Model Constitution for Leeds Tenants & Residents
Associations
Every group has their own ways of working and this model
constitution is to give you a framework to add on and change to help create
your own rules for your organisation. Some things have to be in your
constitution or your group will not be recognised as democratic and
accountable. There are some notes at the back to help you make the right
choices..
1. NAME
The name of our association will be …………………….Tenants and Residents
Association (the name is your own choice - see notes ).
.
2. AIMS & OBJECTIVES.
The aims and objectives of the Association will be:
·
To seek to improve conditions for the residents of the
area.
·
To represent and to promote the interests of all the
tenants and residents living in our area.
·
To work for improvements to our homes; to the Housing
Service and other services we receive; and to the local environment.
·
To work in partnership with other agencies to achieve
our aims.
The Association will promote any charitable aim to further the above
objectives; and will foster a community
spirit in order to advance education and to provide facilities for training and
recreation, to further health and the relief of poverty, sickness and distress.
This association supports no political party.
3. MEMBERSHIP
Membership of the Association shall be open to all tenants and residents
living in the ………………….area (include a list of streets and house numbers where necessary
or include a map showing the boundaries of the area - see notes for
membership lists).
All members shall have voting rights on all issues raised at meetings
except: on those issues specifically
relating to Council House finance, only council tenants will have voting
rights. (Where Housing Association
tenants are also involved, insert: On those issues specifically relating to Housing Association
finance, only housing association tenants will have voting rights.)
4. Equal Opportunities Statement
This association wants to involve everyone in the area and will try to
overcome any obstacles to people giving their views or getting involved in
meetings and events. The Association will try to make sure that everyone can
feel welcome and safe at events organised by the Association. The Association
will challenge any remarks or behaviour that cause offence and makes some
people feel unwelcome. The Association will take positive action to reach those
people that are under-represented at meetings and events and will ensure that
all members have equal opportunities to attend and take part in the association
and its events.
5. MANAGEMENT committee
The Association will be run by a Management Committee elected at the Annual General Meeting.
The Committee will be made up of Officers, including a Chair, Secretary,
Treasurer, and -Ordinary members
(it is up to you to decide how many and what is a workable committee size).
If vacancies occur among the officers between AGMs, the Committee shall
have the power to fill those vacancies except where three or more
vacancies occur at the same time in which case a Special General Meeting,
advertised for that purpose, must be called
Committee members who miss more than three consecutive meetings without
giving reasonable apologies may be
asked to resign their post. A member of
the committee may be removed or suspended from their post if they bring the good name of the
association into disrepute. A full meeting of the committee will be called to
consider evidence from all sides and a majority vote will be necessary to
remove or suspend.
The Committee will have power to co-opt members with skills and knowledge
useful to the association who can advise and support the Association. Co-opted members of the Committee can take
part but will have no voting rights at Committee meeting and should not hold
officer posts or represent the association at meetings or events.
6. ANNUAL GENERAL MEETING
Once a year (and no later than after 15 months) the Committee will call
an Annual General meeting (AGM).
Written notice of the meeting must be sent at least seven days in
advance to every household and members should be made aware that they will have
the opportunity to make nominations for election or stand for election themselves
and to vote for the officers and
committee at the meeting.
·
The minutes of the previous AGM will be presented and
approved.
·
The existing committee will present a report of the
association's activities.
·
The existing treasurer will present independently
audited accounts for the year.
·
Any amendments to the constitution will be voted on.
·
The existing committee will stand down.
·
The officers and committee for the next year will be
elected. Nominations for officers and committee will be accepted only if the
person nominated is present at the Annual General Meeting or has put in writing
that they want to stand.
·
If there is nobody willing to stand, the committee will
decide whether to start procedures to close the association down. Alternatively
the committee can continue in office to try and redevelop the association for
up to six months. It is the responsibility of the committee to recruit a new
committee or formally dissolve the association within that period.
7. SPECIAL GENERAL MEETING
The Committee of the Association may, at any time, call a Special Meeting
of the Association, giving at least 7 days written notice to all members, to
consider any matter that the Committee may decide should be referred to all
members.
A Special Meeting of the Association can also be called by 10 or more
members who request this in writing to the secretary stating their reason for
wanting one. This could be in the form of a letter signed by 10 people from
different addresses. The secretary will ensure that the meeting is held within
28 days and that all households are given prior notice.
8. RUNNING YOUR MEETINGS
This association will be democratic and open. The committee will hold at least quarterly meetings or events and
will publicise general meetings and public events to all households on the
estate in order to involve all members and hear their views.
At least_______(put in a number you think right) members of the
committee have to be present to take a decision on behalf of the association.
All members of the committee should be consulted on the dates and venues of
meetings. The committee will try to work by general agreement but where this is
not possible decisions will be taken by majority vote.
Minutes will be kept of all meetings of the association. The minutes will
be presented to the next meeting to be approved. The minutes should be made
available to any member of the association on request.
All members of the association will be expected to treat each other with
respect and act in a reasonable manner at association events. The Chair may ask
members to leave if their behaviour is disruptive or offensive.
9. FINANCE
The committee can raise money on behalf of the association as they see
fit, as long as they spend it in line with the aims and objectives of the
association.
The treasurer shall keep proper account of the finances of the
Association and shall open a bank account in the name of the Association. The
committee will nominate at least three people who can sign cheques. These
people must not live in the same household or be close family members.
The accounts will be audited or independently checked at least once a
year and the audited accounts presented to the Annual General Meeting and
copies sent to the Tenant Involvement Officer.
The committee are responsible for the proper use of money raised through
grants according to the guidelines
issued by the funding body
The Treasurer should keep receipts for all money paid out in expenses to
committee members for duties carried out on behalf of the group.
10. ALTERATIONS TO THE CONSTITUTION
This constitution may only be amended at an Annual General Meeting or at
a Special General Meeting. Any proposal to alter the Constitution should be
should be sent to the Secretary at least 14 days before the meeting. Notice of
the proposal to alter the constitution should be included in the publicity for
the meeting . Any alteration to this constitution requires a two-thirds
majority of those present and voting.
11. DISSOLUTION
While it is hoped that this clause is never used, provision should be
made to dissolve the Association.
The association may only be dissolved at a public meeting called for that
purpose and publicised to all households. All members have to be informed that
a decision about the future of the association will be on the agenda.
A proposal to dissolve the association will only be carried if agreed by
two thirds of the members present or if the association is unable to form a
committee. All outstanding bills will be paid and the balance of any grants
from funding bodies will be returned. Any assets remaining after the
satisfaction of proper debts and liabilities will be applied towards the
charitable benefit of the residents of the area as the Committee may decide
subject to the approval of the meeting to dissolve the Association.
All records of the association, including all financial records, will be
handed to the Tenant Involvement Officer.
The Constitution was adopted as the Constitution of the ………………………..
Association at a General Meeting of it's members held at . . . . . . . on . . .
. . . . . . . . .
Signed Chairperson
Signed Secretary
This Constitution should be kept on file and made available to members on
request.
Guidance notes for doing your own Constitution
These notes should help you decide on your constitution.
1. Name
The name of the association is up to you. Most people call the
association after the area they represent. Some people call themselves
"Tenants Group "or "Residents Association" rather than
Tenants & Residents Association. People will judge you by your name so
think about the message you want to put across.
2. Aims &
Objectives
You can add your own aims and objectives. You need the paragraph about charitable aims if you ever want to
apply for Lottery funding. The group
must not support political parties.
3. Membership
You need to decide the area that your group covers. It cannot be the same
area as any other registered association. The area you chose should be a
distinct area with clear recognised boundaries. If you are only including parts of some streets or roads, you
will need to list housing numbers or provide a map. Some groups have decided to have a membership list. This will be
treated as "the area" they cover.
4. Equal
Opportunities
Your group will have a lot more influence if you can show that you are
representing everyone in your area and making real attempts to involve people
and hear their views. It is against the
law to discriminate on grounds of age, disability, race or gender and it is
possible to discriminate without meaning to - by holding your meetings in an
inaccessible place for instance . Think about all the people you represent;
think about their different needs and what might stop some people getting involved.
5. Management
Committee
You can appoint more Officers if you want - some people have a vice
chair, some have a publicity officer.
You might want set a minimum or maximum size for your committee - but
it's up to you and whatever works.
6. Annual
General Meeting
Every home you represent must get written notice of the annual general
meeting and that is one of the criteria for registration.
It is very important that all your members know they can vote and stand
for election at the Annual General Meeting. You may want to send out nomination
forms in advance so that you know who is standing for election. You will need to hold the election of the
officers and committee at the meeting.
You might want to get an independent person to chair this part of the
meeting.
The Annual General Meeting is also the time when you report back to your
membership on what you have done during the year. This includes a financial report and you should arrange for the
books to be checked by an independent person or auditor and give members a
written breakdown of income and expenses. You can ask your local Housing Office
to audit your accounts, or ask your local Credit Union, or it could even be a
member of the association as long as they are not on the committee. Some groups distribute a written annual
report to their members at the meeting.
7. Special
General Meetings
A Special General Meeting is used to deal with major events, like
changing the constitution of the group.
8. Running
your Meetings
It is up to you how often you have general meetings that are open to all
members. We would encourage groups to use a variety of ways of involving their
membership. Remember that most people never come to meetings so you might want
to use surveys, galas, or social events to reach people.
It is important that people feel involved in the association even if they
don't come to meetings. They might be able to help out in other ways. In your
newsletters try to make it easy for members to contact the committee and try
keep them in touch with what you are doing.
It is a good idea to plan the dates of your meetings in advance. That way
you have a better chance of getting housing officers and guest speakers to
attend. You should give invited guests
at least two weeks notice of the meeting and it is best to let them know in
advance what you want them to talk about.
9. Finance
Your association should adopt an expenses policy to make sure all members
know exactly how much money everybody will be able to claim on behalf of the
association. The expenses policy can be amended at a public meeting to ensure
it is flexible enough to suit the needs of this association.