BAIRD GARDENS  and DULWICH WOOD PARK

RESIDENTS' ASSOCIATION

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CONSTITUTION AND RULES OF THE BAIRD GARDENS AND DULWICH WOOD PARK RESIDENTS’ ASSOCIATION

As amended February 2020
  1. Name of Association
    The Association shall be called "Baird Gardens and Dulwich Wood Park Residents’ Association"
  2. Objects
    1. To promote the interests of tenants, leaseholders, freeholders and residents in the area of matters concerning housing, environment and the community life of Baird Gardens and the associated dwellings of Dulwich Wood Park.
    2. In matters concerning The Dulwich Estate to act as an intermediary between the Association members and The Dulwich Estate in order to encourage an accurate and efficient dialogue between all parties.
    3. To ensure, as far as is reasonable, that charges made by The Dulwich Estate to Association members are fair and correct.
  3. Non-Party Political
    The Association shall be non-party political.
  4. Membership
    1. Membership of the Association shall be open to all tenants, leaseholders, freeholders and residents of Baird Gardens and the associated dwellings at 26 - 36 Dulwich Wood Park who have paid their Association subscriptions at the rate determined at the previous AGM.
    2. Voting shall be limited to one vote per dwelling.
    3. Membership shall immediately cease upon failing to meet the conditions set out in 4 i).
  5. Officers
    The officers of the Association shall be elected from Association members and shall include at least a Chairman, a Secretary and a Treasurer. The Secretary shall, in addition to other duties required by this constitution, keep minutes of all Annual, General and Special General Meetings and shall distribute them to all members of the Association.

    The officers shall be elected at the Annual General Meeting. Previous officers shall be eligible for re-election.
  6. Committee
    1. The general management of the affairs of the Association shall be the responsibility of the Committee of the Association whose members shall comprise the aforementioned officers together with at least 2 members.
    2. At every Annual General Meeting, The Committee, consisting of at least 5 Association members (3 officers + 2 Committee members) shall be elected until the next Annual General Meeting in place of the retiring members.
    3. The Committee shall have the power to co-opt further members for the Committee from the members of the Association.
    4. A quorum for the Committee shall be 3 voting members.
  7. Finances
    1. All monies raised by or on behalf of the association shall be applied to further the objects of the Association.
    2. The Treasurer shall keep proper accounts of the finances of the Association.
    3. TThe funds of the Association shall be managed through a bank account. The Treasurer and at least one other committee member will be signatories to the account. Cheques written on behalf of the Association shall be signed by the Treasurer and one other signatory.
    4. If the committee decides to operate all or part of its financial matters on Internet banking it shall ensure that two of the aforesaid signatories shall approve the payments to made by the Association through the Internet.
  8. Annual General Meeting
    1. There shall be an Annual General Meeting once in every calendar year and no later than 18 months after the previous Annual General Meeting.
    2. The quorum for Annual General Meetings shall be 6 voting members.
    3. The Annual General Meeting shall : -
      1. Receive a report from the Officers of their activities and provide a statement of accounts.
      2. Accept the resignation of all Committee members and elect a new Committee (previous Officers and Committee members shall be eligible for re-election).
      3. Agree and vote on the subscription rate payable by members for the forthcoming year.
      4. Vote on other proposals submitted by members. Adopted proposals shall be binding on Officers, Committee members and others representing the Association. All members shall be allowed to submit proposals during the meeting.
  9. General Meetings
    1. General Meetings shall be convened when, in the in the opinion of the Chairman, it is deemed necessary or as agreed at a previous General or Annual General Meetings.
    2. The General Meeting shall vote on proposals submitted by members. Adopted proposals shall be binding on Officers, Committee members and others representing the Association. All members shall be allowed to submit proposals during the meeting.
    3. The quorum for General Meetings shall be 6 voting members.
  10. Special General Meetings
    1. A Special General Meeting may be called on the request of 50% of the voting members. The request to be made in writing to The Secretary, stating the reasons for that request. The Secretary will ensure that the meeting is held within 28 days of receiving the request and that all members are given prior notice.
    2. The Special General Meeting shall vote on the proposals previously submitted by members to the Secretary. Adopted proposals shall be binding on Officers, Committee members and others representing the Association.
    3. The quorum for a special General Meeting shall be 6 voting members.
  11. Notice of Meetings
    The Secretary will notify all members in writing of the date, place, hour and general nature of business of all meetings not less than fourteen days in advance of that meeting.
  12. Omission of Notice
    The accidental omission to give notice of a meeting , or the non receipt of such, by any person entitled to receive notice thereof shall not invalidate procedure or resolution passed at any meeting.
  13. Amendment of Constitution
    The constitution may be amended by a Resolution of the Association to that effect duly proposed and carried at any General or Annual General Meeting to which at least fourteen clear days prior notice in writing has been given to every member specifying the exact terms of the Resolution to be moved.
  14. Committee Discretion
    Discretion is given to the elected Committee in all matters which are not directly covered by this constitution.
  15. Dissolution
    The Association may at any time be dissolved by a resolution passed by a two-thirds majority of those present and voting at a meeting of the Association. Fourteen clear days notice of such a meeting shall be sent in writing to all members of the Association specifying that the dissolution of the Association will be the Resolution to be moved. Such Resolution may give instructions for the disposal of any assets held by or in the name of the Association, provided that if any property remain, after the satisfaction of all debts and liabilities, such property shall not be paid to or distributed among the members of the Association but shall be given or transferred to such other organisations or originations having objects similar to some or all of the objects of the Association.