SPRING PARK RESIDENTS’ ASSOCIATION
CONSTITUTION AND RULES
(agreed at the AGM 2021)
- NAME: The Association shall be called the “Spring Park Residents’ Association” (SPRA).
- LIMITATIONS: The Association shall be non-political and non-sectarian. In the context of this rule, the term “non-political” shall mean having no connection with any organisation, any of whose objects is to secure support or in any way assist in the election of candidates at elections. Any person serving on the Executive Committee (EC), or as a Trustee, who stands for election to political office at any level, shall stand down for the duration of the election and for any period in elected office, in order that the political neutrality of SPRA is preserved.
- OBJECTIVES: The objectives of the Association shall be: –
a. To preserve the amenities of the locality, and to oppose anything which would adversely affect those amenities.
b. To encourage and develop further the amenities of the locality.
c. To further the general interests of the residents of the area.
d. To promote or improve the social, economic and environmental wellbeing of the Spring Park Area.
- THE SPRA AREA: Within these Rules ‘The SPRA Area’ shall mean the area defined on the SPRA Area Map. This Map forms part of these Rules. The EC may act outside this area to further SPRA’s objectives.
- MEMBERSHIP: Membership implies acceptance of the Constitution and Rules of the Association. Membership categories shall be as follows:
a. Membership: Qualification as a Full Member follows payment of the annual subscription for the household. Persons aged 18 years and over who are ordinarily resident in Members’ households qualify as members. Full Membership is restricted to those living within the SPRA area.
b. Honorary Life Membership: In recognition of outstanding service to SPRA, any Member past or present may be elected to Honorary Life Membership. Life Members shall enjoy the same rights and obligations as Members. Nominations recommended by the EC shall be submitted to Members at the next AGM for approval.
c. Associate Membership shall be available to all who do not qualify for Full Membership but who nonetheless wish to be members of the Association. Associate Members shall not be entitled to vote at General Meetings of the Association nor shall they be elected or co-opted as a member of the Executive Committee or hold any office of the Association.
- SUBSCRIPTIONS: The amount due may from time to time be decided at a General Meeting of the Association. Members authorised to act as Zone Stewards or Road Stewards by the Executive Committee, shall be authorised to collect subscriptions on behalf of the Honorary Treasurer. An additional subscription shall be payable by those to whom SPAN is sent by post, at a rate agreed from time to time by the Executive Committee. Two months’ notice of any change in the level of that addition shall be given to all relevant Members. This shall also apply to those granted Life Membership for whom hand-delivery is or becomes impracticable in the view of the Executive Committee.
- OFFICERS: Shall comprise the following Members of SPRA::President, Chairman, Vice Chairman, Honorary Secretary, Honorary Treasurer and Honorary Secretary – Zone and Road Stewards. Officers are Members of the Executive Committee. They shall be elected at each AGM. No Officer shall hold more than one concurrent post on the EC, or as a Trustee.
- EXECUTIVE COMMITTEE:
a. The EC shall consist of the Officers, and no more than 10 other members of SPRA who shall be elected at an AGM and serve until the second AGM after their election. They may offer themselves for re-election.
b. The EC shall conduct the general business of SPRA in accordance with SPRA’s Constitution and Rules and with Motions passed by a majority of Members present and voting at a General Meeting. The EC shall have the power to fill any vacancies by co-option to the EC. Co-opted Members stand down at the next AGM. They may offer themselves for election.
c. The EC shall meet at least once each month or when, in the opinion of the Chairman and Honorary Secretary, a meeting is necessary. A quorum shall be at least 40% of the membership of the Executive Committee at the time of the meeting, but no fewer than five. The EC shall have powers to form sub-committees and to co-opt other SPRA Members to serve thereon.
d. In the event of an equal number of votes being cast for and against a motion, the person chairing the meeting shall have the option of a second, or casting, vote
e. The Officers of SPRA may form an Emergency Committee to deal with matters which cannot be deferred until the next EC Meeting. All available Officers, but with a minimum of three, shall form a quorum. A written record of any Emergency Committee Meeting shall be made available to the EC as soon as possible, and at the latest to the next EC Meeting.
f. All Members of the EC serve in an honorary capacity.
- SPRING PARK ACTIVITIES NEWS (SPAN):
a. The Editor of SPAN, SPRA’s monthly magazine, shall be an Association member and is appointed by the EC and is then also a Member of the EC in addition to those elected or co-opted under Rule 8 below. The appointment shall be confirmed annually by the EC at the first meeting after the AGM, but may be terminated at any time by them. When there is no Editor in post, the Editorial Team may from time to time select one of its members to act as Editor for purposes of liaison with the EC
b. The Editor shall have editorial independence within the terms of the Limitations and Objectives set out in paragraph 2 and 3 of these Rules.
c. The Editor is an honorary position. All reasonable expenses incurred in the producing SPAN may be reimbursed against properly presented receipts or other proof of expenditure sent to the Honorary Treasurer and approved by the EC.
d. The Editor may not hold another post as an Officer, or serve as an elected Member on the EC, or as a Trustee, during the period of his/her editorship.
- TRUSTEES AND AUDITORS: Two Trustees, being Members of SPRA, and two Auditors, none being Members of the EC, shall be elected at the AGM to serve for one year. They may offer themselves for re-election. Trustees may attend EC Meetings, where they may speak, table motions or agenda items, but may not vote.
- GENERAL MEETINGS:
a. An Annual General Meeting (AGM) shall be held each year in May, or as soon as possible thereafter and no later than the end of July. The time and place shall be fixed by the EC. 28 days’ notice of the AGM shall be published on the Association’s website, posted on SPRA notice-boards, and in the March issue of SPAN if available in time for that issue and such Notice shall include details of Motions to be put to the Meeting.
b. Notice of motions for debate must be received by the Honorary Secretary at least 35 days before a General Meeting. The names and addresses of proposer and seconder shall be provided to the Honorary Secretary. On request, any Member may be provided with a copy of any motions and amendments received in advance of the meeting if such details are not included in the formal Notice
c. A quorum at General Meetings shall be formed when 25 Members are present, who are not Members of the EC or Trustees of SPRA.
d. Only Members shall be entitled to vote at General Meetings.
e. In the event of an equal number of votes being cast for and against a motion, the person chairing the meeting shall have the option of a second, or casting, vote
f. The Chairman’s Annual Report and the AGM Agenda shall be published in SPAN in advance of the meeting. The Chairman’s Annual Report and the audited Statement of Accounts and Balance Sheets shall be presented for approval at the AGM.
g. Nominations for the election of Officers, Trustees, Auditors and certain Members of the EC, shall be notified in writing to the Honorary Secretary at least seven days before the AGM. Each nomination must be supported by a proposer and seconder. Names and addresses of proposer, seconder and nominee shall be shown on the nomination form. The nominee’s written consent to stand must be obtained. Each nominee shall provide a brief résumé of their reasons for seeking election and of the skills they would bring to the Committee; and this will be available to Members attending the AGM in advance of elections taking place. Nominees, proposers and seconders must be Members of SPRA.
h. The minutes of each General Meeting (GM), and all motions passed at a GM shall be published in SPAN as soon as possible after the meeting. Motions passed at a GM shall take immediate effect.
i. Only Members may propose, second, or speak to motions.
j. Special General Meetings (SGMs) may be called by the EC. Additionally, an SGM must be held as soon as possible after receipt by the Honorary Secretary of a notice of motion signed by at least 50 Members of SPRA The date, time and venue of an SGM shall be published in SPAN and posted on SPRA notice boards. The Honorary Secretary shall make arrangements for an SGM. 28 days’ notice of such a meeting shall be given to Members through the website and noticeboards.
k. In exceptional circumstances (see rule 13), meetings may take place as online events.
a. The financial year shall be from 1 April to 31 March. All payments to SPRA, including those for SPAN magazine, shall be received by the Honorary Treasurer or any deputies authorised by the Treasurer who shall pay such monies into the SPRA bank accounts.
b. All expenditure shall be approved by the EC and drawn upon SPRA’s bank accounts and payments shall be authorised by the Honorary Treasurer or Honorary Secretary, and a Trustee. Persons authorising payments shall not be related to each other or have any business relationship with each other.
c. The EC is authorised to pay at its discretion the running costs of SPRA, including the publication of SPAN and for any other purposes that benefit the Members as a whole or SPRA’s Objectives as set out in SPRA’s Constitution.
- ALTERATION, INTERPRETATION AND CUSTODY OF SPRA’S CONSTITUTION AND RULES:
a. The Constitution or Rules of SPRA shall not be altered without the express approval of a majority of Members present and voting at a General Meeting. Notice of any proposed alterations shall be given to the Honorary Secretary as a Motion for debate at a General Meeting.
b. Interpretation of the Constitution and Rules is vested in the EC, which has authority to deal with any points not covered by the Constitution or Rules.
c. The Honorary Secretary shall hold the authorised copy of the Constitution and Rules as approved by Members at the General Meeting. Any Member of SPRA may request a copy of the authorised Constitution and Rules held by the Hon. Secretary.
a. A Motion to wind-up the Association may be presented to a General Meeting by the EC or by at least 50 members. If the Motion is passed by at least three-quarters of those Members present, it shall be referred to a second General Meeting to be held no sooner than two months and no more than four months after the Meeting at which the Motion was passed.
b. Notice of the second General Meeting shall include details of Motions as to the lodgement of the Association’s official papers and the disbursement of the Association’s financial and other assets.
c. The second General Meeting shall consider the winding-up Motion, which shall require a simple majority to confirm the dissolution of the Association
d. The second General Meeting shall also decide, by a simple majority, the destination of the Association’s papers and financial and other assets.
- FORCE MAJEURE: If any event or condition, including war, strike, riot, epidemic or act of God, prevents the Executive Committee from carrying out the requirements of the Association’s rules (including but not limited to convening of meetings and publication of SPAN) then these requirements shall be suspended for the duration of the event or condition and be reinstated as soon as practical thereafter. The Executive Committee shall have total discretion over the application of this Rule.
- THE SPRA AREA MAP: The SPRA Area shall be the area shown on the map below.