This constitution is a draft which will be agreed at the next AGM.
Panorama Gardens and Village Complex Committee Constitution
The name of the group shall be Panorama Gardens and Village Complex Committee.
The aims of be Panorama Gardens and Village Complex Committee will be:
To bring together and foster an attitude of co-operation and understanding amongst the owners and tenants from diverse cultures on the complex.
With the aid of a property management company, maintain financial records including the collection of maintenance fees and records of income and expenditure.
With the aid of a property management company, employ qualified tradesmen to carry out maintenance and repairs within and around the complex.
To promote and maintain the high standards of facilities and cleanliness within and around the complex.
To promote understanding of the general rules and regulations that all residents’ owners and tenants should adhere to which are for the benefit of the whole complex. Some of these may be for the general wellbeing of the fellow residents’ owners and tenants and some will be legally enforceable where disputes may occur.
To promote recreational activities, mutual support, and joint aid among our members
Membership is open to anyone who:
Is owner of a property in either of the Panorama Gardens or Panorama Village buildings, is aged over 18 and has fully paid-up maintenance fees at the time of the Annual General Meeting (AGM).
Membership will be by election at the AGM and there must be a minimum of three members or higher in an odd number. At previous AGM’s it was agreed the Panorama Gardens and Village Complex Committee should consist of 5 members and a list of all members will be kept by the membership secretary.
Ceasing to be a member:
Members may resign at any time in writing to the secretary, although in the interests of common decency as much notice as possible should be provided so as replacements can be found.
Any member who has not been an active member throughout the year will be contacted by the committee, who will then decide whether that member is deemed to have resigned.
Any offensive behaviour, including racist, sexist, or inflammatory remarks, will not be tolerated. Anyone behaving in an offensive way or breaking the equal opportunities policy may be asked not to attend further meetings or to resign from the group if an apology is not given or the behaviour is repeated. The individual concerned shall have the right to be heard by the management committee, accompanied by a friend, before a final decision is made.
4. Equal Opportunities
Panorama Complex owners committee will not discriminate on the grounds of sex, race (including colour, ethnic or national origin), sexual orientation, disability, gender reassignment, religious or political belief, pregnancy or maternity, marital status, or age.
5. Officers and committee
The business of the group will be carried out by a Committee elected at the Annual General Meeting. The Committee will meet as necessary and not less than four times a year.
The Committee will consist of 3 or more members, and be composed of 1 President,1 Secretary 1 Treasurer, and if possible, at least 2 general committee members.
The officers’ roles are as follows:
President, who shall chair both general and committee meetings
Secretary, who shall be responsible for the taking of minutes and the distribution of all papers and who shall be responsible for keeping records of members and property owners and tenants.
Treasurer, who shall be responsible for maintaining accounts.
In the event of an officer standing down during the year a replacement will be elected by the next General Meeting of members.
Any committee member not attending a meeting without apology for three months will be contacted by the committee and asked if they wish to resign.
The AGM will be open to any member of Panorama Complex owners wishing to attend, who may speak but will only be allowed to vote if their fees are fully paid up. Deputies of owners are allowed to attend the AGM but must have a completed proxy form.
The Committee meetings will be open to any member of Panorama Complex owners wishing to attend, who may speak but not vote. Deputies of owners are allowed to attend the committee meetings if they have a proxy form from the owner.
6.1. Annual General Meetings
An Annual General Meeting (AGM) will be held within fourteen months of the previous AGM.
All members will be notified in writing at least 3 weeks before the date of the meeting, giving the venue, date, and time.
Nominations for the committee may be made to the Secretary before the meeting, or at the meeting.
The quorum for the AGM will be 50% plus one of the memberships.
At the AGM: –
The Committee will present a report of the work of be Panorama Gardens and Village Complex Committee. over the year.
The Committee will present the accounts of be Panorama Gardens and Village Complex Committee. for the previous year.
The officers and Committee for the next year will be elected.
Any proposals given to the Secretary at least 7 days in advance of the meeting will be discussed.
6.2 Special General Meetings
The Secretary will call a Special General Meeting at the request of most of the committee or at least Eight other members giving a written request to the Chair or Secretary stating the reason for their request.
The meeting will take place within twenty-one days of the request.
All members will be given two weeks’ notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email, or post.
The quorum for the Special General Meeting will be 50% plus one of the memberships.
6.3 Committee Meetings
Committee meetings may be called by the President or Secretary. Committee members must receive notice of meetings at least 7 days before the meeting. The quorum for Committee meetings is three Committee members. Meetings may be conducted on-line.
7. Rules of Procedure for meetings
All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.
If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the president of the meeting shall have an additional casting vote.
An account will be maintained on behalf of the Association at a bank agreed by the committee. Two cheque signatories will be nominated by the Committee (one to be the Treasurer). The signatories must not be related nor members of the same household.
All payments will be signed by two of the signatories.
For cheque payments, the signatories will sign the cheque.
For other payments (such as BACS payments, cash withdrawals, debit card payments or cash payments), will be recorded in the financial accounts.
Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting.
All money raised by or on behalf of be Panorama Gardens and Village Complex Committee. is only to be used to further the aims of the group, as specified in item 2 of this constitution.
9. Amendments to the Constitution
Amendments to the constitution may only be made at the Annual General Meeting or a Special General Meeting.
Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of the meeting.
Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.
If a meeting, by simple majority, decides that it is necessary to close the committee it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the committee.
It should be noted however that under Cyprus Law each complex is obliged to have an operating committee.
If it is agreed to dissolve the committee, all remaining money and other assets, once outstanding debts have been paid, will be distributed accordingly to the owners and tenants. The organisation will be agreed at the meeting which agrees the dissolution.
This constitution was agreed at the meeting of the Panorama Gardens and Village Complex Committee. on: Date ………/…………/…………….
Name and position in group ………………………………………….
Name and position in group ………………………………………….
The constitution was ratified at the Annual General Meeting of the Panorama Gardens and Village Complex Committee. on: Date ………/…………/…………….