Seabrook Orchards Residents Group

Constitution

SEABROOK ORCHARDS RESIDENTS GROUP CONSTITUTION

  1. NAME
    • The group shall be known as the Seabrook Orchards Residents Group (SORG)
    • The group will cover the area of Seabrook Orchards as designated in the Exeter Newcourt Master Plan (present and future)
  2. AIMS & OBJECTIVES
    • The aims and objectives of the group shall be to represent and to promote the interests of all residents living in our area.
    • In furtherance of these aims, the group shall
      • Communicate local information, gather and consider residents’ ideas, concerns and opinions;
      • As appropriate, design, manage and promote activities;
      • Consult and liaise with the Newcourt Community Association, local authority and other agencies to achieve our aims
    • The group shall operate without distinction of gender, sexual orientation, race, political, religious or other opinions
  3. MEMBERSHIP
    • All individuals who are resident in Seabrook Orchards and over the age of 16 have automatic membership of the Group.
    • All members may vote on all issues raised at general meetings that they attend.
    • It shall be a condition of membership that members at all times treat each other with respect and act in a courteous manner at Group meetings and events. The Chair may ask members to leave if their behaviour is disruptive or offensive.
  4. ANNUAL GENERAL MEETING
    • An Annual General Meeting (AGM) of the Group shall be held once a year (within 15 months of the last AGM). Written notice of the meeting shall be sent at least fourteen days in advance to every household in Seabrook Orchards.    This may be done by notice in “Newcourt News” or otherwise by individual notices posted to each residence.
    • The quorum for the AGM shall be 8. 
    • At the meeting:
      • The minutes of the previous AGM will be presented and approved.
      • The existing committee will present a report of the Group’s activities in the past year, together with independently examined financial accounts for the year
      • The committee for the next year will be elected
      • Any proposals to amend the constitution will be considered (see para 7 below)
    • All matters for decision will be decided by a simple majority of members present & voting.
  5. COMMITTEE
    • SORG business will be run by a Committee elected at the Annual General Meeting.The quorum for committee meetings shall be 4.Where a casual vacancy (or vacancies) arises on the committee, the committee may co-opt replacements to act until the next AGM.The committee may choose to designate some of its meetings as General Meetings, open to all members – in which case seven days’ notice will be given to all membersThe committee shall provide an update on their work to all members at least twice a year.   This shall take the form of an email Newsletter or otherwise as appropriate.
    • The committee will also provide occasional updates on their work to all Seabrook residents, either via “Newcourt News” or otherwise as appropriate.
  6. FINANCE
    • Any money raised by or on behalf of the Group shall be applied to cover the running costs of the Group and the achievement of the objectives of the Group and for no other purpose.Any annual subscription or membership fee must be approved by the AGM.
    • If money is raised or expended, a Treasurer shall keep proper account of the finances of the Group and keep copies of all relevant invoices and receipts to support expenditure and income.     The Treasurer may open a bank/building society account in the name of the Group.
  7. AMENDMENTS TO THE CONSTITUTION
    • Any proposals to amend the constitution must be presented to the secretary in writing at least 21 days prior to the General Meeting at which they are to be considered.
    • Proposals to amend the constitution must be circulated to all members of the Group with the notice of the meeting.

Adopted at the Inaugural SORG General Meeting, 9 Sept 2021