San Remo Towers Residents Association constitution

Constitution of the San Remo Residents Association

1. Name

San Remo Residents Association

2. Aims & Objectives

The aims and objectives of the Association are:

· Nurture and encourage a good community spirit and sense of care within San Remo Towers.

· Establish a method for effective communication between the various styles of resident, lessees, managing agent and freeholder.

· Provide a focal point to inform and discuss matters relating to San Remo Towers, leading to better representation of the opinion of the "people" in the "running" of San Remo Towers.

· Monitor the service charge and expenditure with a view to maintaining an appropriate balance between levels of service and cost.

This association supports no political party.

3. Membership

Membership of this association is open to all residents and lessees of San Remo Towers.

All members shall have voting rights on all issues raised at meetings, except tenants of a private landlord who are not entitled to vote on matters relating to any service charge costs, unless they have the proxy of their landlord who is also a paid up member of the association.

Only paid up members of the association can serve as an officer or committee member.

4. Management Committee

A management committee elected at Annual General Meetings will run the association.

The Committee will be made up of elected officers, ideally including a chair (or joint chairs), secretary and treasurer. The committee will also ideally include a block committee representative for each of the five blocks and up to four executive committee members.

If vacancies occur among the officers or other members of the committee between AGMs, the committee shall have the power to fill those vacancies except where four or more vacancies occur at the same time, in which case a Special General Meeting, advertised for that purpose, will be called.

The committee will have power to co-opt members with skills and knowledge useful to the association who can advise and support the association. Co-opted members of the committee can take part but will have no voting rights at committee meetings unless they become an executive committee member.

5. Meetings

This association will be democratic and is open to all residents including non-members, however, non-members are not eligible to vote or speak at meetings. The residents association will hold ordinary meetings or events on alternate months and will publicise meetings and events on notice boards around the building and their website (www.sanremotowers.org).

Minutes of ordinary and general meetings will be recorded and displayed on notice boards around the building for a period of one month and also archived on the San Remo Towers website. Minutes will also be presented to the next meeting for approval.

All members of the association will be expected to treat each other with respect and act in a reasonable manner at all association meetings and events. The Chair (or acting chair) may ask members to leave if their behaviour is disruptive or offensive.

In the event of the chair being unable to attend a meeting the committee may appoint an acting chair for that meeting.

Although membership includes everyone residing at a particular address, where voting is concerned there can only be one vote cast for each address (i.e. one vote per flat). Where members at the same address are unable to reach a consensus, the vote of the majority at that address will count or in the case of a tie, their vote will not be counted.

Voting will normally be determined by a count of hands at a meeting and the majority wins, except for a change in the constitution where a two-thirds majority is required. In special circumstances the chair can determine that a secret vote is required and decide on how best to proceed.

6. Nominations and Proxy

The consent of any persons to be nominated for a committee position must be obtained prior to nominating them. Any member of the association will be entitled to submit nominations for officers and committee members. All nominations must be duly proposed and seconded (by members from different addresses), and sent to the secretary at least 48 hours prior to the AGM.

The association will as far as it is practicable or possible, notify members in advance of persons wishing to stand on the committee or be considered for re-election at the next AGM.

A form of proxy will be available via any committee member, so those members who are unable to attend can vote on issues raised or discussed at AGM’s.

7. Annual General Meeting (AGM)

Typically once a year (or between 10 and 15 months of the last AGM) the committee will call an Annual General meeting. Written notice of the meeting will be sent at least seven days in advance to every flat and members will be made aware that they will have the opportunity to make nominations for election or stand for election themselves and to vote for the officers and other committee members at that meeting.

At the Annual General Meeting the following will take place:

· The minutes of the previous meeting will be presented and approved.

· Any items carried over from the previous meeting will be discussed.

· The existing committee will present a summary of the association's activities.

· The treasurer’s financial report will be presented.

· Any proposed amendments to the constitution will be discussed and voted on.

· The existing committee will stand down.

· The officers and committee for the next year will be elected. Nominations for officers and other committee members will be accepted only if the person nominated is present at the Annual General Meeting or has submitted in writing that they wish to stand.

· The elected officers and committee will continue with new items.

8. Special General Meeting (SGM)

The committee of the association may, at any time, call a Special General Meeting of the association, giving at least 7 days written notice to all members (as far as is practicable), to consider any matter(s) that the committee may decide should be referred to all members.

A Special General Meeting of the association can also be called by 10 or more members from different addresses who request this in writing to the secretary stating their reason for calling one. This could be in the form of a letter signed by 10 members from different addresses. The secretary will ensure that the meeting is held within 28 days and that all flats and members as far as is practicable are given prior notice.

9. Quorum

At any committee meeting three committee members shall form a quorum. For all ordinary and general meetings, 10 members (including officers and committee members) shall form a quorum. The chair shall have the right to exercise a casting vote at all such meetings.

10. Subscriptions

The amount for the subscription of membership shall be decided at the Annual General Meetings.

11. Finance

The committee can raise money on behalf of the association as they see fit, as long as they spend it in line with the aims and objectives of the association.

The treasurer shall keep a proper account of the finances of the association.

The committee are responsible for the proper use of money raised through membership and any other means.

The treasurer should keep receipts for all money paid out in expenses to committee members for services, purchases and duties performed on behalf of the association.

12. Alterations to the Constitution

This constitution may only be amended at an Annual General Meeting or at a Special General Meeting. Any proposal to alter the constitution should be sent to the secretary at least 14 days before the meeting. Notice of any proposal to alter the constitution should be included in the publicity for that meeting. Any alteration to this constitution requires a two-thirds majority of those present and voting.

13. Dissolution

The association may only be dissolved at a public meeting (Special General Meeting) called for that purpose. All flats and members need to be informed that a decision about the future of the association will be determined.

A proposal to dissolve the association will only be carried if agreed by two thirds of the members present or if the association is unable to form a committee. All outstanding bills will be paid.

Any assets remaining after the satisfaction of proper debts and liabilities will be donated to charity or charities, such as the Committee may decide, subject to the approval of those present at the meeting to dissolve the association.