San Remo Towers
Constitution of the San Remo Residents' Association
1. NameSan Remo Residents’ Association (SRRA)
2. ObjectivesPrimary objectives:
• Provide an effective forum for discussion and communication for flat owners (lessees)
• Facilitate representation of the collective opinions of lessee members to the Freeholder‘s managing agents on issues affecting our current/future rights, obligations and general interests
• Monitor the service charge and expenditure with a view to maintaining an appropriate balance between levels of service and cost to lessees
• Nurture and encourage a good community spirit and sense of care within San Remo Towers, mindful of the interests of resident lessees, non-resident lessees, private tenants and Freeholder tenants
This Association supports no political party.
3. MembershipMembership of this Association is open to all lessees and residents of San Remo Towers.
A paid up member including the Freeholder’s assured/regulated tenants shall be entitled to vote on all issues raised at meetings, other than where that paid up member is a tenant of a private landlord and the vote concerns a matter relating to issues concerning the service charge and expenditure.
A paid-up lessee member who cannot attend in person is welcome to arrange proxy voting on their behalf if their proxy can demonstrate written authority to do so at the meeting.
Only a paid up member of the Association can serve as an officer or committee member.
4. Management CommitteeA management committee elected at Annual General Meetings will run the Association.
The Committee will be made up of elected officers, including a chairman (or joint chairman), secretary and treasurer. The committee will also include up to four executive committee members.
If vacancies occur among the officers or other members of the committee between AGMs, the committee shall have the power to fill those vacancies except where four or more vacancies occur at the same time, in which case a Special General Meeting will be called.
The committee will have power to co-opt members with skills and knowledge useful to the Association who can advise and support the Association. Co-opted members of the committee can take part but will have no voting rights at committee meetings unless they become an executive committee member.
5. MeetingsThis Association will be democratic and is open to all residents including non-members, however, non-members are not eligible to vote or speak at meetings. The Association will typically hold ordinary meetings quarterly and will publicise meetings on notice boards around the building and on its website (www.sanremotowers.org).
Minutes of all meetings will be recorded and subsequently displayed on notice boards around the building and distributed by email to members. Minutes will also be presented to the next meeting for approval.
All members of the Association will be expected to treat each other with respect and act in a reasonable manner at all Association meetings and events. The chairman (or acting chairman) may ask members to leave if their behaviour is disruptive or offensive.
In the event of the chairman being unable to attend a meeting the committee may appoint an acting chairman for that meeting.
Although membership includes everyone residing at a particular address, where voting is concerned there can be only one vote cast for each address (i.e. one vote per flat). Where members at the same address are unable to reach a consensus, the vote of the majority at that address will count or in the case of a tie, their vote will not be counted.
Voting will normally be determined by a count of hands at a meeting and the majority wins, except for a change in the constitution where a two-thirds majority is required. In special circumstances the chairman can determine that a secret vote is required and decide on how best to proceed.
6. Nominations and ProxyThe consent of any person to be nominated for a committee position must be obtained prior to nominating them. Any member of the Association will be entitled to submit nominations for officers and committee members. All nominations must be duly proposed and seconded (by members from different addresses), and sent to the secretary at least 48 hours prior to the AGM.
The Association will, as far as it is practicable or possible, notify members in advance of persons wishing to stand on the committee or be considered for re-election at the next AGM.
A form of proxy will be available via any committee member, so those eligible members who are unable to attend can vote on issues raised or discussed at AGMs.
7. Annual General Meeting (AGM)Typically once a year (and between 10 and 15 months of the last AGM) the committee will call an Annual General meeting. Written notice of the meeting will be sent at least fourteen days in advance to every flat and members will be made aware that they will have the opportunity to make nominations for election or stand for election themselves and to vote for the officers and other committee members at that meeting.
At the Annual General Meeting the following will take place:
• The minutes of the previous meeting will be presented and approved
• Any items carried over from the previous meeting will be discussed
• The existing committee will present a summary of the Association's activities
• The treasurer’s financial report will be presented
• Any proposed amendments to the constitution will be discussed and voted on
• The existing committee will stand down
• The officers and committee for the next year will be elected. Nominations for officers and other committee members will be accepted only if the person nominated is present at the Annual General Meeting or has submitted in writing that they wish to stand
• The elected officers and committee will continue with new agenda items
8. Special General Meeting (SGM)The committee of the Association may at any time call a Special General Meeting of the Association, giving at least 7 days written notice to all members (as far as is practicable) to consider any matter(s) that the committee may decide should be referred to all members.
A Special General Meeting of the Association can also be called by 10 or more members from different addresses who request this in writing to the secretary stating their reason for calling one. This could be in the form of a letter signed by 10 members from different addresses. The secretary will ensure that the meeting is held within 28 days and that all flats and members as far as is practicable are given prior notice.
9. QuorumAt any committee meeting three committee members shall form a quorum. For all ordinary and general meetings, 10 members (which can include officers and committee members) shall form a quorum. The chairman shall have the right to exercise a casting vote at all such meetings.
10. SubscriptionsThe amount for the subscription of membership shall be decided at the Annual General Meetings.
11. FinanceThe committee can raise money on behalf of the Association as they see fit, as long as they spend it in line with the objectives of the Association.
The treasurer shall keep a proper account of the finances of the Association.
The committee is responsible for the proper use of money raised through membership and any other means.
The treasurer should keep receipts for all money paid out in expenses to committee members for services, purchases and duties performed on behalf of the Association.
12. Alterations to the ConstitutionThis constitution may be amended only at an Annual General Meeting or at a Special General Meeting. Any proposal to alter the constitution should be sent to the secretary at least 21 days before the meeting. Notice of any proposal to alter the constitution should be included in the publicity for that meeting. Any alteration to this constitution requires a two-thirds majority of those present and voting.
13. ComplaintsAll complaints or suggestions on matters regarding the SRRA shall be made to the secretary in writing. These will be discussed by the committee and the committee’s decision will be communicated to the original author and wider membership as appropriate.
14. IndemnityMembers of the SRRA shall indemnify the officers and committee members of the SRRA against all liability incurred by them in good faith on behalf of and in the name of the SRRA acting within their authority.
15. DissolutionThe Association may be dissolved only at a public meeting (Special General Meeting) called for that purpose. All flats and members need to be informed that a decision about the future of the Association will be determined.
A proposal to dissolve the Association will be carried only if agreed by two thirds of the members present or if the Association is unable to form a committee. All outstanding bills will be paid.
Any assets remaining after the satisfaction of proper debts and liabilities will be donated to charity or charities, such as the committee may decide, subject to the approval of those present at the meeting to dissolve the Association.
Last updated - September 2015