Setting up a Residents Association or Group by i7Xox0


									     Setting up a
Residents Association
      or Group

 A guide for Residents
    Setting up a Residents Association or Group


   A Residents Association or Group is a voluntary group of people, living within a
    specific area

   They come together to take up issues of community concern and to represent the
    views of tenants and residents to the Westcountry

   A Residents Association or Group makes campaigning more effective, keeps
    residents informed, and greatly assists community building

   A Residents Association or Group can also make a great contribution to the social
    life of an area

   It is not difficult to set up a Residents Association or Group: this information sheet
    gives a step by step guide

   There is plenty of help available to set up a Residents Association or Group

Setting up a Residents Association or Group

This information sheet has been written for residents of Westcountry Housing
Association who are interested in setting up a Residents Association or Group. It
explains what a Residents Association and a Residents Group are, what can be
achieved and how to go about setting one up.

Further advice and support is available from the Resident Involvement Team or from
the Housing Officers who can be contacted on 01803 200300.
What are Residents Associations and Residents Groups?

Residents Associations
A voluntary group of people living within a specific area who come together to take
up issues of common concern and represent views to Westcountry and other
bodies or to organise community events. Residents Associations have a written
constitution and code of conduct, elected officers and often open a bank account.

Residents Groups
A voluntary group of people living within a specific area who come together, most
often, to organise community events or to meet regularly with Housing Officers to
undertake regular estate inspections. They are less formal groups who usually decide
who will chair and who will take notes at the start of each meeting. They usually
have agreed Terms of Reference and ground rules for meetings.

Why start a Residents Association or Residents Group?
There are many reasons why people living in one area may get together to form and
association or group. For example:

    To campaign for something (eg play facilities, somewhere to meet as a

    To campaign against something (eg problems with traffic, antisocial

    To gain a greater voice than you would have as an individual when talking to
     Westcountry and other bodies about things you would like to see changed

    To arrange outings and social events

    To gain or support a sense of ‘community’ by meeting and helping other

    To keep people in the area informed of issues that affect them

    To harness and develop the organisational and other talents of community

    To get involved with what other groups may be doing
Step One - Getting everyone’s views
The first step is to see if enough residents in your area are interested in forming an
association or group. Speak to as many people as you can before doing anything else
by, for example:

        Door knocking, over the fence chats etc

        Going to the shops that your community uses (eg Post Office, local
         shopping precinct)

        Going to other places where people meet socially eg community centres
         and clubs. Your local Council for Voluntary Service (CVS) can give you
         names of voluntary organisations working within your community

        Going to religious centres in the area – churches, mosques etc

        Going to places children and young people and their parents attend eg
         play groups, youth clubs etc. You must get permission from the leaders of
         these groups who will stay with you when you speak to these groups.
         Never approach children or young people on your own.

If you manage to speak to people in all these groups you’ll get a good idea of how
much support there is for starting a group.

What do you want from people?

Do not be put off by people’s initial reactions or comments. Although some people
will be enthusiastic, many will be non-committal and some may be downright hostile.
Residents may have a variety of reasons why they do not want initially to be involved
in the group. But if you do set up and continue to provide everyone in the area with
information and the opportunity to become involved, more people will normally
start to take part.

As long as a reasonable number of people express an interest in setting up the
group, that is all you need.

What you are asking for initially is agreement:

           o That the issues affecting the community are the same issues that
             concern you

           o That it would be a good idea to set up a group

           o To come to an initial meeting or, an interest in knowing the outcome
             of an initial meeting

You only need around six people to attend the first meeting to have enough to set
up a group. It does not help to be too pushy, but it always helps to reassure people
that attending a meeting does not mean they will be roped into doing anything

Gathering opinions can be a time-consuming process and will need confidence and a
thick skin. Obviously, if there are already a few of you who know each other and
have the same aim, then it would make sense to do this together, and, if possible find
others to help.

Step Two - Talk to Westcountry
Westcountry encourages the formation of Resident Associations and Groups and
strongly supports resident involvement with services provided by Westcountry and
with community development.

Once you know there are enough people interested in forming an association or
group contact your housing officer or scheme manager. They will be able to help you
   o Designing and printing leaflets, photocopying, typing etc

   o A starter pack containing examples of a constitution, terms of reference,
     code of conduct and ground rules for meeting

   o Help with translations, interpreters

   o Help and advice about accessibility

   o A meeting room for your first meeting if needed (or funds for hiring one)

   o Training in setting up and running a group

They will also explain to you about the following criteria that you will need to meet
before Westcountry will recognise your group:

        You must provide evidence that you have tried to reach all sections of the
         community within your area. You must include an equality and diversity
         statement in your constitution or terms of reference and be willing to participate
         in training events on this subject.

        Ensure your aims and objectives for the group are non-political and are based on
         trying to improve the quality of life for all the people in your area.

        If your group handles money in any way ie donations from other residents then
         you must either have a bank account with at least two signatories or the group
         should agree someone to keep a ledger book recording what is donated and
         spent with receipts of all purchases and a second person (who is not a relative or
         close friend of the other person) who regularly checks the ledger book.

 WHA does not accept liability or responsibility for money handling. The
 group must take responsibility for this.
Westcountry gives a £50 start up grant to any resident association who meet these

Your Housing Officer or Scheme Manager can also arrange for someone to work
with you to offer additional support with setting up your group.

Step Three - Planning the first public meeting
Once you have talked to everyone in your area, spoken to your Housing Officer or
Scheme Manager and have got a firm commitment from enough people to attend a
first meeting, this now has to be arranged. This could normally be in someone’s
home. Use the people who have shown an initial interest to plan the group’s first
public meeting.

During this initial planning meeting someone will need to act as ‘chair’. Even if a
meeting is informal, someone needs to make sure that the meeting keeps to the
point. People will feel that the meeting has been worthwhile and has achieved
something if ideas have been discussed carefully and decisions made. The person
chairing needs to make sure everyone has a chance to contribute.

Someone needs to take notes of the main decisions made at the meeting and who
has agreed to do what. It is also useful to keep an attendance sheet with people’s
contact details (with their consent) for future reference.

Reasons for the planning meeting

When you meet, you will need to agree what you want to achieve in the public
meeting and how you can achieve it. This could include:

    Getting agreement for the formation of the group

    Whether you will form a Residents Association or a Residents Group

    Naming the group

    Deciding on the group’s aims

    Electing a committee (for a Residents Association)

    Agreeing a Constitution and / or Terms of Reference

The first public meeting will be the occasion when you will launch your association
or group publicly so you will want to plan it properly.

By the end of the first planning meeting you may already have decided to form the
group and made decisions about what issues to tackle first. However, the next step
must be a public meeting to give people the opportunity to come and say what they
think. If you decide to miss out on a public meeting because you think you have got
everything sorted at this stage you risk assuming that the few of you actually
represent everyone’s views in the area. This may not necessarily be the case.

Step Four - Running your first public meeting

This is the occasion when you will launch the association or group publicly, so you
will want to run it properly. The basic rules for doing this are outlined below.


Once you know what you want to achieve at the public meeting, make sure you
make this clear in your meeting adverts. Say what the meeting is for but do not
overload the adverts with information:

Do say clearly where and when the meeting will be held

Do try to get people curious and interested, but

Do not bore them with too much detail

You will also need to make sure people know how to contact you for more

Date and time of meeting

Think about who you want to attend the meeting. Do you just want local residents,
or do you also want to get along people from other community groups, or local
councillors etc? You’ll need to think carefully about where and when to hold the
meeting if you want everyone from the area – including young people, elderly
people, single parents with young children etc – to have the opportunity to be there.

Arranging the date and time to suit everyone will be quite difficult if some people are
working, have children to look after or do not like coming out at night etc but with
thought you will get the best time and place to suit the most people.

Place of meeting

The place chosen could be a room in a local community centre, school, church hall
or a room provided by Westcountry (this could be a community lounge in one of
our sheltered housing schemes). You need to make sure the room is easy for people
who have difficulty walking or who use wheelchairs or have pushchairs.

It is not a good idea to hold a meeting in a place where alcohol is served as this
could prevent some people from attending for personal, religious or legal reasons.
The agenda

Make sure at your planning meeting you have prepared an agenda, have agreed who
will chair the meeting and who is making notes.

The main items on the agenda will be to get support to formally set up a group, to
agree the aims and objectives, to get formal agreement on who will be Chair,
Secretary and Treasurer for the first year (for a Residents Association) or to agree
how meetings will run and agree how the group will handle money.

Although the items discussed at the public meeting will cover issues discussed at the
initial planning meeting, its main aim is to see if there is enough local support for the
setting up of a group, and to agree your group’s initial priorities.

The public meeting should be seen as the start for the association or group. Don’t
be disappointed if attendance at the meeting is poor. Although you may be
enthusiastic and have worked hard to organise the meeting, many people will be very
uncertain about whether or not to join in. It make some time for people to become
confident enough to take part, but this should happen eventually.

                               SAMPLE AGENDA

                         Anywhere Estate Public Meeting
                              (date / time / place)


  1. Welcome and introduction

  2. Apologies for absence

  3. Why we need a Residents Association / Group

  4. Choice of name

  5. Agreeing the Constitution or Terms of Reference including membership
     requirements, code of conduct or ground rules

  Election of a committee (for an Association)
      - Chair
      - Vice Chair (if required)
      - Secretary
      - Treasurer

  6. How the group will handle money

  7. Plan of action

  8. Date of first meeting of the committee (if applicable)

  9. Date of the next general meeting

  10. Any other business

     Step by step planning list for arranging a public meeting

   1. Arrange your initial planning meeting - this can be in someone’s home

   2. Agree an agenda for the public meeting, and arrange a date and place where
      the meeting will be held

   3. If you have decided to invite representatives from other bodies eg your
      community police officer, contact them and check they can attend

   4. Book a venue for the meeting

   5. Decide how to publicise the meeting, for example, prepare a leaflet and
      arrange for it to be printed, and / or prepare a poster to advertise the

   6. Arrange the distribution of the leaflet and / or posters (Give people at least
      one week’s notice of the meeting)

   7. Contact local newspapers and local radio stations to publicise the meeting if
      you think this is necessary

   8. Organise the meeting
      - Agree an agenda and check it with the person chairing the meeting
      - Check any motions to be proposed at the meeting
      - Make sure you have decided on who is going to take notes at the meeting
      - Decide who will record the names and addresses of everyone who attends
        the meeting

   9. On the day get there early and make sure the room is open and the furniture
      is laid out as you want it

After the meeting

If the public meeting has agreed to set up a Residents Association or Group your
next step is to get yourself properly organised.

Always make sure the issues you take up or the projects you agree to work on
reflect the interests of your members. Don’t forget to inform Westcountry that you
have agreed to set up the Association or Group, giving them the name of the group,
the name of someone they can contact and a copy of your constitution or terms of
                     Frequently Asked Questions

How does setting up a Residents Association or Group in sheltered housing or
supported housing differ from general housing schemes?
Setting up a group in sheltered or supported housing schemes is no different from
on estates. In some ways it is easier because you know what ‘area’ (ie the
sheltered/supported scheme) your group will cover. Also the fact that most schemes
will have a community room helps as this is obviously an ideal location for your
‘public’ meeting. It is still, however, just as important to get to everyone individually
by door knocking etc. Don’t just assume a leaflet on the notice board will do.

You should also make sure you talk to your scheme or project manager as they will
be able to offer advice and support.

Many supported housing schemes have very small numbers of residents. Even so,
there is no reason why a small number should not set up a group. It is more likely
that a Residents Group may be more appropriate as there may not be sufficient
numbers of residents to form a committee.

What legal regulations do Residents Associations and Residents Groups have
to follow?
Residents Associations and Groups are not governed by any legal requirements.

Will we need to set up a bank account?
Residents Associations will need to set up a bank account to receive the £50 start up
grant from Westcountry. Residents Groups are strongly advised to set up a bank
account if they are handling residents’ money in any way. Your group will need
either a bank account or a ledger book with receipts before it can be recognised and
supported by Westcountry. You will need to make sure there are at least two
signatories for signing cheques or that a second person regularly checks the ledger
book and receipts.

Sometimes, especially with small, newly set up groups, two members of the same
family may be officers of the committee. In this case you are advised that only one
person from that family has the right to sign cheques. It is also common sense not
for the two signatories to be close friends.

WHA does not accept liability or responsibility for money handling. The group must
take responsibility for this.

Will we need insurance?
Your group is not required to have insurance. However if you organise any formal
outings or events you will need to inform Westcountry as soon as you know the
details of it so that we can ensure you are covered by Westcountry’s public liability
If you are given, or purchase any premises or equipment you will be responsible for
insuring them.

Is there a limit to the number of members a group can have?
A group can be as small or as large as you want it to be. For example, it could cover
a small sheltered housing scheme, one street or the whole of an estate. It is up to
the residents to decide the area they want the group to cover.

Should we invite Westcountry to the public meeting?
That should be your own choice. Some residents are uneasy about inviting housing
staff to the meeting because they think they may tend to steer things their way. If
you think this might happen then don’t invite them!

If you do decide to invite them take care not to let them dominate the meeting.
Make sure the person chairing the meeting is a resident and it is the group members
views you are obtaining.

You may want to invite Westcountry to the meeting just to give advice or
information, but make sure they know they have been invited for that purpose only.

Will Westcountry want to put housing staff on the committee?
Absolutely not! Westcountry will support the group to develop at its own pace and
will only attend meetings by invitation from the group.

Can someone who is a resident but who also works for Westcountry (eg a
caretaker or scheme manager) be a member of the group?
That will be the choice of the group but you need to guard against potential conflict
of interest.

Ideally they should be allowed to be members of the group, but not a member of the
committee. Also, they should be told that they attend meetings as a resident and not
as an employee of Westcountry. You can also say in your constitution or terms of
reference that no-one employed by Westcountry can be elected onto the

Should leaseholders or other non Westcountry residents in the area be
members of the group?

If the group is going to deal with social and environmental issues as well as housing
issues then it is best if everyone in the area is allowed to be in the group.

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