ARBORETUM RESIDENTS ASSOCIATION
CONSTITUTION
1 Name
The Association shall be called the
Arboretum Residents’ Association (ARA).
2 Aims
The aims of the Association shall
be to keep members aware of issues affecting the Arboretum, to foster
community spirit, to provide a channel through which residents may
voice their opinions and concerns.
3 Membership
Membership shall be open to all
residents of the Arboretum who are interested in the aims of the
Association.
4 Finance
The funds of the ARA shall be
managed by the committee under the guidance of the Treasurer who will
keep proper books of accounts. All money received by the ARA
shall be promptly deposited in the Association Bank account.
Withdrawals shall require the
signature of the Treasurer and one other nominated officer of the
Association.
The annual accounts shall be closed
on the 30 May each year.
An Annual report shall be prepared
by the Chairman and the Treasurer each year.
5 Membership of the
Association’s Committee
The Association shall be
administered by a Committee elected at the Annual General
Meeting. The appointment of officers (other than the Chairman)
and committee members will last for one year after which time they can
be re-elected.
The committee shall consist of:
a) A Chairman who shall
preside at all meetings at which he/she is present. No member may
hold this position for more than five consecutive years. The
Chairman may be re-elected after a break of one year.
b) A Vice Chairman who shall
act as a Chairman in the absence of the Chairman.
c) A Secretary who shall be
responsible for:
I keeping
the minutes
ii ensuring all
correspondence is correctly handled
iii maintaining a
master roll of members
iv maintaining a record
of equipment
d) A Treasurer who shall be
responsible for:
i keeping
the Association’s accounts
ii advising the
committee on all financial matters
iii preparing the
accounts for audit and presenting them at the Annual General Meeting.
iv to act as a
signatory on cheques
e) 8 Ordinary Committee
Members.
f) Co-opted members, as
appropriate, who are not permitted to vote.
g) The quorum for the
committee shall be over 50%, in the absence of a quorum business may be
dealt with, but any decisions taken only become valid after
ratification at the next meeting at which a quorum exists.
h) Committee meetings
may be called by the Chairman, the secretary, or any vote.
i) Any member of the
committee who fails to attend two consecutive meetings, and who has not
notified the secretary of their inability to attend, shall be
considered to have resigned from the committee.
6 Annual General Meeting (AGM)
a) The Annual General
Meeting shall normally be held in June each year.
b) Notice of AGMs shall be made in
writing to all members giving at least 14 days’ notice of date, venue
and time.
c) The Agenda for the
Annual General Meeting shall be:
i
Apologies for absence
ii Minutes
of the previous AGM
iii Chairman’s
report
iv Treasurer’s
report
vii Election of the new
Committee
viii Any other business
d) Nominations for Committee
members will only be valid if confirmed by the nominee at the meeting
or previously in writing.
e) Officers will be elected from
within the committee at the first meeting following the Annual General
Meeting.
7 Extraordinary General
Meeting (EGM)
a) An Extraordinary General Meeting
may be called by a unanimous vote of the committee, the date of the
meeting being the earliest convenient decided by the Committee.
Notice of EGMs shall be made in writing, giving members at least 14
days’ notice of date, venue and time. EGMs may only discuss the
motion proposed in the notice.
8 Amendments to the
Constitution
a) Amendments to the
constitution shall be made only at an AGM, or at an EGM called for that
purpose
9 Winding up of the
Association
a) The decision to wind up
the Association may be taken only at an EGM.
b) The funds of the Association
shall, after the sale of all assets, and the payment of all outstanding
debts, be disposed of as directed by members at the final EGM.
Signed ………………………………………………………
Chairman
Date ……4 July
2006……………………………………………………