1. Name of the Association and its status 1.1 The name of the Association shall be "Chancellors Hall Residents Association". This may be abbreviated to "CHRA" or "the Association" where the sense is clear 1.2 CHRA is a democratic, not-for-profit, unincorporated association. It has no assets or premises and employs no staff. It is managed by an elected Governing Committee (GC) whose members give their time on a voluntary, unpaid basis 2. Aims & Objectives 2.1 To provide support for the membership in dealing with issues and concerns which affect their quality of life and enjoyment of living on the Chancellors Hall (CHN) development of the Calthorpe Estates (CE) 2.2 To speak with one voice in all dealings with the Managing Agent (MA)*, Calthorpe Estates (CE) and other local agencies 2.3 To engage with and hold the MA and CE to account for the provision of high quality management services which are efficient, effective and good value for money 2.4 To liaise with other Calthorpe Estates Residents' Associations (CERAs) and the Calthorpe Residents' Society (CRS) for mutual benefit and support 2.5 To liaise with Birmingham City Council, local councillors, members of parliament and West Midlands police where necessary and appropriate 2.6 To hold events and publish newsletters and online material which enhance communication and community spirit amongst residents and the local community 3. Creation and Dissolution 3.1 CHRA shall be created by affirmation at an inaugural meeting of prospective full members 3.2 CHRA shall be dissolved by agreement of at least two thirds of the full membership at an extraordinary general meeting (EGM) called for this purpose 4. Membership 4.1 Full membership shall be open to all owners or trustees of, residents at or tenants in properties included in the Chancellors Hall (CHN) section of CE as defined by the map in the defining underlease 4.2 Full membership may be individual or joint 4.3 Associate membership shall be open to any tenant of a CHN property or other individual or organisation which supports the objectives of CHRA and contributes to its events and activities 4.4 Full members may be elected to be officers of the Association and have voting rights, but associate members do not have these privileges; they attend meetings as observers and take part in discussions and activities 4.5 Members are required to (a) fully support the aims and objectives of the Association, (b) contribute to CHRA activities and, where possible, assist in the resolution of issues which affect members, (c) pay their annual subscription fees in good time, (d) do nothing to adversely affect the reputation of CHRA 4.6 CHRA shall create and maintain a database of members which is used for communication and collection of subscriptions. Its contents shall not be made available to any individual or organisation unless with the explicit permission of members on each and every occasion 4.7 In order to comply with the EU GDPR, CHRA members are deemed to give their consent to CHRA holding their personal data for its legitimate interests when they apply to join CHRA. Members may request amendment or deletion of their personal data at any time, and may also ask for full details of how their personal data is used
5. Election of Officers and Formation of the Governing Committee (GC) 5.1 At the inaugural meeting and thereafter at annual general meetings, full members shall elect a Chair, Secretary and Treasurer who shall serve for a period of at least two years. These officers may be re-elected for a second term but should have a break before standing again for a subsequent term. This requirement may be relaxed if there are no nominations for the replacement of those in post and they are willing to continue in office 5.2 Other positions may also be elected to take on specific tasks, eg webmaster, publicity officer, events officer, CE liaison officer etc. The main officers in 5.1 may choose to take on one or more of these tasks 5.3 Persons elected according to 5.1 & 5.2 constitute the GC 6. Creation of Sub-committees & Sub-groups 6.1 The GC may create sub-committees from amongst the full and associate members to take on specific tasks or deal with specific issues affecting the Association. Each sub-committee shall elect a Chair who will report back to the GC on its activities 6.2 Non-members may be co-opted to sub-committees if their expert knowledge is essential 6.3 CHRA may act as an umbrella for associate groups such as Neighbourhood Eatch and Streetwatch schemes 7. Meetings 7.1 The whole membership shall meet approximately quarterly, with one of these meetings being declared the annual general meeting (AGM) 7.2 The dates of quarterly meetings and their agendas shall be distributed to all members not less than 14 days in advance 7.3 The quorum for decision-making at quarterly meetings shall be two thirds of the current full membership 7.4 The GC shall meet at a frequency determined by the number and seriousness of the issues affecting the Association. It may invite the Chairs of sub-committees to attend meetings when appropriate 7.5 Sub-Committees shall meet at frequencies required to complete their tasks 7.6 An EGM may be called at any time if circumstances arise which demand this 7.7 Minutes of all meetings shall be recorded and made available to all members on request. The Secretary shall maintain a list of all agendas and minutes and electronic and paper archives of these and all documents tabled 8. Financial Arrangements 8.1 The Association shall open a community bank account which will be managed by the Treasurer, who will report on income and expenditure at each meeting of the GC 8.2 Subscription fees for full and associate members shall be determined at the inaugural meeting and thereafter at the AGM, and collected from the membership when they complete and submit application forms 8.3 Funds shall be used only for the expenses of managing the Association and carrying out its activities. Except for approved out of pocket expenses, no member shall be paid for their work for the Association 8.4 Annual accounts shall be prepared by the Treasurer and presented for approval at the AGM 8.5 On dissolution of the Association any remaining funds shall be donated to a UK registered charity approved by the membership at the dissolution EGM 9. Communication 9.1 CHRA intends to be paper-free where possible, communicating with the outside world by means of its website and social media, and with members primarily by email, and secondarily by post or hand-delivered mail drop where email is not used by the member 9.2 CHRA shall appoint a webmaster who will maintain its web presence and email account 9.3 CHRA may appoint a publicity officer who will manage its social media presence, engage with local media and produce the bi-annual newsletter, which summarises the outcome of the Association’s activities, its future plans and forthcoming events 9.4 CHRA may produce reports from time to time on issues concerning the management of Chancellors Hall by the MA and CE 10. Events 10.1 CHRA may from time to time host events which bring together members for social or educational purposes, and/or communicate its objectives and activities to the wider community 10.2 Such events may be undertaken in collaboration with other CERAs, the CRS and other community organisations, where such collaboration is of mutual benefit 10.3 Where events involve hire of premises, provision of catering and other professional services, the cost of these shall be recovered by ticket sales. The Treasurer shall maintain separate income and expenditure accounts for each event and report on these at quarterly meetings of the membership 11. Liaison with Other CERAs, CRS and Other Agencies 11.1 Whereas CHRA declares its complete independence from other organisations and agencies, it aims to work collaboratively with other CERAs, CRS and other community agencies, where such collaboration is of mutual benefit and enables CHRA to pursue its aims and objectives and resolve the issues it faces 11.2 Such liaison will be arranged on a case by case basis, where selected officers of the GC shall represent CHRA at meetings of the other groups, with reciprocal arrangements put in place for their officers to attend meetings of CHRA 11.3 The GC will report back to the membership on the outcome of these collaborations at quarterly meetings of the membership 12. Engagement with CE and the MA 12.1 In pursuit of objectives 2.2 & 2.3, the GC shall seek at all times to engage positively and proactively with CE and the MA to ensure that they fulfil all aspects of the agreements which exist between them and CHN owners 12.2 The emphasis of this engagement shall be on ensuring maximal openness and transparency of communication and the delivery of high quality services which are good value for money and are fully compliant with professional codes of practice and conduct 12.3 Engagement shall be by means of face to face meetings at defined regular intervals by appropriate representatives of the GC and officers of CE and the MA, with agendas set by mutual agreement. Minutes of these meetings shall be recorded, made available to full members on request and summarised at quarterly meetings of the membership 12.4 With the approval of the membership, the GC shall represent the membership in the management and resolution of any disputes with CE and/or the MA, and report back to the membership at quarterly meetings on the outcome of these disputes
* The Managing Agent at the time of this versions creation is Mainstay Residential.