Our officers and Constitution

SAPHRA - Constitution

1. The association shall be known as SAPHRA - the residents’ association for Sopwell Lane, Albert Street, Pageant Road, Hart Road, The Ryder Seed Mews Estate, Saracens Head Yard, Pearce’s Walk and Keyfield Terrace (the ‘Area’).
2. The objective of the association shall be to represent and to promote the interests of all residents living in the Area.
3. Membership of the association shall be open to all residents over the age of 18 living in the Area. Residency is the sole qualification for membership.
4. The association will hold at least three ordinary meetings plus an Annual General Meeting (the ‘AGM’) each year. Meetings will be open to all residents in the Area and all residents shall have voting rights on all issues raised at meetings that they attend.
5. The quorum for any meeting (ordinary meetings, the AGM, or a Special General Meeting) will be a minimum of 6 residents representing at least 4 households.
6. All matters for decision at meetings will be decided by a simple majority of those over 18 present and voting. No member shall have more than one vote.
7. The running of the association will be facilitated by officials elected at the AGM. The key officials will comprise a Chair, a Vice Chair and a Treasurer. In addition, a Minutes Secretary and any other roles as may be decided at the AGM may be elected. Where a casual vacancy arises for an officer, the role will be filled by election at the next ordinary meeting of the association.
8. The AGM of the Association shall be held once a year (within 13 months of the last AGM). Written notice of the meeting must be sent at least fourteen days in advance to every household in the Area.
9. At the AGM the minutes of the previous AGM will be presented for approval, accounts for the year will be presented for approval, the existing officers will stand down and the officers for the next year will be elected.
10. Minutes or notes will be kept of all meetings of the association. The minutes or notes will be made available for viewing on the association’s website.
11. All members of the association will be expected to treat each other with respect and act in a courteous manner. The Chair may ask members to leave if their behaviour is disruptive or offensive.
12. All money raised by or on behalf of the association shall be applied to cover the running costs of the association and the achievement of the objective of the association and for no other purpose.
13. The association may decide from time to time by resolution of an ordinary meeting to seek a subscription from residents. The payment of a subscription will be voluntary and will not be a condition of membership of the association.
14. The Treasurer shall keep proper account of the finances of the association and shall open a bank account in the name of the association and keep copies of all relevant invoices and receipts to support expenditure and income.
15. Cheques will be signed, or transfers will be authorized, by the Treasurer or by the Chair or by the Vice Chair (the key officials). All the key officials will have online access to the bank account should they wish it.
16. A Special General Meeting (an ‘SGM’) may be called at any time for the purpose considering any matter which needs the immediate attention of all members.  An SGM shall be called either at the written request of at least 6 members of the association representing a minimum of 4 households, or if an ordinary meeting decides by a simple majority that it is necessary or advisable. At least 21 days’ notice of any SGM will be given to residents, stating the reason(s) for holding the SGM. All matters for decision will be decided by a simple majority of those present and voting.
17. If an ordinary meeting decides at any time by a simple majority that it is necessary or advisable to dissolve the association, the officers shall call an SGM of all members stating the terms of the dissolution resolution to be proposed at the meeting.
18. A resolution to dissolve the association shall only be agreed by a majority of those present and voting at an SGM. All outstanding bills will be paid and the balance of any funds held by the association will be given to such charities as the meeting decides.