MASTERTON HALL RESIDENTS ASSOCIATION CONSTITUTION

 

 

1. NAME

The Name of the Association shall be Masterton Hall Residents Association.

 

2. BOUNDARIES

The boundaries of the area covered by the Association are: Dovecot Place, Dovecot Way, Dovecot Wynd and all open spaces relating. The Land Registry of Scotland Title Number FFE33313 refers. (Appendix A)

 

3. AIMS

To protect and advance the interests of all residents and/or tenants in the area covered by the Association, on matters concerning housing, the environment, the social and community life of the area.

 

The Association shall promote the views and aspirations of its membership and shall be non-political in its activities.

 

4. MEMBERSHIP

Membership of the Association shall be open to all residents and/or tenants regardless of age, disability, gender, nationality, race, colour or religion. Membership will be open to:

 

a)       All persons living in the area covered by the Association, who shall be full members.

b)       All voting members must be at least 16 years of age

c)       There shall be one vote per household

d)       Membership shall be free of charge

e)       Any friends or well-wishers, or any person from outside the area covered by the Association wishing to join social activities shall be called Associate Members (non-voting)

 

 

5. COMMITTEE

             a)       A Committee shall be elected to carry out the business of the Association

b)       The Committee shall be made up of a Chairperson, a Treasurer a Secretary, and of a maximum of nine (9) General Members. (see note 2) (see note 3)

c)       The Committee shall be elected at the Annual General Meeting of the Association.

d)       The Committee may co-opt an Office Bearer or Committee Member if a vacancy arises.

e)       The quorum for any meeting of the committee shall be four (4) Members.

f)        Each Member shall be entitled to one (1) vote. In the event of a tied vote the Chairperson will have the casting vote.

g)       In the Chairperson’s absence the Treasurer will chair any meetings. (see note 2)

h)       All meetings shall be minuted and circulated on request of to residents. (see note 2)

i)        Any member of the committee, who fails to attend three consecutive meetings without tabling their apologies for non-attendance, will be deemed to have resigned and the Committee will seek a replacement.

j)        All committee members shall declare any conflicts of interest.

 

6. GENERAL MEETINGS

a)    There shall be a General Meeting open to all members quarterly or as required. (see note 2)

b)    Special General Meetings open to all members can be held for the purposes of altering the Constitution and for considering any matter, which the Committee may decide, should be referred to the members in general.

c)    The Secretary or Chairperson should call a meeting at the request of not less then four (4) Committee Members or at the written request of not less than four (4) Ordinary Members.

d)    The Secretary shall arrange for such a meeting to take place within fourteen days.

e)    In all cases the Secretary shall publicise General Meetings in the quarterly Newsletter. (see note 2)

f)     Representatives from other Organisations may attend meetings by invitation from the Committee

 

7.  ANNUAL GENERAL MEETING

a)    The Committee shall arrange an Annual General Meeting in May (see note 4) of every year, at which the Committee shall make a report of its work, present a statement of accounts and then resign. (see note 1)

b)    The Annual General Meeting shall elect a new Committee, vote on recommendations and any amendments to the Constitution.

c)    The Secretary shall notify members of the date of the Annual General Meeting will be provided in the Newsletter. (see note 2)

d)    Nominations for the Committee members should be given to the Secretary fourteen (14) days before the AGM and will also be taken from the floor. If more members stand for the committee than are spaces available, a vote will be taken.

e)    A copy of the previous years AGM minutes shall be provided to every household in the Newsletter. (see note 2)

 

8. QUORUM

No votes or decisions shall be taken at a General or Annual Meeting if less than four (4) members are present.

 

9. FINANCE

a)    The Association shall have the power to raise funds legally and receive contributions in money or kind on behalf of the Association.

b)      All monies raised by or on behalf of the Association shall be applied to further the objectives of the Association and for no other purpose.

c)      The Treasurer shall keep a proper account of the finances of the Association and shall keep a mandated bank account in the name of the Association.

f)       The mandate shall authorise three members of the Committee, one of who shall be the Treasurer, to sign cheques on behalf of the Association. All cheques must be signed by not less than two of the three signatories.  No two signatories will be permitted from the same household.

g)      The accounts shall be audited at least once a year and shall be available for inspection by members of the Association on request and at the AGM

h)      The Treasurer cannot spend more than £50 on any single transaction without the consent of the committee.

 

          10.  ALTERATIONS

a)      The Constitution may only be altered at the AGM or at a Special General Meeting.

b)      Any proposed changes to the Constitution must be received in writing by the Secretary at least 14 days before the Annual General Meeting.

c)       Any alteration to the Constitution shall require the approval of a two-thirds majority of those present and voting at the General Meeting or at a Special General Meeting at which it is being discussed.

 

11.  CONFIDENTIALITY

a)      No member of the Association shall speak or correspond on behalf of the Association without the permission of the Committee. Spokespersons may be appointed from time to time.

b)      Association members will respect the need to observe confidentiality.

 

 

 

12.  DISSOLUTION OF THE ASSOCIATION   

a)      The Association may only be dissolved by a Special General Meeting called for that purpose and advertised at least fourteen days in advance,

b)      The proposal to dissolve the Association shall only take effect if agreed by two thirds of the members present at the meeting.

c)      In the event of dissolution all funds to which there is no prior claim relating to the Association, shall be disposed of according to the wishes of the members present and in accordance with the aims of the Association

 

 

This Constitution was adopted as the Constitution of Masterton Hall Residents Association at a public meeting held on:

 

 

(Date)…………………22nd May, 2018

 

Signed………………………………………………………..Chairperson

 

Signed………………………………………………………  Secretary

 

Notes

1. Amended at AGM on 26.04.06 2. Amended at AGM on 25.04.12 3. Amended at AGM on 24.05.17 4. Amended at AGM on 22.05.18