Opening Meeting
The Opening Meeting should be chaired by an independent person, usually your Engagement Officer.
The purpose of the meeting is to:
- Hold a democratic election for the Lead Committee roles of Chair, Secretary and Treasurer. The role of Vice Chair is optional).
- Appoint general committee members.
- Adopt the TRA's constitution.
- Agree priority areas for the TRA to focus on, clarify next steps and the date of the next meeting.
Quorum
Quorum means the minimum number of residents that must be present at the open meeting to make the proceedings of that meeting valid.
TRAs vary in size, so an Association representing:
- under 100 properties should have a quorum of 6 members.
- 101-150 properties should have a quorum of 8 members.
- 151+ properties should have a quorum of 10 members.
Annual General Meeting
Every twelve months, an Annual General Meeting (AGM) must take place. This is an opportunity for residents to either leave or join the committee.
This section sets out the steps a TRA needs to take to plan and run an AGM and the actions to take after the AGM.
Before the Annual General Meeting (AGM)
- The AGM should be held within a maximum of 15 months of the last AGM. Two months' notice of the AGM must be given to the Resident Involvement Team.
- TRAs must contact the Resident Involvement Team to arrange their annual verification of accounts at least two months before the planned AGM date.
- An AGM should only take place when verified accounts by the council's approved consultant have been produced and agreed.
- A member of the Resident Involvement Team must be invited to attend the AGM.
- Written notice should be sent to all residents in the area that the TRA represents with at least 14 days' notice of the meeting date.
During the AGM
- The verified accounts must be presented at the AGM and the year-end date must not be more than four months before the date of the AGM.
- Your Engagement Officer will chair the AGM election when the previous committee has stood down.
- Any proposed changes to the constitution should be discussed with the Resident Involvement Team and presented to the AGM for agreement, where the required notice has been given.
- A copy of the TRA constitution should be available at the AGM.
What happens if a TRA committee is not elected
If a TRA committee is not formed at an AGM (meaning it was not possible to elect as a minimum a Chair, Treasurer and Secretary), there are two choices for those who are attending the meeting:
- Arrange a follow-up meeting that again gives at least 14 days' notice of the new meeting date. The time between meetings should be used by the residents already interested in forming a TRA to gain more support from neighbours and have named people willing to help out on the committee.
- The decision is made not to proceed with the formation of the TRA. If there was a previous committee who are not standing again, the dissolution process as set out in their constitution needs to be followed.
After the AGM
- TRAs must submit a completed registration form and documents within two weeks of the AGM date.
- A copy of the valid insurance certificate must be provided with the registration form if the TRA manages a hall or room. In most cases this will only be for public liability, but in some cases TRAs choose to have contents insurance or will be required to have employer's insurance if they employ staff.
- TRAs who do not hold an AGM within 15 months of the last AGM or do not supply us with up-to-date registration details following their AGM will no longer be registered.
Planning committee meeting agendas
It's important that the committee is clear on what their aims are and who is doing what. Regular committee meetings should take place, either in-person or online. Ideas for agenda items include:
- Updates on the financial position of the TRA.
- Activities being planned or delivered.
- Updates from committee members with actions from the last meeting.
- Priorities for the committee to focus on, based on resident feedback.
- Planning for the next General meeting, including who will be invited to attend, how much time will be given to each item etc... » Running of the community hall or room (compliance checks, cleaning, current bookings etc…)
Your first committee meeting (after the AGM)
We know that as a new committee arranging your first meeting can feel like a new challenge. We've set out some suggested agenda items to consider including to make sure that everyone feels involved:
- 6pm Welcome and introductions
- 6.10pm Roles and Responsibilities and who will do what
- 6.30pm Community Priorities
- 6.45pm Setting up a bank account and who will be signatories
- 6.50pm Action plan and next steps
- 7pm Date of next meeting
- We advise that you always hold committee meetings in public spaces and not in committee members' homes.
Confirmation of the new committee
- It is important that residents in the area that the TRA represents are aware who the Lead Committee members are. The committee should agree the best way to do this after the AGM and the first committee meeting has taken place. Ideas could include – a newsletter, letter, website, social media post, or a flyer being sent to all households, or posters on notice boards. Data protection should always be considered. The notice of the committee only needs to include names and should not include household addresses or personal contact details.
- It is also good practice for the committee to agree the General Meeting dates for the year ahead and promote these at the same time to residents.