1 Welcome to the APRA EGM Alexandra House 20 th May Alexandra Park Residents Association 20 May 2011

22 Alexandra Park Residents Association 20 th May Agenda 1.Welcome and introduction by Chair – John Hewer 2.Discussion on Constitution 3.Vote on Changes to Constitution 4.Landscaping – Greenfingers 5.Solitaire Bills –presentation by Ben Guyatt and Matt Hanger 6.A.O.B

3 1Name and Area of Association The Association shall be known as the Alexandra Park Residents Association, Wroughton, Swindon, Wiltshire. No Change

4 2aAims of the Association To promote the interests of the residents of Alexandra Park and The Limes,Wroughton, Swindon, Wiltshire. To promote the interests of the residents of Alexandra Park,Wroughton, Swindon, Wiltshire.

5 2bAims of the Association To promote social activities for the residents of Alexandra Park and The Limes, Wroughton, Swindon, Wiltshire. To promote social activities for the residents of Alexandra Park, Wroughton, Swindon, Wiltshire.

6 3aMembership The Association shall represent more than 50% of the residents of the estate. A membership list will be available with the name and address of all the member residents and those interested in becoming members All residents of Alexandra Park will automatically become members of APRA Residents can if they wish, opt out of Membership by writing to the Secretary.

7 3bMembership Membership shall be limited to residents of the estate No Change

8 4Equal Opportunities Membership shall be open to all residents of Alexandra Park and The Limes, irrespective of their race, colour, ethnic or national origin, sex, appearance, marital status, disability, sexual orientation or religious belief No Change, other than deletion of The Limes

9 5Membership Subscription All members shall pay an annual subscription of £3.00 per household Membership to APRA is automatic for Residents and free of charge, members can if they wish make donations to APRA funds to help with printing/stationary etc

10 6aCommittee The Committee shall be elected to carry out the business of the Association. It will be made up of a Chairperson, Vice Chairperson, Secretary, Treasurer, Social Secretary, Shared Ownership Representative, Neighbourhood Watch Co-ordinator, plus co-opted members as required No Change

11 6bCommittee The Committee members shall meet monthly and carry out the duties given to them by the General Meetings The Committee members shall meet regularly and carry out the duties given to them by the General Meetings

12 6cCommittee The minutes of the Committee meetings shall be available to all members of the Association. No Change Vacancies on the Committee, which arise during the year, shall be filled by elections at General Meetings. No Change

13 7aThe Annual General Meeting There shall be an Annual General Meeting held every September at which the Committee will report on its work and present a statement of accounts. There shall be an Annual General Meeting held every year at which the Committee will report on its work and present a statement of accounts At this point half of the Committee members will resign, but will be eligible to stand for re-election. Delete the above line

14 7bThe Annual General Meeting To enable continuity of the Committee re-elected members can serve for 2 years before being required to resign. Delete the above line The AGM shall elect a new Committee and vote on recommendations and on any amendments to the constitution. No Change

15 7cThe Annual General Meeting Nominations for the Committee should be given to the Secretary not less than 14 days before the AGM. No Change The AGM shall elect a new Committee and vote on recommendations and on any amendments to the constitution. No Change

16 8Other General or Ordinary Meetings There will be a General Meeting open to all members at least twice a year. There will be a General Meeting open to all members as required. A Special General Meeting open to all members will be held if 25% of members or more submit in writing, to the Secretary, a request for such a meeting. The Secretary shall arrange for the meeting to take place within 14 days. No Change

17 9aQuorum No General Meeting or AGM shall be valid if less than 25% of members are present At any General Meeting or Annual General Meeting, issues that require a vote will be circulated by a notice to all members 14 days prior to the meeting. Decisions shall be valid if carried by a simple majority of members that are present at the meeting.

18 9bQuorum No Committee meeting shall be valid if less than one third of the Committee are present. No Change

19 10Voting No Change to this paragraph Voting at Committee and Sub-Committee meetings shall be by a show of hands, unless otherwise resolved. Voting at General Meetings shall if required, be by secret ballot, and proxy or absent voting arrangements will be made. A simple majority of votes shall prevail except where otherwise provided in these rules. Membership of the Association is open to all residents, and each member has an individual vote. In the event of equality of votes, the Chairperson of a meeting shall have a second or casting vote.

20 11Financial Records No Change to this paragraph The Treasurer shall open a bank account in the name of the Association. The account shall have 2 signatories, nominated by the Committee (one to be the Treasurer). The Treasurer shall keep proper financial records and produce annual accounts, which will be presented to the AGM. The Treasurer shall submit the accounts for audit at the end of each financial year.

21 12Changes to the Constitution The Constitution may be altered at an Annual General Meeting or at a Special General Meeting. No Change Any suggested changes must be handed to the Secretary at least 14 days before the AGM or Special Meeting. No Change Changes must be agreed by 75% of the members whether present or not. Changes must be agreed by a simple majority of the members present.

22 13Dissolution No Change to this paragraph The Association may only be dissolved at a Special General Meeting called for that purpose. The meeting must be advertised 14 days before the date of the actual meeting. A proposal to dissolve the Association shall take effect only if agreed by 75% of the members where present or not. Funds and possessions will be disposed of according to the wishes of the meeting or as contained in the rules.

23 Understanding Your Accounts A quick guide to understanding your Solitaire statements Matt Hanger and Ben Guyatt.

24 Understanding Your Accounts We have prepared this short guide from our own findings investigating our own property’s accounts. We are happy to share our findings with you all but we cannot be held responsible for any errors and unfortunately we cannot look at the accounts for every property on the development You should be aware Solitaire have not treated every property in the same way and we have based this only on our own properties We hope you find this useful

25 Understanding the Accounts we have received Solitaire began managing the development on 1st May 2008 and variable charges apply from this date Fixed charges apply from the day you completed 2008/9 accounts have been prepared and not distributed – these can be obtained from the committee if required Schedule 1 % - is the portion of the actual cost in the accounts each of the original 183 houses is liable to pay Schedule 1 Actual cost – is your share of the actual annual costs from the audited accounts. Insurance – I don't know why this is a separate value and different for each household but it is such a small an amount I’m not really bothered. Total – Schedule 1 actual cost plus insurance. This is your total variable charge liability for the year. Service charge levied – the amount Solitaire believe they have invoiced you already. Don’t be alarmed if have actually paid invoices for a larger amount as these were subsequently cancelled. This figure is believed to a prorated liability based estimated expenditure for the remainder of the year in which you moved in but as Solitaire management of the development did not begin until May 2008 this amount was carried forward. Adjustment Invoice / (credit) – The amount you are now being invoiced for the period ended 31st March 2009.

26 Understanding the Accounts we have received

27 Understanding the Accounts we have received st April 2010 to 31 March These accounts are not available yet but in arriving at your current statement Solitaire have invoiced each house 2 x £ totalling £ Due to lack of landscaping which took place between April and June 2010 the actual costs will be lower. We need to push to ensure they take a lower service charge as well as just passing on the savings on landscaping The 2011 accounts will hopefully be available in the near future

28 How to Check Your Account The Excel file can be provided to residents to check their bills if required Don’t worry about what you have been invoiced – Solitaire hideously complicated things by issuing and then cancelling invoices without telling us or even issuing credit notes. All you need to worry is the amounts paid to Solitaire (Not EMUK)

29 How to Check Your Account

30 Appendix - Only for those who are particularly curious! Solitaire Statement dated Oct 08

31 Appendix – Only for those who are particularly curious! Solitaire Statement dated Jan 10

32 Alexandra Park Residents Association 20 th May 2011 Thank you for attending the meeting We hope to have the website back up working soon!