Sussex Heights

Residents Association

Constitution

Name

The name of the group/organisation shall be Sussex Heights Residents Association with the abbreviation of SHRA.

Objects

• The object of the association is “to cater for the needs and concerns of all residents.”
• To promote community activity in the area of Sussex Heights by providing support, advice, and information to all residents.
• The organisation will not discriminate on the basis of race, sex, disability, sexuality, age, or on the basis of political, religious or other opinions.

Powers

In furtherance of the above objects, but not otherwise, the Association may

• Rent or buy buildings or land
• Buy or take on lease any equipment necessary for the achievement of the objects
• Borrow money and provide as security any property of the Association

Membership

Eligibility for Membership

Membership is open to everyone resident in Sussex Heights whether they are leaseholder, tenants or dwelling holders.

The committee may invite any individual who supports the aims of the group to become an Associate Member. Such members shall have no voting rights.

Any group whose work is supportive of the organisation may be invited by the management committee to become a group member.

Who is a member?

Membership will begin when the annual subscription is accepted by the treasurer.

Membership fee

The membership fee will be as agreed annually at the Annual General Meeting (AGM) and will be payable by all members within a month of the AGM.

Ceasing to be a member

Essentially people can resign, their membership can lapse or (in extreme cases) they can be expelled.

Members may resign at any time in writing to the membership secretary or verbally at a meeting.

Any person no longer living in the area of benefit will cease to be a member. Any member not having paid their membership fee within one month of it falling due will be deemed to have resigned.

Any member not attending a meeting without apology for twelve months will be deemed to have resigned.

The management committee may unanimously and for good reason terminate the membership of any individual. The individual concerned shall have the right to be heard by the management committee, accompanied by a friend, before a final decision is made.

Officers and committee

The officers of the Association shall be:

• A chair, who shall chair both general and committee meetings;
• A secretary, who shall be responsible for the taking of minutes and the distribution of all papers;
• A treasurer who shall be responsible for maintaining accounts.

All Honorary Officers will be members of the management committee. The officers of the Association will be elected annually at the Annual General Meeting. The officers of the Association will be elected by the Management Committee from among their number at the AGM.

In the event of an officer standing down during the year a replacement will be elected at the next meeting.

Meetings

An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM.

All members will be notified in writing at least one week before the date of the meeting.

Items for the agenda, or motions to the meeting, must be given in writing to the Chair of the meeting no less than three days before the meeting date.

Nominations for the committee must be given in writing to the Chair of the meeting no less than three days before the meeting date.

Nominations for the committee may be made at the meeting.

The quorum for the AGM will be 10% of the membership or 20 members, whichever is the smaller number.

Note: A quorum is the minimum number of people that must attend a meeting for that meeting to make decisions on behalf of the group. Only members with voting rights can be included in the quorum.

A General Meeting open to all members will be held monthly on the weekday closest to the 15th day of each month.

The quorum for a General Meeting shall be 5 members. In the event of the meeting failing to achieve a quorum business may be discussed and proposals put to the next meeting for ratification.

In the event of two consecutive meetings being inquorate the second meeting may call a Special General Meeting. Such a Special General Meeting will be deemed to be quorate.

The secretary will call a Special General Meeting if asked to do so, in writing, by five members. Members will be given one weeks notice of such a meeting, and notice may be by telephone.

Rules of Procedure

With the exception of changes to the constitution all questions that arise at any meeting will be decided by a simple majority of those present and entitled to vote.

If the number of votes cast on each side are equal the chair of the meeting shall have an additional casting vote.
Any motion must have a proposer and seconder before it is discussed or voted on.

Finances

An account will be maintained on behalf of the Association at a bank agreed by the committee. Signatories to the account will be the officers of the association. Each cheque will require two signatures one of whom will normally be the Treasurer.

Records of income and expenditure will be maintained by the Treasurer and a financial statement given to each meeting.

All money raised by the Association will be spent solely on the objects laid out above.

Amendments to the Constitution

Any proposal to amend the constitution must be given to the Secretary in writing at least a week before the notice of the meeting at which it is to be discussed is due to be circulated. The proposal must then be circulated with the notice of meeting.

Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.

Amendments to the constitution may only be made at the Annual General Meeting. Proposed amendments will be distributed with the agenda for the meeting.

Dissolution

If a meeting, by simple majority, decides that it is necessary to close down the Association it may call a special meeting to do so. The sole business of this meeting will be to dissolve the Association. At least 21 days notice will be given to members.

If three consecutive General Meetings are inquorate members at the third meeting may agree to call a special meeting to discuss dissolving the group. Posters advertising the meeting, and the intention to dissolve, will be displayed prominently in the area.

If it is agreed to dissolve the Association all remaining money, once outstanding debts have been paid, will be donated to a local charitable organisation. The organisation to be agreed at the meeting which agrees the dissolution.