Constitution

HRRA Constitution

  1. Boundaries.

The Association covers every property within High Royds, Menston (referred to as the Estate).

2. Objects.

The Association exists in order to:

  1. act in the interests of owners/residents covered by the Association (see section 3) on matters concerning housing, the environment, social and community life on the Estate
  2. represent the owners/residents of the Estate in holding Trinity to account over its handling of our affairs in relation to the service charge
  3. respond to day-to-day issues in relation to the management of the Estate
  4. encourage owners/residents eligible for membership to join the Association
  5. promote the interests and rights of owners/residents
  6. encourage community spirit (within and beyond the Estate)
  7. ensure that members are consulted regularly
  8. preserve and support the facilities and amenities of the area
  9. help build a good relationship between residents and the Managing Agent/Developer
  10. hold/support charitable/fundraising activities as determined from time to time
  11. operate in an open and transparent manner, taking account of the interests of all members

 3.  Membership (see note 1 below)

  1. Full Membership of the Association is open to all long leaseholders and freeholders who contribute to the payment of a variable service charge (whether that be related to a specific property/block or the Estate)
  2. Associate Membership is open to all other residents of the Estate (including private rental tenants). Associate Members are welcome to contribute and participate fully in the work of the Association, but are not eligible to vote on any matters, nor to be an Officer

4. Subscriptions.

All members shall pay such subscriptions as the AGM shall determine.

5. The Officers.

The Officers of the Association shall be a Chair, Secretary and Treasurer. The Officers shall be Full Members of the Association and shall be elected at the AGM.

Where any functions are assigned to a particular Officer, when that post is vacant those functions can be undertaken by any Full Member of the Committee.

The functions of any Officer may be shared between more than 1 member. However, no member may perform the functions of more than one Officer at any point in time.

6. Committee.

The Association shall be managed by a Committee comprised of the Officers and such other members of the Association elected at the AGM or co-opted by the Committee. Committee members shall be elected to serve until the next AGM and can be re-elected. The Committee shall consist of at least three members but shall have no maximum.

A quorum shall be three members.

Membership of the Committee will be displayed on the HRRA website for the benefit of members.

Committee members must declare relevant personal interests. The Committee shall have the right to determine whether that member must withdraw or be allowed to speak and vote.

The Committee shall have the power to:

  • co-opt members if required
  • establish Sub-Committees if required
  • set up working groups if required
  • make such rules, consistent with this constitution, as may be considered necessary for the administration of the Association (including any bank account) and for resolution of any disputes within the Association.

Committee members shall be indemnified from the funds of the Association for any liabilities properly incurred by any of them in the running or management of the Association.

7. Meetings of the Members of the Association.

The Committee shall arrange an Annual General Meeting (the “AGM”) once a year. At this meeting:

  • the Committee shall present an annual report of the Association.
  • any Sub-Committees should report on their activities.
  • the Treasurer shall present a statement of the financial position of the Association for the past year.
  • an auditor shall be appointed, who shall not be a Committee member, when necessary.
  • the Officers should be elected/re-elected annually. Voting shall be by show of hands unless any appointment is contested when members present may (by simple majority) agree to vote by ballot.

Any proposals or nominations for appointment to the Committee should be submitted to the Secretary in writing not less than seven days in advance of the meeting or these will not be considered.

The AGM shall select a new Committee, vote on any recommendations and approve any amendments to the Constitution.

In addition to the AGM there may be at least one open meeting per year for members of the Association to discuss issues, and these should be publicised in advance.

Special General Meetings open to all members can be held for the purpose of altering the Constitution or for considering any matters which the Committee may decide should be referred to the members in general. The Secretary or Chair shall call such meetings at the request of not less than three Committee members or at the written request of not less than ten ordinary members. Such meeting shall take place within 28 days of notification of such proposed alterations or matters to be considered to the Committee.

The Secretary shall notify all members of the date of any members’ meeting not less than 14 days in advance.

A representative of the Managing Agent and/or Developer may be invited to attend.

Quorum for the meeting shall be ten members.

The minutes of every members’ meeting should be made available to members.

8 Sub-Committees

The Committee may appoint a Sub-Committee to carry out special activities of the Association. Any Sub-Committee formed will keep accounts of their spending and a record of their meetings

9 Decisions

All decisions shall be by simple majority unless otherwise required by this Constitution.

Voting shall be restricted to one vote per adult Full Member (per property) of the Association. In the event of any deadlock or equality of voting, the person chairing the meeting shall not have any second or casting vote.

10 Role of Chair

The Chair will:

  • chair Committee meetings
  • guide the Association to achieve its aims
  • ensure decisions are properly made
  • liaise with other Committee members and third-party bodies and organisations
  • lead discussions at meetings
  • make sure everyone is clear what decisions have been taken
  • check draft minutes and agenda items
  • be aware of all the activities carried out by the Association
  • ensure that the Constitution of the Association is upheld
  • be responsible for the smooth and fair running of the Association

11. Role of Secretary

The secretary will:

  • help the Chair prepare agendas for meetings
  • give notice of meetings
  • take written records of the main points of discussion and decisions made at meetings, together with issuing minutes of those meetings
  • ensure that the meetings are conducted in accordance with the rules in the Constitution
  • report on action taken between meetings
  • produce annual reports
  • occasionally mail members
  • write and receive letters on behalf of the Association
  • keep a record of membership, available for public inspection upon request

12. Role of Treasurer

The Treasurer will:

  • ensure that all money granted to, or raised by, the Association is used to further the objects of the Association
  • ensure all expenditure receives prior agreement from the Committee and that expenditure (other than petty cash) is formally approved and minuted, with due regard to any legal requirements and good custom and practice
  • keep records of all financial transactions for the Association i.e. income and expenditure
  • maintain a bank or building society account in the Association’s name
  • ensure cheques are signed by two authorised signatories
  • pay bills and keep records of money spent, where applicable
  • if appropriate, keep petty cash and a petty cash account book for day-to-day expenditure
  • keep an account book of all money going in and out of the Association
  • prepare statements to the Committee and AGM
  • produce financial reports for the Committee and Association

13   Alterations of the Constitution

Any alterations to this Constitution shall require the approval of a two-thirds majority of those present and voting at the meeting at which it is discussed. Any proposal to alter the Constitution must be received by the Secretary at least 28 days before the meeting at which the proposal is to be brought forward.

14 Dissolution of the Association.

The Association may only be dissolved by a Special General Meeting called for that purpose and advertised at least 14 days in advance.

Any proposals to dissolve the Association shall take effect if agreed by two-thirds of the members present.

All funds, documents and possessions belonging to and in relation to the Association shall be disposed of in such manner as the Committee may determine.

This Constitution will be adopted at the Association’s Annual General Meeting to be held this year (2024).

Note 1 Re-membership: Full Membership only being available to those specified in section 3a) above is a requirement for the Association to be a “Recognised Tenants’ Association” as set out in the Landlord and Tenant Act 1985 and does not detract from the Association’s objects (as set out in section 2 above) to act in the interests of all owners/residents on the Estate.