JACOB'S ISLAND ASSOCIATION
1. The Association shall be known as the Jacob’s Island Residents’ Association (the Association or JIRA).
2. The Association shall be non-party in politics and non-sectarian.
3. The Objects of the Association shall be: To promote the exercise of leaseholders’ and residents’ rights and the maintenance of their amenities and environment. To represent the interests of leaseholders and tenants within the local community and with the local authorities, Right to Manage companies, managing agent(s) and freeholders.
4. In furtherance of its Objects, the Committee may exercise the power to: Invite and receive contributions and raise funds where appropriate, to finance the work of the Association, and open and maintain a bank account to manage such funds. Make payments (including donations) of monies held on behalf of the members for the purposes of the objects of the Association. All such donations shall be made to properly constituted organisations or to appropriate individuals who have provided a service to the Association in furtherance of the Objects. Communicate with the members of the Association via electronic or other means. Take any form of action that is lawful, which is necessary to achieve the Objects of the Association. MEMBERSHIP:
5. Membership will be open to all owners of properties and tenants in good standing at Providence Square, Springalls Wharf and Providence Tower. A property may be represented by both its owner and its tenant.
6. It shall be a condition of membership that all members, at all times, conduct themselves in a courteous, appropriate and reasonable manner in all matters pertaining to the Association. Any member may be suspended from the Association and/or excluded from the Committee or from a meeting for breach of this condition, or for any other conduct contravening the Objects of the Association. Reasons for suspension of exclusion shall include, inter alia, harassment, bullying, intimidation and aggressive behaviour. SUBSCRIPTION:
7. All members shall pay such subscriptions as shall be determined by the Committee. CONDUCT OF BUSINESS:
8. The business of the Association shall be conducted by a Committee which shall consist of a Chairperson, Treasurer, and Secretary (the Officers) and not less than three and not more than nine other Committee Members who shall be elected from the members of the Association. No more than one Officer shall be elected from each household. Jacob’s Island Residents’ Association Constitution 11 November 2020 Page 2 of 4
9. The election of Officers and Committee Members shall be carried out at the Annual General Meeting of the Association. Committee Members shall be proposed and seconded, and elected by a majority of those present (except that only one vote shall be allowed per household). The term of office shall be one year. Retiring Committee Members may offer themselves for re-election.
10. The Committee may temporarily fill any vacancy arising among the Officers of the Association from its other Committee Members until the next Annual General Meeting of members. Up to five additional Committee Members may be co-opted during any year from the members of the Association provided always that the number of members of the Committee (including the Officers) shall not then exceed 12; the term of such co-option to run until the next Annual General Meeting of members.
11. Any Committee Member who fails to attend three consecutive meetings without prior apologies or without good reason shall cease to be a Committee Member.
12. The Committee shall appoint one of their number to maintain a register of members of the Association, to collect subscription payments, and to ensure that members are kept informed of the activities of the Committee.
13. The Committee shall appoint a member of the Association, who need not be a Committee Member, to maintain the JIRA website. COMMITTEE MEETINGS:
14. The Committee shall meet as necessary, but not less than four times per year. The quorum for Committee meetings shall be one Officer and three other Committee Members. Decisions of the Committee shall be taken by voting. The outcome of any vote shall be determined by a simple majority of those present, with the Chairperson having a casting vote in the event of a tie.
15. The Committee may permit any member of the Association to attend a Committee meeting; such attending member may speak at the meeting but not vote.
16. The minutes of all Committee meetings shall be distributed to members. ANNUAL GENERAL MEETING:
17. The Committee shall call an Annual General Meeting of the Association each year not less than six months after the end of the preceding calendar year. Not less than twenty-eight days’ notice of the Annual General Meeting shall be given to all members.
18. At the Annual General Meeting: the Committee shall present an Annual Report of the Association. Any Sub-Committees shall present a report of their activities. The Committee shall present the accounts of the Association for the previous calendar year. The Committee for the ensuing year shall be elected. Any proposals submitted to the Secretary in writing not less than seven days in advance of the meeting shall be discussed. All decisions shall be taken by a simple majority of members present and voting (except that only one vote will be allowed per household). Jacob’s Island Residents’ Association Constitution 11 November 2020 Page 3 of 4 SPECIAL GENERAL MEETING:
19. The Secretary shall call a Special General Meeting at the request of a majority of the Committee, or on receipt of a written petition by not less than 10% of members of the Association that gives reasons for their request. The Secretary shall give not less than seven days’ notice of the holding of a Special General Meeting, which shall take place within 35 days of the receipt of the request or petition. Decisions will be taken on the same basis as at the Annual General Meeting.
20. The quorum for all General Meetings shall be one third of the membership or fifteen members whichever is the less. NOTICE OF GENERAL MEETINGS:
21. Notice of all General Meetings shall be distributed to members and displayed in the main entrance to Providence Square. Such notice shall include the date, time and place of the meeting and an Agenda of matters to be discussed.
22. Minutes of all General Meetings shall be distributed to members. SUB-COMMITTEES:
23. The Committee may appoint such sub-committees as may be required to carry out the activities of the Association. Such sub-committees shall be directly accountable to the Committee. The Committee shall, in advance, agree the terms of reference of any sub-committee, which may then act within those terms.
24. The membership of any sub-committee shall be appointed by the Committee, and shall comprise at least one Committee Member and additionally may include members of the Association who are not Committee Members.
25. Each sub-committee shall report on its activities to each Committee Meeting.
26. The Committee or any General Meeting may dissolve any sub-committee, whereupon the records and any assets of the sub-committee shall pass into the hands of the Committee. DUTIES OF OFFICERS:
27. The CHAIRPERSON (or in his/her absence another Committee Member) shall conduct the meetings of the Association.
28. The TREASURER shall open and maintain a bank account in the name of the Association. The Treasurer shall keep proper accounts of income and expenditure for each calendar year and report on them or deliver them up as required by the Committee or any General Meeting. Such accounts shall be examined annually by a competent person who is not, and is not related to, a Committee Member and who shall be appointed by the Committee.
29. The SECRETARY shall be responsible for the convening of all meetings, the preparation of an agenda for such meetings and the giving of the prescribed notice of General Meetings to members. He/she shall ensure that a proper record is kept of all meetings of the Association, its Committee and subcommittees, in the form of minutes or notes, and shall distribute or display such records as appropriate.
30. Any Committee Member(s) or Officer(s) delegated to represent the Association in consultation with any other body shall act on the instructions of the Jacob’s Island Residents’ Association Constitution 11 November 2020 Page 4 of 4 Association and shall report back to the following Committee or General Meeting, whichever is the sooner. ALTERATIONS TO THE CONSTITUTION:
31. Any proposals to alter the constitution must be submitted to the Secretary not less than twenty-eight days before a General Meeting at which it is to be discussed. Not less that fourteen days’ notice shall be given of such a meeting, together with the wording of the proposed alteration(s). Any alteration shall require the approval of two thirds of those present and voting at the General Meeting. DISSOLUTION:
32. If the Committee no longer exists, any 10% of members of the Association may decide that the Association should be dissolved. They shall give all members at least fourteen days’ notice of the meeting at which the matter shall be discussed. For the sole purpose of dissolution, a quorum need not apply and the Association may be dissolved by a two-thirds majority of those present. The assets, financial and otherwise, remaining when the Association has satisfied its liabilities shall be applied for such purposes of benefit to the Jacob’s Island development or the community as the meeting shall decide.
11 November 2020