Amended at EGM on 29th March 2023 – Amendment No 6
The name of the Association shall be The Northern Ireland Housing Executive Retirement Association (hereafter referred to as The Association).
2.1 The Association has been established for the benefit of former Employees of The Northern Ireland Housing Executive (NIHE) who have;
2.1.1 Taken retirement
2.1.2 Retired on Medical Grounds
2.2 The principal objectives of the Association shall be to promote the interests of all retired personnel socially, culturally, and economically. To provide opportunities for retired personnel to serve the Association in accordance with their ability and inclination.
The affairs of the Association shall be under the control and direction of the Association Committee (hereafter referred to as The Committee) and shall be conducted in accordance with the Association Rules and Constitution which have been approved by the Members of the Association at an Annual General Meeting (AGM) or an Extraordinary General Meeting (EGM) of the Association.
4.1 Ordinary Member. At the discretion of the Committee all retired employees who subscribe to the funds of the Association the amount of the Annual Subscription, as decided by the Committee under Rule 12 (b), shall be eligible for admission to Ordinary Membership of the Association until the end of the year for which the subscription has been paid, and shall retain Ordinary Membership from year to year thereafter on payment of the Annual Subscription. Currently the NIHE subscribes for the first year for all Retired Employees.
4.2 Life Membership. At the discretion of the Association at the AGM or EGM and on the recommendation of the Committee, Ordinary Members who have rendered special service to the Association may be considered for Life Membership. Such members may be elected for life or for such shorter period as the AGM may decide, and shall be entitled to all privileges of an Ordinary Member as appropriate. No Annual Subscription is required for Life Membership and full voting rights are applicable.
4.3 Associate Membership. At the discretion of the Committee, Associate Membership will be considered from partners or siblings of deceased Ordinary or Life Members who wish to remain with the Retirement Association. Associate Members will not be eligible to vote at any meetings and will not be required to pay an annual Subscription.
5.1 A member shall cease to belong to the Association if the Annual Subscription is not paid within twelve months from the date on which it became due.
5.2 Any member who fails to observe any of the Association Rules, or whose conduct is, in the opinion of the Committee, derogatory to the character or prejudicial to the interests of the Association may have their membership terminated by a resolution, duly approved by a majority of not less than three fourths of the Committee present and voting at a meeting of the Committee of which the member concerned shall have been given notice with opportunity to attend and address.
6.1 The Committee of the Association shall consist of, The President, Chairman, Vice Chairman, Honorary Secretary, Honorary Treasurer, the Golf Convenor, the Walks Coordinator and five Ordinary or Life Members.
6.2 The President is elected for life at the AGM or an EGM.
6.3 The other members of the Committee shall be elected at the AGM in each year and shall retire annually but may be eligible for re-election provided that the term of office for any Committee Member shall not normally exceed three years, However if there are no other nominations for any of these posts they may be elected for a further term or terms.
6.4 Nominations for election to any Committee Post under Rule (c) may be made by Life Members and Ordinary Members and shall be submitted in writing not later than 1 month before the AGM to the Honorary Secretary.
6.5 The Honorary Secretary shall ensure that a list of all valid nominations for election to any Committee Post, showing the names of the proposers and seconders, shall be available to members at the AGM.
6.6 In the event of a tied vote for election of any candidates, the presiding officer will have the casting vote.
6.7 A person shall cease to be a Committee Member;
6.7.1 If they resign.
6.7.2 If they cease to be a member of the Association.
6.7.3 If they are removed from Office. Such removal from Office shall be by a special resolution passed by a simple majority of the members attending an AGM or EGM of the Association of which notice has been duly given in accordance with these Rules, provided that a complaint in writing of conduct detrimental to the best interests of the Association has been sent to that Committee Member by order of the Committee not less than one calendar month before such meeting. If, on due notice having been served upon that Committee member, that member fails without due cause to attend, the meeting may proceed without them.
6.7.4 If they are absent from four consecutive meetings of the Committee, without a valid reason acceptable to the Committee.
6.8 In the event that any Committee Post (except President) becomes vacant for any reason, the Committee may proceed, at its discretion, to appoint by co-option an Ordinary or Life Member of the Association to act in that Committee Post until the following AGM.
7.1 Regular meetings of the Committee shall be held at agreed intervals (Bimonthly if possible).
7.2 General Meetings of the Association shall be held at the discretion of the Committee.
7.3 An AGM shall be held not later than four months after the end of the previous financial year.
8.1 At the request of the Chairman or any three members of the Committee an EGM will be held stating the business to be transacted.
8.2 The Chairman shall convene a meeting within 28 days of receiving a requisition signed by those outlined in (a) above or by at least six Association Members stating the reason for such meeting.
8.3 No business shall be transacted at an EGM other than that stated in the notice convening the meeting.
9.1 The business shall be;
9.1.1 To receive the Committees report.
9.1.2 To receive the duly audited Financial Statement.
9.1.3 To elect Committee Members.
9.1.4 To appoint approved Auditors for the ensuing year.
9.1.5 To transact such business as is included on the Agenda for the meeting.
9.2 Members shall receive seven clear days’ notice of the meeting together with an Agenda.
9.3 A member, other than those specified in Rule 4 wishing to bring any business before the said meeting must submit a copy of any proposed Resolution to the Honorary Secretary not later than two months before the AGM.
9.4 The Quorum the AGM shall be 15 members.
All matters arising at any meeting shall be recorded by the Honorary Secretary.
Associated Members shall not be eligible to vote.
11.1 The Committee shall have the power to appoint sub-committees to which they may delegate such powers as may be prescribed in terms of reference approved by the Committee. Any decisions taken by any sub-committee shall not be effective until it has been referred back to a meeting of the Committee in order to ratify that decision.
11.2 The Chairman of any sub-committee shall be a member of the Association.
12.1 The Annual Subscription shall be fixed each year by the Committee at its last meeting prior to the AGM. The Annual Subscription will be put to the AGM for approval. The Financial Year of the Association starts on the 1st January and ends on the 31st December each year. Subscriptions are due from the 1st January. Members who do not pay by the end of the Financial Year may be removed from membership.
12.2 The Committee shall not, unless having received prior approval of the Ordinary Members, incur expenses in excess of funds held by the Association.
12.3 The Association shall be responsible for all debts incurred by the Committee.
12.4 The Association shall have the power to receive money or funds by way of legacies, donations, subscriptions, grant aid or any other lawful method and to accept or receive gifts of property of any description either absolutely or conditionally and to apply same, or income thereof, in pursuance of the objectives of Association.
12.5 The Association shall pay the expenses of representative members partaking in NIHE Retirement Association Business.
12.6 Sub-sections of the Association with financial accounts shall prepare and submit a properly audited annual statement of income and expenditure to the Honorary Treasurer for inclusion in the Accounts.
The Association shall indemnify the Committee and members of the Association from and against any liability, costs, expenses and payments whatsoever which may be properly incurred or made by them in their role or function as a member of the Committee or Association, or in relation to any legal proceedings or claims arising out of or in connection with the objectives, purposes and activities of the Association.
The indemnity will be payable from the funds of the Association and the maximum payable shall be limited to the value of those funds.
The Association may be dissolved at an EGM duly called for that purpose, provided that:
14.1 Should the affairs of the Association be carried out in a manner which, in the opinion of a majority of its members, is or could be, prejudicial to the interests of the Association, then the Association may be dissolved by resolution of the members by not less than a Two Thirds Majority of Members present and voting at the EGM.
14.2 Notice of such proposed dissolution will have been given to the Secretary of the Association at least two months beforehand and at least twenty eight clear days notice will have been given to the Members of the Association.
14.3 If any property or funds remain after the dissolution and satisfaction of all debts and liabilities, such property or funds will not be distributed among the Members of the Association, but will be transferred to nominated charities as agreed at the EGM.
15.1 Alterations to the Association Rules shall only be made at an AGM or EGM of the Association at which a two thirds majority will be required and the necessary Notices been given in writing of same in accordance with procedures referred to in Rules 8 & 9.
