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Promoting tenant participation throughout Argyll and Bute
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Argyll Tenants Panel Constitution

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Name

The name of the organisation shall be ‘Argyll Tenants Panel’

Objectives
  1. To promote tenant participation throughout Argyll and Bute
  2. To improve the living conditions, community facilities and services for tenants living in the area of Argyll and Bute Council
  3. To promote communication and information sharing between Tenant and residents Associations throughout the Argyll and Bute council area
  4. The Panel shall at all times operate on a equal opportunities basis
Membership

Membership is open to all Tenants and Tenants Representatives over the age of sixteen (16) years, living within Argyll and Bute, regardless of nationality, political opinion, religion or any other discrimination. Whilst membership is open to all, attendance at Panel Meetings is restricted to nominated individuals. Other persons wishing to attend must first write to the Secretary 14 days prior to the meeting

Tenants panel
  1. A panel member or their depute authorised by their association shall be appointed by registered Tenants and Residents Associations on an annual basis to serve for 12 months. A maximum of two (2) representatives can be nominated by each association
  2. Only one panel member from each association will have voting rights. Other parties involved in Tenant Participation can apply for membership of the Tenants panel on condition of being registered with Argyll and Bute Council or their successor
  3. During each year, elected panel members will have the opportunity to Chair a meeting on a rotational basis. In June of each year the panel will elect from its members a Secretary and a Minute Secretary. No member shall hold more than one position
  4. The Tenants Panel shall carry out decisions in accordance with the objectives of the organisation
  5. Decisions will be made by vote, the result requiring a simple majority. For a vote to be valid two thirds (2/3) of members must be present
  6. Panel members can be voted off the Panel if they do not attend three (3) consecutive Panel meetings without a valid reason, such members to forfeit their voting rights on such decision
  7. Non voting persons ie landlords, Councillors etc may be invited to attend meetings but only contribute if so requested.
  8. Resignations to the panel shall be made in writing to the Secretary
  9. Tenant Panel Members must declare any interest they may have on any subject under discussion and other members will decide if such a member must withdraw
  10. Resignations from office bearers should be put in writing
  11. Any Tenant Panel member having written support of two thirds (2/3) of voting members shall call a special meeting within twenty (21) days of this written request
  12. The Tenants Panel shall meet not less than eight times (8) per year at a venue within reasonable travelling distance for all members
Conduct of Business or Standing Orders
  1. The conduct of business will be defined in this constitution – any changes to this constitution may be made by the Tenants Panel at a Special General Meeting specifically called for that purpose
  2. Members may only speak through the Chair
  3. The Secretary at the time is the only person authorised to write letters on behalf of the Panel unless approved and minuted by the Panel
  4. Any offensive behaviour including racist, ageist, sexist, political inflammatory and abrasive remarks will not be permitted
  5. Any member who consistently brings the group into disrepute or who refuses to comply with the terms of the constitution shall be expelled on a two thirds (2/3) majority of all voting members of the panel
  6. Any such expelled member shall have the right to appeal within twenty eight (28) days of the expulsion. The appeal shall be heard by the membership at a Special General Meeting held for that specific purpose
  7. Minutes will be produced and distributed to members no less than seven (7) days prior to a meeting
  8. Meetings shall end at a time agreed by the Panel
  9. Minutes of tenants will be available at Tenants and Residents Association meetings for members to pursue
Statement of Equal Opportunities

The Argyll tenants Panel recognise the existence of discrimination in today’s society (disability, orientation, race, sex or any other form of discrimination) and is striving to become an Equal Opportunity Organisation. Consequently the activities of the Panel will demonstrate a clear commitment to equal outcome in respect of

  1. Its membership
  2. The Tenants Panel role
  3. All procedures, functions and activities
Voting

Any matter requiring a vote can be taken back to each Association for discussion. Anyone who is entitled to vote but is unable to attend the next meeting can submit a proxy vote in writing to the Secretary. The envelope containing such a proxy vote must be clearly marked as such and will only be opened at the next Panel meeting

Quorum

A quorum shall consist of four (4) Associations or 50% of ther total number of Associations, which ever is smaller

Finance

The Tenant Liaison Officer and Argyll and Bute Council have agreed that funding will be made available from the Tenant Participation Budget for catering and hire of premises. Travel expenses will be met by each Tenant and Resident Association. Expenses incurred by the Secretary and Minute Secretary will be met by their own Associations. These costs will be reimbursed to each association from the Tenant Participation Budget. Individuals attending will be reimbursed for travelling expenses on an individual basis.

Child Care costs will only be met if a Registered Child Minder is used