Coldwater Lakes Residents’ Association

01 Title

1. aThe Association shall be called the Coldwater Lakes Residents’ Association.
2. bThe Residents Association shall be registered with the Registrar of Business Names.

02 Aims and Objectives

1. aTo promote the interests of the residents of Coldwater Lakes.
2. bTo maintain and improve conditions and amenities in the area for the benefit of resident members and their families.
3. cTo encourage community and social interaction for the benefit of resident members and their families.

03 Membership

1. aThe Residents’ Association shall represent more than 50% of the residents of the estate; membership is limited to residents of the estate.
2. bA resident is defined as a person currently residing in Coldwater Lakes where the residence is their principal primary residence.
3. cMembership shall be open to all residents of Coldwater Lakes estate, irrespective of race, colour, ethnic or national origin.
4. dMembership is limited to residents of the Coldwater Lakes estate.
5. eNew members can only be admitted by being elected by a majority of voting members.
6. fExisting membership may be rescinded by a majority of voting members.
7. gA member is deemed to have resigned if fees are unpaid for 12 months, or in arrears of more than 12 months’ fees. The committee has discretion to allow late or deferred payment in certain circumstances.

04 General Meetings

1. aA General Meeting open to all members will be held at least once a year.
2. bA Special General Meeting will be held if 25% of members submit a written request to the Secretary stating its purpose; the Secretary will endeavour to arrange it within 14 days.
3. cThe Committee may summon a Special General Meeting at any time, stating its purpose and giving appropriate notice.
4. dThe Secretary will notify the date of all General Meetings at least 5 days in advance.
5. eQuorum: no General or Annual Meeting is valid with fewer than 25% of members present.

05 Annual General Meeting

1. aThe AGM shall be held not later than 31st October each year.
2. bThe Chairman or Secretary presents a report on the year’s work; the Treasurer presents an audited statement of Receipts and Expenditure and a Balance Sheet, submitted to the Committee beforehand.
3. cThe financial year ends 31st December.
4. dThe Committee gives notice of time, date and place of the AGM or Special GM at least ten days in advance.
5. eA majority present may demand a ballot on any AGM matter.

06 The Committee Updated

1. aThe committee is elected at the AGM.
2. bThe committee is composed of a Board of Directors, currently six in number: Vincent McClean, Sana Khan, Stephen Palmer, Gerard Whelan, Sean Keller and Aidan Nolan.
3. cOne Director is appointed Secretary by the Board; Aidan Nolan currently holds this role. The Board may designate further named roles among its Directors as required.
4. dOfficers and committee members elected at the AGM serve for a term of one year.
5. eRetiring officers are eligible for re-election, but ordinarily no officer serves the same role for more than five successive terms.
6. fElection is by simple majority at the AGM.
7. gCommittee decisions are ratified by a majority of members present; the Chairman has a casting vote in a tie.
8. hThe Committee may appoint collectors, holding written authority from the Treasurer.
9. iThe Committee may co-opt further members as necessary.
10. jThe Committee shall endeavour to distribute a newsletter to all members at least twice a year.
11. kCommittee members must declare any conflict of interest, e.g. on planning applications.
12. lA Committee member nominated to a local authority, Seanad Éireann, or as an election candidate ceases to be a Committee member, and may return once no longer a candidate or member of that body.
13. mIf a member misses three successive meetings without apology, the Chairperson will ask about their continued participation.
14. nThe Committee may co-opt up to five members to a subcommittee, including non-committee Association members.
15. oMinutes of every Committee meeting record all decisions and actions.

Clause (b) and (c) have been updated to reflect the current Board. Clauses (g) below, and 05(b), 07(b)/(d), 10(a), 13(c) and the role descriptions in 14 still refer to a Chairman, Vice-Chairman, Treasurer and PRO by title — the Board should confirm who now holds these functions (or formally retire the titles) and ratify the change at a General Meeting per clause 12(a).

07 Committee Meetings

1. aThe committee meets at least 3 times per year.
2. bThe Chairman chairs meetings; the Vice-Chairman may deputise.
3. cMinutes are made available to all members.
4. dQuorum: no meeting is valid with less than 50% of the Committee present, and the Chairman or Vice-Chairman must attend.

08 Financial Provisions

1. aThe Committee may authorise payment of expenses and accounts, and raise funds for the Association’s proper running. All non-routine payments require prior committee approval.

09 Subscriptions Please confirm figure

1. aMembership fees are €1,200 per annum or €600 per half-year, unless altered by resolution at the AGM. (This figure is carried over from the current published constitution — worth the Treasurer confirming it’s not a transcription of €120 / €60 before this goes live.)
2. bMembers leaving the Association have no further claim on it or its funds.

10 Banking Procedure

1. aThe Association holds a bank account into which all monies are lodged. Cheques are signed by the Treasurer or Chairman, plus one other nominated officer, with signatories advised to the bank per its requirements.

11 Audit Committee

1. aAn auditor is elected at the AGM, and audits the accounts no later than two weeks before the following AGM.

12 General

1. aRules or amendments to the Constitution are ratified by at least two-thirds of members present at a General Meeting.
2. bDissolution requires a resolution passed by 75% of paid-up members present at a properly convened Special General Meeting called for that purpose.

13 Voting

1. aVoting is by a show of hands unless otherwise resolved.
2. bA simple majority prevails except where the constitution provides otherwise.
3. cOne vote per household. The Chairperson has the casting vote in the event of a tie.

14 Roles & Responsibilities

1. ·All Committee members: take part in decision-making, help out when they can, follow up on commitments, and further the Association’s aims.
2. ·Chairman: guides the Association toward its aims, chairs meetings, ensures agendas are discussed and decisions recorded, and that everyone can contribute.
3. ·Vice-Chairman: stands in for the Chairperson when necessary and provides administrative support.
4. ·Secretary: ensures minutes are taken and circulated, notifies members of meetings, prepares agendas with the Chairperson, handles correspondence, and holds the Association’s records.
5. ·Treasurer: opens the bank account, collects fees, keeps membership and account records, pays bills, and prepares statements for the AGM.
6. ·PRO: monitors planning applications of interest to the Association.
7. ·Members: respect other members, pay agreed fees, and help out when they can.