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A guide to residents associations

This is an introduction to residents associations. It details what a residents association is, the benefits of creating or joining one and advice on how to successfully run a residents association.

A guide to residents associations

This guide is an introduction to residents associations. It details what a residents association is, the benefits of creating or joining one and advice on how to successfully run a residents association.

What is a residents association?

A residents association is a formal group of people that live in the same area, block or street that would like to discuss concerns relating to their housing and community.

A residents association can be made up of customers of any tenure e.g. general needs, shared owners, leaseholders, owners etc.

Why start a residents association?

Customers may wish to create a residents association for a number of reasons, but here are some common ones:

  • To campaign for something. This could be something positive like improvements to an area or against a change that’s going to be made or improvements to a service.
  • To give your community a greater voice than you’d have as an individual.
  • Social reasons such as creating a better sense of community or arranging trips.
  • To keep residents informed of what’s happening in the area.

How do I set up a residents association?

Now that you’ve decided you’d like to try and create a residents association, here is some guidance on how you could approach this.

Talking to residents in the local area.

The first step is to find out if there’s enough interest in your area to make it possible. Talk to as many residents as possible to gather their views. You could do this by door knocking or going to places those residents meet socially such as a local community group or a communal area.

When you’re talking to people, try to find out if they think that the residents association is a good idea. You could ask them what they think the issues are in the local area that they’d like to address or what improvements they’d like to make. You should also ask if they’d consider attending an initial meeting and if there are days/times that are more convenient in case people work or have children.

Bear in mind that you don’t need every resident in the area to be on board to create the residents association. It’d be great if you could recruit approximately six people, but it can work successfully with more or less depending on the level of interest and number of residents in the area.

Try not to be disheartened if you receive some negative feedback, not everyone will see the value in this but may be more positive later down the line if they see positives coming from the group and, once formed, you may see further interest.

Holding your initial meeting

Once you’ve got enough interest in attending an initial meeting, this’ll need to be arranged.

You’ll need to decide where your meeting will be held. Take into account any provisions you need to make for disabilities or cultural differences.

You’ll need to let everyone know when the meeting is and where - you could either door knock, call them or create a leaflet with the information on. Try to give people as much notice as possible so that they can be available. You could also let them know a brief idea of the topics that were raised by residents during your recent conversations.

Someone will need to act as the Chair for the initial meeting. You’ll need to determine who this’ll be prior to the meeting.

The Chair will be responsible for keeping discussions on topic and making sure everyone has a fair chance to contribute.

Someone will need to take notes during the meeting of items discussed, any decisions made and who’s agreed to do any actions. It’ll also be useful to have an attendance sheet of names and contact details.

Your initial meeting should be used to discuss the possibility of a residents association in more depth. You can use this as a further discussion as a group about the issues in your area and your end goal is to determine if a residents association should be formed and who’d like to join.

The first meeting could also be an opportunity for everyone to get to know each other, discuss their motivations for wanting to join and what skills, experience and knowledge they could bring to the group.

Your first public meeting

Once it has been agreed that the residents association will be formed, there's some planning that needs to be done before and during your first meeting. This is the time when you’ll officially launch your residents association so you want to take the time to do it properly and make sure you’re getting everyone’s views on how the association will work.

Publicity

You need to decide how you’re going to let everyone know that the residents association is being formed and inviting them to the first meeting. Make sure you advise of the date, time and venue that the first public meeting is being held.

Give them an idea of what’ll be discussed, but don’t overload them with too much information. Try to keep it interesting.

Let people know how to contact you if they’d like any further information.

Date, time and venue for the meetings

As advised for your initial meeting, you need to consider the residents in your areas who may wish to attend when planning the date and time of your meeting. Are there a lot of residents who work and would prefer a weekend or have children and need to avoid the school run?

It can be difficult to try and arrange a time and day that’s convenient to everyone, but it can always be changed for future meetings if necessary.

It’s also best to give as much notice as possible for a meeting.

With regards to the venue, you could use a communal area if you have one or a community centre etc. Try to take into account any disabilities and cultural differences such as venues that don’t have access for wheelchair users or churches.

Also try to make sure that it’s easy to get to. Not everyone will be able to drive and it may put people off if they need to get public transport if it isn’t in walking distance.

On the day, make sure to arrive a few minutes early and make sure that everything is ready.

Creating your first agenda

Having an agenda planned for the meeting will make sure that the Chair knows what they’re doing and gives the meeting a good structure. It also makes sure nothing is missed!

Before the meeting, you should determine who’ll act as Chair and who’ll be taking notes during the first public meeting.

Here are some suggestions of what to include on your first agenda:

  1. Welcome and introduction
  2. Apologies
  3. Why a residents association has been formed
  4. Choosing a name for the residents association
  5. Agreeing membership requirements and any other regulations
  6. Electing a committee (Chair, Vice Chair, Secretary, Treasurer)
  7. Aims of the residents association
  8. Agreeing a constitution for the association
  9. A plan of action
  10. Date of the next meeting
  11. Any other business

Don’t worry that you may not achieve all of these items during your first meeting, and it may even take a few to have it all complete. Information on all of these items are below if you need more details.

Running your residents association

Now that you’ve gathered enough residents who want to join the residents association and have planned your first meeting, you need to decide a lot of things about how it’ll look and function. Below is guidance on the different parts of running a residents association.

Creating the constitution

Your residents association will need a constitution. This is a formal document setting out the rules or your organisation.

Your constitution could include: 

  • Residents association name
  • Aims of the group
  • Membership
  • Any membership fees
  • Meetings
  • Quorum
  • Voting rights
  • Duties of the committee
  • Code of conduct
  • Appeals
  • Alterations to the constitution
  • Financial information
  • Dissolution or breakdown of the association.

The end result should detail three main things –

  1. Who you represent
  2. What your association’s aims are
  3. How your association is run.

There are a lot of example constitutions online that could help give you suggestions, but your constitution should meet the needs of your own group.

Membership

In this section of your constitution, you should advise who can become a member, how they do this and how they should conduct themselves.

Here are some suggestions:

  • Membership should be open to all residents in the community
  • All members will have an equal vote
  • Members should represent the needs of the area and not discriminate
  • Members should conduct themselves in a reasonable manner during meetings and when completing any of their residents association business
  • You may only allow one member per household to vote
  • You may have a membership fee in place
  • How do residents request to be members?
Deciding your aims

You need to make sure that your association is clear about what it’s trying to do. It’d be beneficial to have a variety of short-term and long-term goals so that you can achieve some things quickly but also have longer-term projects to work on. Seeing regular results will help to keep people involved.

Some associations survey the local area to give them aims to prioritise, some focus on repairs or improvements to the local area and some also plan events for residents. Your aims can be anything that your group would like to focus on as long as it’s decided fairly.  

Your committee

Below is some guidance on the different roles within the committee and the type of person who’d be good for the role. Your constitution should advise how to elect your committee.

The Chair

The Chair is the person who’ll steer the meetings, guide the association to achieve its aims and ensure everyone has a fair chance to voice their opinion. They’re the person who makes sure things get done, not the person who does everything.

The Chair should have patience, the ability to keep meetings under control and the ability to be impartial when discussing topics.

They’ll be responsible for ensuring decisions are made correctly and may act as the spokesperson for the group and should be confident in doing so.

Vice-Chair

In case your Chair is ever not available, it's sensible to elect a Vice-Chair to take over if needed. Therefore, they should have the same qualities as a Chair.

A Vice-Chair can also take over if the Chair wishes to take part in a discussion.

The Secretary

The Secretary’s duties are around keeping the members informed including:

  • Taking minutes of meetings
  • Letting people know when and where meetings will be
  • Working with the Chair to prepare agendas for meetings
  • Communication on behalf of the association
  • Keeping a record of membership and contact details etc.

This could be split amongst more than one Secretary depending on the level of activity and group size.

The Treasurer

The Treasurer is responsible for the association’s finances. The amount of work involved in this will depend on the amount of money you receive and the size of the group.

All members should be aware of what money the association has, where it’s come from and how it’s being used so that they can make informed decisions about things that cost money.

There should be other committee members who can sign cheques and not just the Treasurer.

The Treasurer should:

  • Open a bank account for the group and pay any money into this
  • For any money received, they should issue a receipt
  • They should pay any bills
  • Keep record of all money being paid in or out
  • Keep an amount of petty cash for smaller purchases
  • Prepare financial statements for the Annual General Meeting.

All guidelines around finances can be agreed by the group and written up into financial guidelines. 

Auditor

We recommend that an Auditor should be appointed to audit the finances of the association - this person should not be the Treasurer.

We would advise that the Auditor checks the finances annually, prior to the Annual General Meeting.  

Other roles

These committee roles are the roles we’d suggest, but if you feel that you’d like to split any into smaller roles or introduce new roles this is absolutely fine as long as it works for your group.

Types of meetings

Being a part of a residents association means that you’ll be attending meetings, but you may also be involved in organising and running them. The key to meetings being successful is to have an organised agenda, a good committee, trying to keep them interesting and making sure everyone feels comfortable.

The different types of meetings

There are different types of meetings that’ll be held:

  • General meetings – These’ll be open to all members and held regularly.
  • Annual General Meeting – This is an important meeting where the committee reports on the association’s activities and finances over the year. Your constitution should state when and how this meeting will be held. Your committee will also end its term and existing or new committee members can be elected or reappointed. Members can also vote on any amendments to the constitution during this meeting.
  • Special General Meeting – This is a meeting that may be requested by members in addition to the usual meetings, often to raise or vote on an urgent subject that’s arisen. If a certain number of members request this to the Secretary, this should be organised.
Planning your agendas

You should have an agenda for every meeting, and this should be sent to all members in good time before a meeting.

It’s recommended that you go through the previous minutes first and then discuss short items then longer discussions and decision-making items later.

When planning an agenda, think about the timescales that each item will need and allocate them a timescale. This makes sure everyone knows how long the meeting should take and allows the Chair to have organisation and structure during the meeting.

Make sure to allow time to discuss ‘any other business’ towards the end of your meeting to give members opportunity to raise anything they wish to discuss.

Use the last slot on your agenda to confirm the date and time of the next meeting.

Minutes of meetings

Minutes are a written record of what’s said and agreed at a meeting. Usually, the Secretary would take the minutes during the meeting. Following the meeting, the Secretary will make sure the minutes are typed up properly and check with the Chair that they’re an accurate reflection of the meeting.

Minutes should:

  • Include the name of the association, date, time and place of the meeting
  • Have a list of who attended the meeting
  • Follow the items on your agenda
  • Be clear, short, easy to read and understand
  • Include details of all decisions made and key information leading to the decision
  • Have an actions column stating who’s responsible for carrying them out
  • The date, time and place of the next meeting.

The Secretary should send the minutes out as soon as possible after the meeting and they should be discussed at the start of the next meeting to check actions are completed or updates on them are given.

A copy of all minutes should be kept in case they need to be referred back to in future.

Voting rights

Voting rights should be included in your constitution. This sets out how you make your decisions. It should include details such as:

  • If all members can make a proposal
  • If members have to be present at a meeting to vote
  • If members can propose an amendment before voting
  • That all members should only be allowed one vote
  • What happens in the event of an equal vote – should the Chair have the deciding vote?
Quorum

This is the number of members required for a meeting to go ahead. You can decide what the quorum is for your association. This could be a certain number of members or a percentage of the current membership. Your quorum should be included in your constitution.

Getting recognition from Longhurst Group

We ask that you send a copy of your constitution and a list of members to customer.engagement@longhurst-group.org.uk asking for your residents association to be recognised. We’ll then let you know if your association has been added to our recognised list. We ask that this process is followed every year.

Dissolution

You must state in your constitution how your association can be ended and what’ll happen with any funds.

This could include:

  • At what type of meeting the group can be dissolved, such as calling a Special General Meeting
  • How many people need to agree that the association should be dissolved
  • After all payments are made, what’ll happen to the funds left over? Some associations choose a charity to donate this to.
Keeping members engaged

Once your association is formed, you need to keep your members engaged to keep it going. Here are some tips on how to do this:

  • Keep in touch so that people feel involved. Send out newsletters or leaflets updating people on what your association has been doing
  • Organise social activities or events outside of the meetings
  • Share tasks so that everyone has a role to play and something to share during meetings
  • Try to keep it enjoyable, have a break and a chat as well as discussing the important items.
Further information

If you require further information, there are a lot of document templates online which may help you.

The ARHM has a template constitution available to download here - https://www.arhm.org/publications/forming-a-residents-association/

You can also find useful information and support from TPAS (Tenant Participation Advisory Service) We pay customers’ membership so you can join for free and access all of their resources - https://www.tpas.org.uk/

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