Constitution of the White City Residents’ Association 2021 

This Constitution sets out why the White City Residents’ Association (WCRA) exists, who it covers and how it operates.

White City Residents’ Association was founded in the 1980s and this revised Constitution was adopted following consultation in 2021. 

1. NAME 

a) The Association shall be known as the White City Residents' Association. It will be referred to in the Constitution as the Association.

b) The Association will cover the area of White City Estate, Batman Close and Lugard House. The Association may amend this sub-section if changes lead to the increase or decrease of properties to be represented. Such an amendment will require a simple majority vote at a general, special or annual general meeting.

2. AIMS & OBJECTIVES 

The aims and objectives of the Association shall be: 

a) To promote the exercise of residents’, tenants’ and leaseholders' rights and the maintenance and improvement of their housing conditions, amenities and environment. 

b) To seek to improve services for residents in the area. 

c) To consult with the Borough Council or other organisations which concern themselves with the welfare or other matters affecting the interests of residents, tenants and leaseholders of the Association's area. 

d) For the furtherance of these objectives, to represent the interests of residents, tenants and leaseholders in consultation with the local authority and other bodies. 

e) To encourage a community spirit. 

f) The Association shall be non-party political and non-sectarian. 

3. MEMBERSHIP 

a) Membership shall be open to any bona fide tenant or resident living in the area covered by the Association, irrespective of race, nationality, class, sex, sexuality, marital status, age, disability, illness, political or religious belief or any other protected characteristic. 

b) The Association will take positive action to encourage all sections of the residential community to participate in meetings and events and will make reasonable efforts to ensure that all members have the opportunity to be involved in the Association and its events.

c) All members aged 18 and over have voting rights on all issues raised at general meetings that they attend on which they are eligible to vote. Voting arrangements at meetings shall, unless otherwise prescribed, be by a simple majority and by a show of hands, with the Chairperson having the casting vote where necessary. 

d) On general matters all residents are likely to be eligible and votes will be decided by a simple majority of those present and voting, with the Chairperson having the casting vote where necessary. 

e) Where the vote relates to specific blocks, services or charges etc. voting may be restricted only to those directly affected. 

f) Where a vote is required for the pursuance of a legal challenge or other statutory action the vote will be conducted in accordance with legal guidelines, rules or legislation. 

g) All members shall, on request, be supplied with a copy of the Constitution. The constitution will also be held online and in Shepherds Bush Library for public reference. 

e) Members are required to conduct themselves and treat each other in a polite, respectful and appropriate manner and to act with honesty and integrity when engaging with the Association. All members’ conduct must follow the Association’s Code of Conduct, at meetings, in communications, in premises used by the Association or if representing the Association. The Chair may ask members to leave if their behaviour is disruptive or offensive. 

CODE OF CONDUCT [See separate document] 

4. THE COMMITTEE 

a) The Officers will be elected at the Annual General Meeting and will include a Chair and Vice Chair or two Co-Chairs, a Secretary and a Treasurer. Other Officer positions may be appointed with the agreement of the meeting. 

b) No two persons from the same household can be Officers. 

c) The Committee will provide regular updates to residents on their work. 

d) The Committee will create sub-groups as required to work on specific topics and time-limited projects with regular feedback to the main committee. 

e) There will be a minimum of 4 committee meetings, held during the course of the Association’s year. 

f) Seven days’ notice of committee meetings will be given to all members of the committee. 

g) The quorum for committee meetings shall be a minimum of 4 members. 

h) Where a casual vacancy (or vacancies) arises on the committee, it/they will be filled by election at the next General Meeting of the Association. Notification of the vacancy/ies to be filled will be given to all members of the Association on the notice calling the General Meeting. 

i) The Committee shall deal with any issues of management of the Association which require decision during the periods between general Meetings of the Association, and report these to the next General Meeting. 

j) The Committee shall be responsible for keeping Minutes or notes of all meetings of the Association. The minutes will be presented to the next like meeting for approval. Minutes should be made available to any member of the Association on request and main points should be publicised. 

k) Committee members who miss more than three consecutive meetings without giving reasonable apologies may be subject to review by the committee who can choose to request their resignation. 

l) A member of the Committee may be removed or suspended from their post if they bring the good name of the Association into disrepute, or do not abide by the terms set out in this constitution. All committee members will be given 14 days’ notice that a full meeting of the Committee will be called to consider evidence from all sides and a two thirds majority vote will be necessary to remove or suspend. An appeal will be considered by the Committee if required. 

5. ANNUAL GENERAL MEETING 

a) An Annual General Meeting (AGM) of the Association shall be held once a year. Under exceptional circumstances this can be extended to 18 months of the last AGM. Should an AGM not take place within 24 months all non-essential activities of the association shall be suspended until an AGM has taken place. If the association has not held an AGM for 30 months the Association must begin the procedure of dissolution. 

b) 14 days notice of an AGM shall be given to all members and those eligible for membership clearly stating that the meeting shall present the annual accounts and hold elections to the committee and give notice of any proposed amendments to the constitution. Members should be made aware that they will have the opportunity to make nominations for election or stand for election themselves and to vote for the officers and committee at the meeting. 

c) The quorum for an AGM will be fifteen members. 

d) At the meeting:

• The minutes of the previous AGM will be presented and approved. 
• The officers of the Association will present reports, including the audited accounts of the Association for the previous year. 
• The existing Committee will stand down. 
• The Committee for the next year will be elected. 

e) Nominations for Officers and other committee members will be accepted only if the person nominated is present at the Annual General Meeting or has put in writing that they want to stand. If there is more than one nomination for each Officer post the nominees may be asked to leave the room whilst the vote is taken. There will be a minimum of six committee members, including Officers, but no limit to the number of other committee members and anyone eligible for membership shall be duly elected upon nomination. Two members may choose to act as Co-Chairs sharing the responsibility of that office if so elected. 

f) If there is nobody willing to stand, the outgoing Committee or the majority of those present at the meeting will decide whether to start dissolution procedures to close the Association down. Alternatively, the Committee can continue in office to try and redevelop the Association for up to six months. It is the responsibility of the Committee to recruit a new committee or formally dissolve the Association within that period. (See section 10 Dissolution) 

6. GENERAL MEETINGS 

a) The business of the Association shall be conducted at General Meetings, which shall be open to all Tenants, Leaseholders and other residents. 

b) The Association will hold a minimum of 4 General Meetings per year one of which could include the AGM. 

c) The Association will publicise General Meetings and public events to all households in the Association’s area. All members of the Association will be entitled to attend these meetings, to speak and to vote. 

d) Councillors, Council officers and others who are not members of the Association may attend meetings of the Association only at the request of the Association. 

e) Seven days' notice of General Meetings will be given to all members by notices displayed in prominent places on the Estate. 

f) A quorum for General Meetings will be fifteen members. 

g) The minutes from General Meetings will be presented to the next like meeting for approval. Minutes should be made available to any member of the Association on request and main points should be publicised. 

7. SPECIAL GENERAL MEETINGS 

a) Special General Meetings may be called at any time for the purpose of altering the constitution or for considering any matter which needs the immediate attention of all members. 

b) Special General Meetings shall be called either at the written request of at least 6 members of the Association, or if the General Meeting decides by a two-thirds majority that it is necessary or advisable. 

c) At least seven days’ notice of any Special General Meeting notice will be given to members as for General Meetings stating the reason/s for holding the meeting. 

d) All matters for decision will be decided by a simple majority of those present and voting, as at General Meetings. 

8. FINANCE 

a) All money raised by or on behalf of the Association shall be applied to cover the running costs of the Association, including the management of the Association’s hall or other provided building and the achievement of the objectives of the Association and for no other purpose. 

b) The Treasurer shall ensure that proper accounts of the finances of the Association are kept and shall ensure that a bank/building society account is opened and maintained in the name of the Association and keep copies of all relevant invoices and receipts to support expenditure and income. 

c) The Committee will nominate at least 3 people who can sign cheques and have access to the Association bank account. These people must not live in the same household or be family members. If these committee members stand down, they are responsible for transferring responsibility for the Association’s bank account to the new committee members nominated to sign cheques and have access. 

d) The accounts comprising a detailed income and expenditure account by type of income/cost and a balance sheet shall be independently audited by auditors. The audited accounts shall be presented to the Annual General Meeting. 

e) The Committee are responsible for the proper use of money raised through grants according to the guidelines issued by the funding body and of income raised from hall or room hire. The committee will agree by consensus how to spend the Association funds and such decisions must be minuted. All members of the committee are responsible for ensuring that records are being kept for income raised and paid out, with the Treasurer having particular responsibility. The Treasurer should keep or have oversight of records for all income raised and receipts for all money paid out in expenses to committee members for duties carried out on behalf of the group. 

9. AMENDMENTS TO THE CONSTITUTION 

a) Any proposals to amend the constitution must be presented to the secretary in writing at least 21 days prior to the meeting at which they are to be considered. 

b) Notice that the constitution will be amended must be on the posters advertising the meeting, and copies of the proposed changes must be available at the meeting, online in a specified location and at the Association's office at least seven days before the meeting. 

10. DISSOLUTION 

a) If a General Meeting decides at any time by a simple majority that it is necessary or advisable to dissolve the Association, the officers shall call a meeting of all members, giving at least 28 days' notice in writing and stating the terms of the dissolution resolution to be proposed at the meeting. 

b) If a resolution to dissolve the Association shall be agreed by a two-thirds majority of those present (to be no fewer than 15) and voting, the meeting shall elect three people who will have the responsibility of accounting for and disposing of any assets held by or in the name of the Association. 

 c) Any assets remaining after debts and liabilities are settled shall be used for the benefit of tenants and residents living in the area covered by the Association. 

[REFERENCE COPY OF TEXT – DOES NOT INCLUDE THE COMMITTEE’S SIGNATURES]