the interests of the residents of the area and to help solve any problems which may affect Rochester Riverside and put forward the collective view of the area following active consultation with residents;
c) work proactively with Medway Council, Countryside, Hyde and other agencies/organisations to improve the quality of life for all residents of Rochester Riverside;
d) promote diversity and inclusion within the community and within its membership.
3. Membership
a) All residents over the age of 18 living in the Rochester Riverside development can join the Association as members.
b) Residents mean freeholders and family members living with the freeholders, leaseholders and family members living with the leaseholders, tenants named on tenancy agreements and their family members living with the named tenants.
c) Rochester Riverside development includes all residents living at the following addresses:
Cory’s Road, Limehouse Wharf, Common Creek Wharf, Thalia Way, Belvedere Road, Telemon Close, Blue Boar Lane (East of the railway bridge only), Glenway Road, Spritsail Way, Providence Avenue
This list will be updated from time to time as new phases of the development are completed.
d) The Association will take positive action to reach those people that are underrepresented at meetings and events and will ensure that all members have the opportunity to be involved in the Association and its events.
e) The secretary of the Association will keep a record of all members in the current year.
f) Any membership fee will be determined by the Annual General Meeting.
4. The Committee
a) The Association will be run by the Committee.
b) Any member can stand for election to the Committee.
c) The Committee will be elected at the AGM, or using such a method as the current Committee deems appropriate, for a one year term, but may be re-elected.
d) The Committee will have a chair, a secretary and a treasurer with the remaining committee members being known as officers.
e) There will be at least 5 and no more than 10 committee members.
f) Committee members are expected to attend committee meetings and be actively involved in the running of the Association.
g) The Committee can co-opt additional members when there is a vacancy or at any other time when the Committee determines there is a need.
h) There will be at least two committee meetings each year as and when necessary.
i) At least seven days’ notice of each committee meeting will be given to the members. Any member will be entitled to attend a committee meeting (but not to vote).
j) The Committee has the power to raise funds and to use those funds.
k) The Committee has the ability to plan and decide on the activities of the Residents Association, within the aims and objectives set out in part 2.
4. Meetings
a) Everyone is welcome to attend meetings but must follow the code of conduct (see appendix 2).
b) We will hold an Annual General Meeting (AGM) once in each calendar year, and no less than 9 and no more than 15 months will pass between the date of one AGM and the next.
c) We will give 21 days’ notice of this meeting to all residents and interested parties.
d) For general meetings we aim to give a minimum of 7 days’ notice to residents and interested parties. These will be held at least twice a year. All meetings will have an agenda and a start and finish time.
e) If a Special General Meeting (SGM) is requested, either by the Committee or by at least 6 residents to discuss important issues, we will give no less than 10 days notice to all residents.
f) The quorum for (i) committee meetings will be a minimum of 4 members and (ii) AGM, SGM and general meetings will be a minimum of 10.
g) Each member shall have one vote on any resolution put before an AGM, general meeting or special general meeting.
h) All voting that takes place at an AGM, general meeting, special general meeting and committee meetings, will be counted and recorded in the minutes.
i) If there is a tie the chair will have a second and casting vote.
j) Minutes will be taken at each formal meeting and approved by the next meeting.
k) All minutes will be available for inspection by members of the Association.
7. Finances
a) All money raised will be used to benefit the Rochester Riverside Residents Association in line with the aims of the Association.
b) The treasurer will open and maintain a bank or building society account in the name of the Association and keep records of the Association’s income and expenditure.
c) The treasurer shall report the balance in the account to the Committee at each committee meeting.
d) The Committee will appoint three authorised signatories for any cheques and cheques shall be signed by at least two of the authorised signatories who are not related to one another.
e) The accounts of the Association will be available for inspection by any member of the association who requires seeing them, within 28 days. The request for inspection must be made in writing to the treasurer.
f) The Committee can claim expenses or other costs relating to the running of the Association. These will be approved at committee meetings on a case by case basis.
8. Changing our constitution
We can change our constitution at any time via an item placed on the agenda at a general meeting or special general meeting; however we must formally adopt those changes at the next AGM.
9. Dissolution
a) If the Association is no longer able to continue then the Committee, or remaining Committee members can dissolve the Association.
b) The residents will be consulted to discuss the available options, e.g. reviving the association or setting up a local interest group.
c) If dissolving the Association is the only option, residents will be informed.
d) The treasurer will administer the closure of accounts etc. Any remaining funds will be given to a local charitable cause.
Rochester Riverside Residents Association 