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Abbey-Cameron Tenants and Residents Association
Constitution of the Abbey-Cameron Tenants and Residents Association (A.C.T.R.A.)
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NAME OF ASSOCIATION
The name of the Association shall be ABBEY-CAMERON TENANTS AND RESIDENTS ASSOCIATION (ACTRA), hereinafter referred to as 'the Association'.
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AIMS OF THE ASSOCIATION
2.1 To safeguard and promote the interests of Tenants, Residents and Homeless in the Association's area and to have equal rights on matters relating to Housing, Environment, Social Matters and Community Well-being.
2.2 The provision, maintenance and improvement of such public amenities in the vicinity of the Association's area as are conducive to the protection and enhancement of the environment.
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POWERS
3.1 To recruit and support volunteers;
3.2 To purchase, hire or rent any property;
3.3 To provide information and advice;
3.4 To work in liaison with voluntary and statutory organisations;
3.5 To set up sub-groups;
3.6 To respond to strategy and policy documents nationally and locally;
3.7 To represent members' interests;
3.8 To survey on any issue relating to members' requests;
3.9 To represent members on any issue relating to any housing problem;
3.10 To distribute reports or information which the Association holds or can acquire;
3.11 To obtain professional assistance as and when required;
3.12 We shall have powers to do such things as we consider necessary in furtherance of the Association's aims and objectives.
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MEMBERSHIP
4.1 Membership shall be open to all residents, irrespective of tenure, in Abbey Court, Abban Street, Carse Road, Cameron Road and Cameron Square regardless of gender, marital status, disability, nationality, political persuasion, race, religion, or sexual orientation.
4.2 Applications for admission to membership from outwith the aforesaid area shall only be considered at an Extraordinary General Meeting convened for that purpose.
4.3 Membership shall cease immediately upon a member leaving the area defined in Paragraph 4.1 as amended by any successful application under Paragraph 4.2.
4.4 The minimum age of membership is sixteen years.
4.5 Membership shall be free of subscription.
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VOTING RIGHTS
5.1 All members shall have the right to vote on any matters pertaining to the environment, social matters and community life, with the exception of Tenant-only issues. These shall be confined to a Tenant-only ballot.
5.2 Co-optees to the Committee may only vote at the Committee's discretion.
5.3 The Chairperson shall have a casting vote only.
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THE EXECUTIVE COMMITTEE
6.1 A Chairperson, Secretary, Treasurer and Committee Members shall be elected at the Annual General Meeting for a three year term. One third shall stand down each year but shall be eligible for re-election.
6.2 The Committee shall consist of a minimum of four members including office-bearers. The Committee shall have power to co-opt other members to their number but such co-optees must stand down at the next succeeding AGM.
6.3 The Committee shall formulate and execute only such decisions as are consistent with the aims and powers of the Association.
6.4 A minimum of four members must be present to render a Committee decision valid.
6.5 Should any Committee Member fail to attend three consecutive Committee meetings without tendering apologies, the Committee shall have power to terminate that person's Committee membership.
6.6 The Committee shall meet not less than four times per year.
6.7 The Highland Councillor(s) for the Association's area shall be designated ex-officio and shall be invited to attend all Association and Committee meetings as a non-voting adviser(s).
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GENERAL MEETINGS
7.1 The Association shall hold General Meetings regularly with its membership, one of which shall be the Annual General Meeting.
7.2 The Secretary shall inform the membership, in writing, of any General Meetings called, giving date, time, place and purpose, not less than fourteen days in advance.
7.3 The quorum at a General Meeting shall be five Association members.
7.4 Non-members may attend General Meetings only when invited by the Committee.
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ANNUAL GENERAL MEETINGS
8.1 The Annual General Meeting of the Association must be held within three months of the end of the preceding fiscal year.
8.2 The Secretary shall inform the membership, in writing, of the date, time and place of the AGM not less than fourteen days prior to that meeting.
8.3 The quorum at an AGM shall be five Association members.
8.4 The AGM shall receive a Report from the Committee of its activities throughout the year under review, including a Statement of Audited Accounts submitted by the Treasurer.
8.5 The AGM shall accept the resignation of such Committee Members as are required to stand down by rotation.
8.6 Nominations for the Committee must be members proposed and seconded by Association members.
8.7 In the event of the Chairperson being required to retire by rotation, an appointed office-bearer shall preside at the AGM until the election of a new Chairperson.
8.8 All motions and proposals, together with prospective amendments to the Constitution must be delivered to the Secretary in writing at least fourteen days prior to the Annual General Meeting; otherwise no notice will be taken of them.
8.9 All decisions of the AGM shall be by a simple majority of Association members present and voting.
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EXTRAORDINARY GENERAL MEETINGS
9.1 A request for an Extraordinary General Meeting (EGM) must be made in writing to the Secretary, carrying the signatures and addresses of fifteen members, stating the reason for calling the meeting.
9.2 The Secretary shall inform the membership, in writing, of the date, time, place and purpose of the Extraordinary General Meeting at least fourteen days prior to that meeting.
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MISCONDUCT
If, in the opinion of the Committee, any member is considered to have brought the Association into disrepute or is construed as having acted in a manner detrimental to the good name of the Association, the Committee shall, as in duty bound, bring the matter under review. Always provided that the member has been given opportunity to offer explanation, the Committee may suspend or expel such member from the Committee and/or the Association. Such a member shall have the right to appeal within 28 days, the appeal to be heard by the membership at an Extraordinary General Meeting convened for that purpose.
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FINANCE
11.1 All funds raised by or on behalf of the Association shall be used only to further the aims of the Association.
11.2 The Association shall not distribute any profits or surplus.
11.3 The Treasurer shall accurately maintain all financial transactions of the Association and shall report diligence at all meetings.
11.4 The funds of the Association shall be managed through a Bank Account(s) in the name of ABBEY-CAMERON TENANTS AND RESIDENTS ASSOCIATION. Cheques drawn on the Association's account(s) must bear the signature of the Treasurer, and either the Secretary or one other authorised signatory, always provided that both signatories are not related to each other.
11.5 All expenditure shall be authorised by the Committee and verifiable receipts shall be required for all expenditure over One Pound sterling. All payments in excess of Ten Pounds sterling shall be by cheque and no exception to this rule shall be permitted without the prior approval of the Committee.
11.6 Under no circumstances whatsoever shall an authorised signatory sign a blank cheque. No variation to this rule shall at any time be considered.
11.7 The Accounts presented to the Annual General Meeting shall be audited by either: an approved officer of Highland Council OR a Bank employee OR the Treasurer of another local Community Organisation, always provided that the Auditor is not related to any member of the Association.
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CHILD PROTECTION
12.1 In pursuance of all its activities the Association shall ensure the provision of a safe environment for children.
12.2 Where Association activities involve children, a Child Protection Policy shall be adopted and a duly authorised and qualified person shall be appointed to assume responsibility for its implementation.
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LEASES AND AGREEMENTS
As trustees for, and on behalf of, the Association, the current Chairperson, Secretary and Treasurer may enter into leases and access agreements which are subsequently transferable to ongoing elected office-bearers in order to further the aims of the Association as delineated in Paragraphs 2.1 and 2.2 above.
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CODE OF CONDUCT
14.1 All remarks shall be addressed to the Chair.
14.2 Voting shall be by a show of hands and a simple majority shall carry, except on dissolution.
14.3 The Chairperson's rule on any point of order shall be final unless challenged by not less than three members. In that event, and without further discussion, the Chair shall submit the matter to the meeting. Unless a two-thirds majority of those present and voting support the challenge, the Chair's ruling shall stand.
14.4 If any member interrupts another while addressing the meeting or resorts to abuse, profanity or blasphemy and defies the Chair when called to order such member shall named by the Chair and forthwith expelled from the meeting. Such expulsion shall continue in force sine die or until an apology consistent with the approved disciplinary process has been proffered and accepted. No member shall leave the meeting before its conclusion without the permission of the Chair.
14.5 At the commencement of each meeting, the Minutes of the previous meeting shall be distributed and checked for accuracy. After confirmation of the Minutes, they shall be signed by the Chair and members shall then be at liberty to raise questions with regard to matters arising from them.
14.6 Those admitted to membership under the provisions of Paragraph 4.2 above shall be held as agreeing to all the requirements of this Constitution.
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DISSOLUTION OF THE ASSOCIATION
15.1 The Association may only be dissolved at an Extraordinary General Meeting attended by a minimum of 65% of the members.
15.2 Such a meeting shall only come about following a proposal in writing submitted to the Secretary by a minimum of fifteen members.
15.3 All members shall be notified of such a proposal at least fourteen days prior to the date of the EGM.
15.4 Dissolution of the Association shall only take effect if agreed by two-thirds of members present and voting at the meeting.
15.5 Any assets remaining, after discharge of liabilities, shall be distributed to an organisation of similar aims and objectives within the area.
15.6 On dissolution, all documentation belonging to the Association shall be disposed of in a manner agreed at the meeting.
15.7 All monies received via funding bodies shall be returned to the providers, consistent with the funding criteria.
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ADOPTION OF CONSTITUTION
The foregoing Constitution was ADOPTED by ABBEY-CAMERON TENANTS AND RESIDENTS ASSOCIATION at its inaugural meeting held on 30 JUNE 2005 in MERKINCH PRIMARY SCHOOL, INVERNESS.
CHAIRPERSON: ALEXANDER J M MACLEOD
SECRETARY: IVOR R BISSET
TREASURER: JAMES SUTHERLAND
| This project is being part-financed by the European Union under the Inverness and Nairn CED programme. |  |
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