ABOUT

The following updated constitution was accepted by the committee in a July 2026 committee meeting.

1. NAME
1.1 The name of the Association shall be Lymington Estate Association (LEA).
1.2 The Association represents residents living within the Lymington Estate area.
2. AIMS
2.1 The aims of the Association are:
• To represent the interests of its members;
• To protect and improve the amenities, environment, and general welfare of residents;
• To promote the rights and needs of tenants, leaseholders, and residents in relation to 
housing services;
• To work with Camden Council and other organisations to improve housing conditions and 
services;
• To promote social, welfare, and recreational activities for the benefit of the community;
• To promote equal opportunities and good relations among all residents;
• To regularly consult and inform members;
• To represent the majority view of residents;
• To remain non-party political;
• To promote open and inclusive membership.
3. MEMBERSHIP
3.1 Membership shall be open irrespective of politics, nationality, religious opinion, race or colour.
3.2 Full voting membership is open to all tenants, leaseholders, and freeholders paying service 
charges and residing within the defined area.
3.3 Family members aged 16 or over listed on tenancy agreements may also be voting members.
3.4 Nonvoting membership may be open to other local residents at the discretion of the 
Committee.
3.5 Membership ceases if a person no longer resides in the area unless co-opted.
3.6 Membership may be suspended or terminated for serious or repeated breaches of this 
Constitution or the Code of Conduct by a two-thirds majority at a Special General Meeting.
4. ANNUAL GENERAL MEETING (AGM)
4.1 The Association shall hold an AGM annually to:
• Elect the Committee and officers;
• Receive annual reports and financial accounts;
• Consider constitutional amendments;
• Receive reports from representatives.
4.2 Notice of the AGM shall be given to all members not less than 14 days and not more than 28 
days before the meeting.
4.3 The AGM must be held within 15 months of the previous AGM.
4.4 The Association shall be managed by a General Committee elected at the AGM, acting in 
accordance with decisions of properly convened meetings.
4.5 Quorum shall follow Camden Council household-based guidelines.
4.6 Voting shall be by show of hands unless a secret ballot is requested and agreed.
4.7 The Committee shall ensure an AGM is held annually.
5. COMMITTEE
5.1 The Committee shall consist of no fewer than five members (or three where fewer than 50 
households).
5.2 Officers shall include Chairperson, Secretary, and Treasurer.
5.3 Only eligible full members may vote or serve as committee members.
5.4 The Committee shall be broadly representative of the community.
5.5 Only one member per household may hold an officer role.
5.6 Members serve for one year and may stand for re-election.
5.7 Vacancies may be filled temporarily until the next meeting.
6. GENERAL MEETINGS
6.1 At least one General Meeting shall be held annually (the AGM).
6.2 Notice shall be 14–28 days.
6.3 Meetings are open to all eligible members.
6.4 Decisions are by simple majority.
6.5 One vote per member applies.
7. SPECIAL GENERAL MEETINGS (SGM)
7.1 An SGM may be called by the Committee or by at least 10% of members in writing.
7.2 Notice shall be at least 7 days.
8. COMMITTEE MEETINGS
8.1 Committee meetings shall be held regularly with at least 7 days’ notice where possible.
8.2 Quorum shall be a majority of committee members.
8.3 Members may attend as observers with notice.
8.4 Failure to attend three consecutive meetings without apology may result in removal by 
committee majority.
9. CODE OF CONDUCT
9.1 The Association shall adopt and enforce the Code of Conduct set out in Schedule 1of this 
Constitution.
10. CONDUCT OF BUSINESS
10.1 All decisions shall be made at properly convened meetings of the Committee or General 
Meetings.
10.2 Each eligible member has one vote. Decisions are by simple majority.
10.3 In the event of a tie, the motion is defeated.
10.4 Conflicts of interest must be declared and affected members must withdraw.
10.5 The Chairperson presides over meetings and has a deliberative vote only (no casting vote).
10.6 The Chairperson may take urgent action between meetings where necessary, provided it is 
reported and ratified at the next Committee meeting.
10.7 The Committee acts collectively and decisions are binding on all members.
11. MINUTES
11.1 Minutes shall be taken at all meetings.
11.2 Approved minutes shall be made available to members.
11.3 Minutes shall record decisions and proceedings.
12. FINANCE
12.1 Proper financial records shall be maintained.
12.2 A financial report shall be presented annually at the AGM.
12.3 Accounts shall be open to inspection with 7 days’ notice.
12.4 A bank account shall be maintained in the Association’s name.
12.5 At least two signatories from separate households are required.
12.6 Funds shall be used only for Association aims.
12.7 All expenditure requires committee approval and two signatories.
13. AMENDMENTS
13.1 This Constitution may be amended by a two-thirds majority at a quorate AGM or SGM.
13.2 Notice of proposed amendments must be included in the meeting notice.
13.3 Amendments must be submitted within the notice period.
14. DISSOLUTION
14.1 Dissolution requires a two-thirds majority at a quorate SGM with at least 7 days’ notice.
14.2 All debts and liabilities shall be settled first.
14.3 Remaining funds and assets shall be used for community or charitable purposes as agreed 
by members.
14.4 Council owned assets must be returned to the Council; Association assets distributed 
according to ownership records and agreements.
15. COMPLAINTS
15.1 Complaints must be submitted in writing to the Secretary at least 7 days before a committee 
meeting.
15.2 Late complaints may be considered at the Committee’s discretion, including urgent matters.
16. GRIEVANCE AND APPEALS
16.1 Members may submit written grievances to the Secretary.
16.2 The Committee shall consider grievances and respond in writing.
16.3 If unsatisfied, members may request an SGM with support of at least 10% of members.
16.4 The decision of a properly convened SGM shall be final within the Association.
17. DEFINITIONS
17.1 “Association” means LEA.
17.2 “Member” means a person admitted under Clause 3.
17.3 “Full member” means voting member.
17.4 “Committee” means elected governing body.
17.5 “Officer” means Chair, Secretary, Treasurer.
17.6 “Quorum” means minimum members required for valid meeting.
17.7 “Simple majority” means more than half of those present and voting.
17.8 “Two-thirds majority” means at least two-thirds of those present and voting.
17.9 “Notice” means written communication by agreed methods.
SCHEDULE 1 – CODE OF CONDUCT
1. Conduct of Members
1.1 Members must not bring the Association into disrepute.
1.2 Members must behave respectfully and avoid abusive or discriminatory language or conduct.
1.3 Members must uphold collective responsibility for decisions.
1.4 Members must use Association resources properly and honestly.
1.5 Members must declare relevant interests.
1.6 Members may have political affiliations but must not represent parties in Association duties.
1.7 Confidentiality of residents must be respected.
1.8 Members must abide by properly made decisions.
1.9 Members may not speak for the Association without approval.
1.10 Members must not seek preferential treatment via their role.
2. No Confidence in Officers
2.1 A motion of no confidence may be proposed and seconded.
2.2 A simple majority of the Committee may pass it.
2.3 The officer ceases duties immediately but remains a member unless otherwise decided.
2.4 The officer may stand again at AGM/SGM if nominated.
3. Conduct Breaches
3.1 Serious misconduct may result in removal from meetings immediately by the Chair.
3.2 Complaints must be considered within 28 days.
3.3 Members must be informed within 14 days of complaint details.
3.4 Both parties may attend hearings and present evidence.
3.5 Decisions are by simple majority.
3.6 Sanctions may include:
• written warning
• suspension from officer role
• suspension from committee
• removal from committee role (subject to SGM confirmation where required)
3.7 Written outcome must be provided within 7 days.
3.8 Appeals must be submitted within 14 days.
3.9 Appeals shall be heard at an SGM within 21 days.
3.10 SGM decision is by simple majority and final within the Association.
3.11 If SGMs are inquorate twice, an Independent Appeals Panel (Council/DMC/Councillors) shall 
decide.
4. Temporary Cover
4.1 Suspended officers may be temporarily replaced by co-option until AGM/SGM.
5. Amendments to Code
5.1 Amendments require 7 days’ notice.
5.2 Passed by simple majority

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SCHEDULE 1 – CODE OF CONDUCT
1. Conduct of Committee Members
1.1 Members must not bring the Association into disrepute.
1.2 Members shall treat all attendees at meetings with respect and must not use abusive, 
threatening, racist, sexist, homophobic or otherwise discriminatory language or behaviour.
1.3 Members shall observe collective responsibility for all properly made committee decisions.
1.4 Members must use Association funds, property, and resources honestly, responsibly, and only 
for authorised purposes.
1.5 Members must declare any personal, professional, or organisational interest that may 
influence their participation in any matter under discussion.
1.6 Members may be affiliated to political parties in a personal capacity, but must not represent 
any political party in their role as a committee member.
1.7 Members must respect confidentiality. Information relating to individual residents shall not be 
discussed outside properly convened meetings unless authorised.
1.8 Members must abide by all decisions made in accordance with this Constitution.
1.9 Members must not speak or act on behalf of the Association without prior committee approval. 
Any official correspondence must be shared with the committee.
1.10 Members must not use their position to obtain preferential treatment from the Council, 
contractors, or service providers.
2. Vote of No Confidence in Officers
2.1 The committee may pass a motion of no confidence in any officer (Chair, Secretary, Treasurer) 
where concerns arise regarding performance, conduct, or ability to carry out duties.
2.2 A motion of no confidence must be properly seconded and passed by a simple majority of 
committee members present and voting.
2.3 Where passed, the officer shall immediately cease to perform officer duties but shall remain a 
committee member unless otherwise decided under disciplinary procedures.
2.4 The officer may stand for re-election at the next AGM or General Meeting if properly 
nominated and seconded.
3. Conduct Breaches and Disciplinary Procedure
3.1 Immediate Action at Meetings
Where a serious breach occurs at a meeting (including abusive or threatening behaviour), the 
Chair may require the member to leave the meeting immediately.
3.2 Raising a Complaint
Any committee member may submit a complaint in writing regarding alleged breaches of this Code 
or the Constitution.
Complaints must be presented to the committee and considered within 28 days.
3.3 Notification
Within 14 days of receiving a complaint, the committee must:
notify the member in writing
set out the nature of the complaint
confirm the meeting date at which it will be considered
3.4 Hearing of Complaint
At the committee meeting:
both parties may attend and speak
witnesses or relevant persons may be invited
the committee may consider written evidence
Any non-committee participants shall withdraw after giving evidence.
The accused member shall withdraw before the final decision.
3.5 Decision
The committee shall decide by simple majority vote.
The committee may impose:
written warning
suspension from officer role until AGM/SGM
suspension from committee for a defined period
removal from committee role (subject to confirmation rights in the Constitution)
Any suspension or removal from full membership can only be decided by a Special General 
Meeting in accordance with the Constitution.
3.6 Written Outcome
The member must be informed in writing of:
the decision
reasons for the decision
within 7 days.
3.7 Right of Appeal
A disciplined member may appeal in writing within 14 days of notification.
An appeal must be heard at a Special General Meeting within 21 days.
3.8 Special General Meeting Appeal Process
At the SGM:
the committee presents the case
the member presents their defence
both sides may call relevant speakers
A simple majority of members present and voting shall decide whether to:
uphold the decision, or
overturn it
This decision shall be final within the Association.
3.9 External Appeals Panel (Fallback)
If:
the SGM is inquorate twice consecutively,
the matter shall be referred to an Independent Appeals Panel consisting of:
District Management Committee representatives, and/or
Council officers, and/or
Ward councillors
Both parties shall be invited.
The decision of the panel shall be final.
4. Temporary Vacancy Management
Where an officer or committee member is suspended:
the committee may co-opt a temporary replacement until the next AGM or SGM.
5. Amendments to this Code
5.1 This Code may only be amended by:
resolution of the Association
with at least 7 days’ notice given
5.2 Amendments require a simple majority vote of members present and voting