Appendix 3
Camden Association of Street Properties (CASP) Constitution
NAME
The name of the Association shall be the "Camden Association of Street Properties".
AIMS
To represent the interests of all residents living in LB Camden Street Properties.
MEMBERSHIP
Membership shall be open to any tenancy/leaseholder of a LBC street property. Membership will be formalised through the completion of the CASP registration form, this will entitle members to receive CASP information/updates and invitations to all general meetings. CASP will provide the opportunity for tenancy/leaseholders to fill out registration forms on request and via one full mail-out to all street property tenancy/leaseholders per year.
Personal data held on members will be used for the legitimate purposes of CASP in providing information and for CASP to monitor its membership. This data will be held confidentially by the CASP Secretary.
OBJECTIVES
1) To keep the residents informed of, and involved in, any policy/management issues, or proposed change in policy/management issues that Camden Council has towards LBC Street properties.
2) To arrange and hold General Meetings at least 2 times a year, one of which will be the AGM, where all residents can take part in issues that affect LBC street properties.
3) To inform, and be informed and consulted by Camden Council officers and the Executive Member for Housing on all issues that affect LBC street properties.
4) To raise the profile of CASP in the community and to highlight issues that affect LBC street properties.
5) CASP will be non-party political.
6) CASP will work with other organisations/individuals in order to further the aims and objectives of CASP.
7) CASP will uphold Equal Opportunities and work for good relations amongst all members of the community.
THE COMMITTEE
1) The Committee shall consist of a Chair, Vice Chair, Secretary, Publicity Officer and Treasurer and a maximum of 10 committee members to be elected at the AGM which shall be held every 12 months. The Committee will have the power to co-opt members up to the maximum.
2) The Committee has the power to delegate business to sub-committees. Such committees shall be chaired by a member of the Committee.
3) If a Committee Member misses 3 consecutive meetings without apologies and good reason, they will be deemed to have resigned from the Committee.
4) If any member of CASP requests that an item be kept confidential, this shall be respected. Any committee member who breaches confidentiality will be suspended forthwith from the committee. Only members of the CASP committee shall be present for confidential items.
COMMITTEE MEETINGS / GENERAL MEETINGS / SPECIAL GENERAL MEETINGS
1) There shall be at least 2 General Meetings a year, one of which will be an AGM, and no less than 4 Committee Meetings per year.
2) A Special General Meeting can be held if 1% of the membership or the Committee requests it in writing to the Secretary 21 days before the requested meeting date. No less than 7 days notice will be given for a Special General Meeting.
3) All meetings will be covered by a Code of Conduct to be agreed by the Committee.
4) All meetings will be minuted.
5) Minutes will be sent to all members/guests/speakers who attend the meetings or by request.
6) General Meetings will be held in public and non-members or guests will only be able to speak at the discretion of the Chair.
7) There should be a voting quorum of 12 for General Meetings.
8) There should be a voting quorum of 5 for Committee Meetings.
9) Not less than 14 days notice will be given for General and Committee Meetings.
10) Not less than 21 days notice for the AGM.
ANNUAL GENERAL MEETINGS
A. The Association shall hold an AGM once each calendar year and not more than 15 months shall pass between the date of one AGM and the next.
B. The AGM shall:
• Receive an Annual Report from the Committee;
• Present a Statement of Accounts to Members;
• Elect Officers and Committee Members;
• Vote on amendments to the Constitution (if any);
• Consider any resolution put forward by members.
C. An Independent Observer will be present at each AGM. They shall confirm that the meeting was arranged and conducted in accordance with the Association's constitution. The Independent Observer must be one of the following:
• Council Officer
• Elected Councillor
• Resident Association Officer
VOTING
1) All Members will have one vote per household
2) Voting will be by a simple majority. Council Members and Officers and invited guests/speakers will have no voting rights.
3) Alterations to the constitution require a 2/3 majority of those present and voting at a General Meeting. Full details of the proposed changes must be circulated at least 14 days before the meeting.
4) In the event of a tie the chair shall have a casting vote.
AGENDA
The Agenda shall be agreed by the Officers of the Committee. It shall be sent out to members with the invitation to attend.
DISTRICT REPRESENTATION
CASP may be represented in the districts by members elected from the Committee.
The District Representative Members should report back to and be supported by the Committee.
CAMDEN HOUSING ORGANISATIONS WHICH CASP COMMITTEE MEMBERS COULD BE ELECTED TO REPRESENT CASP ON:
The committee shall appoint representatives to bodies on which CASP is entitled to representation.
Representatives will be required to report back to the Committee on any issues that affect LBC street properties.
FINANCE
1) A simple record of Income and Expenditure must be produced each year at the AGM and be available to all members on request.
2) All monies raised by or on behalf of the Association shall be applied to further the aims of the Association and for no other purpose.
3) An account must be opened in the name of the Association.
4) Cheques, transfers, and other banking instruments or instructions shall be signed by at least 2 out of 3 signatories, which must also be members of the committee.
5) Signatories must not be related to, or be members of the same household.
6) Proper records of all financial transactions must be kept.
7) An independent person will review the books annually.
EXSPENSES AND REGULATIONS
Members are entitled to claim reasonable expenses in accordance with the Tenant Participation Compact.
Officers are entitled to expenses in order to carry out their responsibilities as Officers of the Committee (telephone, stationery, use of Internet, stamps, etc).
Camden Association of Street Properties (CASP) CODE OF CONDUCT
For Committee,District and Borough-Wide Meetings
1. Conduct of meetings
Members should at all times observe accepted practice while taking part in a meeting to:
a) Be courteous to each other and support and assist other members in seeking the best possible solution to problems being discussed.
b) Allow each other the opportunity to speak and comment
c) Follow the guidance of the Chair in the conduct of the meeting
d) Follow the Agenda, and not introduce items during the meeting
e) Remember that they are coming to represent the views of their communities or residents' group and are accountable for what they do or say.
f) Remember that the purpose of the meeting is to benefit residents generally and not specific individuals.
g) Bear in mind the rights of individual residents and the duties of staff when proposing solutions to problems.
h) Refrain from speaking or writing behalf of the group without its prior agreement.
i) Any correspondence sent on behalf of the group should be made available to all members of the group.
j) Operate within the rules laid down in the Constitution.
2. Guidance on Procedures
a) The Chair should welcome members and others to the meeting
b) The Chair should generally avoid getting involved in debates at meetings, their main task is to chair the meeting.
c) Speakers should go through the Chair and keep to the subject being discussed
d) Only one member should speak at a time and there should be no cross talking
e) Meetings should start at the stated time and abide by the Agenda
f) Late arrivals should enter quietly and not disrupt the meeting with apologies
g) Mobile phones should be switched off during the meeting
h) If things are getting heated, a five-minute time out can be called for at the discretion of the Chair.
i) Wherever possible jargon should be avoided. If it is used, a full explanation should be given.
j) It is the responsibility of each member to ensure that they are prepared for the meeting by reading all the relevant papers and bringing them to the meeting.
3. Discrimination
No member will discriminate on any ground against any other member of the group or public. Discriminatory language will not be used in discussions. All those who attend meetings have the right to be treated with dignity and respect, regardless of their race, colour, ethnic or national origins, nationality, gender, marital status, age, sexuality, religion, or any other matter, which causes people to be treated with injustice.
4. Constitution
All members should familiarise themselves with the Constitution of the group to ensure that they continue to meet the aims and objectives of the group.
5. Conflicts of Interest
Individual Members:
Should disclose any interest, whether personal or on behalf of any group they represent, that they consider may affect or influence their approach to the matter under discussion.
Must not expect to receive more or less favourable treatment by all staff because of their membership of the group.
Must use the normal procedures for reporting repairs, complaints, etc.
6. Confidentiality:
Members should respect all individual tenants'/residents' confidentiality, whether present or not, and refrain from mentioning specific individual cases which may cause embarrassment or identification of an individual. Any information shared with the landlord that is of a confidential nature must not be disclosed to anyone else apart from members of the group in order to allow the business of the meeting to take place.
7. Political affiliation:
Individual members may be affiliated to/or be members of a political party but they may not represent a political party in their role as a member of the group.
8. Breach of Code of Conduct:
If a member of the Committee or group, or member of the public does not abide by the Code of Conduct, the Chair will warn that if they break the code again they may be asked to leave the meeting.
The Chair may give the member of the Committee or group, or member of the public two further warnings (a maximum of three warnings in any one meeting and/or three consecutive meetings). If the member of the Committee or group, or member of the public continues to ignore the code then the Chair will ask the meeting to vote on whether the member should be asked to leave.
