Your Residents

Association
Information pack

www.lqgroup.org.uk
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This information pack will help you set up and run a Residents
Association in your area. Your Residents Association will help
you form a partnership with L&Q to improve your housing
service, community and general environment.
Our aim is to provide the best possible range of services for you.
Partnership between residents and L&Q helps you have more of a
say and lets you get involved in the running of your homes.
This pack, together with the package of financial help we have put in
place, is the key to this partnership. We have divided the pack into
seven parts each of which has information you can use separately so
you can just dip in and take what you need:

Part 1 Introducing residents associations

• What residents associations do
• Recognition criteria
• Neighbourhood Investment Officers

Part 2 How do we get money for our residents association?

• Financial support
• Start-up grants
• Annual Grants

Part 3 How exactly do we set one up?

• Getting your association started: A step by step guide

Part 4 Having a set of rules

• Our constitution
• Our code of conduct
• Our equal opportunities policy

Part 5 Making it happen

• Positions of responsibility - your committee members
• Running your residents association
• Your meetings

Part 6 Doing the right things

• Planning your events safely

Part 7 Tips for success

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 Part 1 Introducing Residents Associations
What do Residents Associations do?
We set out below a range of things that residents
associations get involved in. It does not mean your
association has to do all of things set out here but it
gives you an idea of the sorts of things your association
could usefully do:
• Inform residents of their rights and generally assist
them in tackling any problem they have in relation to
their housing
• Put pressure on the Housing Association e.g. to
do repairs, maintain standards of decoration/
maintenance and provide improvements such as
play areas
• Establish a good working relationship with the Housing • Help promote estate or area based activities such as
Association to improve the housing service
• Represent residents’ views to the Housing Association
and report back to them any news or concerns of the
housing association
• Keep residents informed of the issues affecting the
estate/ area in which they live through newsletters,
open meetings, etc
• Help resolve disputes between residents
• Campaign on local issues e.g. planning applications,
schooling, traffic hazards etc.
• Negotiate on behalf of individual groups of residents
• Organise social, leisure or educational activities for
their estates or area
good neighbour schemes, neighbourhood watch etc
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 Part 1 continued...

Recognition criteria
In order for your association to qualify for financial support
and to be a part of L&Q’s consultation and decision-
making process, we need to be sure that your association
is representative of all residents, is accountable and
democratically elected. Your association will therefore
need to have:
• A written constitution
• Regular elections
• Open financial records (with annual audited accounts)
• Regular meetings, including a minuted, quorate annual
general meeting
• Membership clearly open to all residents
• Agreed with L&Q on the total number of households Contact your NIO for further help with any of the subjects
available for membership
• A minimum number of households signing to say they
support the group
• An equal opportunities policy statement that is
complied with
• Ways to make sure all tenants know about the group
and are encouraged to become more active
• Regular newsletters or other written communications
with members
• A report at AGM on its activities during the year and its
plans for the next
These are L&Q’s recognition criteria and meeting them will
ensure that we are able to work together.
Your Neighbourhood Investment Officer
L&Q employ specialist staff, called Neighbourhood
Investment Officers (NIOs), who are there to help you.
Their job involves giving advice and information about the
ways in which you can influence decisions made about
your home, your street and your area.
They have experience of working both with residents and
staff, and can help you find the solutions to problems you
might encounter.
covered in this pack or for advice on the best way to start
up an association in your area. To contact your NIO, you
can:
• Call L&Q Direct on our free-phone number
0800 015 6536
• Send an email to lqdirect@lqgroup.org.uk or
• Visit our website
www.lqgroup.org.uk

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 Part 2 How do we get money for our Residents Association?
Financial support
L&Q has put together a complete financial package which
provides money to help associations get started and give
them ongoing support. In order to receive a grant, the
association must apply using the grant application form
at (Annex A) which is available from the neighbourhood
investment office.
Start-up grants
Start-up grants are available to groups of at least 15
residents who are interested in starting up an association.
The group can receive this grant for up to two years during
which time you are expected to develop your constitution
and get your association functioning (see Part 4 Having a
set of rules-Our Constitution). You can claim back money
for your initial outgoings, such as paying for the hire of a
hall or printing posters advertising your first meeting from
this grant. The Neighbourhood Investment Officer(NIO)
will need to agree to meet your costs before you spend
money and you will need to have proof of what you have
spent (receipts, invoices etc).
The full start-up grant is £200, plus £2 for every member
of the association up to a limit of £300. The grant is
available once a year and will be paid minus any money
already paid out to the group.
The full start-up grant is available to you once you have
decided that there is enough support for setting up an
association and have started to take the other steps
complete the process (See Part 3: How exactly do we set
one up-the Step by Step Guide). For you to receive this
grant, you must have:
• Decided on a name for your association and opened a
bank or building society account in that name.
• Given a list of the names and addresses of members same rate as the Start-Up Grant (£200 plus £2 for every
to the NIO.
• Elected a Chair and Treasurer who are signatories to • Meeting space hire
the account.
For example, 20 residents started up Green Road
Residents Association in October 2008. They received
£70 to pay for hiring a hall for their first meeting. In March
2009, they applied for the full Start-Up Grant. They are
therefore eligible for a total of £170. This is arrived at in the
following way:
£200 (Full Start-up grant) plus £40 (20 members at £2
per member) minus £70 (paid for initial outgoings) equals
£170 (Start-Up Grant for first year)
In October 2009 they will be able to apply for a
second Start-Up Grant or Top up Grant to increase the
involvement of residents. This would be the same amount
as the first Start-up grant (i.e. up to £300 for the year). This
second grant would cover activities such as:
• Establishing specialist sub-committees
• Publishing a newsletter
• Holding social events
• Carrying out the associations’ own surveys
• Meeting the needs of different associations in
the community
• Having specialist guest speakers at open meetings
Annual Grants
Annual grants are available for established associations.
Before your association can obtain the annual grant, you
must have:
• AGM minutes and audited accounts
• Adopted a constitution based upon L&Q’s model
set out in Part 4(Having a set of rules)
• Given a copy of the minutes of your first meeting
to the NIO
• Appointed a Chair, Treasurer and Secretary
• Given a list of all members, including Committee
members, to the NIO
Applications for this grant can only be made a year after
the last Start-Up Grant was paid. The grant is paid at the
member up to a maximum of £300). The grant covers:
• Photocopying
• Items of stationary (i.e. pens, account books,
envelopes, printer cartridges, paper, etc)
• Postage costs
• Equipment hire costs
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 Part 2 continued...

• Telephone costs (i.e. includes calls made on behalf be able to form a residents association together. L&Q can
of the association, as agreed by the committee but provide funding where at least 15 L&Q residents, including
should exclude telephone rental charges) leaseholders or outright owners, show an interest.
• Special requirements (e.g. childcare, crèche and Additional money may be available to pay for training
babysitting, translators and interpreters) courses or places at conferences for members. AII training
must be relevant to the development of the association,
• Affiliation fees i.e. fees that need to be paid to another
for example, a book keeping course for the Treasurer.
organisation for joining e.g. TPAS (Tenant Participation
Payment will be made to reimburse child-care costs if
Advisory Service)
incurred. Talk to your NIO if you think you have a good
• Training costs e.g. for external training opportunities case for additional funding.
that would be beneficial to the association
If you are a member of an existing association, it is
• Refreshment costs possible to get funding from L&Q. If this association
• Travelling expenses (for attending meetings in other already has a constitution you may qualify for the Annual
areas on behalf of the association) Grant, but you might have to make some small changes
to your constitution to meet our recognition criteria. You
If you live on an estate with residents of other housing
should ask your committee to contact the NIO for your
associations, leaseholders or owner occupiers, you will
area to get more information.

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 Part 3 How exactly do we set one up?
Getting your association started-
A step by step guide
Residents associations are usually started with a handful
of interested people. Your first step towards starting an
association is to find out why it is needed and who is
interested in the idea. The following steps should keep you
on the straight and narrow, but remember, you can only do
so much and your time is limited. Outlining clear aims at
the beginning will give your association a definite purpose.
Step 1 - Planning
Getting people’s views
You probably have a clear idea of why an association
is needed, but it is important that you make sure that
residents in your area feel the same. Here are a few tips to
help you find out how much support there is for the idea at
the outset:
• Speak to your neighbours and friends to get their suggestions at all.
views and swap ideas.
• Encourage people to talk to their neighbours and seek don’t be put off.
their support.
• Tell them about L&Q’s policy for funding residents
associations.
• Be prepared to listen to the ideas that other
people have.
• Accept that you will encounter some problems.
• Ask people to come up with what they think
are solutions
Step 2 – The Legwork
Informal Meeting
Once your small group is clear about what you feel are the
issues of concern, you can arrange an informal meeting
with your NIO to discuss a way forward and a plan of
action. Think about:
- What are the issues of concern?
- What streets or areas are affected?
- What you would like to achieve?
- What would the association like to do?
Getting wider support
There are a number of ways for getting wider support for
your group and your NIO will advise and assist you with it.
You can get people’s views by:
- Sending out a newsletter with an attached
questionnaire
- Door to door visits
- Holding a public meeting
Building support
Below are some tips for using the methods above to build
more support for starting an association:
• Ensure that everyone living in the area is told about
your plans and invited to any meetings.
• Accept that some people will want to give their views
and opinions and other people may not make any
• No matter how people respond to you, be friendly,
• Respect people’s right not to get involved.
• Emphasise that the association is a good way to work
in partnership with L&Q. Both residents and L&Q are
concerned that the area is as good as it can be.
• Produce leaflets and posters to tell residents about the
group. L&Q offices may be able to help with this.
• Get in touch with other residents in your area who
have already formed an association and invite them to
talk about their experiences.
Is there enough support?
• At this stage you can decide if there is enough support
to take your idea of forming a formal residents
association any further.
• If there is not enough interest or support however you
may decide to keep meeting as a small group and do
what you can as individuals in a non-representative
capacity.
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 Part 3 continued...

Step 3 – The Steering Group • Consider the timing of the meeting;

If there is enough support, then your small group of • Consider what arrangements need to be made to
residents should form a steering group which will lead the encourage people to come along, for example having
development of the association. The steering groups’ role a crèche may encourage families with children
is to: to attend.

• Plan the Inaugural (first or opening) meeting of

the association. Advertising your Inaugural Meeting
• Draft a constitution to be adopted by the new • Put adverts in local shops, schools and libraries;
association at its opening meeting. This is a set of • Produce a leaflet advertising the meeting and deliver it
rules which govern what the group will do; who can to everyone in the area;
join; how decisions are made and how money is raised
and spent. The model constitution in Part 4 can be • Advertise it door to door;
used to do this. The constitution will include decisions • Newsletter;
on the following:
• Local free press;
- The aims of the association
• Reminder notices on evening before or day of
- What issues are important the meeting;
- How often it should meet • Steering Group members talking to people.
- What officers and committee members it
should have Where to hold the Inaugural Meeting:
- What the officers and committee members Find a suitable place to hold the meeting and always use
should do a place that is accessible, so that disabled people can
attend. This could be:
- What resources the association will need and how
it will be managed • A room in a community centre, local council offices,
school, leisure centre, church/ parish hall or sheltered
- The name of the association and the geographical
housing scheme, as long as it is easy to get to.
area it will cover
• Set the date and plan the Inaugural (opening or first)
Step 5 – The Inaugural Meeting
Meeting.
The big day! All the work of the steering group culminates
with this event. The association will want to make a
Step 4 – Planning your Inaugural Meeting
positive impression on those attending. The following are
You will need at this stage to begin planning your Inaugural suggestions to help make this happen:
Meeting. The key to gathering momentum and support is
• Distribute the responsibilities for the various jobs
communication. The steering group should make sure that
amongst the steering group;
all potential members have the opportunity to influence
the development process. The Inaugural Meeting needs to • Be clear about what the group wants to achieve at the
be publicised in a variety of ways, giving clear information first meeting;
about the date, time, venue, accessibility, contact details
• Arrive early and set the room up the way you want it;
and aims of the association. To organise the opening
meeting you may wish to: • Have an adequate number of constitutions so
everyone that attends can have a copy;
• Use the contacts you have already made;
• Ensure the materials are inclusive e.g. appropriate
• Invite speakers such as L&Q staff or your local
translations;
councillors;

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 Part 3 continued...

• Have someone on the door to welcome people as • Introduce one another; this is very important if people
they arrive; do not know each other.
• Be friendly and welcoming; • Make sure someone chairs the meeting and ensures
the discussion focuses on the issues to be discussed;
• Have a large copy of the agenda on display (see below
for an example of an inaugural meeting agenda); • Take a note of who attended, the main points of
discussion and any further actions that are decided.
• Make it a social event e.g. have tea and coffee before
or maybe refreshments after;

Example of an Agenda for an Inaugural Meeting

AGENDA
Date:
Time: 7pm – 9pm
Venue: Community Hall (Address of hall if necessary)
Item Timing
1. Welcome and Introductions 7.00
Welcome and thank everyone for attending. Explain the reason
for the meeting. Introduce the guest speakers and steering group
2. Guest Speakers 7.15
Make sure the guest speakers know why they are there. Keep
guest speakers to a minimum and make sure they are relevant
to the establishment of the association
3. Adoption of the Constitution 7.35
This is where the constitution is agreed. This needs to be done
before the election of officers. A majority needs to agree to the
establishment of the association and the constitution. (By sending out the
Constitution for consultation before the meeting you should avoid any objections
being made about the content of the constitution at this stage).
4. Election of the Committee 8.00
Be clear about the type of election, i.e. secret ballot, show of hands,
etc, before the meeting. Explain this to the meeting and proceed.
5. Priorities for the association 8.25
Once elected the new committee should identify with the meeting the
priorities for the work of the committee.
6. Close of meeting 8.50
Finish the meeting, but the new committee need to set the date for
their first meeting

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Step 6-Off and running • The committee meets with the NIO and the TSO and
agree plans for the next year that the grant will fund.
• The newly elected committee applies formally to L&Q
for recognition by completing its application for a The following pages provide some useful tools to help you
start-up grant that will cover its first year of operation. run your association successfully.

• The constitution adopted and minutes of the meeting,

including number of attendees should be attached
to the application form at Annex A.

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 Part 4 Having a set of rules
Your Constitution
A constitution is a set of rules which show:
• Who you represent
• Who can join your association
• How your group is run
• How decisions will be made.
• How the finances of the association are to
be managed.
• The equal opportunity objectives of the association
Your constitution guarantees the rights of members to
voice their views, vote on issues which affect them and
protects the interests of members if the organisation runs
into difficulties.
From L&Q’s point of view, your constitution provides a
kind of guarantee that a group is open, democratic and is
responsible for the actions of its members.
As L&Q are paying money to associations, we need to
be sure that it is spent wisely. The money comes from
rents paid by residents and has to be accounted for and
used for reasonable purposes. For these reasons the
constitution requires associations to keep proper accounts
and seek approval of these each year before any further
grant assistance is given.
There are also requirements about equal opportunities
as L&Q must ensure that access to the benefits of the
association is shared by everybody.
The Model Constitution
To help you along the way, L&Q have designed a model
constitution. This is intended as a guideline and you are
not expected to adopt it word for word. However, there
are certain aspects of the constitution which we require
you to adopt, such as those on equal opportunities, how
meetings are organised and finances handled. These
parts of the model are shown in italics.
Once you have agreed a constitution you will need to seek
the approval of the NIO at your local office. If you already
have a constitution you should also present it to the NIO.
They will compare it with the model and may ask you to
make some small changes.
The Model Constitution is set out over the next pages.
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Model constitution for L&Q Residents Associations

1. Name and area covered religious groups, young people, older people, and
the unemployed among others.
1.1 The name of The Association shall be
……………… 3.2 The Association is committed to placing Equal
Residents’ Association. For the purpose of Opportunities at the core of all their practices, in
this document it will be referred to as the formulation of policies and in our relations with
‘The Association’. all people who come into contact with us.
1.2 The Association is for the residents 3.3 The Association will promote equality of
of………………… (Name of scheme/estate/ opportunity to the members and the wider
area/street). community we serve.
2. Aims – General 3.4 The Association will comply with all statutory
requirements where they apply, including the Sex
2.1 To promote and represent the interest of the
Discrimination Act (1975), the Equal Pay Act
residents in matters which affect their rights
(1970), the Gender Recognition Act (2004), the
regarding the management, maintenance and
Equality Act (2006), the Race Relations
improvements of their homes, local amenities
Amendment Act (2000), the Disability
and environment.
Discrimination Act (1995 and 2005), the
2.2 To provide regular information to members and Employment Equality (Religion and Belief)
consult with the community on matters Regulations (2003), The Employment
of concern. Equality (Sexual Orientation) Regulations (2004)
2.3 To build a working relationship and improve and the Employment Equality (Age) Regulations
communications with London and Quadrant 2006, the Age Discrimination Act 2006.
Housing Trust, (hereinafter referred to as 3.5 The Association agrees with and supports the
the “Trust”). Trust’s Equality and Diversity policy.
2.4 To act as a negotiating body with any relevant 3.6 The Association will act as an advocate for
Trust division, the local authority and other vulnerable or marginalised residents to ensure that
statutory or voluntary bodies or individuals whose they have a voice
business interest directly or indirectly affect the
4. Membership
members of……………….Residents’ Association.
4.1 Full membership is open to all residents who live
2.5 To raise funds to meet the aims of the association.
in…………. (Name of estate/area covered),
Aims – Specific to the Association
who are 18 and over and are interested
2.6 To work with the young people, including their in the work of The Association. Full members
organisations, of the area to meet their shall have an equal vote.
identified needs.
4.2 A register of all members shall be kept by the
2.7 To investigate national and local ways of providing Secretary of the Association.
employment opportunities for the members.
4.3 All members should actively seek to positively
2.8 To look for opportunities to decrease individual represent The Association, especially with regard
members cost of living. to the aims and our commitment to equality of
3. Equal Opportunity Statement opportunity.

3.1 The Association recognises that society 4.4 All members shall receive a copy of the
discriminates against certain groups. These constitution and Equal Opportunity policy from
groups include black and minority ethnic people, the Secretary.
disabled people, women, lesbian and gay people,

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4.5 A member ceases to be a member automatically 5.1.5 The Secretary will send the following information to
upon: members and the Trust at least…21……. days
prior to the AGM:
• Informing the Secretary, in writing that they no
longer wish to be a member. • A copy of the agenda
• Ceasing to be a Resident of the estate/area. • Minutes of the last AGM
• Ceasing to be a resident (assured or secured), • Names and nominees to the Committee
leaseholder or part-owner of the Trust.
• Notice of resolutions or proposals (including
4.6 In the event of gross misconduct, which includes changes to the constitution)
persistent violation of the Association’s Equal
• A copy of the verified or audited annual
Opportunities Policy, membership can be
accounts.
suspended or withdrawn by a two third majority
vote of the Committee. In this situation the person 6. Other Open Meetings
has the right to have the action reviewed at 6.1 The Association shall hold a minimum of 4 open
The Association’s next open meeting. meetings a year (one will be the AGM). These
5. Meetings meetings will be open to all local residents, and
those attending shall have the right to make their
5.1 The Annual General Meeting
opinions known. All decisions made at these
5.1.1 The Secretary will arrange for the Annual General meetings shall be by simple majority of members.
Meeting to take place within 15 months of the Decisions voted on at these meeting will be
date of the previous AGM. binding on the Committee.
5.1.2 At the AGM the Committee will: 6.1.1 The Secretary will notify members of the date time
and venue of meetings14 days in advance.
• Report on its work during the previous year.
6.2 A Special General Meeting open to all members of
• Present a verified or audited account.
The Association can be called in the following way:
• Stand down and members will elect a
• At the Chair’s discretion
Committee for the next term of business.
• If 3 or more Committee members request, in
• Consider any resolutions or proposals by
writing, one.
members. This should include changes to
the Constitution. • If one third of, or 20 Members, whichever is
lower request, in writing, one.
• Vote on changes to the Constitution.
6.2.1 Once the Secretary has received a request for a
5.1.3 The Secretary will inform all members of the time
Special General Meeting, they will arrange for the
and venue of the AGM at least…21………. days
meeting to take place within 28 days of the
before the meeting. A request for nominations t
meeting being requested.
the Committee will be included in this information.
A representative of the Trust must be invited to 6.2.2 The Secretary will notify members of the time,
the AGM. date, venue and agenda for the meeting.
5.1.4 All nominations to be with the Secretary…14……. 6.2.3 No business other than that stated on the agenda
Days before the AGM. If nominations exceed will be discussed. A simple majority of members
Committee places then elections will take place, will take decisions.
decided by simple majority.

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7. The Committee 7.9 The Committee can establish a Sub-Committee,

on a permanent or temporary basis. The Sub-
7.1 The Association will be managed by a Committee
Committee can be taken from all Association
elected at the AGM.
members, but a Committee member will chair
7.2 The Committee shall consist of Chair, Vice-Chair, the Sub-Committee.
Secretary, Treasurer (the Executive Officers) and
8. Rules of procedure at all meetings
……… (to be decided)other members. The
Committee will not exceed 15 members. The 8.1 Quorum
Committee will seek to be as representative
8.1.1 The presence of 10…% of members will constitute
of the community as possible.
a quorate open meeting. All decisions made at a
7.3 The AGM will elect the Executive Officers and quorate open meeting of The Association shall be
other members of the Committee. carried by a majority vote.
7.4 The Committee shall meet a minimum of 4.times a 8.1.2 The Committee shall be deemed quorate if…33.
year. The time and venue for these meetings to be % of members, with voting rights, is present at
decided by the Committee. the meeting. One of these must be an executive
officer.
7.5 The Secretary will ensure that minutes are taken at
all Committee meetings. These minutes will be 8.1.3 In meetings where the quorum is not achieved no
made available to the members, on request, after decisions can be made. The meeting should be
they have been agreed as an accurate record at reconvened. If this situation occurs at the AGM,
the subsequent meeting.The Committee will not the Chair will reconvene the meeting one week
exceed 15 members. The Committee will seek to from that date at the same venue. Any
be as representative of the community as possible. decisions taken at the reconvened AGM shall be
carried by majority vote of those in attendance
7.3 The AGM will elect the Executive Officers and
entitled to vote.
other members of the Committee.
8.2 Voting
7.4 The Committee shall meet a minimum of 4.times a
year. The time and venue for these meetings to be 8.2.1 All questions or resolutions put forward at any
decided by the Committee. meeting will be decided by a simple majority of
those present and entitled to vote. This will
7.5 The Secretary will ensure that minutes are taken
be done by a show of hands, except where a poll
at all Committee meetings. These minutes will be
is demanded or directed.
made available to the members, on request, after
they have been agreed as an accurate record at 8.2.2 In the case of an equal number of votes, the
he subsequent meeting. Chairperson shall have a second or casting vote.
7.6 Executive officers and other Committee members 8.3 Voting by proxy
will carry out the tasks given to them at
8.3.1 If notified in advance, the Secretary can make
Committee meetings.
arrangement for those members who are unable
7.7 If a Committee member fails to attend…. to exercise their vote personally to vote by proxy.
successive meetings without giving adequate Proxies may not speak on behalf of the person at
apologies, the Chairperson shall ask, in writing, for the meeting
their resignation.
8.4 Minutes
7.8 The Committee may co-opt people with specialist
8.4.1 Minutes shall be taken at all The Association’s
knowledge, who agree with the aims for The
meetings. These will be kept by the Secretary.
Association, onto the Committee. A co-opted
person will not be able to hold an executive post 8.4.2 The Secretary will make minutes available to
or vote. members within …7….. Days of a request.

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 Part 4 continued...

8.4.3 Minutes will be distributed…14… days before the The Treasurer will provide a list of petty cash
appropriate meeting. payments at all Committee meetings.
8.4.4 Copies of General and Committee meetings’ 10. Information and communication
minutes will be available at the AGM.
10.1 The Association will provide information to all
8.5 Standing Orders and Rules residents on things that affect the Association’s
members.
8.5.1 The Committee shall have the power to adopt
Standing Orders or Rules for The Association. 10.2 Every member of the Association will be given
Copies will be attached to the Constitution. a copy of the Constitution when they join. Any
changes to the Constitution will be distributed for
9. Finance
discussion at the relevant meeting. Copies of the
9.1 All monies raised by The Association or on its altered Constitution will be distributed once
behalf will be used to further the aims of The changes have been ratified.
Association and for no other purpose.
10.3 All the Association’s business will be open to
9.2 The Treasurer shall keep proper receipt and challenge by members. To make these effective,
payment accounts of the finances of The copies of minutes for all meetings will be made
Association and shall open and maintain a Bank available by the Secretary on request.
or Building Society account in the name of
11. Changes to the Constitution
The Association.
11.1 The Constitution can be changed at an Annual
9.3 The Treasurer shall provide regular reports on the
General Meeting or at a Special General Meeting
finances of The Association to the Committee.
called for that purpose.
9.4 The account shall have three signatories,
11.2 Proposed changes to the Constitution must be
nominated by the Committee, one of which must
handed to the Secretary…28. Days before an
be the Treasurer. No signatories shall be related or
AGM or with the request for a Special General
reside in the same house.
Meeting at which the proposal will be discussed.
9.5 All cheques or drafts shall be signed by two of the
11.3 Changes to the constitution will only be effective if
three signatories
agreed by ……67. % of the members voting at
9.6 The Treasurer shall submit the accounts for audit the meetings.
to an auditor who has been appointed at the AGM
12. Dissolution
by the 31 March of each year. The auditor shall be
someone independent of The Association, such as 12.1 A proposal to dissolve the Association can be put
a qualified auditor, a representative of a community forward in two ways:
organisation, or of the Trust. The accounts
• If the Committee decide, by a simple majority, at
must be approved by the Neighbourhood
any time to dissolve The Association they shall
Investment Officer before any further grant
instruct the Secretary to convene a special
assistance becomes payable.
meeting of the members for that purpose.
9.7 The Committee members at the first Committee
• If members wish to dissolve the Association, at
meeting after the AGM will decide how much petty
least…15….. Members should write to
cash the Treasurer can keep. Any amount over this
the Secretary proposing the dissolution, stating
must be paid into The Association’s account.
their reasons and requesting a Special General
9.8 The Treasurer is authorised to pay from petty cash Meeting to discuss and vote on the matter.
any expenses occurred by members in carrying The Secretary will convene a meeting to discuss
out the business of The Association. Each and vote on the matter either way.
payment must be supported by relevant receipts
and recorded in the petty cash book.

15
 Part 4 continued...

12.2 A proposal to dissolve the Association shall take 13 Miscellaneous

effect if agreed by …51% of people attending and
13.1 The committee has the right to employ such
voting at the meeting.
persons (not being members of the Association’s
12.3 Funds and possessions (after the final accounts Committee) on such terms as may be deemed
have been produced) will be handed to L&Q for necessary.
a period of…2… years. If in that time another
13.2 The Committee may enter into any agreement,
Association is established on that estate/area
for the purpose of achieving the aims, which is
these funds and possessions may be released
deemed necessary. (E.g. a Management
to them. If no Association is established, an L&Q
Agreement for a community facility, Estate
representative will, after discussion with remaining
Agreement etc).
Committee members, distribute the funds and
possessions to another Association within 13.3 The Committee agrees to give decision making
L&Q Trust. power to the Executive Officers (Chair, Vice Chair,
Secretary and Treasurer) on matters arising
12.4 All records relevant to the Association will be
needing a decision between Committee meetings.
placed with L&Q’s nominated representative for
safekeeping. 13.4 The………..Association will establish standing
Sub-Committees for residents from individual
landlords (or tenures).

Signed on this day (date)

On behalf of (Name of Association)

Chair

Print name

Secretary

Print name

Signed on this day (date)

On behalf of L&Q Housing Trust

Signature

Print name

Position L&QHT

16
 Part 4 continued...

Your Code of Conduct • Wherever possible jargon should be avoided. If it is

used then a full explanation should be given
Your code of conduct explains how members of your
association are expected to behave in meetings including • It is the responsibility of each member to ensure that
annual general meetings and meetings of committees they are prepared for the meeting by reading all
of the association. It is a part of your constitution and the relevant papers and bringing them to the meeting.
addresses the following areas:
Discrimination
Conduct of Meetings • No member will discriminate on any ground against
Members should at all times observe accepted practise any other member of the association or public.
while taking part in a meeting: • Discriminatory language will not be used in
• The Chair should welcome members and others to discussions.
the meeting • All those who attend meetings have the right to be
• The Chair should generally avoid getting involved in treated with dignity and respect, regardless of their
debates at meetings, their main task is to chair colour, race, ethnic or national origins, nationality,
the meeting gender, marital status, age, disability, sexual
orientation, religion or any other matter, which causes
• The Chair should encourage all members to be
people to be treated with injustice.
involved and try to ensure that some people
do not dominate or try to take over.
Confidentiality
• Speakers should go through the Chair and keep to the
subject being discussed • Members should respect all individual residents’
confidentiality, whether present or not, and refrain from
• Only one member should speak at a time and there
mentioning specific individual cases which may cause
should be no cross talking
embarrassment or identification of an individual.
• Meeting must start at the stated time and stick to
• Any information or items shared with L&Q that is of a
the agenda
confidential nature must not be disclosed to anyone
• Late arrivals should enter quietly and not disrupt the else apart from the members of the association in
meeting with apologies order to allow the business of the meeting to
take place.
• Mobile phones should be switched off during the
meeting
• If things are getting heated a five-minute time out can
be called for at the discretion of the Chair

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 Part 4 continued...

Breach of Code of Conduct Benefits of having an Equal Opportunities

If a member of the association or committee, or member
of the public does not abide by the code of conduct, the
Chair will warn that if they break the code again they may
be asked to leave the meeting.
Your equal opportunities policy
It is good practise for your association to develop a
separate equal opportunities statement and policy as it
sets out very clearly what kind of behaviour you will accept
and gives a welcoming message to all residents. You will
also meet one of the recognition criteria set by L&Q. This
section provides you with a model statement and policy as
well as advice and guidance on how to go about meeting
your responsibilities on equality.
Policy and Statement of Intent
Being aware of the issues involved and actively working to
an equal opportunities policy can help your association in
the following ways:
• It makes it easier for you to challenge unacceptable
language and behaviour
• It encourages people to come forward and join
your association
• It makes your association stronger and more credible
because it speaks for all members
• It encourages your members to think about involving
everybody

Model Equal Opportunities Statement of Intent

The ……………………………Association believes that any form of discrimination either direct or indirect is wrong.
Harassment of any person or persons on the grounds of race, ethnic origin, sex, marital status, disability, illness,
age, dependents, class, religious beliefs, sexual orientation, political persuasion, or financial situation will not be
tolerated. (This list is not exclusive).
We believe that such behaviour is counter-productive and harmful, not only to the association, but to our
community. All members of our community can, if given the opportunity, make a positive contribution to it and we
will welcome and encourage those contributions.
We will actively encourage residents to participate in the decision-making process, ensuring that no one is treated
less favourably than another, especially on the grounds mentioned above.
The Association will at all times operate within and actively promote its Equal Opportunities Policy (attached) and
report achievements at its AGM.
Where harassment or discrimination, either real or implied, is brought to the Association’s attention, we will offer our
support to the victim and act in accordance with their wishes.
Where a resident has been subjected to harassment or discrimination by officers of the Association, this is to be
reported to the NIO who will investigate the matter and seek a resolution.

18
 Part 4 continued...

Model Equal Opportunities Policy

1. Introduction 2.3 Sexual orientation
1.1. The ……………………………………… The Association does not believe that people
Association is committed to the central role of should be discriminated against on the
equal opportunities in all our practices
grounds of their sexual orientation. The Association
1.2. The Association aims to achieve equality of will seek to provide an environment where lesbians,
opportunity in all activities, literature and services it bisexual and gay men will not be discriminated
provides to the members. against or harassed. The disclosure of person’s
sexuality is a personal matter and the Association
1.3. The Association will actively promote this policy
will not seek this information for any purpose unless
within the community and in its dealings with the
required by law.
Trust and other partners
2.4 Disability
1.4. The Association will actively seek training on all
issues surrounding equal opportunities and all The Association will promote a positive attitude
members, particularly Committee Members, will towards disabled people and will introduce
be encouraged and supported to attend measures, which enable disabled people to
relevant training participate in the Association’s activities. In addition
to this, the Association wishes to work towards
2. Objectives
the removal of all barriers that may prevent disabled
2.1 Race Equality people from achieving their potential.
The Association will make appropriate 2.5 Age
arrangements to ensure that its functions are
The Association believes that all age groups, young
carried out with due regard for the need to
and old, have a stake in the communities in which
eliminate discrimination and promote good
they live. The Association will encourage and
relations between persons of different racial
support positive action to ensure all age groups
backgrounds. This policy aims to ensure
can participate in the Association’s activities.
quality of opportunity in all Association matters,
giving encouragement to all ethnic groups who 2.6 Religion or belief
make up our community. The Association seeks to
The Association acknowledges that people
achieve the goal of a voluntary workforce which
with particular religious beliefs are subject to
accurately reflects the community we serve.
discrimination and harassment within the broader
2.2 Sex Discrimination society. The Association will ensure that in its
activities individuals are not treated less favourably
The aim of the policy is to ensure equality of
or harassed because of their religious belief, or lack
opportunity in Association matters and the
of belief. We will promote good relations among
removal of barriers, which prevent women, men
people of different and no religious beliefs.
or individuals who have been gender re-assigned
from realising their optimum potential. In addition
to this, the Association wishes to introduce good
practices, which encourage all people to
participate fully.

19
 Part 5 Making it happen
Positions of responsibility -
your committee members
Committees usually have ‘office bearers’: members who
have a defined role and responsibilities. The following
pages outline what these members are expected to do.
You should read these notes before voting in members to
these positions. Talk to your Neighbourhood Investment
Officer (NIO) for more information, and remember that
money may be available to train interested residents who
do not have the right skills.
All committees have a Chair, Secretary and Treasurer.
Some committees also have a Vice-Chair who takes on
the role in the absence of the Chair. Other members may
also be given particular tasks. For example, a nominated
Key Holder, Social Secretary or a person in charge of
a sub-committee which runs a youth club. Each group
decides for itself what other positions they need.
The Chair, Secretary and Treasurer are very important
positions as they carry with them responsibility and
more work than other committee members. Office
bearers should be chosen with care and with existing
skills and aspirations kept in mind. For example, is there
someone on the Committee who wants to get a job as an
administrator? If so, they could gain valuable experience
and self-confidence by acting as the Secretary.
The next few pages outline the three key roles in more
detail.
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 Part 5 continue...

The Chair record who was there and circulate the minutes
to members.
The Chair is responsible for:
• Ensure that the number of meetings stated in the
• Planning an agenda with the help of the Secretary, for
constitution actually take place.
both committee and general meetings and preparing
for all topics to be discussed. • Reply to letters and enquiries on behalf of
the Association.
• Ensuring that meetings start and finish on time.
• Help the Chair with follow-up work between meetings.
• Conducting meetings effectively by controlling
discussions, encouraging people to have their say
and generally keeping order. Preparing an Agenda
• Helping meetings to run smoothly. The Chair should Having a clear agenda is the key to a successful meeting-
answer any questions there may be and make sure whether it’s a regular committee meeting, a general
everyone has understood and is in agreement when meeting or the AGM. The agenda should be prepared and
each item on the agenda is dealt with. sent out to members well in advance. Make sure you let
everyone know exactly when and where the meeting is
• Maintaining the respect of the committee through fair
taking place. It is a good idea to keep a note of anything
and efficient handling of meetings.
which comes up between meetings. Perhaps you could
• Representing the association formally and informally send out a leaflet asking members to let you know what
they want to discuss at the next meeting before a certain
The Chair is the person who makes sure things get done
date.
-not the person who does everything.
Here are a few tips for writing a clear agenda:
The Secretary • It should deal with quick items first, but make sure
The responsibilities of the Secretary are to: time is allowed for the most important topics.

• Ensure that the Association works to further its aims • Have the last meeting’s minutes as an item for
and objectives as stated in the constitution. discussion.

• Maintain a list of members and letting L&Q know • Deal only with small points under ‘matters arising
about changes to committee membership. from previous minutes’ - larger items should be a
separate item.
• Keep records of all information relating to the
Association. • List the items for discussion. Try not to include too
much as this risks making the meeting too long.
• Write agendas with the Chair and bring matters which People will lose interest in the items at the end or
need action to the attention of the committee. they may have to wait until the next meeting.
• Make sure people know about all meetings. • ‘Any other business’ shouldn’t take long either -if it
• Organise the place for meetings to be held. does, some of the items discussed should possibly
have been listed on the agenda.
• Make notes on what happens at meetings (minutes),

21
Part 5 continue...
Sample agenda
Agenda
Moray Road Residents Association
13th January 2007
7pm -Community Hall, Moray Road
1. Introductions and apologies for absence.
2. Minutes of last meeting -(are they a correct their absence.
record?).
3. Matters Arising from minutes of the last
meeting -(These are issues which require a brief
mention which are not listed as a separate item.)
4. Youth Club -Do we need one? 15 mins
5. Training for Committee members. 10 mins
6. Graffiti on Moray Avenue. 10 mins
7. Any other business (urgent matters which arose
after the agenda was issued and which
the meeting agrees wiII be discussed now or
continued at a future meeting).
8. Date, time and venue for next meeting.
What’s in a minute?
Minutes should show what went on at a particular meeting
and what decisions were reached. They need to be an
accurate record and include:
• The name of the Association and the date, time and
place of the meeting.
• A list of who was present and who apologised for
• The key points discussed and the decision reached
on each item.
• A note of who will carry out any action arising from
decisions made.
• The date, time and place of the next meeting
Type the minutes as soon as you can after the meeting.
Agree whether members want the minutes as soon as
possible after the meeting or just before the next meeting.
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 Part 5 continue...
The Treasurer
The Treasurer is responsible for looking after the
Association’s money. Many people are worried about
handling money as it is viewed as a big responsibility -and
it is! You shouldn’t let this put you off -everyone is capable
of learning how to manage money for an association.
Common sense is very important and if you can manage
your own personal finances, you will, with a little help, be
able to get on with the job in hand.
The model constitution requires that a Treasurer already
has suitable experience or is prepared to undergo training.
A basic training course will cover book keeping, managing
bank accounts and balancing the books. L&Q will meet
the cost of a suitable training course as well as the
regular grant.
The main duties of the Treasurer are to:
• Record the income and expenditure of
the Association.
• Maintain the Association’s bank or building
society account.
• Keep invoices and receipts in good order.
• Keep control over petty cash.
• Report on the Association’s finances to both Association, including the Annual General
committee and general meetings.
• Help the group to plan its money.
• Prepare accounts for auditors or the Neighbourhood
Investment Officer.
• Collect subscriptions (if any).
Preparing Accounts
Throughout the year, as Treasurer you will need to keep
track of the income, expenditure and balances of the
accounts held by the Association, usually on a quarterly
basis. You need to decide how often to write these reports
and clear it with the Association.
Each year the annual accounts must be prepared by
the Treasurer for the AGM. Ideally, these would be
independently checked, but given the cost of this, many
associations won’t be able to afford such a service. A
Treasurer’s report to committee will do fine, though this
has to be presented for the approval of the NIO.
Where the Association has already received a grant, the
annual accounts from the previous year must be approved
before any further money is awarded.
Running your Association
Once established the running of the Association is
undertaken by the committee. The members of the
committee are voted for by all of the members of the
Association at the Annual General Meeting.
This section gives you tips on how to run the committee
and the Association effectively and be an effective
committee member. Rules about how the committee is
elected and managed are written into the constitution -
see Part 4 the model constitution for further guidance.
The Role of the Committee
The main roles are to:
• Carry out the work of the Association on behalf of all
the members.
• Manage the Association according to the rules set out
in your constitution.
• Organise general meetings for all members of the
Meeting (AGM).
• Act upon decisions taken by members at general
meetings.
• Take decisions on behalf of members between
general meetings.
• Represent the views and interests of all members
between general meetings.
• Consult members and report back to them on
decisions taken.
Running an Effective Committee
There are some basic points which can help the
committee to remain effective:
• Make your aims and objectives clear.
You will need to determine these aims and
objectives with all members of the Association.
The committee will then need to decide which are
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 Part 5 continue...

achievable and set short and long term goals. • Listen to what other people have to say -Give other
members a chance to have their say. In this way,
• Share the work. Involve as many people as possible
others will gain the confidence to make their points
and allow for different levels of involvement. Assess
and discussion will be encouraged.
people’s skills before giving out roles to members of
the committee. For example, someone with existing • Make yourself heard -Raise your own points in a clear
book keeping skills may make the ideal treasurer. and polite manner. Preparing your comments before
However, it is also important to let people learn the meeting will help. If you feel you have not been
new skills and take advantage of money which may heard look to the Chair of the meeting for support,
be available for training courses
• Back up your Chair -If a meeting is becoming difficult,
help the Chair by sticking to the rules, listening and
• Be open. If other non-committee members have valid making helpful contributions
points to make, let them attend your committee
• If you say you will do something do it -Don’t agree to
meetings. They will need to be recorded as an
do things at the meeting you are not prepared to
observer in the minutes.
follow through. If you want to help but feel you do not
have the time, try and get another member help you.
• Keep everyone informed about what the
committee is doing. Use newsletters, leaflets public • Support your committee’s decisions -Remember they
meetings and door-knocking to involve your members were reached democratically and should be supported
in what is happening. Also tell non-members as this even if you don’t necessarily agree with them.
will encourage them to get involved.
• Have a good time. Make sure that you have a break Your meetings
half way through the meeting so that everyone can General meetings give all members the chance to come
relax and get to know each other. A good way to together and discuss issues which are of common
spread news is to organise social events for members concern. It is important that members are given as much
of the Association. notice as possible so they can get any items they would
like discussed on to the agenda. Advertising the meeting
Being a Good Committee Member throughout the local area is essential. It might even get
a few new members to come along. As with committee
Even with clear goals in mind, any committee is only as
meetings, there a few points to bear in mind which will
good as its members. Here are some tips for helping
make things run more smoothly:
people to become a good member:
• Meetings should start on time, not be too long and
• Be enthusiastic and attend meetings regularly.
finish on time.
• Working out a timetable of meetings in advance will
• Have a clear agenda, so that everyone knows what is
help keep things running smoothly.
going to be discussed.
• Try to choose a time that is convenient for everyone.
• Make sure that everyone knows who everyone else is,
• Before taking on a role it is important that you think especially with new members.
about how much time you can realistically give.
• Think about the layout of the room -choose a
comfortable room and arrange the chairs so that
Making the most of meetings nobody is left out of the discussion.
Here are a few tips: • Don’t be too strict -if people want to discuss
something that is not on the agenda, let them go
• Be prepared and organised -Read the agenda
ahead as long as there is enough time.
beforehand and make a note of any points you want
to discuss.

24
 Part 5 continue...

• Make decisions. Members do not meet together often minimum of 4 at committee meetings, one third for
so make the most of this opportunity to get things all other meetings.
done.
• An AGM must be held every year, at which the annual
• Everyone should have their say. Don’t let anyone take report and accounts must be agreed and members of
over the entire meeting. the committee elected.
The model constitution sets out a number of rules about • A representative of the Trust must be invited and the
meetings, which the Association must stick to: minutes and accounts passed to the Neighbourhood
Investment Officer for your area.
• The Association must hold a minimum of four
meetings per year, two of which must be general • Emergency meetings can be called by 3 committee
meetings. members or one third of members of the association
to address any urgent issues.
• The Secretary must give a minimum of 7 days notice
of a committee meeting, 14 days for a general meeting • All meetings will be conducted by the Chair, in whose
and 21 for the AGM. absence the Vice-Chair or another committee member
will take over.
• At meetings, votes will be carried on a majority of
members present. • Members can only be removed for misconduct at a
general meeting.
• For a decision to be valid, a minimum number of
members (the quorum) must be present -one third or a

25
 Part 6 Planning your association’s events
In planning big events for your Association, you will need
to take and risk management and Health and Safety into
consideration. This section contains advice on how you
do this correctly when organising an event. Please note
that it is not intended to replace any Health and Safety or
Risk Assessment Policy and Procedure that might
already be in place.
1. Risk Assessment and Insurance
A formal Risk Assessment will have to be undertaken
to help ensure that risks are identified, rated and a
managed (or contingency planned for) effectively. The
Generic Risk Assessment form helps you to identify such
risks and plan for them through effective management,
for example crowd control, accident response and other
Health and Safety issues. (These forms can be obtained
from your NIO)
L&Q have arranged a special scheme to provide Public
Liability insurance for and on behalf of specified Residents’
Associations. Details of this insurance will have been
provided to you but please check with your NIO if you
are in any doubt as to whether you are covered under
these arrangements. Alternatively, please contact our
in-house Insurance Team at Insurance@lqgroup.org.uk.
Please note that L&Q’s own insurance does not cover the
activities of Residents’ Associations so it is important to
ensure that you are either covered under this scheme or
that you have made alternative arrangements.
The insurers will have been informed of the typical
activities undertaken by your Association, the frequency
of these and the typical age mix of attendees. If you
are organising an event which differs from your typical
activities it is important that you notify the NIO or our
Insurance Team so that the insurers can be notified.
The Risk Management and Health and Safety Teams do
have risk assessments for previous events (for reference)
and can provide advice and support if needed.
2. Health and Safety
It is important that Health and Safety is one of the main
areas to factor in to the event (if not the top item) and as
you are the events organiser representing the Partnership,
you have a duty of care to ensure the safety and security
of all your colleagues and the events attendees. All health
and safety aspects will be included as part of the risk
assessment. Areas to look at include:
Fire safety - You must agree arrangements for fire
prevention, detection and control before your event,
and adequate on- site fire fighting equipment should be
provided in accessible positions near to high risk areas.
Contractors - You should ensure that contractors
employed to set up/take down stands, exhibits, marquees,
etc submit appropriate health and safety policies, risk
assessments and method statements to you. Exhibitors
and vendors should submit similar details.
Temporary Structures - Any temporary structure which
is load bearing must comply with health and safety laws
and building control regulations.
Electrical Generators - The use of generators should
be strictly controlled - ensure adequate screening and
protection, adequate arrangements for storage of fuel etc.
3. Licensing and Permissions
You will need to contact the local council to ascertain
whether there are any requirements to hold particular
events. Examples include food and drink licences and
licences based on by-laws if the event is held on a playing
ground. In addition, the council can prove to be a valuable
source of information and advice when it comes to
planning events, in turn they may also wish to participate
in some way.
You should liaise with the local police to ensure that the
event does not clash with anything significant in the area,
and again, they may also want to participate.
26
 Part 6 continued...
4. Children and Incident Response
If you have children coming to the event or project, you
must ensure that it is planned with their safety in mind. You
should have clear procedures in place and a clear chain of
command. If anyone has concerns that a child might
be abused or that an adult should not be working
with children, or if a child discloses abuse, you must
either contact the police, or speak to an L&Q employee
and ask them to put the Trust’s Safeguarding Children
Procedure into action. This must be done quickly in order
to safeguard the child. Images of children must not be
used in publicity without the written permission of the
child’s parent or guardian.
5. First aid provision
There are service providers that will offer first aid services
for an event such as the St Johns Ambulance. It is
important to contact them early and check availability
in case they are not available or they have insufficient
personnel and equipment for the size of the event.
If this is the case then don’t worry, as they may be able
to suggest alternatives. Again, please make sure you give
yourself plenty of time for this task.
6. Contractors, Service providers
and Volunteers
Any individual or firm who will provide a service for the
event will be considered to be a contractor. Examples of
service providers include:
• Caterers
• Play equipment providers such as the Bouncy Castle,
Fairground Rides, Go Karts etc
• Face painting
• Sports coaches
• Entertainers
If you are planning to have such contractors and service
providers then there should be a formal agreement with
the supplier of the service. This will involve undertaking
checks on them as we would for other contracts.
It is particularly important to check things like their
accident record and whether they have had any
prosecutions by the Health and Safety Executive.
Also note that we will require them to hold a minimum of £5m
Public Liability Insurance and need to see evidence of
this before the event takes place. This is because the service
provider will be legally responsible for their own negligent acts,
so it is important to ensure that they have adequate insurance
to protect against such eventualities. The insurance referred
to under section 1 on page 26 indemnifies your Association
and not any independent contractor employed by you.
27
 Part 6 continued...
If you have a volunteer offering to provide their services (for
example, face painting or massages), then it is possible
to have our own Public Liability Insurance extend to
the persons and their activities. The NIO will need to be
notified so that they can get the approval of the insurers.
Adults who have responsibility for supervising or working
with children must be CRB checked, or from October
2009, registered with the Independent Safeguarding
Authority. These checks must be in place whether the
adult is a volunteer or is being paid for their work. You
should aim to have at least one responsible adult per 10
children you anticipate attending, and at least 2 adults at
an event or project attended by a group of children.
7. Local community
Residents who are likely to be inconvenienced should
either be consulted or notified beforehand. It may be
possible to encourage their participation and involvement.
You should also consider other associations such as
the Fire Service and groups that you are working in
partnership with such as residents associations.
You should liaise with the local business such as
supermarkets or restaurants. For example, is the event
likely to be disruptive for them in terms of traffic? It would
probably be a good idea to liaise with them at an early
stage and maybe perhaps try to get them involved in
terms of sponsorship or other forms of participation. After
all, the residents are their customers and probably also
some of their staff. Please remember that the guidance on
entering into contracts will also extend to any service they
provide.
To encourage such participation is a good opportunity to
build wider community relations.
8. Other areas to consider
There are other areas of events planning to take in to
consideration, such as:
• Access to and from activity site for the emergency
services as well as the attendees
• Crowd control issues and effective means of
communication between stewards
• Diary Clashes with another local event
• Environmental Health issues such as litter control
and noise
• Parking
Again, if you have any questions or queries, do not
hesitate to contact your NIO.
28
 Part 7 Tips for success
Getting people involved
The most important part of a successful residents
association is its people. Getting people involved can be
quite challenging, however it is well worth spending time
on this. Encourage your association to be realistic. Being
successful a little at a time will build confidence. This might
mean that not everyone gets what they want straight
away, but you should be more successful in the long run.
Here are some useful tips:
Use a variety of methods to contact people-
Remember that personal contact is the best kind of
contact. So take a little time to talk to people when you
deliver leaflets or collect surveys/questionnaires. People
will have the opportunity to ask questions and understand
more.
Consider using:
• Door knocking
• Newsletters, leaflets and posters
• Surveys and petitions
• Meetings
Break down the barriers-What stops people from
becoming involved? The truth is lots of good reasons stop
people from getting involved. Here are just a few of the
reasons people give:
• Language and cultural differences
• Access to meeting places
• Poorly located meeting places
• The times of meetings
• Fear of joining in
• Fear of going out at night
Try to minimise the effect of these by:
• Providing crèche facilities
• Encouraging residents who are able to translate and
interpret to play an active role. L&Q can help arrange
translations of written material into the different
languages spoken in your area
• Using a venue which is local, wheelchair accessible
and well lit -try schools, churches, local pubs and
community centres
• Varying the times of meetings and don’t arrange them
at times which clash with major events
Publicise small successes. People are more likely to
join a group that is successful and is doing something
positive:
• Let local people know about the achievements of
your association
• Decide on a logo which people will quickly recognise
and use it at every opportunity so that your group is
familiar to everyone in the local community.
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Residents Association Grants
Application Form
Annex A
Residents Association Grants Application Form
This application from will allow you to get financial help for your Residents Association.
Your Name
Your Address

Postcode
Your Phone Number

Please answer all of the questions that you can. Don’t worry if you can’t answer them all.
Section 1
1. How many Residents are interested in forming an association?

2. What is the name of your residents association?

3. What funding are you applying for? (please tick box)

Resident Association Start up Grant (£300)

Resident Association Annual Grant (£300)

Section 2
4. Has your association had its first meeting? YES/NO
(Please attach a copy of the minutes to this form).
5. Does your Association have a constitution? YES/NO
(Please attach them to this form. Funding will only be provided to
Residents Associations that have a constitution)
6. Does your Association have a bank account YES/NO
7. Which Bank/Building Society do you have an account with?

8. What is your account number?

9. Do you have an elected Chair and Treasurer?

Name of Chair
Name of Treasurer
Please attach a list of any other committee members (e.g. Vice-Chair, Secretary etc).

Please send this form to L&Q Direct, PO Box 194, Sidcup, DA15 0AJ.
If you have any queries please call us on 0800 015 6536

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Osborn House . Osborn Terrace . London SE3 9DR
Tel: 0844 406 9000 . Fax: 0800 619 0213
L&Q is an exempt charity
www.lqgroup.org.uk
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design: www.hrsgraphics.com
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