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LGRC CONSTITUTION
  1. NAME

    2. The association is called "LOTUS GROVE RESIDENTS CLUB" and shall be administered at No. 85, "Lotus Grove", Hill Street, Dehiwela.

  2. OBJECTIVES

The Primary Objectives are:

2.1 To promote fellowship amongst the members by encouraging members of the club to take part in various social activities and sports events and organising such events and activities.

2.2 To ensure the quality of the common services and sports facilities provided by the

Developer of the Lotus Grove meet the standards expected by the residents.

    1. To make representations to the management of the Ceylinco Homes International or any other regulatory authorities on issues which are of common interest to the members of the club.

    2. To ensure that all residents of Lotus Grove adhere to the standards stipulated by the developer with regard to the maintenance and up keep of the common facilities.

2.5 To make "Lotus Grove" a better place to live in peace and harmony by caring for each other and sharing joys and sorrows of fellow residents.
  1. MEMBERSHIP

    1. All house owners and residents of Lotus Grove.

    2. Every application for membership shall be in writing together with the first year’s

      3. Fee.

    3. Every application shall be tabled at a meeting of the executive committee elected in

pursuance of Rule 5 here of which is hereby empowered or refuse to admit any resident or any family as a member. The decision of the executive committee shall be conclusive and binding upon all parties.
  1. MEMBERS CONTRIBUTION

4.1 Every member shall in respect of each calendar year contribute Rs 1,000/- per household or an amount to be decided at the annual general meeting of the members from time to time. Membership fee is due on the 1st of January each year.

    1. Membership is granted to the family and any member of a family can represent the family at the regular meetings of the members. However, only one member of a family is eligible for voting at the AGM or SGM.

 

  1. MANAGEMENT

5.1 The affairs and business of the club shall be controlled and administered by a committee of management consisting of following posts, hereinafter called the "Executive Committee".

President

Secretary

Treasurer

Three Committee Members

    1. In addition to the above executive committee members, members may elect another too members who are below 18 years to represent interest of the members who are below 18 years.

    2. All the above members should be elected by the members at the annual general meeting and will hold office until the next annual general meeting.

    3. Elected member should retire at the next annual general meeting of the club following his/her election but eligible for re-election.

    1. Any casual vacancy amongst the elected members of the Executive Committee shall be filled by the committee no sooner such a vacancy arises within a reasonable period nominating another member to fill such a vacancy and the person nominated shall hold office only until the next annual general meeting.

    2. Members need to appoint a resident, who is a qualified accountant as an auditor in addition to the members elected for the executive committee. Auditor will also be elected by the members at the annual general meeting who will hold office till the next annual general meeting and shall be eligible for re-election.

    3. Members may also elect Joint Presidents or Joint Secretaries as the need arises.

 

  1. POWERS AND DUTIES OF THE EXECUTIVE COMMITTEE

6.1 The committee may incur and pay out of the funds of the club all such expenses as they may think fit in connection with the administration and management of the club.

    1. The decision of the majority of the committee in all matters relating to the interpretation of the rules and in respect of any matter or thing not provided for in the administration of the club shall prevail and shall be binding on the members.

    2. The secretary of the committee shall maintain a register of members and maintain minutes of the proceedings of meetings of the executive committee of the annual general and any other special meetings of the club.

 

 

 

 

  1. BANK ACCOUNTS AND INVESTMENT OF FUNDS

    2. 7.1 The monies of the club with the approval of the executive committee be placed in a Current or Savings accounts with one or more Commercial Banks in Sri Lanka.

    7.2 Executive committee may from time to time place excess funds in a Fixed or Call Deposit accounts for such period as the committee may determine.

    7.3 The president, Treasurer and the Secretary shall be authorised to sign cheques to draw up monies from the bank accounts operated by the club. All such cheques should be signed jointly by two of the above members of the executive committee.

  2. ACCOUNTS AND DUTIES OF THE TREASURER

    3. 8.1 The financial year of the club shall be from 1st April to 31st March of the succeeding year.

    8.2 The treasurer shall collect all the monies received by the club; issue receipts and keeps proper accounts of the finances of the club. He must maintain proper books of accounts for this purpose.

    8.3 The treasurer may with the approval of the executive committee, retain in his possession, a sum of RS 2,500/- cash balance for the purpose of meeting incidental expenses which may arise from time to time. He must submit a statement of account of aforesaid expenditure, to the executive committee for the ratification at its subsequent meeting.

    8.4 The treasurer shall submit to the executive a statement of accounts of the club as on 31st March each year showing the receipts, payments, assets, liabilities and the bank reconciliation statement.

    8.5 A statement of accounts for the financial year ended duly audited by the auditor of the club, together with the auditor’s report to be tabled at the annual general meeting.

  3. EXPENSES

    4. 9.1 Expenses of administration and management and all other necessary out goings and charges in relation to the club shall be debited to the income and expenditure account.

    9.2 All expenses should be made on properly drawn up payment voucher, which should be approved by the treasurer and any other executive committee member.

    9.3 The President, Secretary and the Treasurer of the club have the authority to withdraw money from the bank account of the club.

     

     

  4. CESSATION OF MEMBERSHIP

10.1 his/her subscription is in arrears for more than six months

    1. If the executive committee unanimously resolves that a member shall, in the

Interests of the club, forthwith cease to be a member of the club.

  1. MEETINGS OF THE EXECUTIVE COMMITTEE

11.1 The executive shall meet at least once in three months or as often as business requires.

11.2 The Quorum for the meeting shall be 4.

11.3 President shall have a casting vote on all matters requiring a ballot.

    1. The secretary should communicate the decisions of the executive committee to the members of its meetings.

 

12.0 ANNUAL GENERAL MEETING (AGM)

12.1 AGM of the club shall be held every year within 6 months after the financial year.

12.2 At least 21 days notice should be given to the members.

12.3 Notice for any proposed resolutions by members shall be sent to reach the secretary not later than 14 days before the date of the meeting.

    1. The Agenda of the AGM should include ;

Audited Statement of Accounts and Report

Statement of the President

Resolutions submitted by the executive committee or by members

13.0 SPECIAL GENERAL MEETING (SGM)

13.1 A SGM shall be summoned by the secretary on the direction of the president, executive committee or upon a request made by at least 5 members stating the business to be transacted.

13.2 At least 7 days notice should be given by the secretary and the notice should set out the business to be transacted.

13.3 Only the item or items of business set out in the notice shall be transacted at the meeting.

 

14.0 PROCEDURE AT THE AGM AND SGM

14.1 President of the club shall be the Chairman and his absence; the Secretary, Treasurer or any other member of the executive committee who is above 18 years of age may act as the chairman.

14.2 Every member present in person shall have one vote provided that contributions due by him/her to the club have been paid.

14.3 Every point of order and interpretation of any articles of the rules shall be decided by the person presiding and his decision thereon shall be final and conclusive for the purpose of the meeting.

14.4 The quorum for an AGM or SGM will be twenty members who are eligible to

vote.

15.0 AMENDMENT TO RULES

All or any of these rules may be amended or rescinded and any new rule be adopted in addition to or in substitution for any of the rules or any part thereof the any general meeting of the club by resolution passed by at least 2/3 of the members present at such a meeting and entitled to vote.

16.0 WINDING UP

16.1 Members calling a SGM and passing a Resolution by 3/4th of the members who are eligible to vote can wind up club.

16.2 Surplus monies lying to the credit of the club at the time of winding up shall be distributed equally amongst the active members whose subscription at the time of winding up is not in arrears.

- Contributed by Vipula

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