Pennine Communities Federation
of Tenants & Residents Associations

GUIDE TO ABBREVIATIONS USED

P.C.F.T.R.A. - Pennine Communities Federation of Tenants' and Residents' Associations

T.A.R.A. - Tenants' and Residents' Associations

A.G.M. - Annual General Meeting

M.B.C. - Metropolitan Borough Council

PH2K - Pennine Housing 2000

NAME

The name of the organisation shall be Pennine Communities Federation of Tenants' and Residents' Associations.

AREA

Area covered will be any community where Pennine Housing 2000 has a significant role as landlord

AIMS AND OBJECTIVES

1. To seek the views and promote the interests and rights of all T.A.R.A.s within the area mentioned above.

2. To promote facilities for recreation and leisure as applicable to the needs of the members.

3. To meet, liaise and consult with Pennine Housing to represent the interests of tenants and residents in areas where Pennine Housing has a significant role as landlord, and to further the rights of tenants and residents to be involved in the formulation of Pennine Housing policy on housing and associated issues.

4. To meet, liaise and consult with relevant Council departments to represent the interests of affiliated tenants and residents to further mutual support for tenant participation, as jointly agreed in the Tenants' Compact.

5. To keep member T.A.R.A.s informed of local and national issues of direct concern to them, and to represent the views of member T.A.R.A.s at both local and national levels.

6. To assist and encourage the formation of constituted tenants' and residents' groups on estates where Pennine Housing is the main stakeholder.

7. To further the interests of tenants through working with constituted tenants and residents' groups working in the private and Registered Social Landlord sectors in any area where Pennine Housing is a stakeholder.

8. To provide support and advice to enable existing member groups to function effectively.

9. To assist, and where necessary, co-ordinate the activities of T.A.R.A.s.

10. To co-operate with other organisations and to affiliate to any external organisations where appropriate.

11. In order to uphold Equal Opportunities, P.C.F.T.R.A. will work towards complying with the Equal Opportunities statement (appendix 1) attached to this constitution.

MEMBERSHIP

P.C.F.T.R.A. will encourage anyone attending a full P.C.F.T.R.A. meeting to actively participate in any of the debates and discussions which take place. However, for the purposes of voting and formal recognition there are four membership categories.

1. FULL MEMBERSHIP

Full membership shall be free and open to all PH2K based T.A.R.A.s provided they are prepared to affiliate to P.C.F.T.R.A. and meet the recognition criteria.

2. ASSOCIATE MEMBERSHIP

Associate membership shall be open to any Housing Association based T.A.R.A. or similar organisation in the private sector provided they are prepared to affiliate to P.C.F.T.R.A. and meet the registration criteria. Associate members will have no voting rights at P.C.F.T.R.A.

T.A.R.A.s WITHOUT A CONSTITUTION

Newly formed T.A.R.A.s and T.A.R.A.s who choose to operate without a constitution are welcome at all Full Federation meetings but will not have voting rights.

3. INDIVIDUAL

All Full P.C.F.T.R.A. meetings are open to the public. Individuals will be encouraged to attend particularly if they are interested in forming a T.A.R.A. in their area. However, they will not have voting rights at P.C.F.T.R.A. meetings but they will be able to participate in any Working Party

4. PENNINE HOUSING 2000, COUNCIL AND OTHER STAKEHOLDER REPRESENTATIVES

Board members, Councillors, Pennine Housing officers and Council officers, in their official capacity, can only attend Federation meetings if invited and will not have voting rights. Tenant Board members who are delegates attend on behalf of tenants and not the Board of PH2K and can only speak in the latter capacity if invited by the meeting. Tenant Board members will not be eligible for election as an officer of the P.C.F.T.R.A.

The relationship with members of the Tenant Involvement Section will differ from that of the above; their role will be to offer support, guidance and mentoring, as and when required. It is expected that the officers of the Federation will ensure that these staff are given all of the help and support needed to fulfil this role.

5. The Federation shall not discriminate on the grounds of nationality, religious opinion, race, gender, sexual orientation, colour or creed and shall combat such discrimination.

6. The Federation shall have the powers to withdraw membership from any member whose conduct in meetings brings disrepute to the organisation.

7. The Federation shall have the powers to withdraw membership from any member whose conduct in public brings the organisation into disrepute.

8. Any members excluded under clauses 6 and 7 above shall have the right to appeal to the following Full Federation meeting.

REGISTRATION FOR P.C.F.T.R.A. MEMBERSHIP

FULL MEMBERSHIP - NEW MEMBERS

Upon application for Full P.C.F.T.R.A. Membership each T.A.R.A. will need to provide the Federation Secretary with the following:

1. A letter of application to the Secretary outlining their commitment to the aims and objectives of P.C.F.T.R.A.

2. A Constitution acceptable to P.C.F.T.R.A.

3. Minutes of their last Annual General Meeting.

4. Minutes of their two most recent T.A.R.A. meetings.

5. Names and addresses of their two voting delegates, one of which must be a tenant of Pennine Housing.

FULL MEMBERSHIP - RENEWAL

1. All Full Federation members will have to re-register on an annual basis three months prior to the P.C.F.T.R.A.'s Annual General Meeting, this will be done jointly with PH2K's registration

2. The Secretary will write to each member Association requesting the following:

3. Any member T.A.R.A. who has previous had Full Membership status which: fails to re-register; whose registration is rejected by the Federation Management Committee; or whose registration is incomplete, will lose their membership status 28 days prior to the AGM. In this event individuals from those T.A.R.A.s shall not be eligible for election to Federation posts at the AGM.

ASSOCIATE MEMBERSHIP

Housing Association based T.A.R.A.s or similar organisations in the private sector need to provide the following upon application for Association Membership:

1. A letter of application to the Secretary outlining their commitment to the aims and objectives of the Federation.

2. A constitution acceptable to C.F.T.R.A.

3. Minutes of their last AGM.

4. Minutes of their two most recent T.A.R.A. meetings.

5. Names and addresses of their two delegates.

6. A £50 annual subscription fee which will be adjusted on a pro-rata basis depending on when they first apply.

ASSOCIATE MEMBERSHIP RENEWAL

All Associate Members will have to re-register on an annual basis, three months prior to the P.C.F.T.R.A. AGM. The Secretary shall write to each Associate T.A.R.A. requesting the following:

1. A copy of their Constitution.

2. A copy of the minutes of their last AGM.

3. Copies of the minutes of their two most recent meetings.

4. Names and addresses of their two delegates.

5. £50 annual membership fee.

Any T.A.R.A. whose application to either register or re-register has been turned down by the P.C.F.T.R.A. Management Committee shall have the right to appeal to the following Full Federation meeting.

FINANCE

1. All money raised by or on behalf of the Federation shall be applied to furthering the aims and objectives of P.C.F.T.R.A.

2. The Treasurer shall open a bank account in the name of P.C.F.T.R.A. All cheques shall be signed by two of the following: Chair, Vice-Chair, Secretary, Treasurer.

3. The Treasurer shall present a written financial statement of any income/expenditure incurred to each P.C.F.T.R.A. meeting.

4. No member shall derive any financial benefit from P.C.F.T.R.A. other that the payment of reasonable expenses whilst on business previously agreed at a P.C.F.T.R.A. meeting. In the event of an emergency the Chair, Secretary and Treasurer may jointly agree payment but this must be ratified by the next P.C.F.T.R.A. meeting.

5. The Management Team will have the power to authorise reasonable expenditure for day to day running costs such as stationery, postage, telephone and electricity bills, etc. An office float should be provided to avoid unnecessary out-of-pocket expense, the exact amount to be decided by the Federation. Expenditure for ad hoc items such as equipment, etc. shall only be authorised by a P.C.F.T.R.A. meeting.

6. Each of the Standing Working Groups will be given an annual budget which they will be expected to work within. The budgets will be arrived at by each working group identifying their needs for the year, this will then be debated by the Federation. All expenditure shall be through the Treasurer, additional funding could only be agreed by the Federation.

7. A qualified auditor nominated by Pennine Housing will audit the accounts once a year, prior to the AGM.

P.C.F.T.R.A. MEETINGS

1. There shall be a Federation meeting at least every two months including the AGM.

2. The Federation meeting shall be the only decision-making body on all policy matters and major decisions.

3. Minutes of any Sub-Committee meetings, Working Parties or meetings with any other body (e.g. representatives of Penning Housing 2000, Council officers), which have taken place since the last Federation meeting will be sent to member T.A.R.A.s along with the Agenda.

4. The Treasurer shall present a written financial statement of any income/expenditure incurred since the last Federation meeting.

5. The Secretary shall prepare an Agenda, in consultation with the Chair and Vice-Chair, which will be distributed at least seven days prior to the meeting.

6. The Secretary shall minute proceedings and a true copy signed by the Chair at the following meeting.

7. Each T.A.RA. with Full P.C.F.T.R.A. membership status will be issued with two voting cards (name plates) upon joining P.C.F.T.R.A. These voting cards will be renewed each year prior to the AGM and should be brought to each Full P.C.F.T.R.A. meeting.

8. A quorum will be a representative from five Full Member T.A.R.A.s.

9. If a P.C.F.T.R.A. meeting is inquorate, an informal meeting should take place, if feasible. Any decisions arising from the informal meeting will be referred to the next P.C.F.T.R.A. meeting for ratification.

10. The Chair shall not have a vote at P.C.F.T.R.A. meetings. However, the Chair's T.A.R.A. shall be entitled to send an additional named delegate to any Federation meeting held after the AGM, for the duration of that Chair's office.

11. There is no restriction on the number of representatives that member T.A.R.A.s send to Full P.C.F.T.R.A. meetings. However:

MANAGEMENT TEAM

1. The Management Team shall consist of:

2. The four Officers should all be from different TARA's and, if at all possible, should be from different areas.

3. All Officers shall be P.C.F.T.R.A. delegates.

4. Any Officer who fails to attend three Federation meetings in a row, without good reason, will be deemed to have resigned. The next Full P.C.F.T.R.A. meeting will be informed and an election will be held at that meeting.

5. The role of the Management Team shall be to ensure that:

6. The Management Team shall NOT have the power to make policy decisions (under normal circumstances). In the event of an emergency arising which requires a policy decision, the normal course of action shall be to call a Federation meeting. Should this not be practical, a meeting of the Management Team shall be called to discuss the emergency item only. Any decision taken shall be reported back to the next Federation meeting as the first item of business and a vote taken to endorse, or otherwise, the decision taken.

PENNINE HOUSING 2000 BOARD

1. Minutes of each P.C.F.T.R.A. will be forward to the next relevant Pennine Housing 2000 Board meeting.

2. At the AGM two Board Observers will be elected to:

The two Board Observers should be from different TARA's

WORKING GROUPS/SUB-COMMITTEE

1. Four Standing Working Groups will be established to oversee the smooth running of the Federation, initially these will be:

2. At the AGM the following will be elected for each of the Working Groups:

3. Additional Working Groups will be established as and when necessary.

4. TARA's operating outside of the Calderdale area will have the option to establish a Federation sub-committee to ensure that their members are able participate fully in P.C.F.T.R.A. business. The Federation would develop Terms of Reference for any such sub-committee.

5. The Management Team will be ex-officio members of any Sub-Committee or Working Party but no more than one Management Team member should attend any meeting.

6. Minutes of each working group/steering committee meeting will be produced and circulated to all P.C.F.T.R.A. meetings.

7. Sub-committees and Working Parties of the Federation cannot make any major decisions and will report back to the Federation

8. Should a Sub-Committee or Working Party be in existence at the time of the A.G.M. Membership will be subject to re-election.

REPRESENTATION ON OUTSIDE BODIES

1. P.C.F.T.R.A. will from time to time be asked to nominate delegates to serve on outside bodies that may be deemed relevant to P.C.F.T.R.A. Such delegates will undertake to report back either in writing or verbally any progress made by such bodies to the next P.C.F.T.R.A. meeting.

2. Any delegate who fails to attend three consecutive meetings of such bodies without a good reason being given and/or who fails to report back will be replaced.

3. Should representation on an outside body extend beyond the A.G.M., it will be subject to re-election at that time.

ANNUAL GENERAL MEETING

The AGM shall take place in October of each year.

PRIOR TO THE AGM

1. Not less than 28 days notice of the AGM will be given to all members, both Full and Associate.

2. Not less than 21 days prior to the AGM the Secretary will circulate a list of the delegates from each T.A.R.A. qualifying for Full C.F.T.R.A. membership.

AT THE AGM

1. The Management Team shall present an Annual Report and a statement of accounts.

2. Any changes to the Constitution which have been received by the Secretary in accordance with the Constitution shall be discussed and voted on.

3. The Secretary will circulate a list of the delegates eligible to stand for election and two independent scrutineers will be appointed.

3. The election will be held in the following order:

4. The elections will be carried out by a representative from the Tenant Involvement Section.

5. Any proposals relevant to the AGM and submitted to the Secretary in writing not less than seven days in advance of the meeting shall be discussed.

6. A quorum at the AGM shall be a representative of eight Full Member T.A.R.A.s or one third of the voting membership, whichever is the greater.

SPECIAL GENERAL MEETING

1. Special General Meetings may be called at any time for the purpose of altering this Constitution or for considering any matter which needs the immediate attention of all members.

2. Special General Meeting maybe called either at the written request of at least six Full P.C.F.T.R.A. member T.A.R.A.s or if a P.C.F.T.R.A. meeting decides, by a simple majority, it is necessary or advisable.

3. At least twenty-one days notice of any Special General Meeting will be given to Members in writing, stating the reasons for holding the meeting.

4. A quorum at a Special General meeting shall be the same as for an AGM.

AMENDMENTS TO THE CONSTITUTION

1. This Constitution can only be amended at an AGM or a Special General Meeting called for that purpose.

2. Any proposals to amend this Constitution must be presented to the Secretary in writing, at least 14 days prior to the meeting at which they are to be considered.

3. Proposals to amend this Constitution must be circulated by the Secretary to all members of the P.C.F.T.R.A. at least seven days prior to the AGM or Special General Meeting at which they are to be considered.

4. Any amendments to this Constitution shall require the approval of two-thirds of those present and voting at the meeting.

DISSOLUTION

1. The Federation can be dissolved by resolution at a Special General Meeting. Fourteen days notice must be given of any such resolution.

2. If such a resolution gains the support of a majority of those present at the meeting, all liabilities shall be discharged including the return of any unspent grants. Any monies remaining in the bank account of the organisation shall be donated to a charitable organisation determined by the meeting.

3. Any other assets will be distributed according to the wishes of the meeting.

4. The terms of any such resolutions to dissolve P.C.F.T.R.A. shall not be implemented until twenty-eight days after the passing of such a resolution.

This constitution was adopted at a meeting held on Wednesday 25^th October 2006 at Bull Green House, Halifax

SIGNED

CHAIR.............................................................................. DATE.................................

SECRETARY.................................................................. DATE.................................

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Appendix 1

P.C.F.T.R.A. EQUAL OPPORTUNITIES STATEMENT

1. P.C.F.T.R.A. believes that all people should be treated equally and will work towards ending discrimination and harassment of its members.

2. P.C.F.T.R.A. is therefore committed to opposing all forms of discrimination and oppression. This included racism, sexism, ageism and all forms of discrimination faces by black people and other ethnic communities, by women, by gay men and lesbians, those that are HIV positive and by people with disabilities both physical and mental. P.C.F.T.R.A. is also committed to acting without discrimination on the grounds of nationality, political or religious belief.

3. P.C.F.T.R.A. will introduce measures to remove direct and indirect discrimination in any of its activities.

4. P.C.F.T.R.A. will work towards the development of an awareness of equal opportunity issues. It will adopt a strategy to ensure equality in all its work and genuine equality of opportunities.

5. P.C.F.T.R.A. will take seriously the needs of those discriminated against, and will campaign for better facilities to meet the needs of everyone.

6. P.C.F.T.R.A. will monitor the participation of different groups at meetings, training etc.

7. P.C.F.T.R.A. will attempt to meet everyone's needs when booking venues and arranging times of meetings.

8. P.C.F.T.R.A. will ensure that all Management Committee members and if at all possible all T.A.R.A. representatives receive equal opportunities training. This training will be held annually following on from the AGM when there may have been changes of representatives.

9. P.C.F.T.R.A. is committed to taking action to make this policy fully effective.