Constitution
Constitution of Mount Symon Residents Association
1. NAME OF THE ORGANISATION
The name of the organisation shall be Mount Symon Residents Association
(or MSRA).
2. AIMS OF THE ORGANISATION
a. To promote the interests of the residents in Mount Symon estate and to
improve conditions and amenities in the area for the benefit of members
and their families.
b. To promote social activities for all members of the association.
c. To promote good relations among neighbouring communities.
d. The Association shall be non-party political and non-sectarian.
3. MEMBERSHIP
Membership shall be open to all residents of Mount Symon estate.
4. MEMBERSHIP FEE/SUBSCRIPTION
Members shall pay an annual fee to be agreed by a simple majority at the
Annual General Meeting (AGM). Such fee shall be due within 30 days of the
AGM.
5. THE COMMITTEE
a. A committee shall be elected at the Annual General Meeting to carry out
the business of the Association.
b. The committee shall be made up of a Chairperson, Secretary, Treasurer,
D15 Community Council representative, Neighbourhood Watch Co-ordinator,
PR contact and general members. Officers shall carry out the duties given
to them at General Meetings.
c. An officer shall not hold the same office for longer than 3 years.
d. In the event of a vacancy arising for a committee member, the committee
shall have the power to co-opt a member of the committee to fill the vacancy.
The filling of the vacancy shall be effective until the next election.
e. An officer or committee member who absents him or herself from 3 consecutive
meetings without a valid excuse, shall be deemed to have resigned from the
committee.
f. A person who holds any elective position in local or central government
shall not be eligible for election to the committee, and any committee member
wishing to contest such elections must first resign from the committee.
g. The committee shall meet as often as deemed necessary, no less than four
times per year. All meetings shall be convened by the secretary, who shall
give due notice of dates and times of such meetings to each committee member.
Any three of the committee members, may, by giving written notice to the
secretary, call for a meeting to be held outside the regular meetings.
h. The secretary shall keep minutes of the meetings and records of attendance
or may delegate this task to another committee member from time to time.
i. The committee can introduce or appoint new members as required.
j. A vote within the committee will be carried by two-thirds of those present
and voting.
k. The committee may from time to time, appoint sub-committees, as it may
consider necessary or expedient for the purpose of carrying out specific
projects. Each sub-committee shall present an oral or written progress report
at committee meetings.
6. MANAGEMENT
The general management of the affairs of the association shall be vested
in the committee, who shall perform all such acts as may be deemed necessary
or expedient to further the aims of the association.
7. BANKING PROCEDURE
The association shall have a bank account into which all monies received
shall be lodged. Cheques shall be signed by the treasurer as well as by
the chairperson or secretary. The account of the association shall be closed
for audit purposes on the last day of February in each year.
8. ANNUAL GENERAL MEETING
a. There shall be an Annual General Meeting held every year at which the
committee will report on its work, present a statement of accounts and stand
down to seek re-election.
b. The AGM shall elect a new committee (including the officers), vote on
recommendations and any amendments to the constitution.
c. The secretary will notify all members of the date of the meeting not
less than 14 days before the AGM.
9. OTHER GENERAL MEETINGS
a. There will be a General Meeting open to all members at intervals to be
agreed by the committee from time to time.
b. A Special General Meeting open to all members will be held if 25% or
more of the members submit in writing a request for such a meeting to the
secretary. The secretary shall arrange for the meeting to take place within
14 days.
c. The secretary will publicise all General Meetings at least 14 days in
advance.
10. QUORUM
a. No General Meeting or Annual General Meeting shall take place if less
than 25 members are present. If a quorum is not reached, the meeting shall
be re-convened and all members informed of the new date and venue. Those
present at a re-convened meeting shall constitute a quorum. At all general
meetings, each member household will have one vote only.
b. Voting at all general meetings shall be by show of hands, except when
a ballot is demanded, and such simple demand for a ballot is supported by
a simple majority. Either vote shall be carried by two thirds of the members
present.
c. No committee meeting shall take place if less than 5 members of the committee
are present, including at least one officer.
11. CHANGES TO THE CONSTITUTION
a. The constitution can be altered at an AGM or at a General Meeting.
b. Any suggested changes must be handed to the secretary 10 days before
the AGM or General Meeting.
c. Changes must be agreed by two thirds of the members present at the meeting.
12. DISSOLUTION
a. The Association may only be dissolved at a Special General Meeting called
for that purpose and must be advertised 14 days before the meeting.
b. A proposal to dissolve the association shall take effect only if agreed
by two thirds of the members present at the meeting.
c. A financial report shall be presented at such meeting. The dissolution
will not be effected until assets are disposed of and liabilities discharged.
In the event of insufficient funds to clear liabilities, the deficiency
shall be contributed, in equal shares, by the existing members.
d. Funds and possessions will be disposed of according to the wishes of
the meeting.
13. INDEMNITY
All officers and committee members of the association shall be indemnified
by the association for any expenses incurred and claims made in executing
their duties on behalf of the committee of the association.
14. ACCEPTANCE OF RULES
Membership of the association shall imply the acceptance of each and all
of these rules, and additions and/or alterations which may be agreed to
at general meetings.
15. INTERPRETATION
The committee for the time being shall have full power to decide any question
for which no provision is made for in these rules, and shall be responsible
for proposing the appropriate amendment at the earliest possible time.
Draft dated 5 March 2006