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The Constitution of the Thurloe Residents Association

  1. Name
  2. The name of the Association is the Thurloe Residents Association (hereinafter referred to as the “TRA or Association”.) TRA represents streets contained within the Thurloe Estate including Thurloe Square, Thurloe Street, Thurloe Place, Thurloe Place Mews, South Terrace, Alexander Place, Alexander Square, Thurloe Close and North Terrace.

  3. Terms

    1. To encourage residents and local entities to be actively engaged in the neighbourhood and to foster a sense of community for the benefit of all.
    2. To represent the interests of residents and local entities.
    3. To promote the interests and rights of residents and local entities.
    4. To provide information on a website about planning, public safety, road works, cultural events, community links and local businesses.
    5. To preserve, protect and enhance the character of the area.
    6. To safeguard the interests of the residents and local entities.
    7. To assist and promote social activities for recreation and enjoyment and to encourage a community spirit and sense of responsibility.
    8. To be non-party political.
    9. To represent the majority view of the community.

  4. Aims and Objectives

    1. To encourage residents and local entities to be actively engaged in the neighbourhood and to foster a sense of community for the benefit of all.
    2. To represent the interests of residents and local entities.
    3. To promote the interests and rights of residents and local entities.
    4. To provide information on a website about planning, public safety, road works, cultural events, community links and local businesses.
    5. To preserve, protect and enhance the character of the area.
    6. To safeguard the interests of the residents and local entities.
    7. To assist and promote social activities for recreation and enjoyment and to encourage a community spirit and sense of responsibility.
    8. To be non-party political.
    9. To represent the majority view of the community.

  5.  Executive Committee

    1. The management of TRA shall be vested in the Executive Committee which shall have a minimum of 5 and a maximum of 10 TRA members at any one time.
    2. Members of the Committee shall be nominated and elected at an on line  Annual General Meeting (“AGM”). Should there be a vacancy on the Committee, a replacement will be nominated and voted on by the Officers of TRA.
    3. Nominations for the Committee shall be posted on the website.
    4. Business Members are not eligible to become Officers or Committee Members, and accordingly are not permitted to vote on these positions.
    5. Committee meetings, physical or virtual, will occur at least three times per year.
    6. All members of the Committee have a duty to further the aims of the TRA.
    7. A quorum of the Committee shall consist of two thirds of the Committee and decisions will be taken by simple majority vote if necessary.
    8. Committee members shall declare any potential conflict of interest and withdraw from discussion and voting where appropriate.
    9. The Committee shall have the authority to enter into financial commitments in support of the activities of TRA.
    10. Any Officer or committee member designated to represent TRA in consultation with any other body shall act on the instruction of TRA and shall report back to the Committee or on the website.
    11. The named spokesperson for consultation will be responsible for ensuring that responses are representative of the views of TRA and not of one individual. The named spokesperson will keep a record of responses and provide them as required by the Committee or on the website.
    12. The Committee will produce and update a simple action plan throughout the year to be used to prepare an Annual Report to members which will be posted on the website.
    13. The committee may appoint sub-committees to carry out activities of the TRA. Sub-committees shall be directly accountable to the Committee.
    14. The Committee will primarily use electronic media to canvass the opinions of all members and may hold virtual discussions in lieu of physical meetings. Those members who do not use the Internet will receive newsletters through their letterboxes. They may send their views to TRA using the post.
    15. Results of surveys conducted using online survey tools will be published on the TRA website on a timely basis.

  6. Membership

    1. Membership shall be open to all residents of the Thurloe Estate.
    2. Business Membership shall also be open to all local entities.
    3. Residents over the age of 18 shall be entitled to stand for election to the Committee.
    4. Every member shall have access to, either on the website or via a hardcopy, the Constitution, contact details of officers and details of any planned meetings.
    5. Membership fees will be considered annually by the Committee who will then present its rationale to all members for review and discussion at the AGM. A vote will be taken either physically or using an online survey tool and a majority of the Membership must approve. Membership fees will be published on the website. All money raised by, or on behalf of, the Association will be used to further the Association’s aims.
    6. In the event of breaches of the Constitution or Code of Conduct, membership in the association can be suspended or ended by a two-thirds majority vote of the Committee.
    7. Notification of suspension of all members must be given in writing to the member with a copy of the Constitution attached.
    8. Any member who has been suspended or had their membership terminated shall have the right to appeal. If a member wishes to appeal, they have the right to ask the Committee to arrange a special meeting to hear that appeal.

  7. Meetings

    1. All TRA meetings, known as “forum”, will be held on the website unless the Committee decides that there is a need to have an actual physical gathering.
    2. The website forum is open to all members.
    3. The AGM will be held in June on the website and will occur in the following manner:
      • Notice of the online AGM will be given to all members one month prior by email and post, if requested, with an agenda and any accompanying paperwork;
      • The AGM will begin on the designated date;
      • The duration of the online AGM will be one week allowing for time for all members to comment, either online or via the post and
      • At the conclusion of the AGM, all comments will be collated and detailed minutes will be available on the website and on paper as requested.
    4. The AGM shall include the following items:
      • Minutes of the last AGM;
      • Annual Report from the Committee;
      • Treasurer’s Report;
      • Election of Committee members;
      • Discussion and vote on any amendments to the Constitution;
      • Consideration of and vote on any resolution put forward by members and

  8. Voting

    1. Issues for discussion will be posted on the website and all interested parties may express their views. Members shall vote using electronic media, unless a paper vote is requested by non-internet users.
    2. The quorum for the web forum shall be a minimum of half of the participating Members during the discussion period. Decisions will be taken when supported by a simple majority of those voting.
    3. In the event of a tie of the vote, the Chairperson shall have the casting vote. The Chairperson shall not otherwise vote on any resolution.
    4. The results of forum votes will be posted on the website.
    5. Only Members will be entitled to vote on proposals put forward and each vote will be counted equally.
    6. Business Members are not permitted to vote on proposals, but their views will be solicited and noted on the website.

  9. Minutes

    1. All forums will be minuted and the minutes posted on the website for approval.

  10. Accounts

    1. The Association shall be funded initially by donations. If a membership fee is levied, funding will then be by means of subscription.
    2. The Committee shall comply with legal obligations with regard to:
      • The keeping of the accounting records of TRA;
      • The preparation of the Annual Statements and
      • The auditing and independent examination of the Statements of Account.

  11.  Equalities and Diversity

    1. TRA will actively seek to promote equal opportunities within the community and by and between all members.
    2. TRA will value diversity and promote good relations with all members of the community and not discriminate on the grounds of age, disability, race, faith, gender or sexual orientation.
    3. TRA will ensure that, if and when meetings are held, they will be in venues that are accessible.
    4. TRA will provide information on all the ways any member can contribute their views, and how they can meet individual needs.
    5. TRA will represent the interest of all residents and local entities to the best of its ability, and conduct the business of the Association in an efficient, fair and responsive way.

  12.  Code of Conduct

    1. All members shall conduct themselves in a manner that will not cause offence to others. Harassment, bullying, intimidation or discriminatory behaviour will not be tolerated and will be grounds for suspension of individual members.
    2. All Committee and Association members shall comply with the Code of Conduct and the Constitution at all times. Any serious breach of these may result in members being asked to resign.
    3. All members must never use their position to seek preferential treatment for themselves, their family or relatives. Nor should they use their position to be treated more or less favourably when requesting services from the Council or other organisations.
    4. Committee members must not divulge any Association business, which is treated as confidential to other persons or organisations.
    5. Only a member of the Committee should make statements to the media or other organisations on behalf of the Association.
    6. Any resident or local entity that feels that they have not been treated fairly and equally by TRA can raise this with the Committee who will respond within twenty-eight days.
    7. Any complaints received about the conduct of TRA or any individual member will be taken up by the Committee who will respond within twenty-eight days. The Committee will only deal with complaints that relate to the activities of the Association and its members in relation to the Constitution and the Code of Conduct. Committee members will not deal with neighbour or inter-personal disputes in the area.

  13. Dissolution
  14. The Executive Committee or a majority of Members of TRA can propose that the Association should be dissolved. They must give at least 14 days notice on the website or via post that a vote is taking place to dissolve TRA. For the sole purpose of dissolution a quorum need not apply, and TRA may be dissolved by a two-thirds majority of those voting. Any assets remaining after settling any liabilities shall be applied for the benefit of the community in accordance with the aims of the Association.

  15. Amending the Constitution
  16. The Constitution may be amended by a two-thirds majority of Members voting at the AGM provided that at least 28 days’ notice of the proposed amendment has been given to all Members.


    Adopted: ___________________________

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