Why do we need to document processes?

The constitution is and remains the rule book for how to organise the Residents’ Association activities and committee. It rightly remains unspecific in terms of our application of the constitution, for example: which technologies are used, which email addresses are used and who might cover in the absence of a committee member.

That’s where these processes come in. They will detail our specifics and best practices when applying our constitution. Where the constitution remains essentially static (although subject to amendment via RA Annual General Meetings), these processes can be amended and supplemented regularly as we learn to work together.

Who is is each role?

  • Secretary: Marc Coton, email: RA@tithebarn.uk, whatsapp: 07581 179890
  • Chair: Fran Aggleton
  • Vice Chair: Matt Lehnert
  • Treasurer: CiCi Quan Zeng Disney

Additional Committee Members

The process for appointing additional committee members is currently as follows:

  • Request is received by the Secretary
    • If the intention is to be voted in at a RA meeting, this needs to be received 3 days before the meeting date.
  • The Chair will decide in consultation with the committee as to whether an additional committee member is required, subject to the maximum number of 10 persons stated in the Constitution.
  • The chair, vice chair and secretary will check that the potential nominee against names on the Suspended From The Association list and decide whether to proceed.
    • If the outcome of the decision is negative, the secretary will inform the potential nominee about the decision and that they can appeal this at the next General Meeting.
  • The Secretary puts a vote to the committee members (typically via the Voting tool in the Committee WhatsApp group) about whether to co-opt the nominee onto the committee. A majority vote carries. The vote remains confidential to the committee.
  • The Secretary informs the nominee of the outcome.
  • If the nominee has been voted onto the committee by the existing committee members then they become a full member of the committee with equal voting rights until the next AGM.

What does that mean?

Residents’ Association (RA) Members – the residents who have asked to be part of the RA and provided their details for future communications and activities. Members must live in Tithebarn village and can withdraw/resign at any time.

General Meeting – a meeting of anyone and everyone that lives in Tithebarn village, as defined in the Constitution. There is no requirement to be a Residents’ Association Member in order to attend and vote.

Committee – the volunteers that co-ordinate the actions of the RA. This is between 4 and 10 persons, and includes a Secretary, Chair, Vice Chair and Treasurer. It also includes up to 6 other residents. The committee votes on actions to take to further the RA Aims.

Annual General Meeting (AGM) – a once a year event at which the committee reports back on progress towards their action plan. Nominations for the Committee roles are received (3 or more days in advance) and then voted on by the people present at the AGM.

Correspondence

To keep track of the correspondence, as we are obliged to in our constitution, a spreadsheet of comms is kept at TRA-Correspondence