Constitution

EARLES MEADOW RESIDENTS’ ASSOCIATION

CONSTITUTION AND RULES

  • NAME
  • The name of the Association shall be “Earles Meadow Residents’ Association” hereafter called “The Association”.
  • OBJECTIVES
  • The objects of the Association, which shall be non-party political and non-sectarian:
    • To watch, protect and further in every legitimate manner the general interests of the residents of Earles Meadow, and to organise and promote united action for this purpose.
    • To seek to protect the environment of Earles Meadow to include the areas of Open Space and to promote the maintenance and improvement of local services for the benefit of the residents.
    • To seek to give help, information and advice to any resident of Earles Meadow on any matter connected with the above-named objects.
    • To arrange functions for furthering the above-named objects.
    • To do other lawful acts as are incidental or conducive to the attainment of the above objects.
  • MEMBERSHIP
  • Membership shall be open to any owner or tenant of a residence in Earles Meadow and who is over the age of 18 years. Membership will terminate upon the Member ceasing to own or be a tenant of a residence in Earles Meadow.
  • The Earles Meadow Conservation Group (“the Conservation Group”) shall be affiliated to the Association as long  as the Conservation Group’s principal objective is to work with the landowner of the Earles Meadow Public Open  Space in protecting and maintaining the land as an area of open space accessible by the public for their  enjoyment and recreation whilst protecting and preserving the natural environment. Its Members shall enjoy all  of the benefits of membership of the Association but shall have no voting powers.
  • The Association shall have power to co-opt any fit and proper person on to the Association and any Committee.
  • SUBSCRIPTIONS
  • The Annual Subscription to the Association for the year commencing on the first day of April of each year shall be as agreed from time to time at an Annual Meeting.  Subscription shall be limited to one payment per  residence. The Conservation Group shall pay an Annual Subscription to the Association as shall be agreed from  time to time at an Annual Meeting based upon the number of its Members who are not also Members of the  Association. Any Member(s) whose Annual Subscription remains unpaid after three months from being notified of  the amount due shall be deemed to have resigned membership of the Association, subject to the discretion of  the Association.
  • OFFICERS & COMMITTEE
  • The Officers of the Association, all of whom shall be honorary, shall consist of a Chairman, Secretary, Treasurer and such others as shall be deemed necessary from time to time. The Committee shall consist of not less than two other Members. The Officers and Committee shall be elected annually by the Members at the Annual Meeting, the retiring officers and committee being eligible for re-election.  The Association shall have power at an ordinary meeting to fill any casual vacancy.
  • MANAGEMENT
  • The management of the Association shall be vested in the Officers.
  • ANNUAL MEETING
  • The Annual Meeting of the Association shall be held not later than  1st April in each calendar year, upon a date and time to be determined at an Ordinary Meeting, to receive the annual report and audited income and expenditure account and balance sheet, and to elect the Officers, Committee and Auditor for the ensuing year.
  • MEETINGS
  • An Ordinary Meeting of the Officers and Committee shall be held not less than twice in any year the date, time and place to be decided at the preceding meeting.
  • SPECIAL MEETING
  • The Chairman may call a Special Meeting. It can also be called upon receipt by the Secretary of a requisition in writing, specifying the object of the meeting, signed by not less than 20 Members of the Association.  Any such meeting shall be held within 28 days from the receipt of the requisition and the business transacted at the meeting shall be confined to the purposes embodied in the notice convening the meeting.
  • QUORUM
  • Ten Members including at least two of the Officers shall form a quorum at an Annual or Special Meeting and at least three Members including one Officer at an Ordinary Meeting.
  • VOTING POWERS
  • Each Member shall be entitled to one vote on each proposal and in the ease of an equal number of votes being given for and against any proposal, the Chairman of the meeting shall be entitled to give a second or casting vote.  Co-opted members shall not have any voting powers. Voting may be by show of hands or secret ballot at the discretion of the Chairman.
  • MINUTES
  • The Association shall cause proper minutes to be kept of all meetings, such minutes shall be submitted for approval at the next meeting and, if approved, be signed by the Chairman of the meeting.
  • ACCOUNTS
  • The Association shall cause proper books of account to be kept in respect of:
    • All sums of money received and expended by the Association and the matters in respect of which such receipts and expenditure took place.
    • The assets and liabilities of the Association.
  • All sums of money held or received for the benefit of the Conservation Group shall remain the property of the  Conservation Group to be allocated or spent as the Conservation Group so requires.
  • A banking account shall be opened in the name of the Association. The Officers shall sign the bank mandate and shall be signatories. Any two Officers shall sign any cheques or other authorities.
  • The accounts shall be laid before the Annual Meeting, showing a proper income and expenditure account for the  last accounting year up to and including the last day of February together with a proper balance sheet for the  same period.
  • The books and accounts shall be kept in a safe place approved by the Officers and shall be open to inspection by a Member at any reasonable place and time upon a written request by the Member to the Secretary, stating reasons.
  • AUDIT
  • There shall be appointed at each Annual Meeting an Honorary Auditor(s), who need not be Members of the Association, who shall hold office until the conclusion of the following Annual Meeting. Officers or committee members shall not be eligible for appointment as Auditor.
  • SUSPENSION OF MEMBERS
  • The Association may at any time by resolution of not less than 75% of the Members present at an Annual or Special Meeting called to consider the case, determine that a Member shall be suspended or expelled from Membership where in the opinion of the Members the continuance of that person’s membership will be prejudicial to the interest of the Association. If the Association shall so determine, the Member shall be expelled or suspended from membership for such period as the Association may in its discretion deem expedient and the Secretary shall notify the Member of the decision in writing.  No resolution passed under the provision of the Rule shall have any validity unless the Member shall have had a reasonable opportunity of attending the Annual or Special Meeting called to consider the case and presenting a defence. The Member shall also have the right to representation.
  • ALTERATION OF RULES
  • No rule may be added to, repealed or otherwise altered except at an Annual or Special Meeting.  Notice of such alterations must be given to the Secretary not less than 28 days before the date of the Meeting, who must circulate the alteration to Members not less than seven days before the Meeting.  A resolution to alter the rules must be passed by not less than 75% of Members as are present and vote thereon.
  • EXTRA POWERS
  • The Association shall have powers to make and amend byelaws not inconsistent with these Rules to deal with circumstances not provided for by the same.  Such byelaws shall be incorporated into the above Rules at a subsequent Annual or Special Meeting.
  • DISSOLUTION
  • In the event of not less than 75% of the Members present at an Annual or Special Meeting voting that the Association be dissolved the Association shall be dissolved and any remaining funds shall be donated to a Registered Charity.
  • Draft 01/09/10
  • 14/09/10 (revised)
  • 20/09/10 (revised following Committee Meeting)
  • 02/03/15 (revised to include affiliation of EMCG, dates of subscription year and accounting year)