ATLO Constitution

Arun Tenants and Leaseholders Organisation Constitution

Arun Tenants and Leaseholders Organisation Constitution, signed on the 14th August 2009

CONSTITUTION

1. Name

The name of the group shall be "Arun Tenants’ and Leaseholders’ Organisation".

2. Aims

The aims of the organisation shall be:

2.1 To monitor the quality of housing services.

2.2 To encourage inclusiveness, equality and diversity.

2.3 To further good relationships with the Council and other organisations in the area.

2.4 To promote tenants’ and leaseholders’ rights and the maintenance and improvement of housing conditions, amenities and the environment in the area.

2.5 To encourage good neighbourliness.

3. Membership

3.1 Membership shall be open to all current tenants and leaseholders of Arun District Council only.

4. Powers 

The Arun Tenants’ and Leaseholders’ Organisation shall have the power to:

4.1 Advise Arun District Council on policy matters.

4.2 Set up its own working parties to consider a subject in detail.

5. Resources

5.1 The Arun Tenants’ and Leaseholders’ Organisation shall request the Council to provide adequate financial support to the organisation’s activities. This will include providing a venue, refreshments and covering travel costs to general, committee and annual meetings if required.

5.2 Where practical ATLO members should make use of public transport where this is available and free of charge to attend meetings.

5.3 The Council will mail out information for the Arun Tenants’ and Leaseholders’ Organisation.

5.4 The Council will nominate one member of staff (currently the Tenant Participation Officer) to be the main point of contact and liaison between the ATLO and the Council. This Council officer will attend general and annual general meetings as required.

5.5 The Council may from time to time put forward items for Committee meeting and general meeting agendas.

6. Committee members

6.1 The Arun Tenants’ and Leaseholders’ Organisation will have the following committee members made-up from the membership:

Chair 
Vice-chair
Secretary

6.2 In addition to the above mandatory roles the Committee may propose other roles as the Committee feels are necessary which could include:- 

Youth representative
Welfare

6.3 Committee Members will be elected at the Annual General Meeting, and will hold post until the next AGM.

6.4 Committee vacancies arising through the year can be filled by the organisation from its membership without calling a Special General Meeting.

6.5 To allow effective succession planning the same position may only be held by the same person for up to 3 years.

6.6 Under exceptional circumstances, where no successor can be identified the existing post holder may continue for a further year.

6.7 If a Youth Representative is appointed from the membership they must be a tenant or leaseholder and will be subject to a Criminal Records Bureau check before their post is confirmed.

7. Annual General Meeting

7.1 The Annual General Meeting will be held once a year, a maximum of 8 weeks extension over the 12 months is allowed as required, starting from within 12 months of the launch date of the organisation.

7.2 The organisation’s committee will be elected at the AGM.

7.3 The election will take place via a nomination process prior to the AGM and a secret ballot held at the meeting.

7.4 Postal votes will be an accepted for the AGM if a member is unable to attend. These must be returned to the Tenant Participation Officer no later than mid-day on the day of the AGM.

7.5 The Committee will consist of a minimum of 3 members, and a maximum of 10.

8. General Meetings

8.1 Six ordinary meetings (excluding the AGM) a year will be held that will be open to all tenants and leaseholders.

8.2 General meetings will be advertised by the Council through appropriate medium.

8.3 The agenda and contents of General Meetings must be Housing related or have a relevant connection to the welfare of tenants and leaseholders living in Council owned dwellings.

8.4 Apologies for absence will be made to the chair or secretary in advance of the meeting.

8.5 At least 10 members, 2 of which must be Committee members must be present for a meeting to take place.

8.6 The Council will ensure appropriate Council officers are in attendance when relevant issues are on the agenda.

8.7 If an issue of importance arises then further general meetings up to a maximum of three a year can be put in place.

9. Committee Meetings

9.1 Committee meetings may be held as felt necessary by Committee members.
9.2 Apologies for absence at a Committee Meeting will be made to the chair in advance of the meeting.

9.3 At least two thirds of the Committee must be present for a meeting to take place.

9.4 An officer of the Council will attend up to 4 committee meetings per year if required.

10. Changes to the Constitution

10.1 The Constitution can only be altered at an AGM.

10.2 Any suggested changes to the Constitution must be handed to the Secretary 14 days before the AGM.

10.3 Changes to the constitution must be agreed by two thirds of the members present at the AGM.

10.4 A signed copy of the Constitution will be given to the Council, and the Council will be notified of any alterations to the Constitution.

11. Voting Procedures

11.1 Any member may make a proposal. In order for it to be voted on by other members it must be seconded, or supported, by someone else.

11.2 Only members present at the meeting may vote.

11.3 Before voting any member may propose an amendment which must also be seconded.

11.4 A majority is needed for a vote to be carried.

11.5 The Chair will not vote, but will have a casting vote in the event of a tie.

11.6 Voting will be carried out by a show of hands other than at the election of Committee Members which will be carried out by secret ballot.

12. Dissolution

12.1 The Organisation may only be dissolved at a Special General Meeting called for that purpose and must be advertised fourteen days before the meeting.

12.2 A proposal to dissolve the Organisation shall take effect only if agreed by two thirds of the members present at the meeting.

13 News sheets

13.1 The Council are keen for the ATLO to make an active contribution to the Council Tenants news sheet. The Council will co-ordinate the production of the news sheet.

13.2  The Council withholds the right to exclude ATLO items if they are considered defamatory, libellous or there are other vital Council issues to publicise.