C O N S T I T U T I O N
1. NOMENCLATURE. The Association shall be known as The Lowry Hill Residents’ Association hereinafter referred to as the Association.
2. MEMBERSHIP AND SUBSCRIPTION. Membership of the Association shall be open to all adult residents of Lowry Hill. There shall be an annual subscription upon payment of which all adults resident in a subscriber’s household shall be deemed to be individual members of the Association for the purpose of these rules. The amount of the annual subscription shall be determined from time to time by the annual general meeting on the recommendation of the committee.
3. OBJECTS. The objects of the Association shall be to watch over the interests of the area and to take such measures for the welfare and amenity thereof as may be deemed advisable by the Association.
4. MANAGEMENT. The Association shall be managed by a committee of six officers and up to three other members. The officers of the Association shall he a Chairman, a Vice Chairman, an Honorary Secretary, an Honorary Treasurer, a Patch Secretary and a Newsletter Editor. Each officer and committee member shall be a voting member of the committee.
5. ELECTION OF OFFICERS AND THE COMMITTEE. Officers and other members of the committee shall each be elected by a simple majority of members present at the annual general meeting. Each shall remain in office until the next annual general meeting unless he or she resigns or is dismissed from office by a special general meeting- A member of the Association may vote to elect any number of candidates not exceeding the number to be elected to the committee. The nominations and the consents of nominees shall be lodged with the Secretary at least seven days before the meeting, provided that no new nominations shall be required for existing committee members who shall be deemed to have been duly nominated and to have given their consent unless they have intimated that they do not wish to continue serving- If there are insufficient nominations to fill the vacancies, verbal nominations may be accepted at the annual general meeting for remaining vacancies.
6. VACANCIES. Should a vacancy or vacancies occur in the office of Chairman, Vice Chairman, Honorary Treasurer, Honorary Secretary, Patch Secretary or Newsletter Editor or amongst other members of the committee, the committee may appoint any member or members of the Association to fill such a vacancy or vacancies for a single meeting or for a specified period or periods up to the time of the next succeeding annual general meeting.
7. ANNUAL GENERAL MEETINGS. The annual general meeting of the Association, of which at least seven days clear notice in writing shall be given to every member, shall be held in March each year. Twenty members shall constitute a quorum. At annual general meetings the Chairman or Vice Chairman shall take the chair or failing them the meeting shall appoint any member of the committee to take the chair.
8. SPECIAL GENERAL MEETINGS. A special general meeting of the Association may be convened by the committee when it deems such a meeting to be necessary or at the instance of forty members presenting a duly signed petition to the Honorary Secretary, Chairman or Vice-Chairman. The date and hour of such a meeting shall be fixed by the Chairman or Vice-chairman or Honorary Secretary, provided that it shall be held within twenty eight days of the presentation of the said petition. At least seven days clear notice in writing of a special general meeting shall be given to every member of the Association- Such notice shall state the business to be transacted. Twenty members shall constitute a quorum. At special general meetings the Chairman or Vice-chairman shall take the chair or failing them the meeting shall appoint any member of the committee to take the chair.
9. COMMITTEE MEETINGS. The committee shall meet at least five times a year and at such other times as the Chairman for the time being may consider necessary. A special meeting of the committee may be demanded by four members thereof, which meeting shall be called forthwith by the Honorary Secretary who shall give seven days clear notice of the meeting- At committee meetings the Chairman or Vice-Chairman shall take the chair or failing them the meeting shall appoint any member of the committee to take the chair. Four members shall constitute a quorum, excluding co-opted members. An officer, committee member or co-opted committee member who is absent from three consecutive committee meetings without satisfactory explanation shall be deemed to have resigned from full membership of the committee.
10. CO-OPTION TO THE COMMITTEE. The committee shall have power to add to its number any members deemed by the committee to be of special value in the work of the Association. The duration of co-opted membership may be determined by the committee but such membership shall not extend beyond the dale of the next succeeding annual general meeting.
11. PATCH REPRESENTATIVES. Upon the recommendation of the Patch Secretary the committee may appoint Patch Representatives from the membership of the Association. Patch Representatives will represent single groups of households or several such groups as determined by the Patch Secretary. Each Patch Representative shall be entitled to attend committee meetings and may vote as a voting member thereat. A Patch Representative may be dismissed from such post by the committee.
12. SUB-COMMITTEES. From amongst its own members or from amongst members of the Association the committee may appoint sub-committees and assign to them such duties as the committee deems to be necessary. The committee shall appoint a chairman for each sub-committee. Each sub-committee shall appoint its own secretary. All officers of the Association shall be ex-officio members of sub-committees. At subcommittee meetings the appointed chairman shall have precedence over officers of the committee in taking the chair. The frequency and number of meetings of a sub-committee shall be determined by the committee or by the chairman of a sub-committee. All other rules applying to the committee shall also apply to sub-committees.
13. VOTING AT MEETINGS. Motions other than proposals to alter this constitution shall be decided by a simple majority- Every member, co-opted member and Patch Representative present and entitled to be present at meetings of the Association may cast one vote in respect of each motion proposed at meetings. Excepting motions for the alteration of the rules of this constitution, in the event of an equality of votes the chairman for the time being shall have a casting vote in addition to the vote to which he or she is entitled as a member.
14. ACCOUNTS. The Honorary Treasurer shall keep a proper account of the receipts and payments of the Association, of the property, liabilities and assets of the Association and shall submit a statement of accounts to the annual general meeting.
15. FINANCIAL YEAR AND AUDIT. Once in every year the Honorary Treasurer’s accounts made up to the end of the last day of January shall be duly audited by the auditor or auditors appointed for that purpose by the annual general meeting or special general meeting. The auditor or auditors shall not be a member or members of the committee.
16. BY-LAWS. The committee shall make such by laws for the regulation of the proceedings of the Association as may from time to time be deemed necessary.
17. POLITICS AND RELIGION. No discussion of party politics or religious principles shall be introduced into the deliberations of the Association or its committees.
18. WINDING UP THE ASSOCIATION. The Association may be wound up at any time by resolution of an annual or special general meeting after due notice of the proposed resolution has been delivered to all members. Should a quorum not be present at such a meeting the members present may reconvene, the meeting no earlier than fourteen nor later than twenty-eight days from the original meeting. Provided there are at least five members present at the reconvened meeting the members present shall constitute a quorum for the purpose of considering the resolution and acting thereon. In the event of a resolution to wind up the Association being carried, all assets of the Association shall be given to a local charity or to local charities.
19. ALTERATION OF THE CONSTITUTION. This constitution may be altered by resolution of an annual general meeting or by resolution of a special general meeting, in either case convened by a notice to all members of the Association stating the intention of altering the constitution, if at least two-thirds of the members present and voting shall vote in favour thereof, the chairman having no casting vote.
20. EFFECTIVE DATE. This constitution supersedes all previous constitutions of the Association and is effective from the time of the annual general meeting held in March 1995.
As amended on 13 March 1996 and 1 March 2004.