THE FRIENDS OF PALMEIRA AND ADELAIDE
RESIDENTS ASSOCIATION
CONSTITUTION
1 NAME
The name of the Association shall be -The Friends of Palmeira and Adelaide.
2 AIMS
The aims of the Association shall be:
1) To work for the benefit of all who live in Palmeira Square, Palmeira Mansions and Adelaide Crescent, Hove.
2) To work for the maintenance and improvement of the environment and amenities of Palmeira Square, Palmeira Mansions and Adelaide Crescent, Hove.
3) To establish a point of reference for the views of the residents of the area.
4) To establish lines of communication with the various local authorities for the expression of the views of the residents of the area, and for regular consultation on matters of importance to the Association.
5) To hold meetings which will be open to all members, and issue reports to all members.
6) To uphold equal opportunities and work for good relations amongst all members of the community. The Association will not discriminate on the grounds of nationality, colour, gender, sexuality, disability, and political or sectarian belief. The Association shall be non-party in politics and non-sectarian in religion.
3 MEMBERSHIP
Membership of the Association shall be open to all persons living in Palmeira Square, Palmeira
Mansions, and Adelaide Crescent, Hove, irrespective of nationality, race, colour, gender, sexuality,
disability, and political or religious belief; additionally at the discretion of the Committee also to other
interested parties.
An annual subscription for membership of the Association shall be agreed by vote at the Annual
General Meeting, for the purpose of covering reasonable working expenses only. This subscription to
be levied annually from each separate address, regardless of the number of residents or members at that
address. An address is deemed to be a house, or a flat within a house or block.
4 OFFICERS AND COMMITTEE
The business of the Association shall be conducted by a Chairperson, who shall be elected annually at the Annual General Meeting, and who shall be:
a) A resident of Palmeira Square, Palmeira Mansions or Adelaide Crescent, Hove.
b) Proposed and seconded by Full Members of the Association, neither of whom shall be resident at the same address.
The term of office of the Chairperson shall not exceed two years and he/she shall not be re-elected to this post within six years of resignation from it.
A Committee shall be elected annually at the Annual General Meeting, consisting of a Secretary and a Treasurer who shall be Officers of the Committee, and four ordinary Committee Members.
The Committee shall have powers to set up sub-committees to deal with specific interests. Such Committees will be made up of members of the Association, but the Committee will have the power to enlist the services of any person who will be of benefit to the Association for any specific purpose. Such persons will not thereby become members of the Association.
Casual vacancies on the Committee may be filled as soon as possible.
A Quorum shall constitute an attendance at any General, Annual General or Special General Meeting of ten percent of the current subscription list.
In the event of a vote of no confidence being passed in respect of any Officers of the Association at a General Meeting of the Association, that Officer will be deemed to have resigned.
An unopposed candidate at an election shall be deemed to have been elected; all retiring Officers are eligible for re-election.
5 FINANCE
Finance (other than by Council grant) shall be obtained by raising an annual subscription, or by fund raising activities as the Committee may deem acceptable or necessary. All monies raised by or on behalf of the Association shall be used to further the aims of the Association, and for no other purpose other than participation in specific charitable causes approved by the Committee.
The Association shall hold a bank or building society account, and all deposits there shall be made as soon as the monies are received. Except for day to day petty cash, no monies of the Association shall be kept in hand.
The Chairperson, Treasurer, and one other nominated member of the Committee shall be signatories to the bank or building society account, and two of these signatories shall be needed to withdraw monies.
The Treasurer will be responsible for managing the financial affairs of the Association, and shall keep proper accounts of the finances.
6 ANNUAL GENERAL MEETINGS
The Annual General Meeting shall be held at such a time and date as the Committee shall determine, provided that the interval between one A.G.M. and the next shall not exceed 15 calendar months, and that 21 clear days notice in writing of the Meeting shall be sent to all members of the Association.
The A.G.M. shall transact the following business:
1) Minutes of the previous A.G.M.
2) Consideration of the Annual Report prepared by the Committee.
3) Consideration of the Annual Statement of Accounts.
4) Election of the Officers and Committee.
5) Any other relevant business.
7 GENERAL MEETINGS
General Meetings shall be held a minimum of three times a year, and further as necessary, in addition to the Annual General Meeting, and open to all members. These Meetings to be arranged at least Quarterly.
A General Meeting of the Association shall have the power to elect an acting Chairperson if the post falls vacant between Annual General Meetings.
At General Meetings and Committee Meetings a motion shall be carried on a numerical majority. The Chairperson shall hold the casting vote.
8 SPECIAL GENERAL MEETINGS
A Special General Meeting may be called by the Chairperson of the Committee at any time should:
1) the Committee feel it necessary.
2) at least ten members of the Association put such a request to the Chairperson and give reasons for the request.
3) for the purpose of changing the Constitution or of considering other matters.
If a Special General Meeting is requested by members other than the Committee, the Chairperson should call such a Meeting within 21 days.
9 AMENDMENTS TO THE CONSTITUTION
Amendments to the Constitution may be considered at the Annual General Meeting.
Any motions to amend the Constitution must be delivered to the Secretary of the Association not less than fourteen days prior to the date of the Meeting at which they are to be considered.
10 DISSOLUTION
If a majority decides at a General Meeting to dissolve the Association, then notice must be given to all members of the Association, with at least 21 clear days notice, and stating the motion, of a S.G.M. at which the resolution must be passed by a majority of those present and voting.
Such a resolution may give instructions as to the disposal of any assets held by or in the name of the Association, provided that if any property remains after the satisfaction of all debts and liabilities, such property shall be given or transferred to such other institutions which have objectives similar to those of this Association and will benefit the inhabitants, as the Association may, with such approval as is necessary determine. Any Council grant money remaining must be repaid to the Council on dissolution of the Association.
11 ACCEPTANCE
This Constitution was adopted at the Annual General Meeting held on 14th December 1997, and issued to all Members on 16th December 1997. It was revised by agreement at the Annual General Meeting held on 8th February 2003, and issued to all members on 31st July 2003.
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