Constitution

You can download and read a Word version of our constitution here.

Version Version summary Date
0.1 First draft of the constitution 25th Oct 2015
1.0 Constitution adopted at the AGM 17th Nov 2015
1.1 Changes performed:

  • Section 2: Addition of Charrington Tower and Columbia West
  • Section 9: Role of AGM and EGM
  • Appendix 3: Roles & responsibilities of the executive committee
23rd Oct 2016

New Providence Wharf Leaseholders & Residents Association (NPWLRA) Constitution

1. Name

The Association shall be known as the New Providence Wharf Leaseholders and Residents Association (“the Association”).

2. The Property

All of the flats, amenity areas and common areas of and at the premises known as New Providence Wharf, Ontario Building, (Fairmont Avenue) Michigan Building (Biscayne Avenue), Charrington Tower, and Columbia West Building, London E14 (“the Property”).

The Association shall have the power to affiliate to any organisation whose objects may be of benefit to its membership, except that the Association shall not affiliate to a political party or religious body.

3. Aims and Objectives

The aims and objectives of the Association shall be:

a) To promote membership to all people eligible to join the Association;

b) To promote and protect the common rights and interests of the members of the Association relating to the use and enjoyment of the Property;

c) To represent the views of leaseholders and residents to the landlord, the local authority, and/or any other public authority or public or private organisation providing or intending to provide services to local leaseholders and/or residents;

d) To represent the views of leaseholders and residents to all parties in relation to planning matters that could or do affect their enjoyment of the Property and its amenities, including without limitation its environment and the services and infrastructure in the surrounding areas;

e) To consult and build a partnership with the landlord and the managing agent to facilitate and improve communications between them and the leaseholders and residents, and to seek to ensure best value for money in relation to the service and other charges levied on leaseholders and/or residents by the managing agent or others;

f) To promote the exercise of the rights of leaseholders and residents of the Property and the maintenance and improvement of their housing conditions, amenities and environment, including without limitation their rights under the Leasehold Reform, Housing and Urban Development Act 1993, the Housing Act 1996, or such other rights that may be given by any subsequent enactment or delegated legislation or by common law;

g) To employ solicitors, counsel, surveyors, engineers, accountants and other professional or qualified persons as and when required to advise the Association;

h) To exercise the rights conferred on the Association by recognition under the Landlord and Tenant Act 1985 or such other rights that may be given by any subsequent enactment or delegated legislation or by common law;

i) To provide facilities and opportunities for recreation and amenity and to encourage community cohesion and the development of community spirit;

j) To promote equal opportunities within the Property;

k) To monitor the Association, its work, finances and membership on an on-going basis; and

l) To do such other things, ancillary to the preceding aims and objectives, as may seem desirable to the Association.

4. Membership

a) Subject to sub-clause 4.b, all leaseholders and resident sub-tenants in the Property shall be automatically considered members of the Association, but there shall be only one vote per flat at Association meetings or on polls of the Association’s members, subject to the following:

(i) Where both a leaseholder and a resident sub-tenant of a flat are members of the Association, the vote exercisable in respect of that flat shall be the vote of the leaseholder, unless the resident sub-tenant has a tenancy which is both fixed for more than one year and is on terms affected by variations in the variable service charge.

(ii) For purposes connected with the requirements of residential leasehold law and other purposes affecting or tending to affect service charge expenditures, voting shall be restricted to affected variable service charge payers.

(iii) Where variable service charges for parts of the Property are calculated on different bases, only affected variable service charge payers shall be entitled to vote in relation to purposes affecting or tending to affect the service charge for their part of the Property.

b) Neither the landlord, the landlord’s representative, any company controlled and/ or connected to / by the landlord, nor any employee of the landlord shall be eligible to become a member of the Association.

c) A company which is a leaseholder or a sub-tenant (if not connected with the landlord) shall be eligible for membership, but its voting rights shall be exercisable by an individual duly authorised by the company as shall have been previously notified in writing to the Secretary.

d) Membership shall be open to all leaseholders and resident sub-tenants regardless of nationality, ethnicity, gender, sexual orientation, disability or religious or political belief. All members of the Association will abide by the statement of equal opportunities. (See Appendix 1)

e) It shall be a condition of membership that all members at all times conduct themselves in a reasonable and courteous manner at meetings or in premises (if any) owned or managed by the Association. All members of the Association will abide by the code of behaviour and disciplinary procedure. (See Appendix 2)

f) Membership of the Association shall be an acknowledgement and acceptance of the rules and constitution of the Association.

g) The Committee shall, if necessary, take steps to verify and validate membership in co-operation with the landlord, the managing agent, the Council’s Local Housing Office and/or by reference to the register of electors.

5. The Annual General Meeting (AGM)

a) AGMs shall be held in October or within 6 months of the end of each financial year, and at least once in each calendar year.

b) All members of the Association, or their duly authorised representatives whose details shall have been notified in writing to the Secretary prior to the meeting, shall be entitled to attend and speak and, subject to clause 4, vote at AGMs.

c) Notice of the AGM should be displayed at the main concierge desk, on the notice board in each block and on the New Providence Wharf Leaseholders and Residents Association website as shall be notified to members from time to time at least 21 days in advance of the meeting. The notice shall include the date, time and place of the AGM and a summary of the business to be conducted at the AGM.

d) The Agenda of the AGM shall be published on the main concierge desk until the New Providence Wharf Leaseholders and Residents Association website is up and running as shall be notified to members from time to time at least 7 days in advance of the meeting, and shall include:

(i) The minutes of the previous AGM;

(ii) The Annual Report of the Association including the reports of sub-committees (if any);

(iii) The Annual Report of the Treasurer including the audited accounts of the Association for the previous financial year;

(iv) Elections of the Officers and Committee of the Association;

(v) Appointment of an independent auditor; and

(vi) Any resolutions proposed by the Committee or submitted in writing by members of the Association to the Secretary not less than 14 days in advance of the meeting.

e) The quorum for the AGM shall be 10 members of the Association or their duly authorised representatives.

f) The single vote per flat must be exercised by an individual who fulfils the criteria laid out under clause 4.

g) All decisions at an AGM shall be taken by a simple majority of members present in person or by proxy on the basis of one vote per flat. The Chair of the meeting may exercise a casting vote in addition to his/her vote in respect of his/her flat.

h) Minutes of all appointments made and resolutions carried at AGMs shall be taken, and shall be available for inspection by any member of the Association on reasonable notice to the Secretary.

6. Extraordinary General Meetings (EGMs)

a) All other meetings of the Association shall be Extraordinary General Meetings (EGMs) and shall be convened at any time by the Secretary either on the written instructions of the Committee, or on a written request signed by no fewer than 30 members of the Association.

b) All members of the Association, or their duly authorised representatives whose details shall have been notified in writing to the Secretary prior to the meeting, shall be entitled to attend and speak and, subject to clause 4, vote at EGMs.

c) Notice of EGMs shall comply with sub-clause 5.c.

d) EGMs may consider:

(i) Any motions submitted by members of the Association to the Secretary in writing not less than 14 days in advance of the meeting;

(ii) Elections to any vacancies among the Officers or Committee; and/or

(iii) Appeals against removal of membership

e) The quorum for an EGM shall be 10 members of the Association or their duly authorised representatives.

f) Subject to sub-clause 7.d, all decisions at an EGM shall be taken by a simple majority of members present in person or by proxy on the basis of one vote per flat. The Chair of the meeting may exercise a casting vote in addition to his/her vote in respect of his/her flat.

g) Minutes of all appointments made and resolutions carried at EGMs shall be taken, and shall be available for inspection by any member of the Association on reasonable notice to the Secretary.

7. Amendments to the Constitution

a) This constitution shall be published on the New Providence Wharf Leaseholders and Residents Association website as shall be notified to members from time to time.

b) Any proposals to amend this constitution must be submitted to the Secretary not less than 28 days before the EGM at which it is to be discussed so that it can be printed on the notice of the meeting.

c) The quorum for an EGM at which a proposal to amend this constitution is considered shall be 25 members of the Association or their duly authorised representatives.

d) Any amendment to this constitution shall require a two-thirds majority of those members present in person or by proxy and voting at the EGM.

8. The Committee

a) The Committee shall comprise a Chair, Vice Chair, Secretary, Vice Secretary and Treasurer and Vice Treasurer (“Officer” and together “Officers”) who shall be members of the Association, and a number of other Committee members as determined from time to time by the Association in General Meeting.

b) A list of the names of the Committee members and Officers of the Association shall be published on the New Providence Wharf Leaseholders and Residents Association website as shall be notified to members from time to time, and made available from the concierge.

c) To be eligible for election as an Officer, candidates must have previously served on the Committee for a period of 6 months, except for the first Officers.

d) Any member of the Association shall be eligible to put himself or herself forward for election to the Committee by giving written notice to the Secretary at least 14 days before a General Meeting of the Association.

e) The Committee shall be responsible for the management of the Association including employment matters and shall represent the views of the Association in accordance with clause 3.

f) The election (other than for the first Officers or Committee members) or removal of Officers or Committee members may only be carried out by a General Meeting of the Association. However, the Committee may co-opt members and may temporarily fill any vacancy arising among the Officers from its other members until the next General Meeting.

g) The Committee shall meet as necessary, and not less than 4 times a year (including General Meetings).

h) Any member of the Committee (including Officers) missing three consecutive meetings without satisfactory explanation may, at the discretion of the Committee, be deemed to have resigned and shall be notified in writing by the Secretary of such deemed resignation.

i) Committee meetings shall be open to any member of the Association wishing to attend, who may speak but shall not be permitted to vote.

j) The quorum of Committee meetings shall be one third of the elected membership of the Committee or 3 Committee members, whichever is the greater.

k) Committee members shall be notified by the Secretary by email or in writing of the date of a Committee meeting not less than 14 days prior to that meeting taking place. The minutes of the previous meeting and the agenda of the meeting shall be distributed with the notice.

l) Every reasonable effort shall be made to reach consensus among Committee members. Where that is not possible all decisions will be taken by a simple majority of those present. If required the Chair may exercise a casting vote in addition to his/her normal vote.

m) The Committee shall have the power to appoint sub-committees from within its membership. Such sub-committees may be set up for a specific purpose and a specific period of time. The subcommittees shall regulate their own affairs as they see fit and make recommendations to the Committee, but the authority to take decisions resides with the Committee itself unless delegated to the Subcommittee.

n) Minutes of all appointments made and resolutions carried at Committee meetings shall be taken, and shall be available for inspection by any member of the Association on reasonable notice to the Secretary.

9. Disclaimer and Indemnity

a) Any advice or assistance given or rendered to members of the Association, or any action taken by the Association acting through the Committee in the name of the Association’s members, shall be without liability or responsibility on the part of the Committee or its members for any loss or damage. Members should take and rely on independent professional advice in all matters affecting their interests or where possible conflict could arise between members.

b) The members of the Association shall indemnify the Officers and the other members of the Committee against all liability incurred by them when carrying out action to give effects to decisions of annual general or extraordinary general meetings .

10. Finances

a) Any monies raised by the Association, either directly from the membership or through the service charges collected by the managing agent under the flat leases, shall only be used in furtherance of the aims and objectives of the Association (as set out in clause 3).

b) All significant decisions regarding the Association’s income and expenditure shall be taken only by the Committee or by a General Meeting of the Association and shall be recorded in the minutes of the relevant meeting that approves or ratifies such decisions.

c) The Treasurer shall open a bank account in the name of the Association, the mandate for which shall require the signatures of both the Treasurer and one other Officer on any cheque or payment authorisation for single amounts of up to £500, and of either (i) the Treasurer, the Chair and the Secretary or (ii) the Treasurer and any 3 other members of the Committee, on any cheque or payment authorisation for single amounts in excess of £500.

d) The property and funds of the Association shall be held and administered by the Committee.

e) The Committee is not authorised to incur any bank overdraft, nor any other borrowings save for reimbursable expenses of up to £500 in any one instance incurred by Committee members on the Association’s behalf.

f) The Committee may incur liabilities on behalf of the Association to suppliers for payment from future service charges which it is assured that the managing agent will collect as additional service charges under the flat leases, provided always that the Association shall not incur expenditure amounting in aggregate to more than £100 per flat in any one financial year.

g) The Treasurer shall keep full records of the Association’s income and expenditure; shall report the reconciled balance of the bank account and of all significant items of income and expenditure to the Committee at each Committee meeting; and shall make an annual financial report to the membership of the Association in accordance with sub-clause 5.d.iii.

h) The annual accounts of the Association shall be audited by an independent auditor in accordance with proper audit practice for an Association of the nature of the Association, and whose appointment shall be approved by the Association at the AGM.

i) The Annual Report of the Association and the Annual Report of the Treasurer shall be available for inspection by any member of the Association on reasonable notice to the Secretary.

11. Affiliations

a) The Association shall have the power to affiliate to any organisation whose objects may be of benefit to its membership, except that the Association shall not affiliate to a political party or religious body.

b) Affiliations may be agreed by a meeting of the Committee, but shall be reviewed and agreed annually by the Annual General Meeting.

12. Removal of Membership

a) If a member is deemed to have breached clause 4e, the Committee may take the decision to exclude that individual from membership for a specified period of time.

b) Any members excluded from membership shall have the right to appeal to the next General Meeting of the Association. The decision of the General Meeting shall be final.

13. Dissolution

a) The Committee or, if the Committee no longer exists but not in any other circumstances, any 10 members of the Association (“the Dissolving Members”), may decide that the Association should be dissolved.

b) The Secretary, or the Dissolving Members as the case may be, shall give notice of an EGM (in accordance with sub-clause 6.c) at which the proposed dissolution shall be discussed.

c) For an EGM discussing only dissolution of the Association, a quorum will not apply and the Association may be dissolved by a two-thirds majority of those present.

d) The assets, financial and otherwise, remaining when the Association has repaid any outstanding liabilities shall be used for such purposes of benefit to the community as the EGM shall decide.

Appendix 1 Equal Opportunities.

NPWRLA wish to demonstrate a commitment to equality and diversity and have adopted the following statement.

The NPWLRA believes it must work towards the genuine involvement and representation of all members of the community.

It is committed to opposing all forms of discrimination and oppression. This includes racism, sexism and all forms of discrimination faced by black people and other ethnic communities, by women, by gay men and lesbians and by people with disabilities. The RA is also committed to acting without discrimination on the grounds of nationality, political or religious belief or marital status.

The NPWRLA will take steps to remove direct and indirect discrimination in any of its activities.

The NPWRLA will work towards the development of an awareness of equal opportunity issues amongst its members.

Appendix 2 Code Of Behaviour

This code of behaviour will guidance to members about the way they carry out their duties in relation to the work of the Association.

Confidentiality

The group may deal with difficult and sensitive issues: discretion and care must be exercised during and after meetings

Conduct At Meetings

Members shall:

  • Be courteous to each other and support each other with the aim of achieving the best possible decisions
  • Allow each other to speak and be heard
  • No individual shall dominate the discussion
  • Adhere to the guidance of the chair on the conduct of the meeting
  • Operate within the terms of the constitution.

Personal Interest

Members must notify the group if they have any personal interest, financial or otherwise, in any matters considered by the group. It may be necessary for group members to abstain from any discussion or decision on a particular item.

Exclusion And Disciplinary Procedures

Members shall at all times conduct themselves in reasonable manner at meetings and may be excluded if they act in an abusive, offensive or obstructive way or if they contravene the objectives of the group.

Exclusion from the particular meeting will take place when a majority of those present and voting at any meeting of the group or AGM of the group vote to exclude a member.

All members shall abide by the disciplinary procedures.

Appendix 3 Roles And Responsibilities Of Key Office Bearers

The Chairman

Chair the Association meeting keeping it in order in line with the code of conduct as outlined in Appendix 2.

Conducting meetings effectively by controlling discussions and encouraging people to have their say. Ensuring that everyone has an opportunity to be heard and stopping inappropriate interruptions and irrelevances.

The Chairman should oversee all expenses and make sure that they are put to good use.

Maintain an overall view on the occurrences / critical incidents and ensure that all residents and members are satisfied without having any qualms or problems .

The Chairman will have the authority to initiate and defend any form of legal action on behalf of the Association.

Making sure everyone is clear what decisions have been taken.

Ensuring that everyone knows who is going to do what tasks.

Ensuring that the Association meeting gets through all of its business in the allocated time available.

The Chair will not vote except to have the casting vote when a vote is tied

Making sure the Association works to further its aims and objectives, as stated in the constitution.

Planning agendas for meetings with the help of the Secretary and preparing for all topics to be discussed.

Representing the Association; and ensuring things get done (but not necessarily doing them themselves)

The Secretary

Take the minutes in meetings, write them up and distribute it as soon as possible.

Keep the records of past minutes and meetings.

Keep the Association membership records.

Keep a log of all correspondence in and out.

Send and receive letters on behalf of the Association.

Invite any guests to meetings.

Planning and writing agendas in partnership with the Chairman.

Bringing matters which need action to the attention of the Association.

Bring up concerns from each individual resident in order to ensure active participation of all members.

Ensuring that the number of meetings stated in the constitution actually take place.

Organising the meeting venue and making sure that members know when and where the meetings will take place.

Helping the Chair with follow-up work between meetings.

The Treasurer

Be methodical and keep clear records of money received or paid out.

Ensure all paperwork is accurate and all transactions are recorded promptly. Keep invoices and receipts in good order

  • Record everything in and out separately when entering in the accounts
  • Check the bank statements carefully and regularly, usually on a monthly basis
  • Record the income and expenditure of the Association
  • Maintain the Association’s bank or building society account
  • Keep control over petty cash
  • Report on the Association’s finances to the Chairman and to all members at the general meeting
  • Prepare accounts for the Auditors
  • Collect subscriptions (if any)
  • In summary, help the Association plan how it spends its money

Roles & responsibilities of the wider members of the NPWLRA executive committee who are not officers

  • Attend meetings, or send apologies if not able to
  • Engage with the residents and seek their views on important issues
  • Help the secretary and vice secretary to organise events
  • Volunteer and provide support on executing any ad-hoc activities assigned by the committee
  • Contribute to discussions within the executive committee meetings
  • Request that items are added to the agenda
  • Report back if they have carried out a task or gone to a meeting on behalf of the committee
  • Respect confidentiality and not discuss the private affairs of individuals
  • To not let differences of opinion cloud the workings of the group
  • To work with officers and other members of the committee to reach a consensus and accept majority decisions
  • Have a team spirit and positive attitude