CONSTITUTION OF GRIFFEEN GLEN RESIDENTS ASSOCIATION (updated January 2009)
The name of the Association shall be Griffeen Glen Residents' Association.
The objects of the Association are to protect and improve conditions and amenities in the area for the benefit of members and their families.
Membership is open to all householders in the area of Griffeen Glen Estate. Any such householder, having paid their annual subscription, shall be deemed to be a member.
The annual subscription shall be set annually at a General Meeting, and shall be due on the first day of February in each year and must be paid within 60 days. Special events and/or activities may require an additional charge.
The Committee shall be composed of a chairperson, Hon. Secretary, Hon. Treasurer and six members, and shall be elected each year at the Annual General Meeting. In the event of a person leaving the area or resigning from the Committee, the remaining committee shall co-opt another member to fill the position.
An Officer or Committee Member who absents him or herself from 3 consecutive meetings without valid excuse (as decided by the Majority of committee members) shall be deemed to have resigned from the Committee.
A person who holds any elective position in local or central government shall not be eligible for election to the committee, and any committee member wishing to contest such elections must first resign from the committee.
An ordinary member of the Association, not being related to any committee member, shall be elected at the A.G.M. as Hon Auditors of the Association.
The general management of the affairs of the Association shall be vested in the committee, who shall perform all such acts as may be deemed necessary or expedient to further the objects of the Association.
7. BANKING PROCEDURE
The Association shall have a bank account into which all monies received shall be lodged. Cheques shall be signed by the Hon Treasurer as well as by the Chairperson or Hon Secretary when the value exceeds €1,000.00 (One thousand euros).
The account of the Association shall be closed for audit purposes on the 15th day of January in each year.
8. COMMITTEE MEETINGS
All meetings shall be convened by the Hon-secretary, who shall give due notice of dates and times of such meetings to each committee member.
Any three committee members, by giving written notice to the Hon-Secretary, may call a meeting.
A quorum for committee meetings shall be four members, including at least one Officer. The Hon-Secretary shall keep minutes of meetings and records of attendance.
9. ANNUAL GENERAL MEETING
The Annual General Meeting of the Association shall be held during the months of January or February each year. Notice, in writing, must be given to every paid member at least 14 days prior to the meeting.
All members of the Association may submit motions for discussions at the A.G.M. Such motions must be received by the Hon Secretary not later than 7 days prior to the meeting.
10. SPECIAL GENERAL MEETING
A Special General Meeting may be called by the committee or by requisition signed by not less than 30 ordinary members of the Association, delivered to the Hon-secretary, who in turn must call such a meeting within 21 days from the date or receipt of such requisition. Only the business stated in the requisition may be debated at the Special General Meeting, and details of the said business should be included in the notice of meeting sent to all members.
11. VOTING RIGHTS AND QUORUM
A quorum for an Annual or Special General Meeting shall be 10 members. If a quorum is not reached, the meeting shall be re-convened and all members informed of the new date and venue. Those present at a re-convened meeting shall constitute a quorum.
At all General Meetings, each member household will have one vote only.
Voting at all General Meetings shall be by show of hands, except when a ballot is demanded, and a simple majority supports such demand.
The Association may be dissolved only by the vote of not less than 66 % present at a Special General Meeting called for that purpose. An audited financial report shall be presented at such meeting. The dissolution will not be effected until assets are disposed of and liabilities discharged. In the event of insufficient funds to clear liabilities, the existing ordinary members shall contribute the deficiency, in equal shares.
In the event of a surplus, only fully paid up members at the time of dissolution will be entitled to an equal share of the surplus. In the event of a surplus, a simple majority of those present at the Special General Meeting called for the purpose of dissolution can elect to transfer any surplus to a registered Irish charity operating in the greater Dublin area.
The Association shall indemnify all Officers of the Association for any reasonable expenses incurred wholly, necessarily and exclusively in executing their duties on behalf of, and on the direction of, the Committee of the Association.
14. ACCEPTANCE OF RULES
Membership of the Association shall imply the acceptance of each and all of these rules, and any additions and/or alterations that may be agreed to at General Meetings.
The Committee for the time being shall have full power to decide any question for which no provision is made for in these rules and shall be responsible for proposing the appropriate amendment at the earliest possible time. The committees’ interpretation of the rules shall be final.
16. AMENDMENT OF RULES
These rules shall not be amended, added to, or otherwise altered in any way, save with the consent of at least 66 % of the members present and qualified to vote at the Annual General Meeting or Special General Meeting called for that purpose in accordance with these rules.
The Association shall be non-sectarian and shall be non-party political. It will not discriminate by age, creed, colour, race, nationality or sex.