TMO Policies

All Webber & Quentin TMO rules and policies can be found below. If you still have any questions, please send an email to contact@wqtmo.org.

Obligation of shareholders

Webber and quentin Code of conduct

Whistleblowing policy

Safeguarding policy and procedures

Equality & diversity policy

Bike Locker Policy

Recruitment and selection policy

Responsibilities as a board member

Webber and Quentin rules

FAQ

How do I contact the TMO Office?
How do I contact the Board?

If there is a subject or suggestion you are keen to share directly with the Board, or any relevant subcommittee, the correct way to reach out is to contact the TMO manager by using the contact@wqtmo.org email address. The manager will pass on your query/ suggestion to the Board or subcommittee for discussion at the next available meeting.

The Board or subcommittee will make the appropriate decision, based on the TMO rules and any other mitigating information. Their decision will be Minuted and the Minutes of which will be available to view on the website after they have been approved at a subsequent meeting
Can I approach a Board member directly, either face to face or by phone/ email, about general TMO estate issues or personal issues regarding my own living conditions?

Please remember, all Board members are volunteers and have the right to privacy, to feel comfortable in and around their home and the estate, and are bound by rules governing what they can and can not discuss outside of board or subcommittee meetings, and with whom.

Please respect their privacy by avoiding conversations relating to either estate or personal issues.

If you do have suggestions, queries or concerns you’d like to raise, you can:

A) Join and post in the Community Forum

B) Join the relevant Subcommittee (please contact the TMO Manager at contact@wqtmo.org)

C) Join the Board (please contact the TMO Manager at  contact@wqtmo.org ),

D) Contact the TMO manager at: contact@wqtmo.org
How do I make suggestions for improvements to the estate?
How do I keep up to date with TMO news?

There are 4 ways to find out what’s happening around your estate and we’ve listed them below:

● The Community Forum ● TMO Website Blog
● TMO Facebook page ● The Board and Subcommittee Minutes

It’s worth noting here that we do not support independent email groups, such as Yahoo and Gmail, that have historically been used by the former TRA/ TMO Board and residents alike, to share and discuss estate business.
What are the Community Forum Moderators responsibilities?
How do I know if I’ve received my Board/ subcommittee/ AGM papers on time?

Whilst there is no specific time stated in the TMO Rules regarding the circulation of monthly/ bi-monthly board/ subcommittee agendas and papers, it does state in the ‘Secretary Role’ to “Circulate agendas and supporting papers in good time”. All papers can be delivered electronically. We, as a Board, have an unwritten agreement that 7 days prior is an appropriate amount of time, whilst taking into account lateness due to unforeseen circumstances and limited time available to the volunteer/ Board member.

There is reference in the TMO Rules that states “at least seven days written notice of the date and place of every board meeting shall be given by the secretary to all board members and co-optees”

The AGM is slightly different in that the TMO is legally bound to deliver the Board Nomination Forms 28 days prior to the scheduled date for the AGM, and all other AGM papers are to be delivered no later than 14 days prior to the AGM. All papers are addressed to you and delivered to your registered address.

If you have not received your AGM documents on time, please contact the TMO Office at contact@wqtmo.org and check if your contact details need updating.
When can I see the General Meetings, Board and Subcommittee Minutes online?
How do I become a TMO member/ shareholder?

The short answer is, you must be:

● Any lawful tenant, or resident aged eighteen years or over who agrees to be bound by the provisions of these (TMO) rules, (C13)

● Pays the sum of one pound (which shall be returned if the application is not approved) and then receive a ‘Shareholders Certificate’ (C14)

● Membership is usually given at the Annual General Meeting (AGM) but can be requested any time. Please contact the TMO manager via the email address: contact@wqtmo.org with the Subject line: TMO Membership Request .
It is good to note there are legally binding requirements to becoming a member, which are outlined below for your convenience and taken directly from the TMO Rules:

Obligations of shareholders (members) The shares shall be forfeited and cancelled on cessation (ending) of membership from whatever cause (C1).

All members agree to be bound by the obligations on them as set out in these rules. When acting as shareholders they shall act at all times in the interests of the society and, for the benefit of the community, as guardians of the objects of the society (C2)
Who can not be a TMO member/ shareholder (including Board members)?

The following can not be shareholders:

● A person under the age of 18 years (C7.1)

● A person who has been expelled (C18) as a shareholder, unless authorised by special resolution at a general meeting (C7.2)

● An employee of the society (C7.3)

A shareholder shall cease to be a shareholder if:

● They die; or (C17.1)

● In the opinion of the Board they cease to qualify for membership under rule C13 (C17.2)

● They are expelled under rule C18; or

● They withdraw from the Society in writing to the secretary (C17.3)

Expulsion of Shareholders (C18) A shareholder may only be expelled by a special resolution at a special general meeting called by the Board.
Expulsion of a Shareholder occurs if it has been deemed that the TMO rules have been breached in one or more of the following areas by failing to promote equality of opportunity by eliminating… (A2.2):

● Discrimination

● Harassment

● Victimisation

● And any other conduct that is prohibited by or under the Equalities Act 2010; The TMO will advance equality of opportunity between persons who share a relevant protected characteristic and persons who do not share it; and foster good relations between persons who share a relevant protected characteristic and persons who do not share it.
How do I become a Board member?

You must be a shareholder/ TMO member to be eligible for the Board. You must complete a Nomination Form  to stand for election to the board, and which must be received by the society (TMO) not less than two (2) days before the date set for the annual general meeting (AGM). Then the shareholders (TMO members) vote for each board member/ co-optee and a majority vote elects each board member/ co-optee (D2.1). For more information on the election process, please refer to section D11 through D15 of the TMO rules, found HERE  on the website.
Only shareholders (TMO members) and co-optees can be board members (D3).
There are rules governing whether a board member can remain on the board at any given time. Please refer to D8 of the Financial Conduct Authority (FCA) document which can be found on the website HERE
How do I make a complaint about a member of the TMO staff?

All complaints must be made in writing to the Secretary of the TMO. You can do this using the following address:

TMO Secretary Webber & Quentin TMO Living Space, 1 Coral Street, London, SE1 7BE contact@wqtmo.org

Subject line: Confidential FAO: TMO Secretary
All complaints relating to the TMO staff will be treated in the strictest confidence. Anyone found to be discussing a complaint with anyone who is not directly related to the complaint will be considered a breach of confidentiality.

Further action may be taken against those who breach confidentiality.
How do I make a complaint about a Board or subcommittee member (TMO Officer)?

All complaints must be made in writing to the Secretary of the TMO. You can do this using the following address:

TMO Secretary Webber & Quentin TMO Living Space, 1 Coral Street, London, SE1 7BE contact@wqtmo.org

Subject line: Confidential FAO: TMO Secretary
All complaints relating to the Board or subcommittee member will be treated in the strictest confidence. Anyone found to be discussing a complaint with anyone who is not directly related to the complaint will be considered a breach of confidentiality.

Further action may be taken against those who breach confidentiality.
How do I make a complaint about a TMO member/ shareholder?

All complaints must be made in writing to the TMO manager or the Secretary of the TMO. You can do this using the following address:

TMO Manager/ Secretary Webber & Quentin TMO Living Space, 1 Coral Street, London, SE1 7BE contact@wqtmo.org

Subject line: Confidential FAO: TMO Manager/ Secretary
All complaints relating to TMO members/ shareholders will be treated in the strictest confidence. Anyone found to be discussing a complaint with anyone who is not directly related to the complaint will be considered a breach of confidentiality.

Further action may be taken against those who breach confidentiality.

You can find more information on how to make a complaint by viewing the TMO Complaints Policy
How do I claim money back when I’ve spent my own money for TMO/ estate purposes?

In all cases, when thinking of spending money on behalf of the TMO, you must submit a funding form via the online forms found on the website, which is passed to the relevant committee. Please allow sufficient time for the committee (Board or subcommittee) to review, discuss and make a final decision on your application. Please note, this can take a few months to process so good planning is essential.

All funding/ expenditures must be agreed with either the Board or relevant subcommittee prior to expenses being incurred. The TMO can not retrospectively reimburse residents for any monies spent.

For your convenience, here is the exerts in the TMO rules referring to this question: “No committee (Board or subcommittee) can incur expenditure on behalf of the society (TMO) unless at least one board member or co-optee of the board on the committee has voted in favour of the resolution and the board has previously approved a budget for the relevant expenditure (D35).”

“Pay properly authorised expenses to board members, co-optees and members of committees when actually incurred on the society’s (TMO) business (D24.1).”