Glenholt Park Residents Association Constitution 2013 - Amended 2018
1. NAME
The association shall be known as the “Glenholt Park Residents Association”.
2. AIMS
To represent the interests of Members in matters relating to the park.
3. MEMBERSHIP
Membership will be open to all home owner occupiers on the site of Glenholt Park over the age of eighteen. Each home will be recognised as a single membership regardless of number of residents within.
The Park Owner and any Agent or Employee of said owner shall be excluded from membership.
Membership shall be indicated by signature on a Membership List. The said list shall be open to inspection together with the Constitution and rules of the Association.
4. MEMBERSHIP FEES / SUBSCRIPTIONS
Membership fees shall be decided at the Annual General Meetings.
5. THE COMMITTEE
The Committee shall consist of 5 to 9 members, to include the Chairman, the Secretary, the Treasurer and Vice Chairman.
Membership of the Committee shall be by election at the A.G.M. In the interests of continuity the posts of Chair, Secretary and Treasurer will be elected every two years. The other positions will be annually.
Publication of candidates will be issued in the monthly newsletter prior to the A.G.M. and any nominations, proposed and seconded, must be presented to the existing Committee prior to that publication.
The Committee will by majority vote make executive decisions on behalf of the membership with the Chair having a casting vote. A quorum will be a minimum of five members.
Administrative decisions will be made by the relevant Committee Member.
6. ANNUAL GENERAL MEETING
There shall be an A.G.M. in May of each year for which an agenda will be issued
to report the events of the previous year and to carry out constitutional requirements. This will include reports by the Chair, the Treasurer and Secretary.
Proposals for changes to Rules and Constitution must be handed to the Committee before the publication of the monthly newsletter prior to the A.G.M. and duly seconded.
7. OTHER GENERAL MEETINGS
A General Meeting will be held in November.
Extra Ordinary General Meetings may be called by the Chair at any time. Any member may request an Extra Ordinary General Meeting with a backing of at least 10% of the membership.
The Chair must convene the meeting within fourteen days. In all cases the Secretary must give details seven days prior to that meeting.
8. QUORUM
A Quorum will be set at 20% of the membership for all General Meetings or the meeting must be declared void.
9. VOTING
There will be one vote per membership (ie one per household).
Members unable to attend a meeting will be able to vote by proxy in writing to the Chair who will count the vote as a hand as if present.
Motions formally raised shall be decided by a majority show of hands, except those relating to the Constitution, which require a two thirds majority of those present.
All resolutions shall be decided by a show of hands unless a ballot is requested,
(a) By the Chair, or
(b) By a proposal by a Member, duly seconded and voted upon
10. FINANCES
All monies raised by subscription shall be used to further the aims of the
Association as decided by the Association.
All monies raised for the Association by fundraising may be used as decided by
the Association and Committee previously agreed.
All the Association’s finances shall be accounted for by the Treasurer.
Monies withdrawn from, or transferred between the Association’s bank accounts
shall be authorised by two of the three Officers as nominated by the Association.
11. CHANGES TO THE CONSTITUTION
See Items 6, 7, 8 and 9
The Constitution shall be amended in accordance with the agreed decisions and
notified by the Park Owner.
12. DISSOLUTION
The Association may only be dissolved at a General Meeting called for that
purpose and fourteen days notice given to all members.
All funds and documents relating to the Association shall be disposed of in
accordance with the agreed rules.
It was agreed by a majority that all monies left in the account in the event of
dissolution be donated to St Lukes Hospice.
This Constitution was adopted at the A.G.M. held on 2nd Day of May 2018
The association shall be known as the “Glenholt Park Residents Association”.
2. AIMS
To represent the interests of Members in matters relating to the park.
3. MEMBERSHIP
Membership will be open to all home owner occupiers on the site of Glenholt Park over the age of eighteen. Each home will be recognised as a single membership regardless of number of residents within.
The Park Owner and any Agent or Employee of said owner shall be excluded from membership.
Membership shall be indicated by signature on a Membership List. The said list shall be open to inspection together with the Constitution and rules of the Association.
4. MEMBERSHIP FEES / SUBSCRIPTIONS
Membership fees shall be decided at the Annual General Meetings.
5. THE COMMITTEE
The Committee shall consist of 5 to 9 members, to include the Chairman, the Secretary, the Treasurer and Vice Chairman.
Membership of the Committee shall be by election at the A.G.M. In the interests of continuity the posts of Chair, Secretary and Treasurer will be elected every two years. The other positions will be annually.
Publication of candidates will be issued in the monthly newsletter prior to the A.G.M. and any nominations, proposed and seconded, must be presented to the existing Committee prior to that publication.
The Committee will by majority vote make executive decisions on behalf of the membership with the Chair having a casting vote. A quorum will be a minimum of five members.
Administrative decisions will be made by the relevant Committee Member.
6. ANNUAL GENERAL MEETING
There shall be an A.G.M. in May of each year for which an agenda will be issued
to report the events of the previous year and to carry out constitutional requirements. This will include reports by the Chair, the Treasurer and Secretary.
Proposals for changes to Rules and Constitution must be handed to the Committee before the publication of the monthly newsletter prior to the A.G.M. and duly seconded.
7. OTHER GENERAL MEETINGS
A General Meeting will be held in November.
Extra Ordinary General Meetings may be called by the Chair at any time. Any member may request an Extra Ordinary General Meeting with a backing of at least 10% of the membership.
The Chair must convene the meeting within fourteen days. In all cases the Secretary must give details seven days prior to that meeting.
8. QUORUM
A Quorum will be set at 20% of the membership for all General Meetings or the meeting must be declared void.
9. VOTING
There will be one vote per membership (ie one per household).
Members unable to attend a meeting will be able to vote by proxy in writing to the Chair who will count the vote as a hand as if present.
Motions formally raised shall be decided by a majority show of hands, except those relating to the Constitution, which require a two thirds majority of those present.
All resolutions shall be decided by a show of hands unless a ballot is requested,
(a) By the Chair, or
(b) By a proposal by a Member, duly seconded and voted upon
10. FINANCES
All monies raised by subscription shall be used to further the aims of the
Association as decided by the Association.
All monies raised for the Association by fundraising may be used as decided by
the Association and Committee previously agreed.
All the Association’s finances shall be accounted for by the Treasurer.
Monies withdrawn from, or transferred between the Association’s bank accounts
shall be authorised by two of the three Officers as nominated by the Association.
11. CHANGES TO THE CONSTITUTION
See Items 6, 7, 8 and 9
The Constitution shall be amended in accordance with the agreed decisions and
notified by the Park Owner.
12. DISSOLUTION
The Association may only be dissolved at a General Meeting called for that
purpose and fourteen days notice given to all members.
All funds and documents relating to the Association shall be disposed of in
accordance with the agreed rules.
It was agreed by a majority that all monies left in the account in the event of
dissolution be donated to St Lukes Hospice.
This Constitution was adopted at the A.G.M. held on 2nd Day of May 2018