The Constitution of the Southbury Residents Association (SRA)

1. Name
The name of the Association shall be the Southbury Residents Association ("the Association").

2. Area of Operation
The Association represents residents living within the EN1 postal district, specifically on the following streets: Southbury Road, Southbury Avenue, Bryn-Y-Mawr Road, Sketty Road, Clive Road, Clive Avenue, Bertram Road, Percival Road, Cecil Avenue, Fotheringham Road, Craddock Road, Mafeking Road, Clydach Road, Cobham Close, Jules Thorn Avenue. The area the Association covers also includes addresses directly on the Great Cambridge Road within roughly 0.5 miles south of the Southbury Leisure Center.

3. Aims and Objectives
3.1 The Association exists to represent the interests of residents within the defined area and to promote the wellbeing of the community.
3.2 The aims and objectives of the Association shall be to:
3.2.a Represent and promote the collective interests of the residents living within the Association's area;
3.2.b Strengthen community cohesion, wellbeing, and neighbourliness among residents;
3.2.c Provide a democratic and inclusive forum through which residents may discuss matters affecting the local area;
3.2.d Engage constructively with the local authority, developers, landlords, housing providers, and other relevant stakeholders;
3.2.e Monitor planning proposals, regeneration schemes, and the provision of local services that may affect residents;
3.2.f Ensure that residents' views are communicated and considered in decisions relating to housing, planning, transport, safety, and the local environment; and
3.2.g Promote equality, fairness, and inclusion in all the activities and decisions of the Association.

4. Membership
4.1 Membership of the Association shall be open to all residents aged 16 years or over who live within the defined area served by the Association.
4.2 Membership shall be free of charge unless otherwise agreed by a resolution passed at a General Meeting.
4.3 The Association shall operate on the principles of equality and non-discrimination. No resident shall be excluded from membership or participation on the grounds of age, disability, gender, race, religion, national origin, sexual orientation, or any other protected recognised by the law.
4.4 Members are expected to conduct themselves in a respectful and constructive manner at meetings and in all activities undertaken by the Association.
4.5 Any member may cancel or terminate their membership by giving written notice to the Committee at any time. Such cancellation shall take immediate effect upon receipt of the notice by the Committee.

5. Committee
5.1 The Association shall be managed by a Committee elected by the members at the Annual General Meeting.
5.2 The Committee shall consist of the following officers and members:
5.2.a Chair
5.2.b Vice Chair (optional)
5.2.c Secretary
5.2.d Treasurer
5.2.e Up to three additional Committee Members
5.3 All Committee Members must be residents living within the defined area of the Association.
5.4 The Committee may co-opt additional individuals to assist with specific roles or tasks where appropriate. Such co-opted members shall not have voting rights unless elected by the Membership.
5.5 Committee members shall serve for a term of one year and shall be eligible to stand for re-election at the next Annual General Meeting.

6. Committee Responsibilities
6.1 The Committee shall be responsible for the day-to-day administration and management of the Association.
6.2 In particular, the Committee shall:
6.2.a Organise meetings of the Association and ensure that decisions made by members are implemented.
6.2.b Keep members informed about issues, developments, and proposals affecting the local area.
6.2.c Manage the Association's finances responsibly, transparently, and in accordance with the Constitution.
6.2.d Represent the interests of the residents in discussions and engagement with external bodies, including local authorities, developers, and service providers.
6.2.e Ensure that the Association operates in accordance with this Constitution.

7. Meetings
7.1 General Meetings
7.1.a The Association shall hold at least four General Meetings each year to discuss issues affecting the community and to enable members to participate in decision-making.
7.1.b Members shall be given reasonable notice of all meetings, which shall normally be not less than seven days.
7.2 Annual General Meeting (AGM)
7.2.a An Annual General Meeting shall be held once in each calendar year.
7.2.b At the AGM, the Committee shall present a report on the activities of the Association and provide a statement of the Association's accounts.
7.2.c Elections for the Committee shall take place at the AGM.
7.3 Extraordinary General Meetings (EGM)
7.3.a An Extraordinary General Meeting may be called by the Committee at any time if necessary.
7.3.b An EGM must also be called if requested in writing by at least 10% of the members of the Association, stating the purpose of the meeting.
7.4 Decision Making
7.4.a Decisions at meetings shall be normally made by a simple majority (50% +1) of members present and voting.
7.4.b In the event of a tied vote, the Chair shall have a casting vote.

8. Finance
8.1 Financial Management - All funds of the Association shall be used solely for the purposes of the Association. The Committee shall be responsible for the proper management and administration of all financial matters, ensuring that expenditure supports the objectives of the Association.
8.2 Bank Account - The Association shall maintain a bank or building society account in its name. All monies received shall be deposited into this account as soon as reasonably practicable.
8.3 Authorised Signatories - All withdrawals or payments from the Association's bank account must be authorised by at least two authorised signatories, normally selected from the Chair, Treasurer, and Secretary.
8.4 Financial Records and Reporting - The Treasurer shall keep accurate records of all income and expenditure. A financial report shall be presented to members at the Annual General Meeting, and at other meetings when requested.
8.5 Audit or Examination of Financial Records - The Association's accounts shall be independently examined or audited annually by a person who is not a member of the Committee. The examined accounts shall be made available to members at the Annual General Meeting.

9. Code of Conduct
9.1 Respect and courtesy - All members of the Association shall treat one another with courtesy, dignity, and respect at all meetings, events and communications conducted under the auspices of the Association.
9.2 Opportunity to speak - Members shall ensure that all participants are given a reasonable opportunity to express their views. Meetings shall be conducted in an orderly manner that encourages constructive discussion and participation.
9.3 Behaviour at meetings - Members shall refrain from personal attacks, abusive language, harassment, or any behaviour that disrupts meetings or undermines the constructive work of the Association.
9.4 Conflicts of interest - Members, and particularly Committee members, must declare any personal, financial, or other interest that could influence their participation in a discussion or decision of the Association. Such declarations shall be recorded in the minutes, and the member may be asked to withdraw from the relevant discussion or decision.
9.5 Personal or political gain - Members shall not use the Association, its meetings, communications, or resources for personal benefit, commercial advantage, or party-political campaigning.
9.6 Breach of the code of conduct - Where a member is alleged to have breached this Code of Conduct, the Committee may investigate the matter and, following a fair process that allows the member an opportunity to respond, may issue a warning, suspend the member, or remove the member from the Association where appropriate.

10. Amendments to the Constitution
10.1 Power to amend - This Constitution may be amended only by a resolution passed at a General Meeting of the Association in accordance with the provisions set out below.
10.2 Notice of proposed amendments - Any proposal to amend the Constitution must be submitted in writing to the Secretary. The proposed amendment must be circulated to all members with the notice of the meeting at which it will be considered, giving not less than 14 days' notice.
10.3 Approval of amendments - An amendment to the Constitution shall be adopted only if it is approved by two-thirds majority of members present and voting at either an Annual General Meeting or Extraordinary General Meeting of the Association.
10.4 Scope of the amendments - No amendment shall be made that is inconsistent with the aims and objectives of the Association or that would result in the Association operating for private or personal gain.
10.5 Record of all amendments - All amendments adopted under this provision shall be recorded in the minutes of the meeting and incorporated into the official copy of the Constitution, which shall be made available to the members.

11. Dissolution
11.1 The Association may be dissolved by a resolution passed by two-thirds majority of members present and voting at an Annual General Meeting or an Extraordinary General Meeting convened for that purpose.
11.2 In the event of dissolution, any funds or assets remaining after the settlement of all debts and liabilities shall be transferred or donated to a local charity or community organisation with similar community objectives, as determined by the members at the meeting approving the dissolution.

Published on the website: 10 March 2026