Constitution & Rules

1. AIMS

The aims of the association shall be:-

  1. To promote all members rights and interests and the maintenance and improvement of housing conditions and amenities in the local environment.
  2. To consult and negotiate with Downland Housing Association, Hurstpierpoint Parish council and Mid Sussex District Council and/or other statutory or voluntary organisations/authorities for the furtherance of the aims.
  3. To promote social activities for all members
  4. To seek and insure quality of treatment for all and to work to eliminate any discrimination on the grounds of nationality, political opinion, race, religious opinion, sexuality or any other cause.
  5. The association shall be Non party political.
  6. Traffic calming measures through the community.
  7. Socially safe environment through the community
  8. Community meeting place.

2. ELIGIBILITY OF MEMBERSHIP:

All tenants/residents of: -

  1. Blackthorns
  2. Cuckfield Road, 128 to 180 even numbers, and 201 to 219 odd numbers
  3. Kemps
  4. The Pines
  5. The Ribbetts
  6. Weald close
  7. Willow Gardens
  8. Willow Way
  9. The Maples
  10. The Rowans
  11. Willow Close
  12. Arunbeck

And any other residents within these confines.

3. RESPONSIBILITIES OF COMMITTEE MEMBERS.:-

  1. Committee members are expected to comply with the rules, and should not act in a way, which would damage or prejudice the interests of the Association.
  2. All committee members should actively seek to represent the various needs of the area and must not discriminate on the grounds of any item listed in section 1d above.
  3. Committee members will at all times conduct themselves in a reasonable manner when attending meetings or other functions in connection with the Association
  4. Any committee member who in the opinion of the committee disregards or fails to comply with the provisions of the constitution may be suspended if at least two thirds of the committee present and voting agree. Suspension will last for a period deemed appropriate by the committee. Such members will have the right to give an explanation of their actions. Two thirds of the committee present must agree that the explanation is satisfactory or be assured that there will be no reoccurrence before reinstatement can take place.

4. THE COMMITTEE :-

  1. The committee shall be elected to carry out the business of the Association
  2. The committee shall be made up of a Chair, Secretary, Treasurer and at least three general members.
  3. The initial Committee shall be taken from those members that placed their names forward at the first meeting on the 28th. October 2004 and shall stand until the AGM with an anniversary not later than November 2005 and from then be elected annually at the AGM.
  4. At least two thirds of the committee shall be Downland Housing tenants.
  5. Officers shall carry out the duties given to them by committee meetings.
  6. The committee shall meet once a month and not less than six times a year, with each meeting including reports from the officers,
  7. Minutes of the committee meetings shall be available to all members of the association, on request.
  8. Vacancies arising during the year can be filled by co-option with the agreement of at least two thirds of the standing committee.
  9. The committee shall appoint two members to serve on the regional consultative panel of Downland Housing Association, these members to report to and request help from the said Housing Association.

5. FINANCE:-

  1. All money raised or grants given to the Association is to be used only to further the aims of the association,
  2. The Treasurer shall open a bank account in the name of the association, and keep a proper record of the finances of the association.
  3. Three cheque signatories shall be nominated by the committee, one of who must be the treasurer. No two signatories may come from the same household.
  4. All cheques and instruction to the Association bankers shall require two of the agreed signatories.
  5. The Treasurer shall present the accounts to Downland Housing Association not later than two weeks prior to the AGM for inspection.
  6. All accounts shall be available to members at the AGM.

6. ANNUAL GENERAL MEETING. :-

  1. There shall be an AGM held every November at which the committee shall report on its work, present a statement of accounts and stand down.
  2. The AGM shall then elect officers and committee for the next year.
  3. The AGM shall then vote on recommendations and amendments to the constitution.
  4. The committee shall state its aims for the next year.
  5. The secretary will notify all members of the date of the meeting not less than 21 days prior to the meeting.

7. SPECIAL MEETINGS.

A special general meeting shall be called:-

  1. If the committee require one.
  2. If ten or more members submit a request for such a meeting to the secretary. The request must state fully the reason for such a meeting and the committee shall arrange the meeting to take place within 21 days of the receipt of the request.

8. QUORUM. :-

  1. The quorum of the association at any committee meeting shall be at least six members of the standing committee.
  2. The quorum at the association of the AGM shall be not less than 12 members.

9. CHANGES TO THE CONSTITUTION. :-

  1. The constitution can only be altered at the AGM or at a special meeting called for that purpose.
  2. Any suggested changes to the constitution must be notified to all members 21 days before the AGM or Special meeting.
  3. Changes to the constitution must be agreed to by members present and voting at the meeting.

10. VOTING. :-

  1. Any member may make a proposal. In order for it to be voted on by other members, it must be seconded, or supported by someone else.
  2. Only members present at the meeting may vote.
  3. Before voting, any member may propose an amendment, which must also be seconded.
  4. No member shall exercise more than one vote.
  5. In the event of an equal vote, the chair shall have the casting vote.

11. DISSOLUTION OF THE ASSOCIATION. :-

  1. The association may only be dissolved at a special general meeting called for that purpose, and must be publicly advertised 21 days before the meeting.
  2. A proposal to dissolve the association shall take effect only if agreed by two thirds of the members present and voting at the meeting.
  3. Any assets, financial or otherwise, remaining after the payment of all debts and liabilities shall be given to Downland Housing Association for the express purpose of a charitable event.
  4. All books, accounts and documents shall be placed with the tenant participation officer.