Dear Resident,

The committee has endeavoured to create a constitution which can be altered at out AGM – see point 18 below! A constitution is simply the aims, objectives and rules that a residents association uses.

It is important because:

  • Without this written understanding people can easily find themselves at cross purposes.
  • It will serve as a reference and help to resolve problems.
  • Other parties, especially potential funders such as the County Council, will want to see that a residents association is democratic and accountable. This involves having a clear procedure by which decisions are made.
1 The association shall be called the Newtown Glen Residents Association.
2 The association shall cater for paid up members of the association.
3 The association shall be non-political and non-sectarian.
4 Membership of this residents association is open to all homeowners and residents of Newtown Glen.
5 A committee shall be elected annually to supervise the affairs of the association by members assembled at the AGM.
6 The committee shall be elected as follows: Chairperson, Secretary, Treasurer and a maximum of twelve ordinary members representing as many streets as possible within the estate.
7 The committee shall meet not less than three times per year.
8 50% of committee members shall be required for a quorum at a committee meeting.
9 The chairperson shall have a casting vote in the event of a tied vote on any particular issue.
10 In the event of the resignation of a committee member, the committee will do its utmost to co-opt a consenting member of the association onto the committee.
11 The financial year ends on 30th June each year.
12 The AGM shall be held not later than the end of July each year.
13 The annual subscription falls due on 01st April annually. This payment is in advance for the year commencing 1st July and ending 30th June of  the following year. The subscription for 20015/16 is €50.
14 The annual subscription is subject to review at the AGM.
15 No person shall be nominated to the committee unless he/she is present at the AGM except being absent due to personal illness, bereavement or work commitment and in such circumstances nomination must be accompanied by the written consent of the persons nominated.
16 Twenty households representing as many streets as possible within the estate shall form a quorum at any AGM or EGM.
17 Any proposals or suggestions are welcome and should be forwarded to the committee in writing or by email.
18 The withdrawal, addition or alteration of any rule in the constitution must be passed by a two thirds majority of those present and voting at the AGM. All suggestions are welcome and should be forwarded to the committee in advance of the AGM so they can be included in the agenda!
19 Accounts shall be presented at the AGM covering consolidated income and expenditure up the the end of each financial year.
20 Each house shall have one vote at an AGM or EGM.
21 The committee will do its utmost to settle any point not provided for here. If and when such decisions are taken they should be subject to ratification at the AGM.
22 For an EGM to be convened a petition in writing and signed by at least twenty households who are paid up members of the association must be forwarded to the committee. Seven days notice is required to call an EGM.
23 The duties of the Secretary will be as follows:
To deal with all correspondence.
To prepare agendas for meetings.
To take minutes of meetings.
To carry out committee’s instructions and write necessary letters.
To write an annual report.
24 The duties of the Treasurer will be as follows:
To keep proper financial accounts and ensure an annual audit occurs.
To provide a financial statement to the AGM.
To ensure a proper bank account is in force on behalf of the Residents Association with three (3) account signatures: two (2) to sign cheques at all times.
25 The duties of the Chairperson will be as follows:
To convene meetings.
To chair all meetings including the AGM until a new committee have been elected.
To prepare agendas for meetings in consultation with the Secretary.
To represent the interests of the association at a local level.