HIGH LANE RESIDENTS’ ASSOCIATION
CONSTITUTION
as amended November 2022
1 NAME: High Lane Residents’ Association (hereinafter referred to as the HLRA).
2 OBJECTIVES:
(a) The HLRA is a non-party political secular organisation established for residents and charitable purposes only.
(b) In particular, the HLRA is established to:-
i. reflect and voice local feeling and opinion;
ii. encourage community spirit and interests and foster good community relations;
iii. undertake surveys and identify residents’ needs and consider ways of meeting them;
iv. consult with and be consulted by the local authority and other relevant authorities
on matters of local concern;
v. ensure that a representative view is both presented to and considered by the local authority and other relevant authorities;
vi. facilitate, coordinate and/or enable small projects for the benefit of the village community as approved from time to time by the Executive Committee together with any reasonable associated fundraising where and to the extent appropriate.
3 AREA
The HLRA area shall extend within the Marple South and High Lane electoral Ward boundary, the canal bridge at Doodfield, the Disley/High Lane boundary and that part of High Lane down to the Manchester/Buxton railway line, and shall align generally with the area designated in the High Lane Village Neighbourhood Development Plan applicable at any time.
4 MEMBERSHIP
Membership of the HLRA shall be free and open to all residents of the area specified above, irrespective of race, religion, political affiliation, gender, background, sexuality or disability.
5 HLRA YEAR
The HLRA year shall run from 1st November to 31st October.
6 MEETINGS OF THE HLRA
ANNUAL GENERAL MEETING: The HLRA shall hold an Annual General Meeting during the month of October.
SPECIAL MEETINGS: Special Meetings may be convened by the Chair at his/her discretion and must be convened within twenty one days of receipt by the Chair (or Officer acting on his/her behalf) of a written request signed by not less than 26 members specifying business which it is proposed to transact. Only business specified in the written request shall be transacted at a Special Meeting.
7 ANNUAL GENERAL MEETING – ORDER OF BUSINESS
The following shall be the order of business at Annual General Meetings of the HLRA:-
i. Approval of Minutes of the last Annual General Meeting
ii. Chair’s Report
iii. Treasurer’s Report (written)
iv. Apointment of the Executive Committee
v. Appointment of an Account Examiner not on the Executive Committee
vi. Determination of matters that the Constitution requires to be determined at the Annual General Meeting
vii. Other business before the HLRA
8 EXECUTIVE COMMITTEE
APPOINTMENT OF EXECUTIVE COMMITTEE
(a) (i) An Executive Committee shall be elected at the Annual General Meeting.
(ii) The Executive Committee shall comprise no more than 11 posts, including Officers.
(iii) In the event of nominations exceeding the number of Executive Committee posts to be filled, elections shall be determined by secret ballot.
(iv) Nominations for membership of the Executive Committee must be in writing, duly proposed and seconded.
(v) Nominees shall be from the membership of the HLRA.
(vi) The members of the Executive Committee shall retire annually, but shall be eligible for re-election. They shall hold office until the conclusion of the next Annual General Meeting following that at which they were elected.
(vii) If a member of the Executive Committee:
1) resigns in writing or
2) is absent from three consecutive meetings of the Executive Committee unless the reasons for his/her absence are approved by the Executive Committee or
3) ceases for any other reasons to be a member of the Executive Committee
the vacancy so caused may be filled by resolution of the Executive Committee and the resigning or retiring member shall receive confirmation in writing of the cessation of his/her Executive Committee membership.
APPOINTMENT OF OFFICERS
(b) (i) The Executive Committee shall at its first meeting in any year (which shall be held as soon as practical after the Annual General Meeting) proceed to elect a Chair, Vice Chair, Treasurer and Secretary (herein referred to as Officers), from within the membership of the Executive Committee, such Officers to remain in office until the next Annual General Meeting.
(ii) Any member of the Executive Committee wishing to be nominated for a post as Officer shall give notice in writing to all other members of the Executive Committee prior to the first meeting in the year referred to above.
(iii) In the event of more than one nomination being proposed and seconded for any one post, the appointment shall be determined by secret ballot.
(iv) Subject to paragraphs 8(a)(vi) and (vii) above, in the event that an incumbent Officer does not intend to stand for re-election to his/her post for the following year, he/she shall give notice in writing to that effect to all members of the Executive Committee at least twenty eight days prior to the Annual General Meeting.
FUNCTIONS
(c) (i) The duties of the Executive Committee shall be to carry out the policy of the HLRA and (subject to any conditions imposed from time to time by the HLRA) to provide for the administration, management and control of the affairs and property of the HLRA.
(ii) The Executive Committee shall have the power to co-opt persons, whether members or not of the HLRA, to serve on the Executive Committee, provided that the numbers of such co-opted persons shall not exceed one fourth of the number of members appointed by the HLRA to the Executive Committee.
(iii) The Executive Committee shall meet not less than four times a year.
(iv) The quorum of the Executive Committee shall be 51% of elected members including one Officer.
(v) Meetings of the Executive Committee shall be open to members of the HLRA, whose participation shall be at the discretion of the Chair.
9 NOTICE OF MEETINGS
ANNUAL AND SPECIAL MEETINGS OF THE HLRA
(a) Not less than fifteen clear days notice of Annual General Meetings and not less than seven days notice of Special Meetings, shall be given by public advertisement and such other reasonable methods as the Executive Committee shall from time to time determine.
EXECUTIVE COMMITTEE MEETINGS
(b) An invitation to and the Agenda of meetings of the Executive Committee shall be sent to all members of the Executive Committee.
EXCEPTIONAL CIRCUMSTANCES
(c) Where exceptional circumstances arise (including in the event of a pandemic or the like) the Executive Committee may at its discretion suspend all meetings in person and/or carry out the business of the HLRA virtually as it sees fit.
10 ATTENDANCE OF LOCAL AUTHORITY MEMBERS
Local Authority Members representing Wards in the area of the HLRA shall be invited to all meetings of the HLRA and its Executive Committee in a non-voting capacity.
11 PRESS
All meetings shall be open to the press.
12 ACCOUNTS EXAMINATION
Once in every year, the accounts shall be inspected and certified by the appointed Accounts Examiner.
13 FINANCE
The financial year shall end on the 31st August each year. The income and property of the HLRA shall be applied solely towards the promotion of the purposes of the HLRA as set out in this Constitution and no portion thereof shall be paid or transferred directly or indirectly in any manner by way of profit to any member of the Executive Committee. Provided that nothing shall prevent the payment in good faith of reasonable and proper remuneration to any Officer or Servant of the HLRA or the repayment of out-of-pocket expenses incurred on HLRA business. The Executive Committee, or its Treasurer on its behalf, shall cause proper books of account to be kept with respect to all sums of money received and expended by the HLRA and its Officers and the matters in respect of which such receipts and expenditure take place.
14 TRUSTEE
The HLRA may appoint and may determine the appointment of a Custodian Trustee or a Trust Corporation of not less than three persons to act as Trustees for the purposes of holding any moneys or property belonging to the HLRA.
15 ALTERATIONS TO THE CONSTITUTION
(a) Alterations to the Constitution shall be required to receive the assent of a two thirds majority of members of the HLRA present and voting at an Annual General Meeting. A resolution for the alterations of the Constitution must be received by the Chair or the Secretary at least twenty eight days before the Annual General Meeting at which the resolution is to be put.
(b) Notice that an alteration to the Constitution is to be put shall be included in all public advertisements of the relevant Annual General Meeting.
16 DISSOLUTION
The HLRA may be dissolved at an Annual General Meeting by a resolution passed by a two thirds majority of those present and voting at a meeting of the Council of which at least twenty eight clear days notice shall have been given by public advertisement. Such resolution may give instructions for the disposal of any assets held by or in the name of the HLRA, provided that if any property remains after the satisfaction of all debts and liabilities, such property shall not be paid to or distributed among the members of the HLRA, but shall be given or transferred to such other institution or institutions (having objectives similar to some or all of the objectives of the HLRA) as the HLRA may determine.
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HIGH LANE RESIDENTS’ ASSOCIATION
CONSTITUTION
[as amended on 10th November 2020]
1 NAME: High Lane Residents’ Association (hereinafter referred to as the HLRA).
2 OBJECTIVES: (a) The HLRA is a non-party political secular organisation established for residents and charitable purposes
(b) In particular, the HLRA is established to:-
i. reflect and voice local feeling and opinion;
ii. encourage community spirit and interests and foster good community relations;
iii. undertake surveys and identify residents’ needs and consider ways of meeting them;
iv. consult with and be consulted by the local authority and other relevant authorities on matters of local concern;
v. ensure that a representative view is both presented to and considered by the local authority and other relevant authorities;
vi. facilitate, coordinate and/or enable small projects for the benefit of the village communit as approved from time to time by the Executive Committee together with any reasonable associated fundraising where and to the extent appropriate.
3 AREA The HLRA area shall extend within the old Macclesfield/Manchester railway line, the canal bridge at Doodfield, the Disley/High Lane boundary and that part of High Lane down to the Manchester/Buxton railway line.
4 MEMBERSHIP Membership of the HLRA shall be free and open to all residents of the area specified above, irrespective of race, religion, political affiliation, gender, background, sexuality or disability.
5 HLRA YEAR The HLRA year shall run from 1st November to 31st October.
6 MEETINGS OF THE HLRA
ANNUAL MEETING: The HLRA shall hold an Annual General Meeting during the month of October.
SPECIAL MEETINGS: Special Meetings may be convened by the Chairman at his/her discretion and must be convened within twenty one days of receipt by the Chairman (or Officer acting on his/her behalf) of a written request signed by not less than 26 members specifying business which it is proposed to transact. Only business specified in the written request shall be transacted at a Special Meeting.
7 ANNUAL MEETING – ORDER OF BUSINESS
The following shall be the order of business at Annual Meetings of the HLRA:-
i. Approval of Minutes of the last Annual Meeting
ii. Chairman’s Report
iii. Treasurer’s Report (written)
iv. Apointment of the Executive Committee
v. Appointment of an Account Examiner not on the Executive Committee
vi. Determination of matters that the Constitution requires to be determined at the Annual Meeting
vii. Other business before the HLRA
8 PRESS All meetings shall be open to the press.
9 EXECUTIVE COMMITTEE
(a) An Executive Committee shall be elected at the Annual Meeting. In the event of nominations exceeding the number of Executive Committee posts to be filled, elections shall be determined by secret ballot.
APPOINTMENT OF OFFICERS
(b) The Executive Committee shall at it first meeting in any year (which shall be held as soon as practical after the Annual Meeting) proceed to elect a Chairman, Treasurer and Secretary, from within the membership of the Executive Committee, such Officers to remain in office until the first meeting of the Executive Committee in the subsequent year. In the event of more than one nomination being proposed and seconded for any one post, the appointment shall be determined by secret ballot.
FUNCTIONS
(c) (i) The duties of the Executive Committee shall be to carry out the policy of the HLRA and (subject to any conditions imposed from time to time by the HLRA) to provide for the administration, management and control of the affairs and property of the HLRA.
(ii) The Executive Committee shall have the power to co-opt persons, whether members or not of the HLRA, to serve on the Executive Committee, provided that the numbers of such co-opted persons shall not exceed one fourth of the number of members appointed by the HLRA to the Executive Committee.
(iii) The members of the Executive Committee shall retire annually, but shall be eligible for reelection. They shall hold office until the conclusion of the next Annual Meeting following that at which they were elected.
(iv) The Executive Committee shall meet not less than four times a year.
(v) If a member of the Executive Committee:
1) resigns in writing or
2) is absent from three consecutive meetings of the Executive Committee unless the reasons for his/her absence are approved by the Executive Committee or
3) ceases for any other reasons to be a member of the Executive Committee
the vacancy so caused may be filled by resolution of the Executive Committee and the resigning or retiring member shall receive confirmation in writing of the cessation of his/her Executive Committee membership.
(vi) The quorum of the Executive Committee shall be 51% of elected members including one Officer.
(vii) Meetings of the Executive Committee shall be open to members of the HLRA, whose participation shall be at the discretion of the Chairman.
10 NOTICE OF MEETINGS
ANNUAL AND SPECIAL MEETINGS OF THE HLRA
(a) Not less than fifteen clear days notice of the Annual General Meetings and not less than seven days notice of Special Meetings, shall be given by public advertisement and such other reasonable methods as the Executive Committee shall from time to time determine.
EXECUTIVE COMMITTEE MEETINGS
(b) An invitation to and the Agenda of meetings of the Executive Committee shall be sent to all members of the Executive Committee.
11 ATTENDANCE OF LOCAL AUTHORITY MEMBERS
Local Authority Members representing Wards in the area of the HLRA shall be invited to all meetings of the HLRA and its Executive Committee in a non-voting capacity.
12 NOMINATIONS FOR MEMBERSHIP OF THE EXECUTIVE COMMITTEE
Nominations for membership of the Executive Committee must be in writing, duly proposed and seconded. Nominees shall be from the membership of the HLRA.
13 ACCOUNTS EXAMINATION
Once in every year, the accounts shall be inspected and certified by the appointed Accounts Examiner.
14 FINANCE
The financial year shall end on the 31st August each year. The income and property of the HLRA shall be applied solely towards the promotion of the purposes of the HLRA as set out in this Constitution and no portion thereof shall be paid or transferred directly or indirectly in any manner by way of profit to any member of the Executive Committee. Provided that nothing shall prevent the payment in good faith of reasonable and proper remuneration to any Officer or Servant of the HLRA or the repayment of out-of-pocket expenses incurred on HLRA business. The Executive Committee, or its Treasurer on its behalf, shall cause proper books of account to be kept with respect to all sums of money received and expended by the HLRA and its Officers and the matters in respect of which such receipts and expenditure take place.
15 TRUSTEE
The HLRA may appoint and may determine the appointment of a Custodian Trustee or a Trust Corporation of not less than three persons to act as Trustees for the purposes of holding any moneys or property belonging to the HLRA.
16 ALTERATIONS TO THE CONSTITUTION
(a) Alterations to the Constitution shall be required to receive the assent of a two thirds majority of members of the HLRA present and voting at an Annual General Meeting. A resolution for the alterations of the Constitution must be received by the Secretary at least twenty eight days before the Annual General Meeting at which the resolution is to be put.
(b) Notice that an alteration to the Constitution is to be put shall be included in all public advertisements of the relevant Annual General Meeting.
17 DISSOLUTION
The HLRA may be dissolved at an Annual General Meeting by a resolution passed by a two thirds majority of those present and voting at a meeting of the HLRA of which at least twenty eight clear days notice shall have been given by public advertisement. Such resolution may give instructions for the disposal of any assets held by or in the name of the HLRA, provided that if any property remains after the satisfaction of all debts and liabilities, such property shall not be paid to or distributed among the members of the HLRA, but shall be given or transferred to such other institution or institutions (having objectives similar to some or all of the objectives of the HLRA) as the HLRA may determine.
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