Tenants & Residents Association Constitution

1. NAME

The association shall be known as
Columbia Tenants & Residents Assoc

The area covered is to include Newling/Virginia/Dorset estates

2. OBJECTS

The objects of the Association shall be:
• to promote tenants’ rights and seek to improve the housing and other services;

• to encourage a sense of community by promoting a multiracial
society and opposing racism, sexism and other forms of discrimination;

• to represent the interests of tenants in consultation with the local authority and other bodies;

• to provide regular information to all members;

• to be non party political organization.

3. AFFILIATIONS

The association shall have the power to affiliate to any body whose Objects may benefit the membership

4. MEMBERSHIP

Membership is open to all tenants and residents living in the area. Councilors of the landlord may not be eligible for membership. It is the condition of the membership that members at all times conduct themselves in a reasonable manner at meetings or in premises used by the Association. A member may be suspended for breach of this condition or for any other conduct not in line with the aims of the Association. Any Member so suspended has the right to appeal to the following General Meeting before expulsion takes place. Racist or sexist behaviour will not be tolerated and will be grounds for suspension.

5. SUBSCRIPTIONS

The Annual General Meeting shall have the power to decide what subscriptions (if any) shall be paid by members.

6. THE COMMITTEE

The business of the Association shall be conducted by a committee, Elected at the Annual General meeting which shall consist of a Chairperson, Secretary, and Treasurer plus block representatives.

The Association shall try to ensure that each block has a representative and that, as far as possible, the composition of the Committee shall represent the multi-racial character of the estate. Not more than one Committee member shall come from the same household.
At least half of the committee shall be secure tenants
No officer can hold office for more than three consecutive years unless this is express wish of the AGM.

Any member or officer delegated to represent the Association in consultation with any body shall act on the instructions of the Association and shall report back to the following committee or General Meeting, whichever is the sooner.

The election or removal of officers or committee members may only be carried out by a General Meeting of the Association. The committee may temporarily fill any vacancy arising among the officers of the Association from its other members until the next General meeting.

7. MEETINGS

COMMITTEE MEETINGS
The Committee shall meet as necessary and not less that five times a year.Committee meetings shall be open to any member of the Association wishing to attend who may speak but not vote.
The Committee may temporarily fill any vacancy arising among the officers of the Association from of other members until the next General meeting

GENERAL MEETINGS
Each year the Association shall hold at least three General Meetings (inc AGM) which shall be open to general membership. All decisions shall be taken by a simple majority of members present and voting. The decision of general meetings shall be binding on the Committee. A representative of the landlord
shall be invited to attend.

ANNUAL GENERAL MEETING
The Association shall hold an Annual General Meeting (AGM) once in each Calendar year, and not more that 15 months shall pass between the date of one AGM and the next.

The AGM shall:

• Receive an annual report from the Committee
• Present audited accounts to members
• Appoint an independent auditor
• Elect the Committee
• Consider any resolutions put forward by members
• Vote on any amendments to the constitution

SPECIAL GENERAL MEETING
A Special General Meeting may be called by the Committee and must be called by the Committee if requested by at least 10 members at least 28 days before the date on which those members request the meeting to be held.


8. QUORUM

The quorum for a Committee Meeting shall be one third of the elected Members or 4 members whichever is the greater.
The quorum for General Meetings shall be 10 members or 5% of the Membership whichever is the greater.

9. NOTICE

COMMITTEE MEETINGS – All members shall be given not less that seven days notice displayed locally.

GENERAL MEETINGS – All members shall be given not less that 14 days written notice

ANNUAL GENERAL MEETING – All members shall be given not less than 21 days written notice and this must include an agenda, details of nominations to the Committee and any resolutions which include any proposed changes to the constitution

SPECIAL GENERAL MEETING – All members must be given 21 days written notice

10. VOTING

Each member shall have one vote on any resolution put before an AGM, General Meeting, or Special General Meeting. All votes shall be counted and entered in the minutes. If there is a tie the Chair will have an extra casting vote

11. MINUTES

All the above meetings must be minuted and the minutes formally approved by the next relevant meeting. All minutes shall be available for inspection by Members of the Association.

12 FINANCE

The Association shall keep proper accounts of all income and expenditure. A bank account shall be opened in the name of association by the Treasurer All cheques shall be signed by the Treasurer and one other (from 2 other signatories). The signatories should be from different households and not related to one another. The accounts of the Association shall be available for inspection by any Member of the organization who requires seeing them, or the representative Landlord, within 28 days. The request for information must be made in writing to the Treasurer.

13. CONSTITUTION

Any proposal to alter this constitution must be submitted to the Secretary of the Association not less that 28days before the AGM at which to be discussed to be valid, such a proposal must be supported by the signature of at least 10 Members. Any such alteration must be approved by 2/3rd of those present and voting. Every member of the organization shall be given a copy of the constitution when they join. Members shall be given copies of any changes to the Constitution.

14. DISSOLUTION

If the Committee decides (or if a Committee no longer exists then if any 10 members decide) that the Association should be dissolved, they shall give at least 21 days notice to all those eligible for membership, of a meeting at which the matter shall be discussed.
For the sole purpose of dissolution a quorum need not apply, and the Association may be dissolved by a 2/3rd majority of those present. The assets, financial and otherwise remaining when the Association satisfied its liabilities,shall be applied for such purpose ancillary to the objects as the meeting shall decide