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| On this page... | What is a RA? | Members' duties | Who joins? |
| Why start a RA? | Forming a RA | Getting people together | Organising the 1st meeting |
| The Agenda | Developing a Constitution | Conduct of business | Text only for printing |
| Forming a residents association | |||
| What is a residents association? | |||
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A residents’ association is a group that is made up
of local residents who represent the interests of everyone living in a
particular area. It plays a part in dealing with problems local people
are having as well as sometimes organising activities like social
events. Meetings can be attended by local councillors, council officers or the local police. These can offer support and solutions to issues raised. A well-run association will have a constitution and produce agendas and minutes, which are available for everyone to see. Membership should be open to all residents and should not discriminate against members of the community because of race, age, sex, disability, religion or class. What are the duties of members of Residents’ Associations? Residents’ associations work a little like a pressure group and the duties of members vary depending on their level of involvement of individuals. As a general rule, an association will have: a Chair, who organises and keeps order at the meetings; A Vice-Chairman, a Secretary, who, amongst other things, administers the day to day running, prepares agendas and acts as a contact for outside communication ; and a Treasurer, who looks after the Accounts and bank account. Residents’ associations that have adopted a constitution, have open membership, a current account and a democratically elected committee. They may be eligible for funding from their local council or other bodies. Who joins Residents' Associations? Anyone interested in his or her local community can join a residents' associations. Membership is open to all local people residing in a defined area, or in a particular village or estate. They may also organise social events, which help to bring people together, particularly those who are socially excluded because of ill health, low incomes, language and cultural differences, or old age. Residents’ associations can help foster a sense of community and allow residents to get to know one another. Top... |
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| Why start a residents association? | |||
| There are many
reasons why people living in an area may decide to form a residents
association. A few examples may be: --- to campaign for something (for example, a better street-cleaning service, play facilities, or somewhere to meet) --- to campaign against something (such as the closure of local facilities or the effect of any changes to services) --- to have a louder voice than an individual would have, when talking to the council or landlord about things you would like to see changed --- to arrange outings and social events (such as a coach trip, a street party, bingo, keep fit) --- to increase the sense of belonging in a community, and to meet and help other people --- to keep people in the area informed of all the issues that affect them --- to get involved with what other groups may be doing --- to have a representative voice when meeting your landlord or council on consultative committees etc, and to use the group to discuss ideas and plans with your landlord or council. Top... |
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| How to form a residents association | |||
| First Step | |||
| You need to listen
to the ideas and views of people around you. Ask your neighbours if they
are interested in starting a group. Then, once a few people are
interested, get together and talk: --- about the area you will cover – are there obvious boundaries? --- about the problems in your area – what would you like to do about them? The first step is to discover whether there is enough interest among residents in your area to make a residents association work. So you need to talk to as many people as you can before doing anything else. You can do this in various ways: --- Knock on doors, chat over the fence etc. --- Go to the shops that your community uses (for example, post offices, launderettes, local precinct). --- Go to other places where people meet socially, such as pubs, community centres and clubs. Your local Council for Voluntary Service (CVS), for instance, will be able to give you names of the various voluntary organisations working in your community. --- Go to religious centres in the area – churches, mosques etc. --- Go to where children and young people go, such as schools, nurseries, playgroups or youth clubs. --- If you meet and talk to people in lots of different places, you will get an idea of how much support there is for starting a group. --- You can distribute leaflets. Leafleting is the most common way of informing people about meetings. Points to remember… --- Don’t post the leaflet too soon – people will forget or throw the leaflet away. Four or five days before the meeting is usually about right. --- Keep your leaflet simple, short and to the point. --- Try to follow up your leaflet with a door-knocking tour to remind people of the meeting closer to the date. You could have your leaflet enlarged and put up as a poster in local shops, the library etc. It may help to include a map showing where the meeting will take place. Don’t be put off by people’s reactions or comments. Although some people will be enthusiastic, many won’t be interested and some may be hostile. But if you set up an association and keep giving everyone in the area information and opportunities to get involved, more people will normally take part. All you need is for a few people to say they’re keen to set up a group. What you are asking first is: Are the issues affecting the rest of the community the same as your own concerns? Do people agree it would be a good idea to set up a group? Will people come to an initial meeting or would they like to know 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. Don’t be too "pushy". Reassure people that attending a meeting does not commit them to doing anything specific! Gathering opinions can take time and may need confidence and a thick skin. If there are already a few of you who know each other and have the same aim, you could be the ideal group to start things off. If possible, go out canvassing with someone else. Top... |
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| Getting people together | |||
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To launch the group, it’s best to hold a public meeting. You may find
the following guidelines will help you organise it. If the public meeting has agreed to set up a residents association in your area, your next step is to get yourself properly organised. Always make sure the issues you take up or the projects you start work on reflect the interests of the people in the area and views expressed by those who attended the public meeting. Top... Developing a constitution The following can be used as a basis for a constitution. You may wish to change or adapt it according to your association's purposes: NAME OF ASSOCIATION CONSTITUTION 1. NAME The name of the group will be <NAME OF ASSOCIATION> and the group will represent the following district/streets/area: 2. AIMS The Association will be non-party in politics and non-sectarian in religion. Its aims are as follows: a) To unite residents, and ensure everyone has equal opportunities to take part, remove all barriers to participation arising from ethnicity, religion, geographical location, special needs, language differences, learning difficulties, sexual orientation, gender, age or disability, in a common effort to improve conditions of life in the area and to foster a community spirit. b) To encourage the community of <AREA COVERED> to improve their wellbeing and make them more effective. c) To build up and extend good relationships with <NAME OF LOCAL AUTHORITY> and other organisations in the area and contribute to local decisions and to monitoring and measuring local performance. d) To raise money as necessary to achieve these aims 3. MEMBERSHIP a) Membership will be automatic for all recognised residents of the area covered by <NAME OF ASSOCIATION> and defined on the map contained in this constitution. b) All members have an equal vote. c) All members should act in the interests of and according to the values of <NAME OF ASSOCIATION> and must not discriminate unlawfully on the grounds of ethnicity, religion, geographical location, special needs, language differences, learning difficulties, sexual orientation, gender, age or disability. d) At all times, members must behave in a reasonable way when attending meetings or any other functions in connection with the Association. Any member may be suspended from the Association for failure to observe this, or for any other conduct not in line with the aims of the Association. Any member so suspended has the right of appeal to the following general meeting. If the appeal fails, he or she may be expelled from Membership. e) Members may nominate two representatives from the Committee to attend <LOCAL AUTHORITY PANEL> to further promote the needs and expectations of their area. (This depends on what organisation or committee your local authority may have to liaise with local groups) 4. COMMITTEE a) Except where stated otherwise, the committee will direct the policy and general management of the affairs of the Association formed by this document. b) The committee will consist of a chairperson, vice-chair, treasurer, vice-treasurer, secretary, vice- secretary and <specify a number> or more other members. (Adapt this to suit your purposes) c) In addition to these officers, the committee may co-opt as advisers other interested individuals or representatives of statutory or voluntary agencies active in the area or of such other organisations as the committee may decide. However, no such co-opted member may vote. d) The committee may appoint sub-committees to carry out the activities of the residents association. Such sub-committees will be directly accountable to the committee. e) Committee meetings will be open to any member of the association wishing to attend, who may speak but not vote. (This is optional. Some Committees allow residents to attend but only as an observer) f) The committee will keep minutes and the secretary will record in them all proceedings and resolutions of the committee. g) Officers of the committee must carry out the duties given to them at general meetings. h) The election or removal of officers or committee members may only be carried out by a general meeting of the association i) The committee may fill any vacancies arising among officers until the next general meeting. 5. OFFICERS a) The association annual general meeting (AGM) will elect the following officers of the association: ♦ Chairperson ♦ Secretary ♦ Treasurer ♦ At least <SPECIFY NUMBER> other committee members. b) These officers will meet before general meetings to set and clarify agenda items. c) All officers of the association have a duty to further all its aims. d) Any member or officer delegated to represent the association in consulting any other body will act on the instructions of the association and must report back to the next committee or general meeting, whichever is the sooner. 6. ROLE OF THE OFFICERS a) The chair will: ♦ be responsible for the smooth running of the meetings ♦ help set agendas ♦ help with the smooth running of the association. b) The secretary will: ♦ keep a record of attendance at association meetings ♦ deal with correspondence ♦ be responsible for preparing all agendas of meetings of the association ♦ help with the smooth running of the association ♦ be responsible for making sure proper minutes of all meetings are kept in a minute book, which will be available for any member of the association ♦ be responsible for making sure that a proper register of delegates/co-opted members/guests is kept, which will be available for any member of the association to see at all reasonable times. c) The treasurer will: ♦ set up a bank account ♦ meet the committee as required to check accounts and sign cheques ♦ report the finances of the association at each general meeting ♦ send copies of audit accounts each year to the <NAME OF PERSON RESPONSIBLE TO AUDIT THE ACCOUNTS> to be checked. (Note: Unless the association has a private limited company status or is a registered charity, certification by a suitably qualified person that the accounts have been verified is usually sufficient) ♦ chair all fundraising sub-group meetings ♦ help set the agenda and help with the smooth running of the meetings. 7. COMMITTEE MEETINGS a) The committee will meet at least <SPECIFY NUMBER> times a year. b) Committee meetings will be open to any member of the association wishing to attend, who may speak but not vote. c) The quorum for committee meetings will be four committee members. 8. GENERAL MEETING a) The quorum for the general meeting will be <SPECIFY NUMBER> ordinary members (including committee members). (Note: At least ten is recommended) b) All questions arising at the general meeting will be decided by a simple majority of those present and voting. A member of the group will be entitled to appoint a proxy, who will be a representative of the residents, to attend any general meetings that the usual member is unable to attend. The proxy will exercise the vote of the member in whose place they are attending, in addition to his or her own vote. c) No person will exercise more than one vote but if the votes are equally divided the Chair, or in their absence the member elected to chair the meeting, will have a second or casting vote. d) Representatives of <LOCAL AUTHORITY> and other non-committee members may be invited to attend meetings to help the group achieve its aims. 9. EXTRAORDINARY GENERAL MEETINGS a) The committee may at any time call an extraordinary general meeting of the association. b) The secretary must notify all members of an extraordinary general meeting in writing at least 21 days before the meeting. 10. ANNUAL GENERAL MEETINGS The first AGM of the association will be held within 12 months after the constitution has been established and once in each year (not more than 15 months after the previous AGM) at a place chosen by the committee. At this AGM the business will include the following: a) The annual report and the accounts for the previous year will be presented to the meeting. b) Officers and members (except co-opted members) will be elected to serve on the committee. c) The meeting will deal with whatever other matters are from time to time necessary. d) Officers of the committee will be re-elected annually. e) Nominations for officers of the committee will be invited 21 days before the AGM. f) Subscriptions (if any) will be set at the AGM, and will be kept as low as possible. Subscriptions may be reduced or waived completely in times of hardship. (Note: Some associations do not have an annual subscription. Others are supported by annual donations by residents) Subscriptions or other money raised by or on behalf of the association may only be used to further its aims. 11. NOTICE OF MEETINGS a) The membership will be notified of all meetings by the distribution of leaflets, posters or both advertising the date, time, and place of the meeting. b) The leaflets and posters will be distributed in the community at least <NUMBER> days before a meeting. 12. FINANCE a) All money raised by and on behalf of the association must be used to further the aims of the group and for no other purpose. Members will be paid only for the services actually provided or reasonable and out-of-pocket expenses. b) The accounts will be audited at least once a year. c) The treasurer will present an audited statement of accounts for the last year to the AGM. (Note: Unless the association has a private limited company status or is a registered charity, certification by a suitably qualified person that the accounts have been verified is usually sufficient) d) The group will exercise effective financial control over any money provided to it by the Council or any other statutory/voluntary/charitable organisation to promote the association’s aims. e) A copy of audited accounts must be sent to the Community Involvement Officer for checking at the end of each financial year. (If required by the local authority) 13. ALTERATIONS TO THE CONSTITUTION a) This constitution may be altered or added to only at an annual or extraordinary general meeting called for such a purpose. No alteration or addition may be made to clause 13 or clause 14. b) Alterations or additions to the constitution must have the consent of at least two-thirds of all members present and voting at the general meeting. 14. DISSOLVING THE ASSOCIATION a) The association may be dissolved by a resolution passed by a two-thirds majority of those present and voting at a special general meeting held for the purpose. Twenty-one days’ notice of this meeting must be given (to the members). Such a resolution may give instructions for the disposal of any assets held by or in the name of the association if any property remains after paying off all debts and liabilities. b) Such property (except for grants issued by <LOCAL AUTHORITY> or a central government office, which should be returned to the distributor) must not be paid to or distributed among members of the association but must be given or transferred to a charitable institution or institutions whose aims or objectives are similar to some or all of the aims of the association. If not all the money can be used in this way, then it may be given to some other charitable purpose. Signed: ...............................................Chairperson ............. Date ...............................................Secretary ............. Date Top... Conduct of business or standing orders a) Committee members may speak only through the chair. b) A simple majority, voted on through a show of hands, will make decisions. If the vote is tied the chairperson will have a second and casting vote. c) Meetings will end at a time agreed by the chairperson. d) Members may only interrupt a speaker with a point of order or a point of information. e) Any offensive behaviour including racist, sexist or inflammatory remarks will not be permitted. f) Any committee member found to have brought the association into disrepute by their actions will be expelled from the committee by a two-thirds majority vote of committee members present. g) Any member of the group who consistently infringes the constitution will be expelled on a two-thirds majority vote of the committee members present. h) Any expelled member of the association will not be eligible to rejoin the committee for at least six months. i) Any such member will have the right to appeal within 21 days of the expulsion. The appeal will be heard by the membership of the association at a general meeting called for that purpose. The member concerned will be told the result of the appeal at least 14 <OR AS DECIDED> days after the meeting. j) The secretary will deal with all correspondence, and must sign all letters sent on the association’s behalf. k) The committee will delegate members to represent the association. l) Agendas will be sent to every member <NUMBER> days before the meeting. Items should be forwarded to the secretary or chair seven days before the meeting. A copy of the JRA's Constitution can be viewed by clicking here Top... |
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