TITLE

The name of the Association shall be Greenhills Residents’ Association.

OBJECTIVES

The objectives of the Association are to protect and improve conditions and amenities in the area for the benefit of members and their families.

MEMBERSHIP

All residents (over 18) living in the Greenhills estate are deemed to be members of the Association.

COMMITTEE

The Committee shall be composed of a Chairperson, Hon-Secretary, Hon-Treasurer and Vice-Chairperson and up to 11 ordinary members, and shall be elected each year at the Annual General Meeting. In the event of a person leaving the area or resigning from the Committee, the remaining committee may co-opt another member to fill the position. The committee may during the year co-opt additional members up to the maximum allowed.

An Officer shall not hold the same office for longer than 3 consecutive years.

An Officer or committee Member who absents him or herself from 3 consecutive meetings or committee without valid excuse shall be deemed to have resigned from the Committee.

A person who holds any elective position in local or central government shall not be eligible for election to the committee, and any committee member contesting such elections must first resign from the committee.

An ordinary member of the Association, not being related to any committee member, shall be elected at the AGM as Hon-Auditor of the Association.

ELECTION OF OFFICERS

The committee shall be elected at the Annual General Meeting each year. Elections for the positions will take place in the following order; Chairperson, Hon-Secretary, Hon-Treasurer and Vice-Chairperson. Nominations should be proposed and seconded from the floor and the candidate must accept a nomination. In the case where two or more people are nominated, voting shall take place by means of the single transferable vote (PR) using a secret ballot. In the case of any elections, the meeting shall appoint two tellers to count votes and report on the result. Ordinary committee members shall be deemed elected unless more than 11 are nominated. Otherwise an election will take place as above.

MANAGEMENT

The general management of the affairs of the Association shall be vested in the committee, who shall perform all such acts, as may be deemed necessary or expedient to further the objects of the Association. The committee has the power to form sub-committees as deemed appropriate. The chairperson (or, a committee member nominated by the chairperson) has the right to attend all sub-committee meetings. Sub-committees must adhere to the overall objectives of the Residents’ Association and act in accordance with its constitution. In the event of the dissolution of a sub-committee all assets shall be incorporated into the assets of the Greenhills Residents' Association.

BANKING PROCEDURE

The Association shall have a bank account(s) into which all monies received shall be lodged. All cheques shall be signed by the Hon-Treasurer, as well as by the Chairperson or Hon-Secretary.

The account of the Association shall be closed for audit purposes on the last day of April in each year.

COMMITTEE MEETINGS

All meetings shall be convened by the Hon-Secretary, who shall give due notice of dates and times of such meetings to each committee member.

Any 5 committee members, by giving written notice to the Hon­-Secretary, may call a meeting.

A quorum for committee meetings shall be one third of the committee which should include at least two officers. The Hon-Secretary shall keep minutes of meetings and records of attendance.

ANNUAL GENERAL MEETING

The Annual General Meeting of the Association shall be held during the month of May each year. Notice, in writing, must be given to every household at least 7 days prior to the meeting.

All members of the Association may submit motions for discussions at the AGM. Such motions must be received by the Hon-Secretary not later than 3 days prior to the meeting.

SPECIAL GENERAL MEETING

A Special General Meeting may be called by the committee or by requisition signed by not less than 20 ordinary members of the Association, delivered to the Hon­-Secretary, who in turn must call such a meeting within 4 weeks from the date or receipt of such requisition. Only the business stated in the requisition may be debated at the Special General Meeting, and details of the said business should be included in the notice of meeting sent to all members.

VOTING RIGHTS AND QUORUM

A quorum for an Annual or Special General Meeting shall be 10 members. If a quorum is not reached, the meeting shall be re-convened and all members informed of the new date and venue. Those present at a re-convened meeting shall constitute a quorum.

At all General Meetings, each member will have one vote only.

Voting at all General Meetings shall be by show of hands, except when a ballot is demanded, and a simple majority supports such demand.

DISSOLUTION

The Association may be dissolved only by the vote of not less than 75 % present at a Special General Meeting called for that purpose. An audited financial report shall be presented at such meeting. The dissolution will not be effected until assets are disposed of and liabilities discharged. In the event of insufficient funds to clear liabilities, the existing members shall contribute the deficiency, in equal shares.

INDEMNITY

All Officers of the Association shall be indemnified by the Association for any expenses incurred in executing their duties on behalf of, and on the direction of, the Committee of the Association.

ACCEPTANCE OF RULES

Membership of the Association shall imply the acceptance of each and all of these rules, and any additions and/or alterations, which may be agreed to at General Meetings.

INTERPRETATION

The Committee for the time being shall have full power to decide any question for which no provision is made for in these rules, and shall be responsible for proposing the appropriate amendment at the earliest possible time.

AMENDMENT OF RULES

These rules shall not be amended, added to, or otherwise altered in any way, save with the consent of at least two thirds of the members present and qualified to vote at the Annual General Meeting or Special General Meeting called for that purpose in accordance with these rules.