Pinders Heath Residents Association

CONSTITUTION OF THE PINDERS HEATH RESIDENTS ASSOCIATION

(March 2019)

1. NAME

The name of the organisation shall be Pinders Heath Residents Association (hereafter referred to as the group/PHRA).

• 2. OBJECTIVES
  1. To safeguard and promote the interest of residents in the area on matters concerning housing and the environment. To help to improve living conditions, community facilities and services for residents living in the groups area.
  2. In order to do this, we are committed to representing the views of residents in our area of operation.
  3. The group will uphold equal opportunities and work towards good relations amongst all members of the community, specifically prohibiting any conduct which discriminates or harasses on grounds of race, religion, disability, political belief, sex or sexual orientation.

• 3. MEMBERSHIP

1. Membership shall automatically be open to all residents, irrespective of tenure or age, in Pindersheath Estate.

1. All voting members must be at least 16 years of age.
2. Membership shall cease immediately upon a person leaving the area defined above.
3. Membership shall be free of subscription but voluntary contributions are welcome and accepted.

• 4. THE COMMITTEE

1. A committee shall be elected at the Annual General Meeting (AGM) of the group and shall serve for 12 months.
2. The Committee shall consist of at least three members, i.e. chairperson, treasurer, secretary, who shall have the power to co-opt other members onto the committee, during the course of the year.
3. All members will have voting rights.
4. There must be at least 2 members for the committee present for any decisions to be made at a committee meeting.
5. Councillors may attend committee meetings as and when invited by The Committee
6. Voting members may be co-opted from resident to fill casual vacancies throughout the year.
7. Committee members must declare any interest they have in a topic under discussion and the committee will decide whether they need to forfeit their right to vote on this occasion.

• 5. CONDUCT OF BUSINESS OR STANDING ORDERS

1. Members may speak only through the Chair.
2. All decisions will be agreed by a simple majority, voted by a show of hands in a PHRA meeting.
3. Meetings will end at the time agreed by the committee.
4. Any offensive behaviour, including racist, ageism, sexist or inflammatory remarks will not be permitted.
5. The committee shall deal with all correspondence usually via [email protected].
6. Agendas will be published on the website before a meeting.
7. Items for the agenda should be forwarded to the committee 21 days before the meeting via [email protected]. where possible, or raised under Any Other Business (AOB).

• 6. FINANCES

1. The Group may raise funds by obtaining grants from other bodies or fundraising schemes. All money raised by or on behalf of the group shall be applied to further its objectives.
2. All funds shall be kept in a bank account that shall be opened in the name of PHRA.
3. The Secretary, Treasurer and the Chairperson and one other declared at the Annual General Meeting shall be signatories on the account and all cheques shall require two of these signatures.
4. Accounts shall be kept by the Treasurer, and brought to every committee meeting where they may be inspected.
5. All expenditure shall be agreed and controlled by the Committee. Receipts should be acquired for all expenditure over one pound.
6. No officer shall sign a blank cheque – all cheques to be filled in before signatures are added

1. 7. PUBLIC MEETINGS

1. Public meetings of the members shall be regularly held to discuss matters of importance and to keep the members fully informed of the group’s activities.
2. Members shall be given 7 days’ notice of a public meeting, via the website and Facebook group
3. All votes shall be decided by a simple majority of the members present. This applies to all meetings of the PHRA

• 8. ANNUAL GENERAL MEETING (AGM)

1. An AGM shall be held every year to discuss the activities of the group and to elect the committee.
2. The AGM shall be held at a suitable venue to accommodate as many members as possible.
3. The Quorum shall be a minimum of 5 attendees.
4. Members shall be given notice at least 7 days before the AGM.
5. The committee shall be elected at the AGM

• 9. CHANGES TO CONSTITUTION

1. This constitution shall only be changed at a Special Public Meeting of the group or at the AGM.
2. All members shall be given at least 7 days’ notice of the meeting and proposed chances, via the website.
3. Proposed changes must be submitted to the committee via [email protected] not less than 28 days before the AGM or Special Meeting.

• 10. EVENTS

1. Children at events must be supervised by a responsible adult at all times.
2. All participants at a PHRA event do so at their own risk

• 11. LEASES AND AGREEMENTS

• As Trustees for and on behalf of the group, the current Chairperson, Secretary and Treasurer, may enter into leases and access agreements that are transferable to ongoing elected office bearers to further the objectives of the group as set out in above.

• 12. DISSOLUTION OF THE GROUP

1. The group may only be dissolved at an AGM or a special meeting called for that purpose.  
2. Members shall be informed of such a meeting at least 28 days before the date of the meeting via the website of Facebook page.
3. Dissolution of the group shall only take effect if agree by two thirds of the members present and voting at that meeting.
4. Under special circumstance agree by a majority of the members present, PHRA can be made dormant until the next scheduled meeting.
5. The time and venue of the next scheduled meeting to be agreed at said meeting
6. Upon dissolution, any assets remaining after meeting liabilities must be distributed among local charities nominated by said meeting.
7. Upon dissolution, any documentation belonging to the group shall be disposed of in a manner agreed at that meeting.

This constitution was adopted at a committee meeting of the Pinders Heath Residents Association on

 Signed                           Print Name                  Telephone Number                    email address

Chairperson

Treasurer

Secretary

Agenda 4th March

1. Pindersheath Residents Association 7.30 to 9.00 pm  at Trinity Methodist Church.

1. Health and safety announcements - 1 minute.

2. Welcome to all residents and guests - 1 minute.

3. Apologies -1 minute.

4. Agreement of the minutes of the previous meeting as a true record - 1 minute.

5. Introduction of the new committee members and their roles as appropriate - 1 minute.

6. Matters arising from the minutes not covered elsewhere on the agenda - 5 minutes.

7. Open the Special Public Meeting re the proposed changes to the constitution -1 minute.

a. CW to give a brief introduction re need for an updated constitution - 5 minutes.

The key points being:-

i. To allow the PHRA to be rendered dormant in the event of the inability to form a committee at any time in the future.

ii. To bring the constitution upto date with the current electronic age.

b. Time allowed for all members and guests to read the proposed constitution - 10 minutes.

c. Time allowed for clarification and any alterations - 10 minutes.

e. Formal proposal of the proposed new constitution - 1 minute

f. Voting upon the new constitution - 2 minutes

g. Adoption of the new constitution by the signatures etc of three of the committee members present - 2 minutes

h. Closure of the special public meeting - 1 minute

8. Return to the scheduled PHRA meeting at approximately 8.10pm - 1 minute

9. Snow Wardens - CW to make a request for more snow wardens - 1 minute

FYI more information is available on the website re volunteering.

10. Parking issues - 5 minutes

11. Regaining Access to Woodland Green Area 9 - RD to give a brief update. - 5 minutes

FYI more information is available in the website archives and more forms re retrospective public footpath status are available to collect at the end of the meeting from CW.

12. Footpath 27 - 10 minutes

13. Litterpick. There will be a litter pick of the PHRA area on Wednesday 6th March between 10 am and 11 am. All volunteers to meet at the "Talking Bench" on the green where equipment and areas to cover will be issued. - 2 minutes

14. Love where you live. CH will give a short introduction and ask for volunteers to form a small sub group to meet with the relevant council official(s) to carry out small projects in the PHRA are such as:-

i) Tree planting.

ii) Bulb planting

iii) Additional cutting of the grass on the bunding. - 5 minutes

15. An update on the replacement of the bollard on the footpath from the green area onto Clarke Grove - 2 minutes

16. Finances Matters - 6 minutes

i) The report from the treasurer.

ii) A request to purchase sturdier and potentially permanent posts to make the PHRA banner safer and more secure.

iii) The raffle.

iv) The voluntary contributions.

16. A.O.B. - 10 minutes

17. Time and date of the next meeting is 7.30 until 9.00pm  pm on 3rd June 2019 at the Trinity Methodist Church - Any agenda items to be submitted now to the committee at the front or via the [email protected] email at least 14 days before the next meeting. - 1 minute

18. The raffle draw - 1 minute

19.Available at the back whilst exiting - 30 seconds

i) is the collection box for any voluntary contributions

ii) any forms etc. that have been mentioned in the meeting

iii) Copies of the police report. Information of how to contact our local police officers on specific matters are available on the website - pindersheathresidents association.webs.com.

20. Formal closure of the meeting at 9.00pm. - 30 seconds

***********************************************************************

PINDERS HEATH RESIDENTS ASSOCIATION

MONDAY 3rd December 2018 7.30PM TRINITY METHODIST CHURCH

AGENDA

HEALTH AND SAFETY ANNOUNCEMENTS - 1 minute

APOLOGIES AND WELCOME TO GUESTS - 5 minutes

POLICE MATTERS - 10 minutes

MINUTES OF PREVIOUS MEETING HELD ON MONDAY 3RD SEPTEMBER  - 1 minute

MATTERS ARISING FROM MINUTES NOT COVERED ELSEWHERE ON THE AGENDA - 5 mins

MEETINGS - 10 minutes

PARKING ISSUES - 5 minutes

Consultation on new parking scheme

TREASURERS REPORT - 1 minute

LOVE WHERE YOU LIVE

Fencing off woodland area restricting access to footpath from the Green - 1 minute

(Cathy to issue forms at the end of the meeting)

Footpath 27 - diversion and tree removal - 10 minutes

Closure by Redrow  

Grass cutting on the Bunding -  call for volunteers - 1 minute

Planting of bulbs and tree planting - call for volunteers - scheduled for March 2019 - 5 minutes

Bollard on footpath entrance to the Green at Clark Grove - 1 minute

Snow Wardens and Grit Bins - 1 minute

New litter bin - Aberford Road and Barnstone Vale  Thanks to Councillor Rowley —1 minute

CONSTITUTION - 20 minutes

Proposal to re designate the March meeting a Special Public Meeting

ANY OTHER BUSINESS - 10 minutes

Resignation of Secretary

What to do with The Sainsburys voucher

DATE OF NEXT MEETING

MONDAY 4TH MARCH 2019 at 7.30pm

MEETING CLOSES 9.00pm

***********************************************************************

                                                                              PINDERS HEATH RESIDENTS ASSOCIATION

PINDERS HEATH RESIDENTS ASSOCIATION

MINUTES OF MEETING HELD ON MONDAY 5TH MARCH 2018   7.30PM AT TRINITY METHODIST CHURCH

PRESENT

Peter Fenlon - Chairman

Chris Harrison - Treasurer

Jane Holmes - Secretary

25 Residents

IN ATTENDANCE

Councillors Olivia Rowley, Ros Lund,Stuart Heptinstall

Sgt Zoe Kempa

PCSO Ash Aspley 

HEALTH AND SAFETY ANNOUNCEMENTS

The Chairman outlined the Health and Safety arrangements for the meeting and actions to take in the event of an emergency.

The Chairman thanked the Councillors and the Police representatives for their time in attending the meeting which was much appreciated by the residents

APOLOGIES

Mike Starford sent his apologies.

POLICE MATTERS

Sgt Zoe Kempa addressed the meeting along with her colleague PCSO Ash Aspley and gave a comprehensive report on crime and police activity in our Ward 16. Zoe said she was settling in and getting to know the area. She said that they were issuing tickets to drivers who were parking on Aberford Road. She then outlined the crime stats for the previous three month period for our Ward 16, which were not particularly high and were the same types of crimes as last year.

They were 508 violent crime, public order 266 and criminal damage 263 - this was mostly to gardens, cars and property. She said that race hate incidents had shown a slight increase over the previous year.

A resident asked what were the arrest and detection rates for crime in our Ward, especially for violent and serious crime. Zoe said she would try to get this information for the next PACT meeting.

The Chairman thanked Sgt Zoe Kempa and PCSO Ash Aspey for their report and for the time they had taken to attend the meeting.

MINUTES OF PREVIOUS MEETING HELD ON MONDAY 4TH DECEMBER 2017

MATTERS ARISING FROM MINUTES NOT COVERED ELSEWHERE ON THE AGENDA

The Chairman informed the meeting that the previous website had not been renewed due to the high cost and the new website was almost ready. it was hoped the minutes of this meeting would be posted to the new website in due course.

THE GREEN

The bunding on the Green was looking good now it was greened over. It was hoped this would prevent travellers coming onto the Green again but we would have to wait and see what happened in the summer.

The benches were now in situ and thanks were voiced for Councillor Rowley and the Treasurer for organising these benches. As these benches had a somewhat rustic appearance it may be that they will be varnished in due course to make the seating surface a little smoother.

It was agreed that lights should be purchased every year for the Christmas trees which were planted on the Green.

It had been suggested that a notice board on the Green would be helpful for disseminating information about the estate, but it was felt that the way ahead now was to develop the website.

Talking Bench - a proposal was put forward by a resident that one of the benches could be designated as a Talking Bench - a place where residents could sit if they wanted to have conversations with other residents. It was hoped this would help to reduce loneliness and isolation amongst residents. This had been adopted in Sheffield and had proved popular. A full discussion took place on this proposal and it was agreed a notice/sign would be placed on one of the benches

to the effect that it was a “Talking bench”.

Following a visit by Councillor Heptinstall it was agreed a bollard was needed at the entrance to the Green from Clark Grove - it seems there had been one in the past. This bollard had been ordered and the Councillors would chase it up.

TREASURERS REPORT

The Treasurer gave his report to the meeting. He reported there had been income of £13.92 from the previous meeting and £500 grant from Wakefield Council. The Grant was for bulbs for the green spaces around the estate and new banners to advertise the name of the new website.

He reported there had been expenditure of £21.99 on batteries and printing costs.

The balance was £974.44.

Councillor Rowley confirmed that the grant must be spent on the items that were requested in the bid and within the deadline specified on the letter sent with the Grant.

CITY FIELDS/WERR

A long discussion took place regarding the fact that some drivers were speeding along the WERR which was in fact a 30mph road. Various options were discussed to deter speeding such as flashing warning lights. However the Police were catching drivers who were speeding along this road and no further changes were planned for the present time.

A discussion also took place regarding the type of housing that was being built and if the builders were providing the much needed “affordable housing”. Councillor Heptinstall said that the planning committee always raise the issue of affordable housing with building companies.

A proposal was discussed regarding the idea of inviting residents from City Fields to join our residents association. The general feeling of the meeting was that they were not in favour of this approach but to keep it as an ongoing issue to see how the City Fields estate develops over time. It as felt City Fields would have different areas of concern to those of PHRA and different local councillors for the most part.

PARKING ISSUES -EXTENSION TO DOUBLE YELLOW LINES ON BARNSTONE VALE

The Councillors informed the meeting that there was a shortage of engineers within the Council to deal with the large number of traffic/parking issues. However the Councillors said they would keep this matter under review to see how it progressed.

ESTATE AUDIT

A report would be sent to the Councillors in due course with the issues - mostly pot holes - that require attention on the estate, to see if they could be dealt with by Wakefield Council

LOVE WHERE YOU LIVE

The next litter pick was scheduled to take place on Friday 23rd March at 10.00 am.

Mobile Library - it was reported to the meeting that this service was under review to provide the most cost effective service to users. Residents were urged to use the service - or lose it if it is underused in our area. The review of the service is to re organise the routes. Currently the mobile library visits our estate on a Tuesday on a three weekly cycle. Times and dates are listed on the Library website.

St Swithuns Community Centre

The services available at St Swithuns on Eastmoor were outlined to the residents. Some leaflets were available for residents to take away with them. The activities were many and varied such as learning Spanish, arts classes, fitness classes and an opportunity to mix with like minded people.

Snow Wardens

Cathy Walters agreed to be the co-ordinator for the estates snow wardens.

WEBSITE/FACEBOOK

The Chairman advised residents that a new data protection act was coming into force quite soon. This would require residents to positively opt into having their data - such as e mail address - being stored by the residents association. Once more information was available residents would be contacted via e mail or a letterbox drop.

The Treasurer then went on to update the meeting on the new website. He confirmed that the address of the website was - pindersheathresidentsassociation.webs.com. Residents have to be invited to become a member. The e mail address linked to this website is - [email protected] He advised that if residents e mail heathpinders then an invitation will be sent to become a member

The facebook site for the residents association was Pinders Heath. It was a closed site for private members - that is Pinders Heath residents only.

The Treasurer said that e mails would be sent out to members of the old website asking them if they still wished to be a member and that if so residents should reply to the e mail to confirm this.

ANY OTHER BUSINESS

CCTV - Cathy raised the issue of having cctv installed on the estate. She felt it would be a good idea to have cctv coverage of anyone entering or leaving the estate. A discussion took place around the pros and cons of this and the costs. The general consensus of the meeting was that this should be re visited in 12 months time when technology would have improved and this could lead to it being much less expensive.

LONELINESS AUDIT - Cathy asked the meeting if there were any views around undertaking a loneliness audit of residents on the estate. She said she felt that this was an area where a residents association could help to improve the lives of residents. A full discussion took place around the issues of loneliness and isolation and following which it was proposed and seconded that Cath be involved in developing a loneliness audit for the estate.

The meeting closed at 9.15pm.

DATE OF NEXT MEETING

The next meeting is to be held on Monday 4th June 2018 at 7.30pm.