Constitution for High Royds Residents’ Association (known as HRRA or the Association).
The Association covers every property within High Royds, Menston, Leeds (referred to as the Estate).
The Association exists in order to:
a) To act in the interests of owners/residents covered by the Association on matters concerning housing, the environment, social and community life on the Estate
b) To encourage community spirit and to work towards the elimination of all forms of discrimination.
c) To promote the interests and rights of home owners/residents.
d) To ensure that members are consulted regularly and that owners/residents eligible for membership are encouraged to join.
e) To preserve and support the facilities and amenities of the area.
f) To help build a good relationship between residents and the Managing Agent/Developer.
e) To hold/ support charitable/ fundraising activities as determined from time to time.
a) Membership of the Association is open to all property owners/residents of the Estate
b) Membership of the Association shall cease upon:
- any member giving written notice to that effect;
- death of the member
- the member ceases to be a home owner/resident on the Estate.
All members shall pay such subscriptions as the AGM shall determine.
5. The Officials.
- The Officials of the Association shall be a Chair, Secretary and Treasurer. The Officials shall be members of the Association and shall be elected at the AGM.
- Where any functions are assigned to a particular Official, when that post is vacant those functions can be undertaken by any member of the Committee.
- The Association shall be managed by a Committee comprised of the Officials and such other members of the Association elected at the AGM or co-opted by the Committee. Committee members shall be elected to serve until the next AGM and can be re-elected. The Committee shall consist of at least three members, but shall have no maximum.
- A quorum shall be three members.
- Committee members must declare relevant personal interest. The Committee shall have the right to determine whether that member must withdraw, or be allowed to speak and vote.
- The Committee shall have the power to:
- co-opt members if required;
- establish sub-committees if required;
- set up working groups if required;
- make such rules, consistent with this constitution, as may be considered necessary for the administration of the Association (including any bank account) and for resolution of any disputes within the Association.
- Committee members shall be indemnified from the funds of the Association for any liabilities properly incurred by any of them in the running or management of the Association.
- Meetings of the Members of the Association.
- The Committee shall arrange an Annual General Meeting (the “AGM”) in February of every year. At this meeting:
- The Committee shall present an annual report of the Association.
- Any Sub-Committees should report on their activities.
- The Treasurer shall present the accounts of the Association for the past year.
- An auditor shall be appointed, who shall not be a committee member, when necessary.
- The Officials should be elected/re-elected annually. Voting shall be by show of hands unless any appointment is contested when members present may (by simple majority) agree to vote by ballot.
- Any proposals or nominations for appointment to the Committee should be submitted to the Secretary in writing not less than seven days in advance of the meeting or these will not be considered.
- The AGM shall select a new Committee, vote on any recommendations and approve any amendments to the Constitution.
- In addition to the AGM there should be at least one open meeting per year for members of the Association to discuss issues, and these should be publicised in advance.
- Special General Meetings open to all members can be held for the purpose of altering the Constitution or for considering any matters which the Committee may decide should be referred to the members in general. The Secretary or Chair shall call such meetings at the request of not less than 3 Committee members or at the written request of not less than 10 ordinary members. Such meeting shall take place within 28 days
- The Secretary shall notify all members of the date of any members’ meeting not less than 14 days in advance.
- A representative of the Managing Agent and/or Developer may be invited to attend.
- Quorum for the meeting shall be 10 members.
- The minutes of every members’ meeting should be made available to members.
The Committee may appoint a Sub-Committee to carry out special activities of the Association. Any Sub-Committee formed will keep accounts of their spending and a record of their meetings
- All decisions shall be by simple majority unless otherwise required by this Constitution.
- Voting shall be restricted to one vote per adult member of the Association. In the event of any deadlock or equality of voting, the person chairing the meeting shall not have any second or casting vote.
10) Role of Secretary.
- The Secretary will let members know about meetings, and keep notes describing what happened at the General and Committee meetings. Such notes shall be made available to any members on request and published on the notice board in the Social Club.
- The Secretary will keep a list of all the Association’s members.
- The Secretary should make all correspondence with the Managing Agent and/or Developer available via email or notice board by request.
- All money granted to, or raised by, the Association shall be used to further the Objects.
- All expenditure must receive prior agreement from the Committee. Expenditure other than petty cash shall be formally approved and minuted and must have due regard to any legal requirements and good custom and practice.
- The Treasurer will open a bank account in the Association’s name. Cheques should be signed by the Treasurer and at least one other Committee member. The Treasurer will keep an account of money spent by the Association.
12) Alterations of the Constitution
Any alterations to this Constitution shall require the approval of a two-thirds majority of those present and voting at the meeting at which it is discussed. Any resolution of the Constitution must be received by the Secretary at least 28 days before the meeting at which the resolution is to be brought forward.
13) Dissolution of the Association.
- The Association may only be dissolved by a Special General Meeting called for that purpose and advertised at least 14 days in advance.
- Any proposals to dissolve the Association shall take effect if agreed by two-thirds of the members present.
- All funds, documents and possessions belonging to and in relation to the Association shall be disposed of in such manner as the Committee may determine.
This Constitution was adopted at the Association’s Annual General Meeting held on 8th February 2018