Ealing Council Leaseholder Association

ECLA officers

The following are the roles and responsibilities for elected ECLA officers. 

Chair and vice chair:

  • delegates tasks and ensures that the Ealing Council Leaseholders Association (ECLA) functions are all met; the chair should not do everything themselves

  • acts as the spokesperson for the committee, outside of their remit, if necessary, but must report back to members. Decisions and planning cannot be made alone

  • does not have any special power to enforce decisions for the committee or the residents that they represent

  • ensures that Ealing Council officers or police are the first port of call for all residents if they have issues with repairs, anti-social behaviour, or tenancy

  • be responsible for reporting activities and events for the year to the resident involvement officer and ensures that target dates are met

  • must work alongside the resident involvement officer to ensure that ECLA is running smoothly

  • sets up the agenda in partnership with the secretary

  • chairs meetings and ensures that the meeting runs in accordance with the agenda and time

  • makes sure that everyone is clear about decisions made during the meeting by summarising the main points

  • ensures that everyone has the opportunity to be heard and stops inappropriate interruptions.  Also encourages those that find it difficult to speak at meetings to be included

  • be approachable, clear, concise, and firm

  • sign all appropriate paperwork and try to attend training where necessary

  • should not use this platform to promote own interests

  • ensures correct contact details are provided to the named council officer

  • complete annual chairs report prior to AGM

  • upon resignation, return all resident association documents to the named council officer

Secretary:

  • take minutes in meetings, write them up and send them to the resident involvement officer within 14 working days

  • keeps the records of past minutes and meetings

  • set the agenda in partnership with the chair and forward to the named council officer

  • ensure that all paperwork is sent to the named council officer at least 2 weeks before a meeting date, so that residents can be sent meeting invitations in advance

  • let the committee and members know when and where the next meeting will be held

  • keep the committee membership records

  • invite guests to meetings, in conjunction with the named council officer

  • makes sure that all attendees sign in. Ask residents to speak clearly, slowly and state their name for the minutes

  • do not do everything themselves; share the responsibility if needed

  • book meeting rooms and arrange refreshments if required

  • receive correspondence addressed to the committee and report back to them

  • sign all appropriate paperwork and try to attend training where necessary

  • should not use this platform to promote own interests

  • ensure correct contact details are provided to the named council officer

  • ensure that everyone adheres to the signed constitution, equal opportunities policy, code of conduct and money handling policy

  • upon resignation, return all resident association documents to the resident involvement officer

Treasurer:

  • have the day-to-day responsibility for the association’s money and for keeping accurate financial records. The committee are also responsible for managing finances

  • liaise with the committee on how the money is to be spent once decisions have been made in meetings

  • keep clear records of money received or paid out. Record everything in and out separately. Ensure your paperwork is accurate and all transactions are recorded correctly in record books. Keep all receipts and invoices

  • keep membership separate and remind members of renewal dates. It is best that the membership renewal date is the same date as the annual general meeting and have a cut-off date for membership

  • keep the association’s money separate from your own

  • do not keep large amounts of cash or cheques with you and no more than the agreed amount of petty cash should be kept

  • ensure that the bank account requires three signatures for cheques or withdrawal forms

  • check the bank statements carefully and regularly so that the financial records and reports can be checked by an independent auditor, or the named council officer, before the AGM

  • ensure that bank details and paperwork are available upon request to the committee or the resident involvement officer

  • to support the committee in all projects

  • with support of the named council officer, complete funding applications where necessary and keep all records

  • upon resignation, return all resident association documents to the named council officer

  • be approachable, clear, concise, and firm

  • sign all appropriate paperwork and try to attend training where necessary

  • should not use this platform to promote own interests

  • ensure correct contact details are provided to the resident involvement officer