Old Railway Quarter

Old Railway Quarter Residents’ Association

The Association will be called: Old Railway Quarter Residents’ Association

1. Boundaries

The Association covers the following area/blocks/numbers/addresses.
• Artemis House
• Achilles House
• Apollo House
• Chain Testing House
• Hermes House
• Olympus House

2. Objectives

The objectives of the Association shall be:
a) To protect and advance the interests of all owners covered by the Association on matters concerning housing, the environment, social, and community life of the development
b) To encourage community spirit and to work towards the elimination of all forms of discrimination
c)To promote the interests and rights of homeowners
d) To ensure that all members are consulted regularly and that all homeowners and 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 Freehold Owner and/or Managing Agent.

3. Membership

Membership of the Association is open to all homeowners (leaseholders) but voting shall be restricted to one vote for each apartment.
A leaseholder may appoint a representative (proxy) on their behalf for voting and committee membership. Any such appointment must be received in writing by the Chair in at least one week prior to any votes and may be subject to approval by the Officers.
Membership of the Association shall cease upon any member giving written notice to that effect, upon any member ceasing to be a homeowner, or upon failure by a member to pay the annual subscription (if any) within 3 months after the subscription shall become due.

4. Subscriptions

All members shall pay such subscriptions as members at the Annual General Meeting shall determine by majority vote.

5. The Officers

The officers of the association shall be a Chair, Secretary, and Treasurer. However, the roles of Secretary and Treasurer may be combined.
The officers shall be members of the Association and shall be elected annually at the annual general meeting and shall serve for one year and may stand for re-election.

6. Committee

a) The Association shall be managed by a Committee comprised of the Officers and any other members elected at the Annual General Meeting.
Committee members other than Officers shall be elected to serve for 3 years and shall each retire in rotation.
b) A quorum shall be a minimum of 2 or sixty per cent of Committee Members whichever is the greater.
c) No decisions may be agreed at any Committee meeting without a quorum.
d) All Officers or Committee Members must declare any relevant personal interest. The Committee shall have the right to determine whether that member should withdraw or be allowed to speak and vote.
e) The Officers may appoint a member to fill any vacancy that may occur prior to the next AGM. The member so appointed must retire at the next members' meeting and may offer themselves for re-election.

7. Annual General Meeting

a) The Committee shall arrange an Annual General Meeting of every year.
b) 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 certified accounts of the Association for the past year.
• A person who is not an Officer or Committee Member shall be appointed to certify the accounts.
• One third of the Committee should retire annually by rotation. Those retiring shall be those with the longest service on the Committee since their election (or in the case of members’ re-elected, their re-election) and may offer themselves for re-election.
• The Officers and Committee members shall be elected by the members attending the meeting or voting at the meeting by proxy.
• Any proposals and nominations should be submitted to the Secretary in writing not less than seven days in advance of the meeting
• All members elected must provide their written consent to act prior to their appointment being confirmed.
c) The Annual General meeting will vote on any recommendations and approve any amendments to the Constitution.
d) The Secretary shall provide notice to all members of the date of the Annual General Meeting not less than 14 days in advance. Such notice being deemed as received within two working days of being sent.
e) A representative of the Managing Agent or Freeholder may be invited to attend.
f) The quorum for the meeting shall be six of the members.
g) The minutes of the Annual General Meeting should be made available to all members

8. Members’ Meeting

a) There shall be a Members’ Meeting open to all members every six months
b) There should be a minimum of two open meetings per year for members of the Association to discuss issues, and these should be publicised in advance.

9. Special Meetings

a) Special Members’ 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 the majority of the Committee Members, or at the written request of not less than 10% of ordinary members. The Secretary shall arrange for such a meeting to take place within 21 days.
b) The Secretary must give at least 14 days’ notice of the Special General Meeting to all members.

10. Voting

a) Decisions at meetings (except those dealing with alterations to the constitution) shall be taken by a simple majority of those voting, including any proxy votes.
b) The Secretary must be informed of the proxy not later than three (3) days before the meeting. Each member has one vote in respect of each property that they own. Where two or more members jointly own a property there shall be one vote in respect of each property owned. The vote shall be caste by the member present or if more than one joint owner is present by the first named joint owner.
c) In the event of a tie of the vote the Chair of the meeting shall have the casting vote.
d) The numbers of votes cast for and against shall be counted and recorded in the minutes.

11. Sub-Committees

The Committee may appoint a sub-committee from amongst members of the Association to carry out special activities of the Association. Any sub-committee formed will keep a record of the Meetings and no expenditure may be incurred without prior authority of the Committee.

12. Role of The Secretary

a) The Secretary will let members know about meetings and keep notes describing what happened at all meetings. Such notes shall be published and made available to any members on request.
b) The Secretary will keep a record of all the Association’s Members.

13. Finance

a) The financial year of the Association shall be determined in the first year following adoption of the Constitution and then run aannually for 12 months.
b) All money granted to, or raised by, the Association shall be used for the benefit of the Association’s Members or in accordance with the objectives set out in the Constitution.
c) All expenditure must receive prior agreement from the Committee. Expenditure shall be formally approved and minuted and must have due regard to any legal requirements and good custom and practice.
d) The Treasurer will open a Bank Account in the Association’s name with at least two Officers being a signatory to the account. The Treasurer will keep an account of money spent by the Association and within 21 days of the financial year-end every year will give the books to the person appointed to certify the accounts to be checked.

14. Alteration of the Constitution

Any alterations to this constitution shall require the approval of a two-thirds majority of those present and voting at the Special Meeting at which it is discussed. Any resolution for the alteration 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.

15. Dissolution of the Association

a) The Association may only be dissolved by a Special Meeting called for that purpose and notice provided to members at least 14 days in advance.
b) Any proposals to dissolve the Association shall take effect if agreed by two thirds of the members present.
c) All funds, documents and possessions belonging and relation to the Association shall be disposed of.

This Constitution was adopted as the Constitution of the Association at a public meeting held on __/__/24

Signed ____________________________Chair
Signed ____________________________Secretary