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CONSTITUTION OF ASHBURTON COMMUNITY ASSOCIATION
1. The Association is known as:- Ashburton Community AssociationThe area covered by the Association is:- All those properties on Stroud Green Way, Stroud Green Gardens, Chaucer Green, Coleridge Road, Swinburne Crescent, Delamere Crescent, Keats Way, Bywood Avenue and the South side of Long Lane
AIMS
2. The aims of the Association are:
• To represent the views of members to Croydon Council and to work towards ensuring that the best interests of members are served.
• To ensure that all members are consulted regularly, and that all residents entitled to membership are encouraged to join.
• To improve local housing conditions and the environment.
• To encourage a sense of community.
MEMBERSHIP3. Membership is open, irrespective of race, gender, sexuality, disability, political or religious belief, to all persons 16 years or over living in the area who accept the aims of the Association, (including all tenants, leaseholders and owners). As far as possible, the membership should reflect the local population.
4. Members shall at all times conduct themselves in a reasonable manner at meetings of or in premises used by the Association. A member may be suspended from the Association for failure to observe this, or for any other conduct not in line with the aims of the Association. Any member so suspended has the right of appeal to the following General Meeting, before expulsion from the Association takes place.
5. Membership ends when a member moves out from the area.
6. Every member shall sign an annual written consent to become a
member.7. Racist or sexist behaviour will not be tolerated and will be grounds for suspension.
CONDUCT OF BUSINESS
8. The business of the Association will be conducted by a committee normally elected at the Annual General Meeting, which shall consist of a Chair, Vice Chair, Treasurer, Secretary and not less than four other members. As far as possible, the composition of the committee shall reflect the local population of the area. The Annual General Meeting shall agree the appointment of an auditor.9. Councillors or employees of the Council shall not represent the Association in its dealings with the Council or be members of the committee.
10. The election or removal of officers or committee members may take place only at 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. The Committee has the power to suspend a member or committee member by a simple majority vote until the next general meeting.
11. An officer or committee member must declare any relevant personal
interest in a matter under discussion. The committee shall have the right to determine whether that member should withdraw, or be allowed to speak but not vote, or be allowed to speak and vote.12. Any committee member must not disclose sensitive information received by residents from the local community. Any committee member found in breach of this article shall be asked to resign immediately.
COMMITTEE MEETINGS13. The committee shall meet not less than three times a year and shall be open to any members of the Association wishing to attend, who may speak but not vote at the discretion of the Chair.
14. The committee shall monitor the work, finances and membership of the Association.
15. The committee shall report to each General Meeting on its activities since the last General Meeting.
16. Any committee member who does not attend a committee meeting for three consecutive meetings without apology it will be assumed that that the said committee member will have resigned and will no longer be recognised as a committee member
GENERAL MEETINGS17. General Meetings of the Association, open to all members to speak and vote, shall be held not less than twice a year. Decisions taken at these meetings shall be binding on the committee. Decisions shall be taken by a simple majority of members present and voting. All members shall be given not less than 7 days notice of any General Meeting.
ANNUAL GENERAL MEETING18. The committee shall call an Annual General Meeting of the Association each year. Not less than 7 days notice shall be given of the AGM to all members and to all those eligible for membership. A formal application for membership shall also be distributed at this time. A representative of the Council shall also be invited to attend.
19. At this meeting:
• The committee shall present their annual report.
• The Treasurer shall present the audited accounts of the Association for the past year.
• The officers and committee must stand down and elections will be held. All members attending the meeting are to be informed they can nominate and / or stand for all officer and committee positions.
20. The minutes of the AGM and the audited accounts must be submitted to the Council, together with the names and addresses of the Association’s officers and committee members.
VOTING21 Voting for officers and committee members will always be by ballot. Each member will be issued with a ballot paper.
SPECIAL GENERAL MEETING22. The Secretary shall call a Special General Meeting at the request of a majority of the committee, or on receipt of a written request by at least 20% or 20 members of the Association (whichever is the highest). The Secretary must give at least 7 days notice of the Special General Meeting to all members, which shall take place within 21 days of the request.
QUORUM
(The minimum number of members who must be present before a meeting may proceed)
23. The quorum for committee meetings of the Association shall be 5 or
one third of members (whichever is the highest).24. The quorum for all General Meetings shall be one fifth of the membership or 15 (whichever is the highest).
NOTICE OF MEETINGS25. Notice of all meetings shall be brought to the attention of all members and all those eligible for membership, where appropriate giving the date, time and place of the meeting. Minutes shall be available for inspection by members of the Association. In addition to the above, members will receive notice of the AGM through their letterbox.
DUTIES OF THE OFFICERS26. The officers of the Association have a duty to further the aims of the Association.
27. The Chair shall guide the meetings of the Association and its committee. If the Chair is absent, the Vice Chair will take over.(if appropriate)
28. The Treasurer shall open and/or maintain a bank or building society account in the name of the Association. Financial Standing Orders will be agreed. All cheques must be signed by the Treasurer and at least one other nominated committee member who is from a different household and not related. Unless there are exceptional circumstances, approved by the Council, there will be only one bank account for the Association, into which all monies are paid.
29. The Treasurer shall keep proper accounts of income and expenditure and details of subscriptions paid. He/she will also report on them, as required by the committee, to the General Meeting and the Council. The accounts should be available for inspection by any member of the Association.
30. The Secretary is responsible for arranging meetings and giving the relevant notice to members. The Secretary shall ensure that a proper record is kept of all meetings of the Association and its committee in the form of minutes and make them available as required by the committee. A register of members' names and addresses will also be kept. The Secretary shall also be responsible for correspondence.
31. A member appointed to represent the Association in discussions with any other body (including the media and through correspondence) shall act on the instructions of the committee and shall report back to the following committee meeting or General Meeting, whichever is the sooner.
ALTERATION TO THE CONSTITUTION32. Any proposal to change this Constitution must be given to the Secretary not less than 28 days before the General Meeting at which it is to be discussed. Any change requires the agreement of two thirds of those present and voting at the meeting. Such changes made to this Constitution must be notified to the Council within three weeks.
33. The committee or, if a committee no longer exists, a majority of the remaining members of the Association, can propose that the Association should be wound up. They must give to all members, at least 14 days notice of the meeting at which the matter is to be discussed. For the sole purpose of dissolution a quorum need not apply, and the Association may be dissolved by a two thirds majority of those present. Any assets remaining when the Association has paid all debts, shall be applied for such purposes of benefit to the community as the meeting shall decide. A Council representative should be in attendance.
EQUAL OPPORTUNITIES STATEMENT34. This Association shall positively promote equal opportunities within the community and within its membership, and work for the elimination of discrimination against persons on the basis of race, gender, age, sexuality, disability, politics, religion, economic status and class.
35. Anyone who is a member of the Association has equal status.
Appendix B
Croydon Housing’s Code Of ConductThis Code of Conduct applies to Residents, Councillors and Officers whilst they are carrying out their role in Resident Participation in Croydon, such as taking part in groups and panels, or completing surveys etc.
1. Common Principles
1.1 All elements of the following Code, apply equally to Residents, Officers and Councillors, hereafter referred to as Participants, unless specifically noted.
1.2 All participants must understand and appreciate their respective positions and responsibilities if a strong partnership is to exist.
1.3 Participants are required at all times to act in a courteous manner and strive to develop and maintain a balanced relationship of mutual respect which is open and honest. Personal attacks, offensive and abusive comments are not acceptable.
1.4 In carrying out their role, no participant will discriminate against any person in a manner that is contrary to the Council’s Equal Opportunities Policy on any ground whatever. All participants shall acknowledge that everybody has the right to be treated with dignity and respect, regardless of ethnic or national origins, disability, gender, marital status, age, sexuality, religion, or any other matter which causes people to be treated with injustice.
1.5 Participants must consider the Council’s obligation, under health & safety, human rights and other legislation, to ensure the effective operation of the groups and consultation processes and it’s duty to protect residents, councillors and members of staff from verbal, physical abuse or harassment.
1.6 Participants must declare an interest if they have any personal, financial or material interest in any matter being considered (for example, if a panel is considering a change in a policy, a resident must inform the panel if they have a close relative who might gain advantage from the change; or if they have an interest in a contractor whose work is being discussed).
1.7 At meetings, all participants shall at all times operate within the rules laid down in the constitution of the group which they are attending.
2. Officer and Councillor Code
2.1 At all times, officers and councillors shall act in a professional manner and shall treat residents’ representatives with courtesy and respect.
2.2 Requests for residents to attend meetings shall be kept to a reasonable level. It must be acknowledged that residents give their time on a voluntary basis and demands on their time shall be kept to the minimum possible.
2.3 Meetings organised by the Council for residents’ representatives shall be held in a suitable venue which is accessible and, as far as possible, held at a time which does not exclude sections of the community (e.g. people who work or have child care responsibilities).
2.4 Officers shall make themselves available to meet residents’ representatives providing reasonable notice is given and demands are not excessive.
2.5 Officers shall, with reasonable notice, supply information to residents’ representatives regarding the delivery of housing services and local activities. This will not include information relating to individual tenants (except at that individual’s request) or to staff which is confidential.
2.6 Officers shall not provide more favourable treatment to residents’ representatives in relation to the provision of their housing services, nor shall they be treated any less favourably.
2.7 Officers are responsible to the Council. Their job is to carry out the Council’s work, with reference to the policies and decisions made by the elected councillors.
2.8 Officers will work with and give advice to, residents’ representatives on the operation of this Code of Conduct.
3. Residents’ Representatives Code3.1 Residents’ representatives shall be courteous at all times in their dealings with officers, councillors, contractors, agencies, other residents and members of the public.
3.2 Residents’ representatives are responsible for representing the best interests of residents in their area/estate. They should try to reflect and understand the views of the community.
3.3 Officers shall not be asked for their personal views about the policies, management, staff or elected councillors of the Council.
3.4 Residents must respect the impartiality of officers and must undertake not to make political statements of a derogatory nature at meetings nor in their role as a residents’ representative.3.5 Residents shall not give officers instructions on the day to day performance of their duties. Residents wishing to comment on the performance of an officer, should do so through an appropriate manager.
3.6 Officers and councillors will try to attend all relevant meetings. However, residents should appreciate that such availability will sometimes be restricted by personal or operational commitments. Residents should give an officer or councillor at least two weeks notice of all meetings.
3.7 Residents will not speak or write to external groups or agencies on behalf of their group or panel without the prior agreement of the group or panel they represent. Any correspondence sent on behalf of the group or panel should be agreed in advance by the group or panel and copies provided to all group or panel members.
3.8 Where residents are representing their group or panel at another panel or working group, it is the responsibility of that resident to represent the views of their parent group and feedback to their parent group.
3.9 From time to time, residents will acquire and have access to confidential information and information that has not yet been made public. When residents are advised that information is confidential it must not be disclosed to other people under any circumstances. Residents may be asked to sign an agreement that such information will not be disclosed. Such information must not be used for personal gain.
4. Legal Considerations
4.1 Under the Health & Safety at Work Act 1974, the Council has a statutory duty to ensure the physical and psychological health and safety of its workforce, including safe systems of work and support. This includes taking reasonable care, and such steps as are necessary, to remove or avoid a reasonably foreseeable risk of stress or anxiety induced personal injury.
4.2 The Council must also be mindful of its obligations to councillors, officers and residents under The Human Rights Act 1998 and other appropriate legislation.
5. Breach of Code of Conduct
5.1 Should there be a breach of this Code by any participant, at a meeting, the Chair of the meeting has the power to give a verbal warning to the individual. In addition any member of the group or panel can propose that another member be given a verbal or written warning.
5.2 If, despite a warning, a participant continues to breach this Code of Conduct, or otherwise seriously disrupts a meeting, they can be expelled or suspended from meetings by the Chair of the meeting.
5.3 If the Chair of the meeting fails to expel a participant who continues to breach this Code, officers and councillors will refer those present to this Code of Conduct but reserve the right to withdraw from the meeting.
5.4 As this Code of Code of Conduct applies to participants involved in various roles within the Resident Participation framework, participants must note that breaches of the Code, outside of meetings, will be considered and dealt with in a similar manner. Abusive or racist language will not be accepted under any circumstances.
5.5 The Council may also take reasonable steps to deal with disruptive or discourteous behaviour that is detrimental to the effective operation of residents’ groups and panels. This may involve restricting access to meetings or contact with officers or councillors.
5.6 The Complaints Procedure, as detailed in the Tenant Participation Compact can be invoked by a Croydon Housing tenant or leaseholder if a participant feels they have been treated unfairly in relation to any breaches of the Code of Conduct. In addition, all residents are entitled to use the Councils formal Complaints Procedure.
Committee Code of Conduct
Agreed 19th January 2005
• Any correspondence received by any committee member regarding Residents Association business shall be discussed at the next available committee meeting unless there is an earlier deadline where the said correspondence has to be responded to. In this case Officers of the committee (Chair, Vice-Chair, Secretary and Treasurer) can call an officers meeting in order to move forward and respond accordingly.• The committee has agreed to hold a minimum of 3 public meetings and 6 committee meetings a year.
• Expenditure – any expenditure shall be approved by officers of the committee.
• Any committee member who does not attend 3 consecutive meetings without apologies received, it will be assumed the said committee member has resigned.
• All committee members cannot invite guests to a committee meeting without consulting at least 2 officers of the committee.
• Committee members are to advise an officer when they are not able to attend non-residents association meetings on behalf of the committee
• Respect and accept different abilities, skills and talents of each respective member and assist others when required.
Procedure and Requirements for Committee Meetings
I agree to:-
To read the agenda, previous minutes and any background papers before I come to the meeting.
To arrive before the start times
To only speak when I have something constructive and relevant to say
To be clear and concise when I speak
To stick to discussing the point on the agenda
To listen attentively to others
To avoid letting discussions become too personal
To avoid moaning
To be patient and encouraging with those who have difficulty expressing themselves clearly
To not interrupt others
To wait for my turn to speak
To resist being drawn into pairs or sub-groups during the meeting
To often put forward proposals for action
To avoid making any statements/comments this could be interpreted as an ‘attack’ on individuals
To be assertive with those whose behaviour I find offensive or destructive
To try and ‘draw in’ people who seem detached from the meeting
To carry out any actions I agree to in meetings
The basics of a Committee
The most basic structure of a Committee will consist of several officers, usually a Chairperson, Vice-chairperson, Secretary and Treasurer. Some Committee’s may also have a Public Relation and Fund-raising officers, depending on the purpose of the Committee. Each person is chosen for their skills but at the same time ensuring close co-operation and support for each other. Understanding one’s responsibilities and commitments ensure that meetings don’t degenerates into personal feuds. The following information will provide individuals to realize that for a “Meeting” to be successful and fruitful to all, especially to those that are represented. It will also lead to good “team-work” and support for each other, making it an enjoyable evening/day.
By accepting your position as an officer you have committed to providing a dignified, honest and responsible representation for your members. To be less than honest with yourself will only bring down the Committee and the values that it represents. Chasing personal goals and agendas degrades the objectives of a Committee an eventually leads to the collapse of the organisation. If a time come when circumstances such has heath, personal commitments or perhaps you feel you cannot give as much as you intended then it is only fair to inform the committee, so they can find a replacement in good time.
Chairperson
Responsible for the overall running of meeting. Their tasks will include making sure the meeting schedule has been arranged and is on time. They would have agreed with the agenda. They will set the tone of the meeting with proper introductions and explanation of the rules and expectations for the night. They will encourage contributions from all and making sure all points of the agenda are covered within the allotted time. They will ensure that the group reaches a decision on relevant issues. The Chairperson will work very closely with the Secretary in all aspects.Vice-Chairperson
Their responsibility is fundamentally to “stand in” for the Chairperson. Perhaps due to a family or work commitment, the Chairperson cannot attend a meeting or represent the committee then it will be up to the Vice-Chairperson to stand in and report back to Chairperson and Secretary.Secretary
The Secretary in some ways has a lot more to do as far as preparing agendas, minutes, making notes, keeping records and making sure that all members receive the appropriate information by either, letter, phone or email. The secretary will work very closely with the Chairperson so all information can be verified and filed as appropriateTreasurer
This is exactly what it means. The treasurer will be responsible for the banking of monies and maintaining proper records. They will be able to release petty cash for the maintenance of the day to day running of the committee, for example paper, inks, stamps, envelops, etc. They will keep the Secretary and Chairperson informed and up too date.Committee Member
Committee members are there to represent the community and to support the Officers at meetings. Their nomination to the serving committee is to provide credibility and integrity to the Association which will ensure fairness, honesty and stability. They are more likely to be the ears and eyes of the community and should actively ensure that all residents are represented especially those who may be disabled, aged or off a different culture. Collating issues and problems can allow meetings to run more efficiently.Other Committee Members
Without the “ordinary” member there will be no Association, nor an elected body of officers to serve the community. The “ordinary” member does have a very crucial role to play in the existence of the association. They have to have the courage to speak up, raise issues and make proposals that affect the community and the neighbourhood. They need to support the elected representatives by attending public meetings - thereby encouraging and motivating the elected officers. Members can actively help and share the workload when required in a practical way.. For example, individual areas/streets can nominate someone to act as spokesperson to cater for residents who may be disabled, aged or of a different cultural background. They can also help with distribution of newsletters and canvassing The “ordinary” member does have a responsibility to themselves, the community, the Association and is very much a part of the “TEAM”. Their understanding, patience and compassion will provide a strong and stable Association. The same rules of etiquette and decorum will also apply to the Ordinary member at public meetings.Other personal may at times be required to assist with special events and projects. They will then be invited to attend Committee meeting that are relevant. For example a social event may require individuals who have a special skill or talent in catering or music, and then individuals will be invited to participate for the duration on the project. There will be times when help will be required in leaflet distribution or canvassing. The key word is “TEAMWORK”
Please fine below a list of expressions which may be useful to maintain continuity and structure during a meeting.
1. QUORUM
The minimum number of people who must be present for a meeting to take place (5 for committee and 15 for public2. MINUTES
A written record of the meeting3. PROPOSER
The person who puts forward a clear suggestion as a basis of decision4. SECONDER
The person who formally supports the suggestion made by a proposer5. AGENDA
The list of subjects to be discussed at a meeting6. STANDING ORDER
A set of agrees rules for running meeting7. POINT OF ORDER
A comment made by someone who feels the meeting is not conducted properly (directed at the Chairperson)8. CONSENSUS
A way of reaching decisions by general agreement9. MOTION
A statement put forward as a basis for a decision10. VOTE
A way of reaching decisions by counting opinionsIn the even of a split decision then the Chairperson will make the final decision which must be supported by all present.