CONSTITUTION

 

CONSTITUTION

 

 

Name 1 The Association will be known as The Village Business and Residents Association [VBRA WEST].
Aims and Objectives 2 2.1. The purpose of  will be to improve the quality of life for LGBT people, by contributing to and influencing  the West of England as a locality under the following remits:

  • LGBT Community Development
  • Events
  • Marketing/Communications/Place Promotion
  • Planning
  • Service Improvements

2.2.  The people who will benefit from VIBRA WEST will be all LGBT people living, working or socialising in this locality

 

2.3.  The West of England as a locality is defined at the four unitary authorities of Bristol, South Gloucestershire, North Somerset and Bath & North East Somerset, or future corresponding Local Authority areas.
Membership 3 Anyone who works, lives, or socialises in, or owns a property or small business within the defined West of England area or has an interest in the area may be a member. Membership will also be open to all businesses  which are LGBT owned or whose core business is aimed at the LGBT community that operate within the area covered by the VBRA WEST.  Membership will be open to all regardless of their race, colour, and ethnic or national origin, religion, sexual orientation, gender, age or disability.Membership will be granted based on the payment of joining fees and subsequent subscription fees.

 

Honorary or associate membership may be granted to relevant parties. They may be subject to a one off joining fee however associate- members will not be allowed to partake in voting.

 

Unless the prior agreement has been sought from, The Chair, or another relevant Association member, members may not bring observers into VBRA WEST meetings.

 
Fees 4 Each member, depending on the status of their business, will pay an annual fee, according to the their business/resident status:Annual Fee

If Business is a bar/club/restaurant:      £100 Annually per venue

Other Businesses:                                     £50 Annually per business

Other non-business members:               £5 Annually

 

Joining fees will go into one large pot of working capital for which the VBRA WEST can use for the following:

  • Physical enhancements of the areas of interest e.g. Bunting, planting, landscaping
  • LGBT Community Development
  • Marketing/Communications/Place Promotion
  • Putting on events and promotional materials for these events
  • Any other janitorial/administrative/digital costs

Allocation of funds will be decided by the Committee.

 
Distribution of Financial Assets 5 Funds raised through joining fees will be distributed to projects, which specifically relate to the achievement of VBRA WEST aims and objectives.  Decisions on the distribution of financial assets will be via a majority vote during VBRA WEST Committee meetings.

 
General Meetings 10 The Association will meet as once a month, or as decided by the committee.   Changes to the frequency of the General Meeting will be by majority vote of the General Meeting.The purposes of the General Meeting are:

  • To receive updates about the work of the Committee
  • To discuss key issues facing VBRA WEST and LGBT people, and to identify actions/programme of action to improve the quality of life for LGBT people in the West of England
  • To improve networking between LGBT organisations, and to provide mechanisms for them to work togetherTo set up working groups on specific issues as needed.
Conduct of Business / Governance 6 A committee elected at each Annual General Meeting (AGM), which will consist of a Chair, Deputy Chair, Secretary, Treasurer and at least four other members, will conduct the business of the VBRA WEST.Every effort possible will be made to ensure representation from the different parts of the LGBT community on the Committee. 

The roles of the Committee are:

  • To co-ordinate actions arising from General Meetings
  • To run the General Meetings
  • To allocate the funds of the Association/ or VBRA WEST
  • To set priorities for the Association, ensuring that there is a realistic work programme
  • To receive reports and ensure progress on the work programme, and to assist VBRA WEST to achieve its goals.

The quorum at committee meetings will be 3.  If the number present falls below this, business may be discussed, but decisions will require a quorate meeting to confirm.

 

Committee members will hold office for a period of [3] years.  Committee members may be re-elected for a further term of no more than 2 years.
The VBRA WEST may form sub-groups to progress its business if it so wishes and co-opt non-Association members on to such sub-groups.

 

 
7 All Members of the VBRA WEST, should declare any conflict of interest, and the nature and extent of any interest, before involving themselves with actions on this issue.Where appropriate, the member will absent themself from the discussion. 
8 The VBRA WEST will be non-party political and will not align itself to any political party.
9 The election or removal of Officers or Association Members will be carried out by at the AGM or at a Special General Meeting. Members of the VBRA WEST may volunteer themselves or nominate other members to be considered as Officers or Association Members. When nominating other members, their agreement must be obtained in advance of the nomination.
Annual General Meetings 11 The first AGM will be held within 18 months of the constitution being adopted and then annually thereafter. At least 28 days notice of the AGM will be given to all members and will be advertised widely within the catchment area. At this meeting:

  • The Committee will present an annual report of the work of the VBRA WEST
  • The Committee  will present the audited accounts of the VBRA WEST for the previous year.
  • The Officers for the next year will be elected.
  • Any proposals submitted by a member or members to the Secretary, in writing, 7 days in advance of the meeting would be discussed.
Special General Meetings 12 The Secretary will call a Special General Meeting (SGM) at the request of a majority of the Association, or at request of at least ten members.  The Secretary will give at least 7 days notice of any SGM, which will take place within 21 days of the receipt of the request.
Decision making 13 Decisions at all General Meetings, AGMs, SGMs and Association meetings will be by a simple majority vote of all members present and voting. In the event of a tied vote, the Chair will have a casting vote.
Voting 14 Only members who pay the joining fees will be permitted to vote. Each business is allocated one vote only.Committee members, who do not attend General Meetings regularly and do not send deputy representatives, will lose their vote.  Missing 3 or more meetings will trigger this. This is at the discretion of the Chair.

 
Notice of Meetings 15 All members on the database will be advised of the date, time and place of all VBRA WEST meetings and the agenda of matters to be discussed.  The secretary, via email, will aim to circulate minutes of the last meeting within two weeks after the meeting and aim to circulate meeting agendas one day before the next meeting.   Venue owners will also display notices to publicise the date and time of all future meetings.
Duties of the Officers 16 The Chair (or in his/her absence, the Deputy Chair) will conduct the meetings of the Association. In the absence of the Chair or Vice Chair, the Association may elect by a simple majority vote one of their members to Chair the meeting.The Chair will be the leading Officer and spokesperson for the Association, taking the lead in dealing with the public and the media and, at Chief Executive level, in networking and liaising between the VBRA WEST, the City Council, Cityco and other agencies and partners.

 

 
  18 The Deputy Chair will conduct meetings and other duties of the Chair in his/her absence. 
19 The Treasurerwill open and maintain a bank account in the name of the Association.  Signatories will be the Treasurer and one other Association member nominated by the Association.  The Treasurer will keep accounts of income and expenditure and report on them at the AGM or when requested by the Association or General Meeting. A qualified accountant or a suitable person who is not a member of the Association, appointed at the Annual General Meeting, will audit the accounts.
20 The Secretarywill be responsible for convening meetings and giving notice to members, will ensure that minutes are maintained of all meetings of the Association and will maintain a database of members of the VBRA WEST.
Members 21 Any member(s) or officer(s) delegated to represent the VBRA WEST in consultation with any other body will act on the instructions of the Association and will report back at the following Association Meeting.No members will speak or write on behalf of the VBRA WEST unless prior agreement from the Association has been sought. All representation will come from the Chairs or Sub group lead in the first instance.

 
Alterations to the Constitution 22 Any proposal to alter this Constitution must be submitted to the Secretary of the VBRA WEST at least 28 days before the meeting at which it is to be discussed.  At least 14 days notice will be given of such a meeting, together with the wording of the proposed alteration(s).  Any alteration will require the approval of two – thirds of those present and voting at the meeting.
Dissolution 23 If the Association no longer exists, any five members of the VBRA WEST may decide that the Association should be dissolved. They will give at least 14 days notice to all those recorded on the membership database of a meeting to discuss the matter. For the sole purpose of dissolution, a quorum need not apply, and the Association may be dissolved by a two-thirds majority of those present.  The disposal of any assets financial or otherwise, remaining when the Association has satisfied its liabilities will be disposed of to a charitable organisation that is aligned to the aims of VIBRA WEST.  . This decision should be minuted in the disbanding of the Forum. 

 

Glossary of Definitions

 

Association: The Village Business and Residents Association

 

Constitution: This is the document, which articulates the purpose, organisation and business of the VBRA WEST

 

Joining Fee: This is a one off fee made payable to the VBRA WEST to become a VBRA WEST member. Joining fees are relative to the status of membership and formalise any member’s membership.

 

LGBT Community: Those that are of Lesbian, Gay, Bisexual or Transgender orientation.

 

Members: These are representatives from businesses operating inside the defined catchment area who attend VBRA WEST meetings and pay a subscription or joining fee.

 

Associate/Honorary Members: These refer to organisations that either do not operate their business within the village area but have a mutual interest in it; or organisations that provide a direct service to members through their business.

 

Other Business Members:

This refers to legitimate businesses operating within the defined village area who are not a bar/club/restaurant but do provide a business service to patrons in the village and who make commercial gains from their business.  These include, but are not restricted to takeaways, taxi ranks, newsagents, saunas, club promoters and retailers.

 

Other Non-Business members:

These refer to organisations in the public and not for profit sector, such as charities or agencies working on behalf of the public.

 

Officers: These are members of the VBRA WEST who perform additional duties on behalf of the association such as Chair, Treasurer and Secretary.
Subscription: This is a monthly payment made by VBRA WEST members to the VBRA WEST in order to raise capital funds for VBRA WEST projects.

 

VBRA WEST: Village Business and Residents Association

 

Village: Bristol’s Gay Village, the spatial area inside the parameters of