Keeping the Committee on track
Members of Committee
The Committee of Management of the Pleasure Grounds (“the Committee”) shall consist of a minimum of 6 and a maximum of 11 elected members.
The Committee shall elect a chairperson (“the chair”) who shall serve for a period of 5 years.
Election of Members
The Members of the Committee shall be elected at an annual general meeting. Members so elected shall serve for a period of 3 years following which they will be eligible to be re-elected provided always that the chair shall not fall to be re-elected during his / her term of office. No members shall serve for a period in excess of 9 years other than the chair who will not be required to demit office until completion of his / her term as chair.
Nominations of Members
Nominations for re-elections and elections shall be made in writing to the Secretaries not more than 28 days and not less than 14 clear days before the date of the AGM at which the election is to take place. Nominees must be Feuars (or a nominated representative of Feuars) and must be nominated and seconded by two Feuars. Only one nominee, one proposer and one seconder permitted for each separately eligible property. Nominees should set out their particular interest in the management of the Pleasure Grounds and of the particular attributes which they can bring to the Committee.
Co-option of Members
The Committee shall have power to (a) co-opt a member to replace any member who demits office during the year and (b) to co-opt an individual who has particular expertise which the Committee considers will be of assistance in the performance of its functions. Such co-opted individuals may serve until the next following annual general meeting.
Committee of Management Meetings
The members of the Committee shall meet together regularly throughout the year to address the management of the Pleasure Grounds and may adjourn and otherwise regulate their meetings as they see fit. Five members shall constitute a quorum at any such properly convened meeting. Questions arising at any meetings shall be determined by a simple majority of votes. Co-opted members will not have a vote. In case of equality of votes the chair shall have a second or casting vote.
Notice of Committee Meetings
Notice of Committee meetings shall be given to all serving members and shall be deemed to be duly given if given to him / her personally or by word of mouth or sent in writing by letter or by electronic communication.
A properly convened meeting at which a quorum is present shall be competent to exercise all or any of the authority, powers and discretions of the Committee.
Resolution in Writing
A resolution in writing signed by all of the members entitled to receive notice of a meeting shall be as effective for all purposes as a resolution of the members passed at a meeting duly convened and held and may consist of several documents which may be on either paper or in electronic format and in similar form, each signed by one or more members.
Convenors and Committees
Each Committee member will be appointed as a convener with specific responsibilities. The Committee may delegate any of its powers to committees consisting of such member or members of the body as they see fit.
Exercise of Responsibilities
All conveners and committees shall in the exercise of the powers delegated to them conform to any mode of proceedings and regulations which may be prescribed by the Committee.
Minutes of Proceedings
The Committee shall cause minutes to be made of the following matters, namely:-
- of all appointments of conveners and of committees made;
- of the names of members present at every meeting of the Committee and all business transacted at such meetings; and
- of all orders, resolutions and proceedings of all meetings of the Committee.
Any such minute purporting to be signed by the chair of the meeting at which the proceedings were held or by the chair of the next succeeding meeting shall be prima facie evidence of the matter stated in such minutes without any further proof.
Defective Appointment of Members not to Invalidate the Acts
All acts done by a meeting of the Committee or by any person acting as a member shall notwithstanding that it be afterwards discovered that there was some defect in the appointment of any person or persons acting as aforesaid or that they or any of them were or was disqualified from holding office or not entitled to vote be as valid as if every such person had been duly appointed, duly qualified and had continued to be a member.
Sub-committees are set up as and when the committee considers it appropriate. Sub-committees currently in existence are Traffic and Gardens. Feuars may be invited by the main committee to join a sub-committee for their particular expertise.