Constitution

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The constitution for the Association can be seen below, it is also available in Microsoft Word format using the icon on the left.

HIGHFIELD PARK RESIDENTS’ ASSOCIATION

CONSTITUTION (AUGUST 2004)

1. Name

  • The Association shall be known as “Highfield Park Residents’ Association” (“the Association”)

2. Address and contact information:

  • The registered address of the Association shall be care of the current Membership Secretary as posted on the website.  Correspondence should be clearly marked for the attention of the Association. The registered contacts are the registered address, the Website (“the Website”) www.highfieldpark.org and the Email Address info@highfieldpark.org (“the Email Address”) .

3. Status

  • The Association shall be run as a not-for-profit organisation.

4. Objectives and Powers

  • a) The Association shall exist:
    • I. To safeguard the interests of residents in the immediate vicinity of Highfield Park, St. Albans, Hertfordshire;
    • II. To bring together those residents as a community; and
    • III. To pursue any matter of communal interest.
  • b) The Association may, in furtherance of such objectives but not otherwise:
    • I. Bring together in conference representatives of voluntary organisations, government departments statutory authorities and individuals
    • II. Arrange and provide for, or join in arranging and providing for, the holding of meetings and social events
    • III. Collect and disseminate information on all matters affecting the objectives of the Association, and exchange information with other bodies having similar objectives
    • IV. Procure to be written, print, publish, issue and circulate such information, papers, leaflets or other documents (in electronic format  or hard copy) as shall further these objectives
    • V. Exchange, hire, purchase, lease or otherwise acquire any property rights or privileges necessary for the promotion of these objectives
    • VI. Subject to consents as may be required by law, accept gifts, borrow or raise money in furtherance of these objectives on such terms as  shall be thought fit
    • VII. Raise funds, invite and receive contributions from any person or persons whatsoever by way of subscription, donation and otherwise, provided that the Association shall not undertake any permanent trading activities in raising funds for its objectives
    • VIII. Invest the money of the Association not immediately required for such objectives in or on such investments securities or property as  may be thought fit, subject nevertheless to such conditions (if any) as may for the time being be imposed or required by law.
    • IX. Do all such other lawful things as are necessary for the attainment of such objectives.

5. Membership

  • a) Each household in the immediate vicinity of Highfield Park (as depicted on the Website) shall be eligible to become a Member (“Member”) of the Association.
  • b) Members who pay the annual subscription charge referred to in paragraph 9(a) (“the Subscription”) shall be Voting Members (“ Voting Members”).  Voting Members shall be entitled to vote on matters taken up by the Association with one vote per household.
  • c) Members who do not pay the Subscription shall be Non Voting Members (“Non Voting Members”) and, by default, shall be governed  in such matters by the decisions of the Committee (as defined in paragraph 6) and Voting Members.

6. Committee

  • a) The policy and general management of the affairs of the Association shall be managed by a Committee (“the Committee ”) consisting of the following Officers (“Officers”):
    • I. Chairperson
    • II. Secretary
    • III. Treasurer

    and the following members (“Committee members”):

    • IV. Liaison with Press
    • V. Liaison with Highfield Park Trust
    • VI. Liaison with St Albans District and Hertfordshire County Councils and local MP
    • VII. Liaison with St. Albans Youth Football Club
    • VIII. Newsletter Editor
    • IX. Website Manager
    • X. Such other roles as may be deemed necessary by the Committee or by the Association
    • XI. Such other Committee members without a specific portfolio as may be elected by the Association
  • b) All Officers and Committee members must be Voting Members.
  • c) The Officers and Committee members shall be elected at the Annual General Meeting of the Association (“AGM”) and, subject to termination of office by resignation or otherwise, shall remain in office until the next AGM.
  • d) The Committee shall have the power to fill any vacancy arising and to co-opt Officers and Committee members as deemed necessary.
  • e) Retiring Officers and Committee members shall be eligible for re-election subject to the condition that they may not serve for more than  three consecutive years except by special resolution of an AGM or an Extraordinary General Meeting (“EGM”).
  • f) The Committee shall meet not less than four times per annum.  The quorum for Committee meetings shall be five and shall include at  least one Officer.
  • g) The Committee may form appropriate sub-committees to fulfill specific tasks.
  • h) The Committee shall work on a voluntary basis.
  • i) The proceedings of the Committee shall not be invalidated by any failure to elect, or any defect in the election, appointment or qualification of, any Officer or Committee member
  • j) The Committee may elect as appropriate a person to chair Committee meetings in the absence of the Chairperson.

7. Communication

  • Communication with Members shall, as far as possible, be via electronic media. Newsletters and information shall be posted to the Website on a regular basis. Members without access to email or the internet will be sent paper copies of communications and appropriate notices will be posted on the notice boards around Highfield Park.

8. Confidentiality

  • The Committee shall keep Members’ details confidential.  Communication by email with Members shall not reveal individual Members’ email addresses.  The Association shall comply with the requirements of the Data Protection legislation.

9. Finance

  • a) The Association shall charge Members the Subscription annually in advance for the following purposes:
    • I. To defray the proper and reasonable costs of running the Association
    • II. To fund any activities that are in accordance with the objectives of the Association
    • III. To pay the premiums on any insurance policies effected by the Association.
    • IV. To maintain adequate and appropriate reserves of funds.
  • b) The amount of the Subscription shall be agreed at the AGM.
  • c) The Subscription shall be collected from the Members by the Committee and deposited by the Treasurer in a high street bank account held in the name of the Association (“the Account”).
  • d) The Account shall be operated in such appropriate manner as may be determined by the Committee. There shall be at least four authorised signatories (being all the Officers and at least one Committee member) for the Account. In all circumstances two authorised signatories shall be required for withdrawals from the Account.
  • e) The Committee shall receive reimbursement for out-of-pocket expenses only, for which satisfactory evidence of expenditure must be produced.
  • f) The financial year of the Association shall be 1st July to 30th June. A statement of the accounts for the last financial year shall be submitted by the Committee at the AGM.

10. Insurance

  • The Association shall take out such insurance policies as the Committee shall from time to time determine to provide adequate insurance cover in respect of the activities and responsibilities of the Association.

11. Annual General Meeting

  • a) The AGM shall be held not later than 31st October in each year, at such a time and in such a place as the Committee shall determine.
  • b) Notice of the AGM shall be posted to the Website not less than twenty one (21) days before the meeting, together with the minutes of the previous AGM. Notice of the AGM (but not the minutes, which shall be available on request) shall also be posted on the notice boards around Highfield Park.
  • c) Members wishing to submit items for the AGM agenda shall do so via the Email Address or to the Secretary in writing not less than fourteen  days before the AGM.
  • d) The AGM agenda (including any nominations for the Officers or other Committee members), together with a copy of the latest accounts of the Association, shall be posted to the Website and on the notice boards around Highfield Park not less than seven days before the AGM.
  • e) Voting members unable to attend the AGM shall be permitted to cast their votes via the Website/Email Address or to the Secretary in writing at least 24 hours before the AGM.
  • f) A quorum for the AGM shall be twenty five (25) Voting Members.  This number shall include Voting Members voting in absentia pursuant to paragraph 11(e) above.
  • g) The business at the AGM shall include the presentation and consideration of a report by the Committee on the Association’s activities, the election of Committee members and Officers, the presentation of last year’s accounts, the presentation of the current year’s statement of income and expenditure and such other matters as may from time to time be necessary or appropriate.
  • h) Non Voting Members may attend the AGM but may not vote or participate.

12. Nominations for the Committee

  • a) Nominations for all Committee members shall be submitted to the Secretary not less than 14 days before the AGM. Nominations shall be signed by a proposer and a seconder and by the nominee signifying his/her willingness to stand.  All proposers, seconders and nominees shall be Voting Members of the Association.
  • b) If only one nomination is received for any particular office, that nominee shall be deemed to be elected.
  • c) If no nominations are received for a particular office prior to the AGM, nominations will be accepted from the floor at the AGM, provided the nominee is a Voting Member and accepts the nomination and has a proposer and a seconder (who shall both be Voting Members).
  • d) If the number of nominations equals or is less than the number of vacancies, those nominees shall be deemed to be elected.

13. Voting

  • a) Each household that has paid its Subscription shall be entitled to one vote, to ensure that equal financial contributions receive equal  voting rights.
  • b) The Chairperson shall not be entitled to vote except to provide a casting vote
  • c) Save as otherwise provided all questions arising at any meeting shall be decided by a simple majority vote.  Abstentions from voting shall not be counted in favour or against any proposal.

14. Extraordinary General Meetings

  • a) An EGM of the Association may be called by the Chairperson or by written application to the Secretary or by application via the  Website/Email Address by not less than fifteen Voting Members.
  • b) Notice of an EGM shall be posted to the Website and on the notice boards around Highfield Park at least twenty one (21) days before the EGM.
  • c) The business of the EGM shall be limited to the items on the posted agenda and no other business shall be conducted.
  • d) A quorum for the EGM shall be fifteen Voting Members.

15. Changes to the Constitution

  • a) Changes to the Constitution may only be made at an AGM or an EGM and shall be adopted only by a two-thirds majority of the total number of votes cast.
  • b) Voting Members unable to attend such a meeting may make their views known to the Secretary in writing or via the Email Address. Such statements shall be taken as votes, in the event of a vote being taken.
  • c) Proposed changes to the Constitution shall be posted to the Website and on the notice boards around Highfield Park at least twenty one (21)  days before the meeting.
  • d) The results of the votes on changes to the Constitution shall be posted to the Website within fourteen days after the meeting. The results  shall not be posted on the notice boards around Highfield Park but will be available on request.

16. Dissolution of the Association

  • a) If the Committee by a simple majority vote decides at any time that, on the ground of expense, or otherwise, it is necessary or advisable to dissolve the Association, it shall call an EGM of all Voting Members on not less than twenty one (21) days’ notice.
  • b) A decision on dissolution shall be confirmed by two thirds majority of Voting Members in attendance at the meeting.
  • c) In the event of the Association being dissolved, any surplus funds held in the Account shall be distributed as directed by a simple majority  vote of Voting Members at the EGM.

17. Adoption

  • This Constitution was formally adopted by the Association on 13th August, 2004.