Oxford Business Action Group

Our constitution

 

 Our constitution

1 Aims and objectives

The aims and objectives of the Oxford Business Action Group (OBAG) are:

a) To promote Oxford and its business community to the wider world.

b) To represent the needs and interests of the Oxford business community during consultations run by Oxfordshire City and County Councils and other official bodies.

c) To bring together neighbourhood businesses, academic institutions and community groups from across the city, supporting their needs.

2 Methods of achieving OBAG’s aims and objectives

a) To elect, from current OBAG members, representatives from across Oxford’s various business districts and community groups.

b) To raise awareness of the group among Oxford’s voluntary and statutory groups, so that new and existing initiatives can be identified, and to exchange information and advice with them.

c) To intervene in policies and processes that potentially affect Oxford’s businesses and community groups.

d) To organise meetings.

e) To collate and maintain a list of supporters and other stakeholders, with which OBAG can communicate.

f) To raise funds by means of contributions, legacies, grants and fundraising, by lawful means.

All funds and property of the group shall be used solely to promote OBAGs’ aims and objectives, as set forth within this constitution.

3 Area of benefit

The area of benefit is the city of Oxford, as defined by Oxford City Council’s borders in November 2021. 

4 Powers

OBAG may hire premises or equipment; engage contractors, employees and advisors; fundraise; charge for activities; facilitate events and workshops; and collaborate with other groups and organisations in order to carry out its objectives.

5 Application of income and property

a) The income and property of OBAG shall be applied solely towards the promotion of OBAGs’ aims and objectives.

b) A Management Committee member may pay out of, or be reimbursed from, the property of OBAG, reasonable expenses properly incurred by him or her when acting on behalf of OBAG.

c) None of the income or property of OBAG may be paid or transferred directly or indirectly by way of dividend, bonus or otherwise by way of profit to any member of OBAG. This does not prevent a member who is not also a member of the Management Committee from receiving reasonable and proper remuneration for any goods or services supplied to OBAG.

6 Accounts

a) The Treasurer shall present to each ordinary meeting of the Management Committee an up-to-date statement of accounts.

b) The Treasurer shall prepare annual statements of accounts which shall be presented at the Annual General Meeting.

c) Where funds are received by donation, grant, gift, bequest or otherwise, these shall only be used for purposes that are in accordance with OBAG’s aims and objectives. Any decision about whether or not proposed OBAG expenditure is in accordance with OBAG’s aims and objectives shall be made by OBAG’s Management Committee.

7 Membership

a) Membership of OBAG is by invitation only. All new members shall be approved by a unanimous decision – or majority decision if a unanimous decision is not possible – of the OBAG Management Committee. The maximum number of OBAG members shall be 31. 

b) OBAG membership may be revoked if a member is found to have brought the organisation into disrepute. An OBAG membership revocation decision will be made by a majority decision of the OBAG Management Committee.

c) Anyone applying for OBAG membership must supply their name, position (if an organisation), address including postcode and telephone number (if they have a telephone) in order that the Secretary can ensure that they are notified of meetings and data can be kept for funding application and voting purposes. 

d) OBAG shall have the power to maintain a list of supporters and other stakeholders, and is permitted to charge these supporters and other stakeholders an OBAG membership fee. However, supporters and other stakeholders will not be full members of OBAG, and have the power to take part in OBAGs’ governance, unless specifically invited by OBAGs’ Management Committee. The fee charge to OBAG supporters and other stakeholders shall be decided annually by the OBAG Management Committee. 

8 Management Committee

8.1 Powers and composition

a) The Management Committee shall oversee the day-to-day running of OBAG, subject to the direction of a general meeting.

b) The membership of the Management Committee shall be drawn exclusively from the membership of OBAG, using the elections process set out below. 

c) There will be a minimum of three OBAG Management Committee members and a maximum of 15 committee members. Each of these members will have one equal vote.

d) The membership of the Management Committee shall broadly reflect Oxford’s various business districts. A maximum of three OBAG members per business district will be elected to serve on the Management Committee. The business districts covered by OBAG will ultimately comprise:

  • The City Centre

  • The High Street, Covered Market and St. Clements

  • Jericho and Summertown

  • Cowley and Iffley Roads

  • Osney Mead and Botley Road

  • Marston and Headington

  • Littlemore and Blackbird Leys

e) The Management Committee will elect, from their existing membership:

A Chair:

  • Who ensures meetings run smoothly, that everyone has their say, and that decisions are made

  • Who acts as a contact point for OBAG

  • Who represents, or arranges for others to represent, OBAG

A Secretary:

  • Who informs everyone of meetings

  • Who takes minutes or ensures that minutes are taken

  • Who Ensures records of membership are kept

  • Who helps the Chair make sure paperwork is completed

A Treasurer:

  • Who oversees OBAG’s money

  • Who ensure that OBAG’s money is being spent with the agreement of the Management Committee

  • Who produces regular reports to the Management Committee regarding OBAGs’ current financial situation

8.2 Election of Officers

a) Any OBAG member may stand for election as an OBAG Management Committee member.  They should inform the Secretary of their intention to stand for election, seven days prior to the AGM. If they are unable to attend the AGM, they may ask to be nominated by the membership through the Chair.  Nominations from the floor will be allowed.

b) All those standing for election should seek a proposer and seconder to nominate them as suitable candidates to undertake the tasks required.

c) All those standing for re-election may be proposed and seconded en bloc.

d) The quorum at General Meetings of the Association shall be 10 members and at meetings of the Management Committee shall be 6 members, or such other numbers as the Management Committee may from time to time determine.

e) If a Management Committee vacancy arises between AGMs, then existing Management Committee members shall have the power to co-opt a temporary Management Committee member until the next AGM. At this next AGM, an election will be held for the vacant post.

f) Other people may be invited by the Management Committee to attend in an advisory capacity. They will not have a vote because they cannot share the responsibility of the committee.

8.3 Disqualification and removal of Management Committee members 

A Management Committee member shall cease to hold office if he or she:

a) Is disqualified from acting as a Trustee by virtue of section 72 of the Charities Act 1993 (undeclared bankruptcy, regardless if you are declared or undischarged bankrupt; offences involving conviction for fraud or deception or removed from office by the Charity Commission etc) or any statutory re-enactment or moderation of that provision. 

b) Ceases to be a member of OBAG.

c) Becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs.

d) Resigns as a Management Committee member by notice to OBAG (but only if at least two Management Committee members remain in office when the notice of resignation takes place); or

e) Is absent without the permission of the Management Committee from all their meetings held within a period of six consecutive months and the Management Committee resolve that his or her office be vacated.

8.4 Management Committee meetings

a) The OBAG Management Committee will meet a minimum of six times per year.

b) At least three OBAG Management Committee members must be present in order to make a decision, and this must include at least one officer (Chair, Secretary or Treasurer).

c) The Chairperson shall have the additional casting vote in the case of votes being equal.

d) If within fifteen minutes of the start of a meeting the Chair is not present, then those present will elect a Chair from their number for that meeting.

e) Any OBAG Management Committee member who has not attended consecutive meetings in a six month period without good reason will be deemed to have resigned from the committee. A temporary member may be elected by the existing Management Committee, whose term of office will last until the next available EGM / AGM. 

f) If an OBAG Management Committee is not present at a meeting then the Secretary should ensure that they have the date for the next meeting.  Members have a responsibility to contact the secretary to ask about the date of future meetings

g) OBAG Management Committee members have a duty to keep the Secretary informed of current contact details.

9. Working Groups

a) The OBAG Management Committee may nominate working groups to organise events, training or activities.

b) Each working group will be chaired by a member of the OBAG Management Committee, but not all members of the working group need be a member of the Management Committee.  

c) The working group will remain responsible to the OBAG Management Committee and will provide a report of its work, through the Chair of the group, at Management Committee Meetings. If the Working Group Chair is unable to attend a Management Committee meeting, another member of the sub-group may attend to give a report.

10. Extraordinary General Meetings / Annual General Meetings

a) All OBAG members should be given at least 28 days notice of all OBAG Annual General Meetings. Sending an email invitation to members is deemed to be giving notice.

b) An Extraordinary General Meeting should take place with at least seven days’ notice, if requested by a majority of current OBAG members.

c) An Extraordinary General Meeting or Annual General Meeting will be considered quorate if 11 of the current membership attend. If there is no quorum, then the meeting will be re-advertised and held 14-28 days later. This meeting will be considered quorate, irrespective of the number attending.

d) At the Annual General Meeting the Management Committee should:

  • Tell members what they have done

  • Tell members what money they have got, where they got it from, and how it has been spent

  • Ask the membership to agree that money has been spent well, and that they agree the money has been accurately accounted for

  • Thank founders that provided help ‘in kind’, and anyone else who has helped (including any retiring committee members)

  • Elect new members

  • Elect / re-elect Members of the Management Committee

  • Ask for new ideas

e) The OBAG Constitution can only be amended at an Annual General Meeting, or an Extraordinary General Meeting called for that specific purpose.

11. Dissolution (Closing down OBAG)

If the Management Committee decides that there is no further need for the OBAG group, or insufficient people can be found to take committee responsibilities, then an Extraordinary General Meeting must be held to agree that the group may be closed. Any money, equipment or other materials may be given to other group/s in Oxford, which seeks to promote similar objectives. Those present at the Extraordinary General Meeting will decide which groups this will be.