Monksfield Park Residents’ Association Rules & Constitution
Name of Association: Monksfield Park Residents’ Association
Address: Cloongowna, Monksland, Athlone, Co. Roscommon
Aims of the Residents’ Association
Membership
The Residents’ Association shall endeavour to represent more than 50% of the resident household units of the estate.
Membership is limited to residents (though an individual landlord may join if his/her tenant has not already joined) and is confirmed following payment of the annual membership fee.
Equal Opportunities
Membership shall be open to all residents, irrespective of their race, colour, ethnic or national origin, sex, appearance, marital status, disability, sexual orientation or religious belief.
Membership Fees
Member households shall pay an annual fee of €20… per year, subject to annual review, and this fee will cover all those resident in that household.
Committee
The committee shall be elected to carry out the business of the Association
The committee will be made up of the following: Chairperson, Deputy Chairperson, Secretary, Treasurer, Press Release Officer
The committee shall meet at minimum 3 times per year and no more than 6 times per year
The Minutes of Committee meetings shall be made available to all members of the association in a format to be decided by the Committee.
Vacancies on the Committee which arise during the year shall be filled by elections at General Meetings, including Special General meetings by a simple majority of those present.
Annual General Meeting
The annual General Meeting shall be held every year at which time the committee will report its work, present a statement of account and then resign.
The AGM will elect a new committee by simple majority of those present, and vote on any amendments to the constitution or rules of the association.
Nominations for the Committee will be given to the Secretary not less than 7 days before the AGM however additional nominations can be made at the AGM should a nominee be willing to accept an election or not wish to accept a nomination.
The Secretary will notify all members of the date of the AGM 7-14 days in advance.
General Meetings
A Special General Meeting open to all members will be held if 25% of members submit in writing to the Secretary a request for such a meeting. The Secretary will then endeavour to arrange the meeting to take place within 21 days.
The Secretary will notify the date of all General Meetings not less than 7 days before the meeting.
Quorum
No General Meeting or Annual Meeting shall be valid if less than 15% of member households present.
No Committee Meeting shall be valid if less than 41% of the Committee are present
Voting
Voting at Committee Meetings shall be by a show of hands, unless otherwise resolved.
Voting at General Meetings shall be by a show of hands
A simple majority of votes shall prevail
One vote per household unit.
In the event of equality of votes the Chairperson has casting vote
Financial Records
The Treasurer shall open a bank account, in the name of the Association. The account should have at least two signatories.(one must be the Treasurer with the other(s) agreed upon by and from the committee.
The Treasurer shall keep proper financial records and produce annual accounts, which will be presented at the AGM
The Treasurer shall submit accounts for audit at the end of the financial year should this be deemed necessary by the committee.
Changes to the Constitution
The Constitution may be altered at an AGM or at a Special Meeting
Proposed changes should be submitted to the Secretary at least 7 days before the Annual General Meeting or Special General Meeting. Acceptance of late submissions will be subject to the majority vote of the Committee
Changes must be agreed by 75% of the members present.
Dissolution
The Residents’ Association may only be dissolved at a Special General Meeting called for that purpose.
A proposal to dissolve the Association only if at minimum 75% members present agree
Funds and possessions will be disposed of according to the wishes of those present at meeting conditional on agreement of 75% of those present with regard to the aims of the residents’ association as stated above.