Please have a look at our proposed (new) constitution. This will be voted on at the AGM. If you have any objections or queries please email “[email protected]” and I will pass your comments to the secretary. 

Constitution

1. Name

The name of the group shall be The Dreghorn Park Residents’ Association

2. Aims

The aims of The Dreghorn Park Residents’ Association will be:

• Provide a collective voice for residents in the area
• Act as a focus for consultation and an organisation to lobby for changes in regard to all common and mutual grounds
• Ensure the maintenance of all common and mutual grounds, as stated in the Deeds, is shared equally by the proprietors of each plot of Dreghorn Park.

3. Membership

Membership on the Committee is open to:
• Anyone over the age of 18 who lives in a property on Dreghorn Park

Membership is automatic.

Any offensive behaviour, including racist, sexist or inflammatory remarks, will not be permitted. Anyone behaving in an offensive way or breaking the equal opportunities policy may be asked not to attend further meetings if an apology is not given or the behaviour is repeated. The individual concerned shall have the right to be heard by the Officers of the Committee, accompanied by a friend, before a final decision is made.

Being uninvited from further meetings and AGMs does not absolve any resident from their legal obligation to the care and maintenance of the common and mutual grounds.

4. Equal Opportunities

The Dreghorn Park Residence Association will not discriminate on the grounds of gender, race, colour, ethnic or national origin, sexuality, disability, religious or political belief, marital status, or age.

5. Officers and committee

The business of the group will be carried out by a committee elected at the Annual General Meeting. The Committee will meet as necessary and not less than four times a year.

The Committee will consist of at least 10 members and be composed of 3 officers and at least 7 committee members.

The officers’ roles are as follows:

• Chair, who shall chair both general and committee meetings
• Secretary, who shall be responsible for the taking of minutes and the distribution of all papers and keeps a record of members.
• Treasurer who shall be responsible for maintaining accounts

In the event of an officer standing down during the year a replacement will be elected by the next General Meeting of members.

Any committee member not attending a meeting without apology for three months will be contacted by the committee and asked if they wish to resign.

The Committee meetings will be open to any members of The Dreghorn Park Residence Association wishing to attend, who may speak but not vote.


6. Meetings

6.1 Annual General Meetings

An Annual General Meeting (AGM) will be held within 12 months of the previous AGM.

All members will be notified in writing at least 2 weeks before the date of the meeting, giving the venue, date and time.

Nominations for the committee may be made to the Secretary before the meeting, or at the meeting.

The quorum for the AGM will be 10% of the membership or 10 members, whichever is the greater number.

At the AGM:-

• The Committee will present a report of the work of The Dreghorn Park Residence Association
• The Committee will present the accounts of The Dreghorn Park Residence Association for the previous years.
• The Officers and Committee for the next year will be elected
• Any proposals given to the Secretary at least 7 days in advance of the meeting will be discussed.

6.2 Special General Meetings

The Secretary will call a Special General Meeting at the request of the majority of the committee or at least ten other members giving a written request to the Chair or Secretary stating the reason for their request.

The meeting will take place within twenty-one days of the request.

All members will be given two weeks notice of such a meeting, given the venue, date, time and agenda, and notice may be by telephone, email or post.

The quorum for the Special General Meeting will be 10% of the membership or 10 members, whichever is the greatest number.

6.3 Committee Meetings

Committee meetings may be called by the Chair or Secretary. Committee members must receive notice of the meetings at least 7 days before the meeting.

The quorum for the Committee meetings is three Committee members.

7. Rules of Procedure for meetings

All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.

If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the chair of the meeting shall have an additional casting vote.

8. Finances

An account will be maintained on behalf of the Association at a bank agreed by the committee. Three cheque signatories will be nominated by the Committee (one to be the Treasurer). The signatories must not be related nor members of the same household.

All payments will be signed by two of the signatories.

• For cheque payments, the signatories will sign the cheque
• For other payments (such as BACS payments, cash withdrawals, debit card payments or cash payments), a requisition note will be signed by two signatories, and held by the treasurer.

Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting.

All money raised by or on behalf of The Dreghorn Park Residence Association is only to be used to further the aims of the group, as specified in the item 2 of this constitution.

9. Amendments to the Constitution

Amendments to the constitution may only be made at the Annual General Meeting or a Special General Meeting.

Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of meeting.

Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.

10. Dissolution

If a meeting, by simple majority, decides that it is necessary to close down the group it may call a Special General Meeting to do so. The sole purpose of this meeting will be to dissolve the group.

If it is agreed to dissolve the group, all remaining money and other assets, once outstanding debts have been paid, will be divided equally among the plots and returned.

 

This updated constitution was agreed at the AGM meeting of the Dreghorn Park Residence Association on:-

Date 26/10/2021

Name and position in group …………………………………………………………………………

 


Signed: ………………………………………………………………………………………………


Name and position in group …………………………………………………………………………

 


Signed: ………………………………………………………………………………………………

    Dreghorn Park Residents' Association