The Landfield Drive Residents Association (L.D.R.A.) has been set up by Landfield Drive property owners to deal with concerns that affect the estate.

Membership is open to all Landlfield Drive property owners and the tenants of Landfield Drive. Anyone who wishes to become a member of the L.D.R.A. can do so by registering using the online form. (click here)

All members should actively seek to represent the various needs of the estate and must not discriminate on the grounds of nationality, political opinion, race, religious opinion, gender, age, sexuality or disability.

Members shall at all times conduct themselves in a reasonable manner when attending meetings or any functions linked to the L.D.R.A.

Only one member per property shall have a right to vote at meetings.

The members will elect a committee at the Annual General Meeting (AGM). The committee will conduct the business of the L.D.R.A.

The Committee

A committee is elected by the members to carry out the business of the L.D.R.A. The committee consist of a Chairman, a Secretary, a Treasurer and 3 General members.

The Committee is elected at the Annual General Meeting (AGM).

Committee members shall carry out the duties given to them at the general meetings.

The committee shall meet once a month and no less than 10 times per year.

Minutes of all meetings shall be made available to all members.

Vacancies arising during the year can be filled by an election at the next general meeting. The committee may fill any vacancies arising in the committee until the next general meeting.

Finance

Finance is very important to groups and can also cause the most concern. If detailed clauses are included in the constitution this will help the group run smoothly and help the treasurer in their role.

  1. All money raised by or on behalf of the RA is to be used only to further the aims of the RA.
  2. The treasurer shall open a bank account in the name of the RA.
  3. Cheque signatories will be nominated by the committee (one must be the treasurer). There shall be 2 signatories. These should not be from the same household or the same family.
  4. All cheques and instructions to the RA’s bankers shall require 2 of the agreed signatures.
  5. The treasurer shall have the accounts checked by an independent
    person with adequate financial experience, for example, a representative of the community organisation, law centre or council for voluntary service, at the end of each financial year.
  6. The accounts shall be available to all members at the AGM.

Annual General Meetings

This is an important meeting as it is the meeting where the committee reports on the activities of the RA over the previous year. At this meeting all members of the committee stand down and new members are elected. Your constitution should state when and how this meeting will be held and how members will be informed of it.

  • There shall be an AGM held every June at which the committee shall report on its work, present a statement of accounts and resign from their posts.
  • The committee for the next year shall be elected at the AGM.
  • At the AGM, members shall vote on recommendations and any amendments to the constitution.
  • The secretary will notify all members of the date of the meeting not less than 21 days before the AGM.

Other general meetings

These are the other meetings throughout the year that are open to your members. This section will state how these meetings will be organised.

There will be a general meeting open to all members every 2 months.

A special general meeting open to all members will be held if 12 or more members request for such a meeting to the secretary. The secretary shall arrange for this meeting to take place within 21 days.

The secretary will publicise all general meetings at least 5 days in advance.

Changes to the constitution

The LDRA constitution should develop along with the group, so it would be sensible to have a section on how to alter it.

  • The constitution can only be altered at an AGM or at a Special General Meeting called for that purpose.
  • Any suggested changes to the constitution must be handed to the secretary at least 14 days before the AGM.
  • Changes to the constitution must be agreed by two thirds of the members present at the meeting.

Quorum

This is the number of members required for a meeting to go ahead. You can decide what the quorum will be for your group.

The quorum for committee meetings of the association shall be one-third of its elected membership, or 9 members, whichever is the greater. The quorum for all general meetings shall be one-third of the membership.

Voting

This sets out how you will make your decisions.

  • Any member can make a proposal, but, in order for it to be voted on
    by other members it must be seconded or supported by another member.
  • Only members present at the meeting may vote.
  • Before voting any member may propose an amendment which must also be seconded.
  • No member shall exercise more than one vote.
  • In the event of an equal vote, the chair shall have the casting vote

Committee members and their roles

The committee runs the LDRA on a day to day basis on behalf of the members. The committee will organise general meetings and the AGMs and will carry out any decisions made at these meetings. The membership of the committee should reflect the people it represents with regard to age, tenure, sex, ethnicity and disability whenever possible.

Chair – A Chair is elected to provide leadership, plan, call and chair meetings, and ensure that the committee works well together. A Chair should ensure that the LDRA keeps to its aims.

Secretary – A Secretary is responsible for administration and communication. They set the agenda with the Chair, take minutes of meetings, distribute previous minutes and agendas for meetings coming up, and occasionally write letters on behalf of the LDRA. Members of the LDRA can assist the Secretary with their allotted tasks.

Treasurer – A Treasurer oversees the management of any money collected. They pay bills and keep accurate records of money received and spent. The Treasurer works
with the committee to carry out financial planning for the year. They ensure that all expenditure is agreed at a minuted meeting. They should prepare a financial report and bank statement to the committee at every meeting. At the end of the year they prepare the final account.

It is important that committee members do the following:

  • Go to meetings regularly or send apologies if they are not able to
  • Contribute to meetings
  • Volunteer if they can see a job needs doing
  • Put items on the agenda
  • Report back when they have completed a task or gone to a meeting on behalf of the RA
  • Claim back any expenses from the treasurer
  • Respect confidentiality of individuals
  • Don’t let differences of opinion disrupt the workings of the group
  • Support the committee and accept majority decisions
  • Make sure they represent the views of members
  • Ask members for their views on important issues