Columbia TRA Constitution


  • The association shall be known as Columbia Tenants and Residents Association.
  • The area covered by the Association is Newling; Dorset and Gasgoigne Estate


The objects if the Associations shall be:

  • To promote tenants and residents rights and seek to improve the housing and other services;
  • To encourage a sense of community by promoting a multi-racial society and opposing racism, sexism, homophobia and other forms of discrimination;
  • To represent the interests of tenants and residents in consultation with THH; local authority and other bodies;
  • To provide regular information to all members;
  • To regularly consult all members;
  • To be non party political and non religious.


The Associations shall have the power to affiliate to any body whose objects may benefit the membership.


4.1    Membership is open to all tenants and residents living in the area, (stated above 1.2).

4.2    One tenant or one leaseholder per household can be a voting member.

4.3    Councillors’ of LBTH may not be eligible for membership.

4.4    It is a condition of membership that Members at all times conduct themselves in a reasonable manner at meetings or in premises used by the Association. A member may be suspended for breach of this condition, or for any other conduct not in line with the aims of the Association. Any member so suspended has the right of appeal to the following General Meeting before expulsion takes place.  Racist or sexist behavior will not be tolerated and will be grounds for suspension.


The Annual General Meeting shall have the power to decide what subscriptions (if any) shall be paid by members.


6.1    The business of the Association shall be conducted by a committee, elected at the Annual General Meeting which shall consist of a Chairperson, Vice-Chair, Secretary and Treasurer (the Officers) plus no more than 12 others No more than one committee member shall come from the same household.

6.2    The Association shall try to ensure the composition of the Committee shall represent the multi-racial character of the estate and tenure.

6.3    No officer shall hold office for more than three consecutive years unless this is the express wish of the AGM.

6.4    Any member or officer delegated to represent the association in consultation with any other body shall act on the instruction of the Association and shall report back to the following committee or General Meeting, whichever is the sooner.

6.5    The election or removal of officers or committee members may only be carried out by an Annual or Special General Meeting of the Association. The committee may temporarily fill any vacancy arising among the officers of the Association from its other members until the next Special General Meeting or AGM.


7.1    The committee will make every effort to facilitate the attendance of all members to any of the meetings outlined below by ensuring, as far as possible, appropriate times, dates and venues giving consideration to the difficulties of the membership re- disability, childcare responsibilities, infirmity etc., and by arranging for the translation of publicity into the appropriate languages if necessary.


The Committee shall meet as necessary,but not less than five times a year.  Committee meetings shall be open to any member of the Association wishing to attend who may speak but not vote.


Each year the Associations shall hold at least two General Meetings (including the AGM) which shall be open to general membership. All decisions shall be taken by a simple majority of members present and voting. The decision of General Meetings shall be binding on the Committee.


The Association shall hold an Annual General Meeting (AGM). A representative of the landlord shall be invited to attend.

7.5 The AGM shall:

  • Receive an annual report from the Committee
  • Present audited/verified accounts to members
  • Appoint an independent auditor/verifier
  • Elect the Committee
  • Consider any resolutions put forward by members
  • Vote on any amendments to the constitution

A Special General Meeting may be called by the Secretary if requested by at least 10 members at least 28 days before the date on which those members request the meeting to be held.


This Tenants & Residents Association is fully committed to the principle of equal opportunities in its role as a representative organisation for all those living on the Estates. It is our aim that no one, resident or group of residents shall receive less favorable treatment than another on grounds of gender, race, colour, religion, age, carer’s responsibility’s, disability, or sexual orientation.

All efforts shall be made to ensure that all meetings and activities of the TRAs are inclusive, accessible and open to all.

The TRA will endeavour to ensure that all those with whom it works shall be aware of the Equal Opportunities Statement.


8.1    The quorum for a Committee Meeting shall be one third of the elected members or 4 members which ever is the smaller.

8.2    The quorum for General Meetings shall be fifteen members.


9.1    COMMITTEE MEETINGS – All members shall be given not less than seven days notice displayed locally.

9.2    GENERAL MEETINGS – All members shall be given not less than 14 days    written notice delivered to each eligible household.

9.3    ANNUAL GENERAL MEETING – All members shall be given not less than 21 days written notice delivered to each eligible household. The notice must include an agenda, details of nominations to the Committee and any resolutions which include any proposed changes to the constitution.

9.4    SPECIAL GENERAL MEETING – All members shall be given not less than 21 days written notice delivered to each eligible household. A SGM may only consider the proposal for which it was convened.


Each voting member shall have one vote on any resolution put before an AGM General Meeting or Special General Meeting. All votes shall be counted and entered in the minutes.


All the above meetings must be minuted and the minutes formally approved by the next relevant meeting. All minutes shall be available for inspection by members of the Association.


12.1  The Association shall keep proper accounts of all income and expenditure. A bank account shall be opened in the name of the Association by the Treasurer. All cheques issued in the name of the Association shall be signed by the two (from five) other authorised signatories. The signatories should be from different households and not related.

12.2  The accounts of the organisation shall be available for inspection by any member of the organisation or the representative of the landlord within 28 days. The request for information must be made in writing to the Treasurer.

12.3  The Association shall be a non profit making organisation and any surplus at the end of the financial year shall be carried forward to the next year but may not be distributed to members.

12.4  Each year, the accounts shall be audited –either by a representative of the landlord or an appointed independent auditor. These shall be presented to the AGM.


13.1  Any proposal to alter this constitution must be submitted to the Secretary of the Association not less than 28 days before the General Meeting at which is to be discussed. To be valid, such a proposal must be supported by the signature of at least ten members. Any such alteration shall require approval of two thirds of those present and voting at the meeting.

13.2  Every member of the organisation shall be given a copy of the constitution when they join. Members shall be given copies of any changes to the constitution.


If the Committee decides (or if a Committee no longer exists then if any ten members decide) that the Association should be dissolved, they shall give at least 21 days notice to all those eligible for membership of a meeting at which the matter shall be discussed. For the sole purpose of dissolution a quorum need not apply and the Association may be dissolved by a 2/3 majority of those present. The assets, financial and otherwise, remaining when the Association has satisfied its liabilities, shall be applied for such purpose in accord with the objects as the meeting shall decide.