Alberta Tenants and Residents Association
The last time our constitution was updated was in 2005, so we decided it was time for an update. This is the draft constitution that we ask residents to review for consideration, amendment and approval at the upcoming AGM on Monday 20th May at 7pm, Alberta TRA Hall.
The significant changes are as follows:
1. The basis for the constitution is that recommended by Southwark Council for use by TRA's, with minor amendments .
2. The most significant amendment is that we propose that all of our monthly meetings are considered General Meetings and that therefore everyone resident within the the Alberta TRA area has a right to attend, speak and vote at monthly meetings. We believe this will make the organisation more open, democratic and accountable to residents.
3. In agreement with Southwark council the Alberta TRA area now includes Berryfield Rd, Tarver Rd, Delverton Rd, and parts of Manor Place and Braganza St. See map appendix 1. These areas did not previously have any TRA representation. We hope for this to be formal recognised in the new constitution.
Full text as follows:
ALBERTA TENANTS AND RESIDENTS ASSOCIATION
Alberta TRA Hall, Alberta Street , SE17 3SG
1. The name of the Association shall be: Alberta Tenants & Residents Association
2. The Association has been set up for charitable, benevolent and philanthropic purposes. It’s objectives are:
To promote tenants' and residents' rights and the maintenance and improvement of their housing conditions, amenities and environment;
To encourage a community spirit;
To represent the interests of tenants and residents in consultation with the local authority and other bodies;
To promote a harmonious and diverse community with the elimination of discrimination within it.
In order to achieve these aims the Association will have the power:
To obtain, collect and receive money by way of contributions, donations, grants and any other lawful method;
To become members of, or accept membership from, any organisation having aims and objectives similar to those of the Association;
To do such lawful things as will further the aims of the Association.
3. Membership shall be open, irrespective of nationality, race, disability, sexual orientation, political or religious belief, to all those legally resident within the Alberta Estate Area.
Membership is open to all residents whether a council tenant, leaseholder, private tenant, freeholder within the Alberta Estate area.
The Alberta Estate area includes all properties on Alberta St, Ambergate Street, Berryfield Rd, Delverton Rd, Tarver Rd, Albert Westcott House, Harold Maddison House, Cavour House, Suffield House, Delverton House, and some parts of Penton Place, Manor Place and Branganza St. (See appendix 1).
CODE OF CONDUCT
4. It shall be a condition of membership that all members must:
a) comply with this constitution during all activities of, and when representing, the Association;
b) treat all other participants with respect, without causing offence to or limiting others’ ability to participate in meetings;
c) be sensitive to other participants needs including language needs;
d) not engage in any activities which create a conflict of interest with the aims of the Association or this constitution.
5. Any member may be excluded from attending meetings or Association activities for breaching the code of conduct, by a majority of those present voting on a motion to this effect at any meeting. S/he will receive a written copy of the motion and have the right to appeal to the following general meeting if 21 days notice is given to the Secretary.
CONDUCT OF BUSINESS
6. The business of the Association shall be conducted by a committee elected at each AGM, which shall consist of a Chair, Treasurer, Vice-Chair, Secretary and not less than two (2) other members. No two (2) or more officers shall be elected from the same household The composition of the committee must as far as possible reflect the diversity of the community represented.
7. Elected councillors of the Landlord authority shall not be eligible for election to the Association’s committee, nor shall they represent the Association.
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 of the committee until the next general meeting of members.
In exceptional circumstances the committee may remove officers or committee members pending ratification by a General or Special General Meeting held at the earliest possible opportunity
MANAGEMENT OF ASSETS AND FINANCE
9. The funds belonging to the Association shall only be used to further the aims of the Association.
The funds of the Association shall be paid into an account operated by the management committee.
Account signatories are to be approved at a minuted committee meeting.
A current record of all income, funding and expenditure will be kept.
The committee shall be responsible for proper financial control.
All significant items of income or expenditure (over £500) to be raised and approved at committee meetings.
The Association shall hold Public Liability Insurance and shall endeavour to ensure that its assets are also suitably insured.
10. TRAs must apply to the council for recognition annually.
11. General meetings are held monthly, on the second Monday of the month, except in exceptional circumstances, or unless a minimum of seven (7) days notice is given as to a cancellation or change of date.
At monthly General Meetings all members and residents living in the Alberta Estate Area, (as defined in section 3) may speak and vote. The decisions of General Meetings of the Association shall be binding on the committee. All decisions shall be taken by a simple majority of members present and voting.
Where required, the committee may arrange additional meetings to be attended only by committee members. Committee members shall be given not less than seven (7) days notice of any additional meetings.
ANNUAL GENERAL MEETINGS
13. The committee shall call an Annual General Meeting (AGM) of the Association each year in the month of May, June, or July. Not less than seven (7) days prior notice of the AGM shall be given via estate noticeboards, and mailing list. At this meeting:
the committee shall present an annual report of the Association;
sub-committees shall present an annual report and an account of their activities;
the committee shall present the verified accounts of the Association for the previous year;
the officers, committee and nominated person to verify the accounts for the next year shall be elected;
delegates and deputies to Area Housing Forums and other bodies will be elected. All such elected delegates and deputies must be committee members;
any proposals submitted to the Secretary in writing not less than seven (7) days in advance of the meeting shall be discussed.
SPECIAL GENERAL MEETING
14. The TRA shall call a General Meeting at the request of a majority of the committee or on receipt of a written petition by not less than 10 members of the Association giving reasons for their request. The Secretary shall give not less than 14 days notice of the holding of a Special General Meeting, with the reasons for calling the meeting, which shall take place within 28 days of the receipt of the request or petition.
15.The quorum for General meetings, and committee meetings of the Association shall be one-quarter of its elected membership, or three (3) members, whichever is the greater. The minimum quorum for Annual General meetings will be at least ten (10) of the properties being represented.
16. If after 30 minutes of the advertised starting time a quorum is not achieved, the meeting shall be closed.
NOTICE OF MEETINGS
Notice of monthly general meetings to be widely publicised and shall include the date, time and place of the meeting.
Notice of AGMs to include the election of committee members and to be posted on estate notice boards in public areas.
Notice of additional committee meetings shall be communicated to each committee member.
18. The committee may appoint such sub-committees as may be required to carry out the activities of the Association. Such sub-committees shall be directly accountable to the committee who will agree the terms of reference. The Chair and Treasurer of the Association may be non-voting ex-officio members of any sub-committee.
DUTIES OF OFFICERS
19. THE CHAIR, or in his/her absence, the Vice Chair shall preside over all meetings of the Association. In the absence of both the Chair and Vice Chair from any meeting of the association the members of the Committee shall elect from among its members a person to preside for that meeting only.
20. THE TREASURER shall ensure:
a) a bank account is maintained in the name of the Association and that there are two (2) or more committee members nominated by the committee as signatories on the bank account.
b) accounts of income and expenditure are kept and reports delivered as required by the committee or general meeting. Such accounts shall be financially verified by a non-member of the Association, who will be appointed by the membership at the Annual General Meeting.
21. THE SECRETARY, in consultation with the chair, shall be responsible for ensuring meetings are convened with the prescribed notice to members. A proper record of all Association meetings will be kept and the decisions and discussions reviewed at future meetings.
22. Any member of the Association delegated to represent it, in consultation with any other body, shall act in the best interests of the Association, shall consult with the Association and act on their instructions and report back to the committee.
ALTERATIONS TO THE CONSTITUTION
23. Any proposal to alter this Constitution must be agreed by the committee of the Association before the general meeting at which it is to be discussed. Not less than seven (7) days notice shall be given via notice boards of a meeting, along with an outline of the constitutional changes. Any alteration shall require the approval of two-thirds of those present and voting at the meeting.
24. The Association may be dissolved by a resolution passed by a simple two thirds majority of those present and voting at a Special General meeting.
If confirmed the committee shall distribute any assets remaining after the payment of all bills to other charitable groups or organisation(s) having aims similar to the Association, or some other charitable purpose(s) as the Association may decide.
THIS CONSTITUTION WAS AGREED AT A GENERAL MEETING OF:
(Alberta Tenants and Residents Association):
SIGNED (COMMITTEE MEMBER):
Alberta Estate Area:
No. 1 - 128 Ambergate Street (128 households)
No. 1 - 122 Alberta Street (109 households)
No. 1- 48 Albert Westcott House (48 households)
No. 1- 48 Harold Madison House (48 households)
No. 1 - 10 Delverton Rd (9 households)
No. 1 - 15 Tarver Road (12 households)
No. 1 - 33 Berryfield Rd (23 households)
No. 30 - 59 Delverton House (30 households)
No. 1- 29 Suffield House (29 households)
No. 1- 30 Cavor House (30 households)
No. 2 - 86 Penton Place (57 households)
No. 164 - 202A Manor Place (12 households)
No. 2 - 58 (flat 5) Braganza St (50 households)
Total households: 585
Total number of households is indicative only, and may be liable to change, due to development or subdivision of properties.
Alberta Estate Area Map: