Thursday, 1 July 2010
Committee Minutes 21st April
LANEHEAD RESIDENTS ASSOCIATION
Minutes of committee meeting held at Newhouses, Wednesday 21 April, 7.00pm
MEMBERS PRESENT:
Ross Anderson, Neil Astley, Pat Cooper, Rex Cooper, Preston Hoggan, John Holland, Pamela Robertson-Pearce and Jenny Swaile.
1. MINUTES OF PREVIOUS MEETING
The previous meeting was the inaugural meeting of the Lanehead Residents Association held on 12 April at which the committee members were appointed by those present. The minutes were taken by Neil Astley and approved by the appointed committee as a true record of what was discussed and agreed.
2. ELECTION OF OFFICERS
Chairman: Rex Cooper (proposed by Neil Astley, seconded by Jenny Swaile.
Secretary: Neil Astley (proposed by John Holland, seconded by Preston Hoggan).
Treasurer: Preston Hoggan (proposed by Ross Anderson, seconded by John Holland).
3. BANK ACCOUNT
(3.1) Preston Hoggan agreed to ask Lloyds TSB to open a bank account for LHRA at Lloyds TSB in Bellingham. Signatories needed to be Lloyds TSB account holders: Preston Hoggan, Ross Anderson, Neil Astley and Rex Cooper.
(3.2) Preston Hoggan will prepare a budget to cover the cost of hiring Tarset Village Hall for LHRA community meetings and other activities such as coffee mornings. Thanks to a start-up donation LHRA currently holds £50 in cash.
4. PUBLICISING LHRA
(4.1) As noted in the previous minutes, LHRA now has a responsibility to inform all members of the Lanehead community of its initiatives, activities and meetings using whatever means is appropriate, and this could be a mixture of emails to people with computers, hand-delivered notices, notices on the Village Hall notice board and announcements in the Tarset News or on the Tarset website. Advertising in the Hexham Courant will not be necessary for a residents association covering just under 40 households, but the North Tyne stringers should be notified of events and meetings. Future communications could be more manageable if email addresses and opt out requests were collected the first time LHRA tries to circulate everyone in the community.
(4.2) Rex Cooper has compiled a list of around 40 properties in the LHRA area using the Post Office online database, but this does not include the name of residents. The Parish Council should have this information: Ande Jameson to be asked to provide names to complete the list. LHRA will then add emails where there are known, and a circulation list can be drawn up and households notified by email or hand-delivery.
(4.3) Information about the formation and nature of the LHRA to be sent to the Tarset website and Tarset News, including the web address of the Lanehead Residents Blog: http://laneheadresidents.blogspot.com. The constitution has been posted on the Blog.
(4.4) First mailout to Lanehead to establish which members of the community wish to opt out of membership of LHRA, and which issues people would most like LHRA to address in line with the purposes agreed under section 4 of the constitution.
5. CO-OPTING NEW MEMBERS
The committee elected has eight members, which means there are currently two vacant places which other members of the Lanehead community can be invited to take up. It was agreed that the Tarset Village Hall trust and/or committee should be asked if one of their members is willing to serve on the LHRA committee, and that the second place be left vacant for someone with special knowledge of or expertise in particular issues which may be raised over the next 12 months.
6. DATE OF NEXT MEETING
Date and time to be agreed by the committee members after email consultation
Minutes of committee meeting held at Newhouses, Wednesday 21 April, 7.00pm
MEMBERS PRESENT:
Ross Anderson, Neil Astley, Pat Cooper, Rex Cooper, Preston Hoggan, John Holland, Pamela Robertson-Pearce and Jenny Swaile.
1. MINUTES OF PREVIOUS MEETING
The previous meeting was the inaugural meeting of the Lanehead Residents Association held on 12 April at which the committee members were appointed by those present. The minutes were taken by Neil Astley and approved by the appointed committee as a true record of what was discussed and agreed.
2. ELECTION OF OFFICERS
Chairman: Rex Cooper (proposed by Neil Astley, seconded by Jenny Swaile.
Secretary: Neil Astley (proposed by John Holland, seconded by Preston Hoggan).
Treasurer: Preston Hoggan (proposed by Ross Anderson, seconded by John Holland).
3. BANK ACCOUNT
(3.1) Preston Hoggan agreed to ask Lloyds TSB to open a bank account for LHRA at Lloyds TSB in Bellingham. Signatories needed to be Lloyds TSB account holders: Preston Hoggan, Ross Anderson, Neil Astley and Rex Cooper.
(3.2) Preston Hoggan will prepare a budget to cover the cost of hiring Tarset Village Hall for LHRA community meetings and other activities such as coffee mornings. Thanks to a start-up donation LHRA currently holds £50 in cash.
4. PUBLICISING LHRA
(4.1) As noted in the previous minutes, LHRA now has a responsibility to inform all members of the Lanehead community of its initiatives, activities and meetings using whatever means is appropriate, and this could be a mixture of emails to people with computers, hand-delivered notices, notices on the Village Hall notice board and announcements in the Tarset News or on the Tarset website. Advertising in the Hexham Courant will not be necessary for a residents association covering just under 40 households, but the North Tyne stringers should be notified of events and meetings. Future communications could be more manageable if email addresses and opt out requests were collected the first time LHRA tries to circulate everyone in the community.
(4.2) Rex Cooper has compiled a list of around 40 properties in the LHRA area using the Post Office online database, but this does not include the name of residents. The Parish Council should have this information: Ande Jameson to be asked to provide names to complete the list. LHRA will then add emails where there are known, and a circulation list can be drawn up and households notified by email or hand-delivery.
(4.3) Information about the formation and nature of the LHRA to be sent to the Tarset website and Tarset News, including the web address of the Lanehead Residents Blog: http://laneheadresidents.blogspot.com. The constitution has been posted on the Blog.
(4.4) First mailout to Lanehead to establish which members of the community wish to opt out of membership of LHRA, and which issues people would most like LHRA to address in line with the purposes agreed under section 4 of the constitution.
5. CO-OPTING NEW MEMBERS
The committee elected has eight members, which means there are currently two vacant places which other members of the Lanehead community can be invited to take up. It was agreed that the Tarset Village Hall trust and/or committee should be asked if one of their members is willing to serve on the LHRA committee, and that the second place be left vacant for someone with special knowledge of or expertise in particular issues which may be raised over the next 12 months.
6. DATE OF NEXT MEETING
Date and time to be agreed by the committee members after email consultation
Saturday, 22 May 2010
MINUTES OF MEETINGS
To provide transparency and inform residents of progress the Committee have decided to publish all meeting minutes on this site. This will occur immediately after the meeting at which the previous meeting minutes are approved as a true record.
LANEHEAD RESIDENTS ASSOCIATION
Minutes of meeting held at Tarset Village Hall, Monday 12 April, 7.30pm
1. WELCOME AND INTRODUCTORY REMARKS
This meeting was called following a preliminary meeting of residents, also held at Tarset Village Hall, on 25 March 2010, when it was decided to form Lanehead Residents Association (hereinafter called 'LHRA'). Since then Jane Hart of Community Action Northumberland has assisted residents in finalising a constitution of the kind deemed suitable by the Charities Commission for use by both charities and voluntary organisations with charitable aims. This meeting was chaired by Jane Hart, who gave a detailed account of each clause of the draft constitution, which also allowed for amendments to be made to the wording to take account of the particular needs of the proposed association and the community it would be serving. Some amendments were also needed because this constitution had been shortened for use for smaller organisations from a much longer document and there were some anomalies which needed to be clarified.
2. ADOPTION OF THE DRAFT CONSTITUTION
The following points were raised and discussed in arriving at the final text of the constitution adopted at the meeting (numbering here relates to the clauses in the document):
(2.2) For the purposes of this association, Lanehead was defined as extending beyond High Newton to East Newton (The Box) and beyond Tarset Hall to Knoppingsholme.
(2.5) This form of residents association is an "opt out organisation". This means that all residents and people working in the area of Lanehead are deemed to be members unless they opt out of membership. LHRA had a responsibility to inform all members of the date and content of meetings using whatever means is appropriate for this community, and this could be a mixture of emails to people with computers, hand-delivered notices, notices on the Village Hall noticeboard and announcements in the Tarset news or on the Tarset website. Advertising in the Hexham Courant would not be necessary for a residents association covering just under 40 households. Future communications could be more manageable if email addresses and opt out requests were collected the first time LHRA tries to circulate everyone in the community.
(2.6.1) The first AGM will be held in about a year's time, but it does not have to be held in April.
(2.6.4) Accounts have to be approved by an independent responsible person to be a true record. Full audits are not required for low turnover residents associations.
(2.6.5) Committee members may be drawn from any adults either resident or working in Lanehead.
(2.7.3) If a meeting decision isn't quorate because a conflict of interest means a particular committee member cannot vote, the appropriate decisions must be held over to the next meeting with a quorum.
(2.7.4) The committee may appoint (i.e. co-opt) up to 2 additional committee members from the membership of the association, which would usually be people with special expertise of matters in hand or additional members needed to replace committee members who have moved. Co-opted members would not serve a full year but would stand down at the next AGM.
(2.7.5) This clause provides the association with ways of operating in a particular instance, such as making a standing order.
(2.8.3) Committee members function as trustees and cannot be paid for their work, but they can claim expenses. Ordinary members can be paid for carrying out work as long as their charges are competitive and represent value for money. Alternative quotes should be sought in order to make sure that giving work to local people is cost effective. The process of giving work to members must be transparent and reasonable and follow normal practice, with no inflation allowed of the going rate for particular kinds of work or services. Attempts should also be made to have certain kinds of work carried out free of charge.
(2.9.3) This clause was rewritten to suit the particular needs of LHRA and the small community it aims to serve.
3. APPOINTMENT OF COMMITTEE MEMBERS
The following residents present agreed to sign the constitution and thereby became the first committee of LHRA to serve until the first AGM in a year's time: Ross Anderson, Neil Astley, Pat Cooper, Rex Cooper, Preston Hoggan, John Holland, Pamela Robertson-Pearce and Jenny Swaile. A committee meeting will be held in the next ten days at which the chairman, secretary and treasurer will be elected by the committee.
4. APPOINTMENT OF BANKERS
It was agreed that Lloyds TSB should be appointed as bankers.
5. ANY OTHER BUSINESS
The constitution does not allow for members not present in person at the meeting to be elected to the committee. Acting on the advice of chairperson Jane Hart, Rob Cocker's emailed nomination of himself sent to several people was ruled inadmissable, nor could he propose himself as secretary because the secretary could only be proposed by members of the committee elected at this meeting.
6. DATE OF NEXT MEETING
The next meeting will be a committee meeting at which the officers will be appointed, date and time to be agreed by the committee members after email consultation, preferably within the next ten days.
[Minutes compiled by Neil Astley]
Approved at the Committee Meeting 21st April 2010
LANEHEAD RESIDENTS ASSOCIATION
Minutes of meeting held at Tarset Village Hall, Monday 12 April, 7.30pm
1. WELCOME AND INTRODUCTORY REMARKS
This meeting was called following a preliminary meeting of residents, also held at Tarset Village Hall, on 25 March 2010, when it was decided to form Lanehead Residents Association (hereinafter called 'LHRA'). Since then Jane Hart of Community Action Northumberland has assisted residents in finalising a constitution of the kind deemed suitable by the Charities Commission for use by both charities and voluntary organisations with charitable aims. This meeting was chaired by Jane Hart, who gave a detailed account of each clause of the draft constitution, which also allowed for amendments to be made to the wording to take account of the particular needs of the proposed association and the community it would be serving. Some amendments were also needed because this constitution had been shortened for use for smaller organisations from a much longer document and there were some anomalies which needed to be clarified.
2. ADOPTION OF THE DRAFT CONSTITUTION
The following points were raised and discussed in arriving at the final text of the constitution adopted at the meeting (numbering here relates to the clauses in the document):
(2.2) For the purposes of this association, Lanehead was defined as extending beyond High Newton to East Newton (The Box) and beyond Tarset Hall to Knoppingsholme.
(2.5) This form of residents association is an "opt out organisation". This means that all residents and people working in the area of Lanehead are deemed to be members unless they opt out of membership. LHRA had a responsibility to inform all members of the date and content of meetings using whatever means is appropriate for this community, and this could be a mixture of emails to people with computers, hand-delivered notices, notices on the Village Hall noticeboard and announcements in the Tarset news or on the Tarset website. Advertising in the Hexham Courant would not be necessary for a residents association covering just under 40 households. Future communications could be more manageable if email addresses and opt out requests were collected the first time LHRA tries to circulate everyone in the community.
(2.6.1) The first AGM will be held in about a year's time, but it does not have to be held in April.
(2.6.4) Accounts have to be approved by an independent responsible person to be a true record. Full audits are not required for low turnover residents associations.
(2.6.5) Committee members may be drawn from any adults either resident or working in Lanehead.
(2.7.3) If a meeting decision isn't quorate because a conflict of interest means a particular committee member cannot vote, the appropriate decisions must be held over to the next meeting with a quorum.
(2.7.4) The committee may appoint (i.e. co-opt) up to 2 additional committee members from the membership of the association, which would usually be people with special expertise of matters in hand or additional members needed to replace committee members who have moved. Co-opted members would not serve a full year but would stand down at the next AGM.
(2.7.5) This clause provides the association with ways of operating in a particular instance, such as making a standing order.
(2.8.3) Committee members function as trustees and cannot be paid for their work, but they can claim expenses. Ordinary members can be paid for carrying out work as long as their charges are competitive and represent value for money. Alternative quotes should be sought in order to make sure that giving work to local people is cost effective. The process of giving work to members must be transparent and reasonable and follow normal practice, with no inflation allowed of the going rate for particular kinds of work or services. Attempts should also be made to have certain kinds of work carried out free of charge.
(2.9.3) This clause was rewritten to suit the particular needs of LHRA and the small community it aims to serve.
3. APPOINTMENT OF COMMITTEE MEMBERS
The following residents present agreed to sign the constitution and thereby became the first committee of LHRA to serve until the first AGM in a year's time: Ross Anderson, Neil Astley, Pat Cooper, Rex Cooper, Preston Hoggan, John Holland, Pamela Robertson-Pearce and Jenny Swaile. A committee meeting will be held in the next ten days at which the chairman, secretary and treasurer will be elected by the committee.
4. APPOINTMENT OF BANKERS
It was agreed that Lloyds TSB should be appointed as bankers.
5. ANY OTHER BUSINESS
The constitution does not allow for members not present in person at the meeting to be elected to the committee. Acting on the advice of chairperson Jane Hart, Rob Cocker's emailed nomination of himself sent to several people was ruled inadmissable, nor could he propose himself as secretary because the secretary could only be proposed by members of the committee elected at this meeting.
6. DATE OF NEXT MEETING
The next meeting will be a committee meeting at which the officers will be appointed, date and time to be agreed by the committee members after email consultation, preferably within the next ten days.
[Minutes compiled by Neil Astley]
Approved at the Committee Meeting 21st April 2010
Monday, 17 May 2010
NATIONAL PARK SURVEYS
There is an important opportunity for Members to contribute to forming policy by taking part in two on-line surveys. For the Landscape survey go to http://www.surveymonkey.com/s.aspx?sm=GhScGMD9CpCzwbCvVcWVG0gTeWv8oXH8fyTZgGcUlVo%3d& and for the Design Guide go to http://www.surveymonkey.com/s/WD3Q3VN
Sunday, 18 April 2010
Thursday, 15 April 2010
Lanehead Residents Association
At a meeting in Tarset Village Hall on Monday 12th April Lanehead residents adopted the constitution of a small charity, thereby forming the Lanhead Residents Association. The meeting was chaired by Jane Hart of Community Action Northumberland and eight of those attending signed the constitution and by doing so became the first committee. The committee will meet on 21st April to elect Chair, Secretary and Treasurer and will then begin business. The Constitution is shown below:
ASSOCIATION CONSTITUTION
Suitable for small charities with an annual income under £5,000 that don’t own a building or employ people and do not intend to register with the Charity Commission.
1 NAME
The association’s name is LANEHEAD RESIDENTS ASSOCIATION
2 THE PURPOSES OF THE ASSOCIATION ARE:-
To advance the interests and well being of the residents of Lanehead which is defined as Redmire to East Newton/The Box and Brown Knowe to Knoppingsholme (the area of benefit)
3 COMMITTEE
The association shall be managed by a committee who are appointed at the Annual General Meeting (AGM) of the association.
4 CARRYING OUT THE PURPOSES
In order to carry out the charitable purposes, the committee have the power to:
(1) represent the interest of members in consultations with the National Park and other local authorities and bodies
(2) care for the natural environment of Lanehead thereby conserving or enhancing the special qualities of the National Park
(3) seek community led outcomes in matters of sustainable development
(4) raise funds, receive grants and donations
(5) apply funds to carry out the work of the association
(6) co-operate with and support other charities with similar purposes
(7) do anything which is lawful and necessary to achieve the purposes
5 MEMBERSHIP
The Association shall be non-political and non-sectarian. Membership is open to all adults residing or working within the area of benefit who are interested in promoting the objects of the Association.
The committee may remove a person’s membership if they believe it is in the best interests of the association. The member has the right to be heard by the committee before the decision is made and can be accompanied by a friend.
6 ANNUAL GENERAL MEETING - AGM
(1) The AGM must be held every year, with 14 days notice given to all members telling
them what is on the agenda. Minutes must be kept of the AGM.
(2) There must be at least ten members present at the AGM.
(3) Every member has one vote.
(4) The committee shall present the annual report and accounts.
(5) Any member may stand for election as a committee member.
(6) Members shall elect between 3 and 10 committee members to serve for the next year. They will retire at the next AGM but may stand for re-election.
7 COMMITTEE MEETINGS
(1) The Committee must hold at least 3 meetings each year. At their first meeting after the AGM they will elect a chair, treasurer and secretary. The Committee may act by majority decision.
(2) At least 3 committee members must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.
(3) If committee members have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.
(4) During the year, the committee may appoint up to 2 additional committee members. They will stand down at the next AGM.
(5) The committee may make reasonable additional rules to help run the association. These rules must not conflict with this constitution or the law.
8 MONEY AND PROPERTY
(1) Money and property must only be used for the association’s purposes.
(2) The Committee must keep accounts. The most recent annual accounts can be seen by anybody on request.
(3) Committee cannot receive any money or property from the association, except to refund reasonable out of pocket expenses.
(4) Money must be held in the association’s bank account. All cheques must be signed by two authorised signatories.
9 GENERAL MEETINGS
(1) If the Committee consider it is necessary to change the constitution, or wind up the association, they must call a General Meeting so that the membership can make the decision. The Committee may also call a General Meeting to consult the membership, and must call a General Meeting if they receive a written request from twelve members. All members must be given 14 days notice and told the reason for the meeting.
(2) Except as otherwise provided in this constitution every issue or ordinary resolution at a General Meeting is determined by a simple majority of the votes cast by members present in person. Minutes must be kept.
(3) A decision to wind up the Association, change the constitution or other special resolution requires a two thirds majority of the votes cast by members present in person. No change can be made to the constitution that would make the organisation no longer an association. In the event of a decision to wind up, any money or property remaining after payment of debts must be given to an association with similar purposes to this one.
ASSOCIATION CONSTITUTION
Suitable for small charities with an annual income under £5,000 that don’t own a building or employ people and do not intend to register with the Charity Commission.
1 NAME
The association’s name is LANEHEAD RESIDENTS ASSOCIATION
2 THE PURPOSES OF THE ASSOCIATION ARE:-
To advance the interests and well being of the residents of Lanehead which is defined as Redmire to East Newton/The Box and Brown Knowe to Knoppingsholme (the area of benefit)
3 COMMITTEE
The association shall be managed by a committee who are appointed at the Annual General Meeting (AGM) of the association.
4 CARRYING OUT THE PURPOSES
In order to carry out the charitable purposes, the committee have the power to:
(1) represent the interest of members in consultations with the National Park and other local authorities and bodies
(2) care for the natural environment of Lanehead thereby conserving or enhancing the special qualities of the National Park
(3) seek community led outcomes in matters of sustainable development
(4) raise funds, receive grants and donations
(5) apply funds to carry out the work of the association
(6) co-operate with and support other charities with similar purposes
(7) do anything which is lawful and necessary to achieve the purposes
5 MEMBERSHIP
The Association shall be non-political and non-sectarian. Membership is open to all adults residing or working within the area of benefit who are interested in promoting the objects of the Association.
The committee may remove a person’s membership if they believe it is in the best interests of the association. The member has the right to be heard by the committee before the decision is made and can be accompanied by a friend.
6 ANNUAL GENERAL MEETING - AGM
(1) The AGM must be held every year, with 14 days notice given to all members telling
them what is on the agenda. Minutes must be kept of the AGM.
(2) There must be at least ten members present at the AGM.
(3) Every member has one vote.
(4) The committee shall present the annual report and accounts.
(5) Any member may stand for election as a committee member.
(6) Members shall elect between 3 and 10 committee members to serve for the next year. They will retire at the next AGM but may stand for re-election.
7 COMMITTEE MEETINGS
(1) The Committee must hold at least 3 meetings each year. At their first meeting after the AGM they will elect a chair, treasurer and secretary. The Committee may act by majority decision.
(2) At least 3 committee members must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.
(3) If committee members have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.
(4) During the year, the committee may appoint up to 2 additional committee members. They will stand down at the next AGM.
(5) The committee may make reasonable additional rules to help run the association. These rules must not conflict with this constitution or the law.
8 MONEY AND PROPERTY
(1) Money and property must only be used for the association’s purposes.
(2) The Committee must keep accounts. The most recent annual accounts can be seen by anybody on request.
(3) Committee cannot receive any money or property from the association, except to refund reasonable out of pocket expenses.
(4) Money must be held in the association’s bank account. All cheques must be signed by two authorised signatories.
9 GENERAL MEETINGS
(1) If the Committee consider it is necessary to change the constitution, or wind up the association, they must call a General Meeting so that the membership can make the decision. The Committee may also call a General Meeting to consult the membership, and must call a General Meeting if they receive a written request from twelve members. All members must be given 14 days notice and told the reason for the meeting.
(2) Except as otherwise provided in this constitution every issue or ordinary resolution at a General Meeting is determined by a simple majority of the votes cast by members present in person. Minutes must be kept.
(3) A decision to wind up the Association, change the constitution or other special resolution requires a two thirds majority of the votes cast by members present in person. No change can be made to the constitution that would make the organisation no longer an association. In the event of a decision to wind up, any money or property remaining after payment of debts must be given to an association with similar purposes to this one.
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