About Tenants & Residents Around Kirkholt (TRAK)

TRAK is a Tenants and Residents' Association based in Kirkholt, Rochdale.

TRAK Committee

The Next Committee Meeting

Committee meetings are held once a month at the community base. Every member is entitled to attend, and put items for discussion on the agenda. This must be agreed by the Chair, and at least two weeks before the date of the next meeting.

The next meeting will be on Friday 28th September 2007, 1:30pm at the TRAK Community Base.

About the Committee

The Committee is made up of officers (Chairperson, Vice Chair, Secretary and Treasurer), and at least three committee members.

Committee officers and members are elected (from the whole membership), at the annual general meeting, which is held at the community centre, around May or June each year.

Committee meetings are held once a month at the community base. Every member will be entitled to attend and also put items on the agenda, but this must be agreement with the Chair, and at least two weeks before the date of the meeting.

Why have a Committee?

Why have meetings?

TRAK Constitution 2006 - 2007

  1. NAME AND AREA

    The name of the Association shall be Tenants and Residents Around Kirkholt

  2. AIMS
    1. The aims of the Association are to:
    2. Represent the whole community.
    3. Improve the quality of life for the whole community.
    4. Monitor the housing and other services in the area of the organisation.
  3. EQUAL OPPORTUNITIES
    1. The Association will ensure that everyone is given the opportunity to participate fully and equally regardless of race, gender, age, sexuality, disability and religion. This includes young people, ethnic minorities, disabled people, and residents of sheltered accommodation and anyone not traditionally represented through Tenants and Residents Associations.
    2. The Association will represent all Rochdale Council tenants and residents in the area of benefit positively promote equal opportunities and prohibit discrimination or harassment.
    3. The Association will be non-political.
  4. MEMBERSHIP
    1. Membership is open to all residents in the area of benefit (See Maps).
    2. The Secretary shall maintain an up to date record of all Committee members.
  5. ENDING COMMITTEE MEMBERSHIP
    1. A Committee member will be considered to have resigned if they do not attend three consecutive meetings, or send apologies.
    2. A member of the Committee who breaches the 'TRAK Code of Conduct' will be immediately suspended.
    3. A member who has been suspended will be entitled to have that suspension reviewed at the next open general meeting called for that purpose. At this meeting the member will be allowed to speak and or be represented by another member of their choice.
    4. A Committee Officer wishing to resign must give the Committee 4 weeks notice in writing
  6. ANNUAL GENERAL MEETING
    1. The Association will hold an AGM every calendar year in May
    2. All members will be given 28 days noticing of the date of the AGM.
    3. The AGM will:
      • Consider the minutes of the last AGM.
      • Consider any resolution put forward by members.
      • Consider an Annual Report from the Committee.
      • Consider the Audited Accounts.
      • Appoint an Independent Auditor.
      • Receive details of nominations for the Committee.
      • Elect Officers and a committee.
      • Vote on any amendments to the Constitution.
    4. The Quorum shall be 10
    5. If a Quorum is not reached another AGM will be called for the same day and time 7 days later where the quorum will be those present.
  7. COMMITTEE MEETINGS
    1. Meetings will be held at a convenient and accessible venue.
    2. The quorum for committee meetings will be 4 with chair having additional casting vote in event of a tie
    3. If a Quorum is not reached another meeting will be called for the same day and time 7 days later where the quorum will be those present.
    4. Committee meetings will be open to the general membership to attend.
    5. Every member will be entitled to attend and put items on the Agenda by agreement with the Chair.
  8. SPECIAL GENERAL MEETINGS
    1. A Special Meeting may be called by the Committee or by request from at least two thirds of the Membership.
    2. The Quorum arrangements will be the same as for the AGM. See paragraph 6d and 6e.
    3. The Secretary must take all reasonable steps to publicise the Special General Meeting and if possible ensure a notice is sent to all households at least 7 (seven) days before the meeting.
  9. VOTING
    1. Each member shall be entitled to one vote at an AGM, Public Meeting and Special General meeting.
    2. Voting at committee meetings will be by a show of hands or as agreed by majority decision
    3. The Chair will have one ordinary vote and in the event of a tie an additional casting vote.
    4. All voting decisions will be recorded in the minutes.
    5. Committee members who reside outside the area of benefit will not have voting rights on the Committee.
  10. MINUTES
    1. All decisions made at meetings will be recorded in the Minutes
    2. All voting shall be recorded in the Minutes.
    3. Minutes will be available for inspection by members.
    4. At committee meetings a list of those present and those sending apologies will be recorded.
  11. THE COMMITTEE
    1. The Committee, who will be elected at the AGM, will consist of Chair, Vice-chair, Secretary, Treasurer and at least 3 committee members
    2. The Committee will meet every 6 Weeks
    3. There will be at least 7 (seven) days notice of committee meetings.
    4. The Committee will monitor the association's finances and manage the associations business.
    5. The Committee members can comprise of tenants and owner-occupiers however, tenants must be in a majority on the Committee.
    6. The Committee shall present an Annual Report to the AGM.
    7. The Committee has the power to create sub-committees. The Committee from amongst its members shall select members of sub-committees.
    8. Sub-committees will present their recommendations to the Committee for decisions.
    9. Decisions will be made by general agreement but if this is not possible then by a simple vote.
  12. CO-OPTEES
    1. The Committee will have the power to recruit co-optees to serve on the Committee and sub­committees.
    2. Co-optees can be used to fill temporary committee vacancies.
  13. FINANCE
    1. The Treasurer will maintain proper accounts.
    2. The Treasurer will open and maintain a bank or building society account in the name of the association and keep records of income and expenditure.
    3. The Treasurer shall produce an up-to-date balance sheet at every committee and open meeting detailing income and expenditure.
    4. The Committee shall appoint three authorised signatories for any cheques and cheques shall be signed by at least two of the authorised signatories.
    5. The signatories will be from different households and not related to one another.
    6. The accounts shall be kept up to date and Annual Accounts for each year shall be independently audited and presented to the AGM.
    7. The accounts of the association will reasonably be made available for inspection.
  14. INFORMATION
    1. The Association will keep all members informed.
    2. The Association will actively seek members' views and will especially ensure that all sections of the community are able to participate.
    3. All members will have access to the constitution.
    4. Every committee member shall be given a current copy of the constitution.
    5. Minutes of all monthly meetings and committee meetings will be reasonably available from the Secretary.
    6. The constitution will be available for inspection at every meeting.
  15. TRUSTEES

    The Executive Committee shall cause the title to:-

    1. all land and property held by or in trust for the Association and
    2. all investments held by and on behalf of the Association

    to be vested either in a corporation entitled to act as custodian trustee or in not less than three individuals appointed by them as holding trustees. Holding trustees may be removed by the Committee at their pleasure and shall act in accordance with the lawful directions of the Committee, the Holding Trustees shall not be liable for the acts and defaults of its members.

  16. DISSOLUTION
    1. The Association can only be dissolved by a Special General Meeting called specifically to consider a motion to dissolve it. Advice must be sought from the tenants' federation, ROFTRA, or the RBH on disposal, or storage of the assets, funds or equipment to ensure that they are used for the purpose for which they were raised or allocated.
    2. The Meeting shall confirm the disposal of the assets funds and equipment based on the advice from ROFTRA and the RBH. Generally the principle should apply that all assets, funds or equipment should be sent to RBH, or RoFTRA for safe keeping until the tenants and residents of the area wish to start a new association.
    3. All members shall be given 21 days written notice of such a meeting, which shall contain the wording of the resolution for dissolution.
    4. The Association can only be dissolved if two-thirds of members present at the Special General Meeting vote for a motion to dissolve it.

Adopted as the constitution of Tenants and Residents Around Kirkholt On: 22nd May 2006

TRAK CODE OF CONDUCT

Committee members agree to the following Code of Conduct when representing the association.

General

Meeting conduct

Building Use

Disiplinary Procedure

Any failure to abide by the Code of Conduct can be raised at committee meetings for discussion. Where behaviour is felt to be gross misconduct, a committee member may be subject to immediate suspension as set out the association's constitution