Sandyford Hall Residents Association Constitution

1 The association shall be called Sandyford Hall Residents Association.
2 The Association shall cater for paid up members of the Association.
3 The Association shall be non-political and non-sectarian.
4 Membership of this Residents Association is open to all homeowners and residents of Sandyford Hall.
5 A committee shall be elected annually to supervise the affairs of the Association by members assembled at the Annual General Meeting.
6 The committee shall be elected as follows chairperson, secretary, treasurer and a maximum of twelve ordinary members representing as many streets as possible within the estate.
7 The Committee shall meet not less than six times per year.
8 Eight (8) persons shall be required for a quorum at a committee meeting
9 The chairperson shall have a casting vote in the event of a tied vote on any particular issue
10 In the event of the resignation of a committee member, the committee shall be empowered to co-opt a consenting member of the association onto the committee.
11 The committee shall be empowered to appoint sub committees where deemed necessary and members of the committee have the power to attend such meetings.
12 The committee shall be empowered to dissolve any such sub committee failing to discharge its specified obligations.
13 The financial year ends on 31st August each year.
14 The Annual General Meeting shall be held not later than end of October each year.
15 The annual subscription falls due on 1st November each year.  The subscription for 2007/8 is €20.
16 The annual subscription is subject to review at the Annual General Meeting. 
17 The subscription of any household admitted to the association during the last three months of the financial year covers the membership of that household until the end of the following financial year.
18 No person shall be nominated to the committee unless he/she is present at the Annual General Meeting except being absent due to personal illness, bereavement or work commitment and in such circumstances nomination must be accompanied by the written consent of the persons nominated.
19 Representatives of thirty (30) households shall form a quorum at any AGM or EGM.
20 Any proposals or suggestions should be forwarded to the committee in writing or by email.  
21 The withdrawal, addition or alteration of any rule in the constitution must be passed by a two thirds majority of those present and voting at the AGM.
22 The committee shall have the power to expel or suspend any member or members who act or behave in a manner detrimental to the interests of the association.  The offending member or members should be summoned before a meeting of the committee within fourteen (14) days of the offence occurring.
23 An auditor independent of the association shall audit the association books and records at the end of each financial year.
24 Each house shall have one vote at an AGM or EGM.
25 The committee is provisionally empowered to settle any point not provided for here.  If and when such decisions are taken they should be subject to ratification at the AGM.
26 For an Extraordinary General Meeting to be convened a petition in writing and signed by at least thirty (30) households who are paid up members of the association must be forwarded to the committee.  Seven (7) days notice is required to call an EGM.
27 The duties of the Secretary will be as follows:
 

To deal with all correspondence

 

To prepare agendas for meetings

 

To take minutes of meetings

 

To carry out Committee’s instructions and write necessary letters

 

To write an Annual Report

 

 

28 The duties of the Treasurer will be as follows:
 

To keep proper financial accounts and ensure an annual audit occurs.

 

To provide a financial statement to the AGM

 

To ensure a proper bank account is in force on behalf of the Residents Association with three (3) account signatures: two (2) to sign cheques at all times.

29 The duties of the Chairperson will be as follows:
 

To convene meetings

 

To chair all meetings including the AGM until a new Committee have been elected

 

To prepare agendas for meetings (in consultation with the Secretary)

 

To represent the interests of the Association at a local level