CONSTITUTION OF THE HOLMWOOD PARK RESIDENTS’ ASSOCIATION
The name of the organisation shall be known as Holmwood Park Residents' Association (hereafter referred to as the Group).
To safeguard and promote the interest of residents in the area on matters concerning housing and the environment.
To help to improve living conditions, community facilities and services for residents living in the groups area.
In order to do this we are committed to representing the views of residents in the area known locally as Holmwood Park.
The Group will uphold equal opportunities and work towards good relations amongst all members of the community, specifically prohibiting any conduct which discriminates or harasses on grounds of race, religion, disability, political belief, sex or sexual orientation.
a) Membership shall be open to all residents, irrespective of tenure, who live on Holmwood Park between Russet Way and Holmesdale Road numbers 37 and 68 upwards. (Roads included in membership are shown on the Home Page of this site).
b) All voting members must be at least 18 years of age.
c) Membership shall cease immediately upon residents leaving the area defined in paragraph 3a).
d) All households within the defined area are eligible to be classified as Members. It is estimated that potential Membership is about 550 homes.
e) The subscription fee will be agreed and set annually by the committee, following preparation of a detailed budget.
f) Each household to only be entitled to one vote.
4. THE COMMITTEE
a) A committee shall be elected at the Annual General Meeting (AGM) of the Group and shall serve for 12 months.
b) The Committee shall consist of at least five Members, who shall have the power to co-opt other Members onto the Committee, during the course of the year. Any newly proposed Committee Member will need majority Committee approval. All Committee Members have voting rights at Committee meetings.
c) The Committee shall elect from within their number a Chairperson, (preferably a Vice-Chairperson), Secretary and Treasurer. No committee Member shall fill more than one position.
d) The Committee shall make and carry out decisions in accordance with the objectives of the Group.
e) There must be at least three of the Committee Members present for any decisions to be made at a Committee Meeting.
f) District and County Council Councillors are welcome to attend committee meetings, although they have no voting rights at any meeting.
g) Voting Members may be co-opted from residents to fill casual vacancies throughout the year.
h) Committee Members can be voted off if they have not attended three consecutive meetings without good reason and have not submitted their apologies.
i) Committee Members must declare any interest they may have in the topic under discussion and the Committee will decide if they need to forfeit their right to vote on this occasion.
5. CONDUCT OF BUSINESS OR STANDING ORDERS
a) Members may speak only through the Chair.
b) Decisions will be agreed by a simple majority, voted in through a show of hands. The Chairman has a casting vote in the event of a tie.
c) Any offensive behaviour, including racist, ageist, sexist or inflammatory remarks will not be permitted.
d) Any Member who brings the Group into disrepute, or refuses to comply with the constitution, can be expelled on a majority vote of the full Committee.
f) Any such Member will have the right to appeal within 28 days of the expulsion. The appeal shall be heard by the Membership at a Special General Meeting called for that purpose.
g) The Secretary shall deal with all correspondence.
h) Agendas will be distributed to the Membership (by email where appropriate) at least three days before a meeting; where possible items for the Agenda should be forwarded to the Secretary and Chair at least five days before the meeting.
i) Minutes will be distributed to the Membership seven days after a meeting, where possible.
a) The Group may raise funds by subscriptions, by obtaining grants from other bodies or by fundraising schemes. All money raised by or on behalf of the Group shall be applied to further its objectives.
b) All funds shall be kept in a bank account that shall be opened in the name of the Group.
c) The Secretary, Chairman, Vice Chairman and Treasurer shall be signatories on the account and all cheques shall require two of these signatures.
d) Accounts shall be kept by the Treasurer, and be available to be viewed by residents within 4 weeks on demand.
e) All expenditure shall be agreed by the Committee. Receipts should be acquired for all expenditure over five pounds.
f) All payments over ten pounds shall be made by cheque or electronic transfer - not cash. Any exception to this rule shall be discussed and agreed by the Committee.
g) No officer can sign a blank cheque – all cheques to be filled in before signatures are added.
h) Before the AGM, the Accounts will be prepared by the Treasurer and reviewed by a third party, not a Member of the Committee, to check they are factually accurate before being presented to the Annual General Meeting of the Group.
i) All correspondence of the Group shall be addressed to the Secretary, except bank correspondence including bank statements which should be addressed to the Treasurer.
7. PUBLIC MEETINGS
a) Public meetings of the Members shall be regularly held to discuss matters of importance and to keep the Members fully informed of the Group’s activities.
b) Members shall be given seven days notice of a public meeting.
c) All votes shall be decided by a simple majority of the Members present.
The Chairman carries a casting vote in the event of a tie.
d) Any Member, having the written support of seven other Members, may request the committee to call a Special Public Meeting of the Group. The Committee shall call the meeting within 21 days of this written request.
8. ANNUAL GENERAL MEETING (AGM)
a) An AGM shall be held every year to discuss the activities of the Group, to receive the audited accounts and to elect the Committee.
b) The AGM shall be held at a suitable venue to accommodate as many members as possible.
c) The quorum shall be those Members present, with a minimum of 3 Committee Members attending.
d) At least 14 days notice needs to be given to Members of the AGM.
e) At the AGM the resignation of all Committee Members will be accepted and a new Committee elected.
9. CHANGES TO CONSTITUTION
a) This constitution shall only be changed at Special Public Meeting of the Group, or at the AGM.
b) For decisions to be taken there must be a quorum of all Members present, with a minimum of three Committee Members. The voting shall be by simple majority of those present.
c) All Members shall be given 14 days notice of the meeting and proposed changes.
d) Proposed changes must be submitted to the Secretary in writing not less than 21 days before the AGM. The Secretary must notify Members of any proposed changes within 14 days of the meeting.
10. DISSOLUTION OF THE GROUP
a) The Group may only be dissolved by a Special Meeting called for that
purpose. Such a meeting shall come about following a proposal in writing signed by a simple majority of those remaining on the Committee being submitted to the Secretary.
b) All Members shall be informed of such a meeting at least 14 days before the date of the meeting.
c) Dissolution of the Group shall only take effect if agreed by two thirds of the Members present and voting at that meeting.
d) Any assets remaining after meeting liabilities must be distributed among local charities or other community groups with similar aims of the Group nominated by that meeting.
e) Any unspent money received via funding bodies, should be offered to be returned to the funders in relation to the funding criteria.
f) On dissolution, any documents belonging to the Group shall be disposed of in a manner agreed by that meeting.
This constitution was adopted at the Annual General Meeting of the Holmwood Park Residents Association at North Holmwood Village Hall on 11 July 2014.
Revised as follows:-
Special Public Meeting on 21 October 2015
AGM on 27 July 2016
Special Public Meeting on 15 February 2017