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Housing Services
Tenant Participation Team
Tenant & Resident Group Manual
August 2018
This manual is available in other formats, such as Braille, on audiotape, in large type and other languages if you ask us.
Contents
22TSection A – Introduction22T .................................................................................................. 2
22TSection B – Overview of Tenant Participation22T ............................................................... 4
22TSection C – Legislation / Scottish Housing Regulator / Housing Charter22T ................... 6
22TSection D – Tenants & Residents Associations ........................................................... 10
22TSection E – Register of Tenant Organisations22T ............................................................. 34
22TSection F – Help and Advice22T ......................................................................................... 39
22TSection G – Support and Assistance (Financial and In-Kind)22T .................................... 39
22TSection H – Useful Contacts22T ......................................................................................... 41
22TSection I – North Ayrshire Council Housing Office Information22T ................................ 43
22TSection J – Locally Based Registered Social Landlords ............................................ 22T422T5
22TSection K – General Enquiry Information22T .................................................................... 22T46
22TSection L – Councillor Information22T ............................................................................... 46
Revised August 2018
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Section A – Introduction This manual has been developed by North Ayrshire Council in conjunction with Tenant & Resident Representatives. It provides information, training, advice and support to tenants and tenant organisations across North Ayrshire. The manual is set out in an easy to read format and is available in large print, other languages and Braille on request. It provides guidelines on: • What Tenants & Residents Associations can do; • Ways of ensuring the group is democratic and accountable ; • Practical advice on constitutions; • Information on the committees and the duties and responsibilities of office
bearers; • Information on sources of funding available from North Ayrshire Council, local
organisations and other funding bodies; • Information on the National Strategy for Tenant Participation; • Where to get help. Tenant Participation Team As part of North Ayrshire Council’s Customer Connections Tenant Participation Strategy 2017-2022, a dedicated Tenant Participation Team has been in place since November 2004. They are based at Cunninghame House, 3P
rdP Floor, Irvine, KA12
8EE and will work with local people in North Ayrshire to promote tenant involvement in planning, monitoring and improving the Council’s Housing Service. The Tenant Participation Team supports and develops tenant participation throughout North Ayrshire and encourages tenants to become involved in decision making processes. The Tenant Participation Team’s functions include: ••• Coordinating tenant consultation; ••• Working with other departments to enhance participation; ••• Providing advice on issues such as funding and successfully running Tenants
and Residents Associations; ••• Skills development in the form of training and information sessions for all tenant
representatives; ••• Attending meetings and supporting Tenants and Residents Association members
in conjunction with area housing staff; ••• Encouraging participation with under-represented groups; ••• Typing and photocopying for Tenants and Residents Associations and
Registered Tenant Organisations. ••• Assisting in setting up a social media page. The Tenant Participation Team will be happy to help you and can be contacted by any of the following methods below:
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Tenant Participation Manager on 01294 324878 Tenant Participation Officers on 01294 324878 Web-site: 22TUwww.north-ayrshire.gov.ukU22T Email: [email protected] Facebook: www.facebook.com/nachousingservices
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Consultation This manual has been designed to give tenant representatives useful and helpful information about the Housing Service. It forms our on-going commitment to consultation and participation and will be reviewed and updated annually. Once finalised and accredited with the ‘Tenant Tick’*, the document will be issued to all tenants and residents groups in North Ayrshire. *Housing Services publications are endorsed with the ‘Tenant Tick’ following approval by an editorial panel, which is made up of tenants and officers. Section B – Overview of Tenant Participation The Housing (Scotland) Act 2001 introduced new duties for local authorities and Registered Social Landlords (RSL’s) in relation to Tenant Participation. Landlords now have statutory duties to inform, consult and involve tenants and Registered Tenant Organisations on proposals relating to housing management and housing (and related) services and have a duty to have regard to representations made by individual tenants or tenant groups. North Ayrshire Council has a commitment to further develop and improve tenant participation since the introduction of the Housing (Scotland) Act 2001. The Act sets out a range of duties on Council and Registered Social Landlords to develop tenant participation. These include: • To develop and implement a Tenant Participation Strategy; • Set up and maintain a Register of Tenants Organisations; • Consult with registered tenants groups and individual tenants on a range of
issues. What is Tenant Participation? Tenant Participation is about tenants taking part in decision making processes and influencing decisions about housing policies, housing conditions and housing (and related) services. It is a two way process which involves sharing information, ideas and responsibility between the Council and tenants. Tenants have a right to expect that Housing Services and policies should meet their needs and preferences. Participation aims to do this as far as possible depending on resources. Effective participation benefits both tenants and North Ayrshire Council. It gives tenants an opportunity to influence decisions about the housing service that they receive.
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The Customer Connections Strategy The purpose of the Council’s Customer Connections Tenant Participation Strategy 2017-2022 is to achieve continuous improvements in the Council’s performance in supporting and enabling tenants to participate. This involves listing and prioritising actions and agreeing them with tenants, resulting in efficient, effective and improved practice using various methods. A copy of the Strategy is available from North Ayrshire Council’s Tenant Participation Team or it can be downloaded from the Council’s website at www.north-ayrshire.gov.uk. Registered Tenants Organisations. A Registered Tenants Organisation (RTO) is an independent organisation of tenants and residents set up primarily to represent tenants’ housing and related interests. The aim is to give Tenants and Residents Associations, which meet certain criteria, a recognised role in the tenant participation process. If you would like more information about setting up a Tenants and Residents Association in your area, or how to register an existing Tenants and Residents Group, please contact, Tenant Participation Team (see Page 53 for contact details) or ask a member of staff at your Area Housing Office (see section E). Alternatively, information can be downloaded from the Council’s website at www.north-ayrshire.gov.uk. Consulting with Tenants The Act requires the Council to notify tenants and every RTO about certain proposals and their likely effect. These include: • Policies relating to housing management, repairs or maintenance which will
significantly affect the tenant if implemented; • The standard of service it intends to provide in relation to housing management,
repairs or maintenance; • Rent increases; • The Customer Involvement and Empowerment Strategy; • A transfer of housing to a new landlord. In addition and in line with the Council’s Customer Involvement and Empowerment Strategy we will consult on: • Housing Management (allocations, estate management, tenancy agreements,
tenant participation and services); • Stock Improvements; • Service quality; • Compliments and Complaints procedure;
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• Any proposals relating to the management of the Council’s housing stock. The Council uses a range of methods to consult with tenants including public meetings, conferences, surveys etc. Whatever method of consultation is used, the Council will ensure it is reviewed in the light of the responses received. “Tenant participation is about tenants taking part in decision making processes and influencing decisions that landlords talk about; housing policies; housing conditions; and Housing Services. It is a two-way process involving the sharing of information ideas and power. Its aim is to improve the standard of housing conditions and service.” “Partners in Participation” - National Strategy for Tenant Participation (1999)” Decision making is where tenants help to make decisions together with staff or as a North Ayrshire Tenant and Resident Network Member or where tenants are asked themselves to make decisions. Section C – Legislation / Scottish Housing Regulator / Housing Charter Housing (Scotland) Act 2001 The Housing (Scotland) Act (the Act) became law in July 2001 but many of its provisions were implemented after this date, for example the Scottish Secure Tenancy was introduced for all tenants of social landlords from September 2002. The main changes of the Act relate to are: • Scottish Secure Tenancy; • Right to Buy; • Security of tenure; • Rights of succession; • Rent Setting; • Repairs & Improvements; • Consultation & Participation; • Short Scottish Secure Tenancy; • Communities Scotland; • Single Regulatory Authority; • Strategic Role of Local Authorities; • Homelessness. If you would like more information on the above Act, please visit http://www.legislation.gov.uk/asp/2001/10/contents
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Housing (Scotland) Act 2010 The Housing (Scotland) Act 2010 created two fundamental influences in the social housing sector in Scotland. These are the: • Scottish Social Housing Charter (SSHC); and the • New Independent Scottish Housing Regulator (SHR).
Together they have created a new environment in which the Council and our customers must work in partnership to achieve positive outcomes for communities. This emphasis from the Scottish Government means that landlords must deliver quality services, involve their customers in assessing the performance of these services and be able to demonstrate value for money. To view the full Act, please visit http://www.legislation.gov.uk/asp/2010/17/contents/enacted The New, Independent Scottish Housing Regulator
A new, independent Scottish Housing Regulator (SHR), was established on 1 April 2011 under the Housing (Scotland) Act 2010. The SHR has one statutory objective, to: "Safeguard and promote the interests of current and future tenants of social landlords, people who are or may become homeless, and people who use housing services provided by registered social landlords (RSLs) and local authorities". They regulate social landlords to protect the interests of people who receive services from them and do this by assessing and reporting on:
• How social landlords are performing their housing services • RSLs’ financial well-being • RSLs’ standards of governance
The new Regulator comprises of the following five Board members: • Chair – George Walker; • Deputy Chair – Anne Jarvie; • Board Member – Mike Dailly; • Board Member – Simon Little; • Board Member – Lisa Peebles; • Board Member – Andrew Watson; • Board Member – Robert Gil; • Board Member – Siobhan White;
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The Housing (Scotland) Act 2010 sets out the SHR’s future statutory objective, functions, powers and duties. During the first year, 2011/12, the SHR will develop plans for a new regulatory framework. The agency will continue to regulate using Scottish Ministers’ powers under the Housing (Scotland) Act 2001 until they have carried out their consultation and are ready to exercise the new functions from the 2010 Act. 34TWhat happens next? If you would like more information, please contact the Scottish Housing Regulator (See page 38 for details). Scottish Social Housing Charter
The Scottish Social Housing Charter was approved by the Scottish Government on 14 March 2012. It sets out the standards and outcomes that all social landlords should aim to achieve when performing their housing activities. The charter was developed in consultation with landlords, tenants and other interested groups and members of the Council’s tenants and resident’s network were involved in the consultation process. Monitoring and reporting against the outcomes in the charter began on 1 April 2012. A revised edition was issued in April and became affective from 1P
stP April 2017. This
will be in place for five years. The charter will help tenants and other customers by providing them with a clear statement on what they can expect from their landlord. Landlords will have a clear focus on achieving outcomes that matter to their tenants and customers. The charter will also provide the basis for the Scottish Housing Regulator to monitor, assess and report on the performance of social landlords throughout Scotland. The Council will be working closely with service users affected by the charter to keep them updated on progress and to develop initiatives to ensure we meet the standards and outcomes expected. We will also be required to report annually to tenants on our performance in achieving or progressing towards the charter outcomes. 34T
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Annual Return on the Charter Within the Scottish Social Housing Charter there are seven standards as follows:
• Overall satisfaction • The customer landlord relationship • Housing quality & maintenance • Neighbourhood and Community • Access to housing & support • Getting good value from rents and service charges • Other customers
Within the seven standards there are 37 indicators that are reported on. These indicators demonstrate how we are performing as a Housing Service. 0TLandlords must provide the Scottish Housing Regulator with their completed ARC by the end of May each year starting in May 2014 for the performance year 2013/14. 0TBy the end of the August of that year the Regulator will publish a report for each landlord with key information from its ARC. This will be made available for tenants and other service users through the Regulators website. Section D – Tenants & Residents Associations Why start a Tenants & Residents Association? Thousands of tenants have improved the area they live in by joining together with their neighbours and forming a Tenants & Residents Association. This has often been described as the vehicle for a tenant’s “voice” within their area. There are a lot of reasons for tenants and residents to join together to form an association. Here are just a few of the main ones: • To be consulted on or campaign for or against issues such as, housing transfers,
regeneration of neighbourhoods, repairs i.e. dampness, Housing Services, and problems with neighbours, dampness;
• To have a representative voice; • To enable tenants to communicate with their landlord, and to influence decision-
making that affects your and your neighbours’ homes; • To give accurate advice and information to tenants and residents; • To increase the sense of belonging to a community; • To campaign on certain issues e.g. better play facilities, better housing
conditions.
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What is a Tenants & Residents Association? Tenants & Residents Associations are generally community groups made up of local people acting in a voluntary capacity to promote and defend the interests of tenants and or residents in their area. These days, various formats may be possible when setting up a local group. These include:
• A Tenants & Residents Association for everyone aged 16 years and over living in the community;
• A tenants association for tenants only; • A tenants association for tenants of one particular landlord; or • A combination of the above.
Groups can involve both tenants and residents of an area. What is important are the aims of the group and this should be set out in the group’s constitution. Tenants & Residents Associations can: • Provide a collective voice for tenants in an area, act as a focus for consultation
and an organisation to lobby for changes; • Develop extra services through self-help schemes e.g. lunch clubs; • Offer advice to local people Most Tenants & Residents Associations hold regular meetings open to all tenants in the area, but conduct their business through a smaller committee. The strength of any Tenants & Residents Association lies in the involvement of local people in the activities of their group. Most Tenants & Residents Associations start with a small group of people who are keen to do something for the area. It is quite easy to get started. Stage A: Finding people:
• Contact neighbours and put up notices locally to see if other tenants are interested in setting up a Tenants & Residents Association;
• Put up notices in the Post Office, shops, nursery etc., and local venues.
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Stage B: Initial Meeting A small planning meeting should be arranged to discuss the reason and benefits of setting up the Tenants & Residents Association, and how to get help. Decide on: • What to do; • How to do it; • Delegate tasks; • Share responsibility; • Operate democratically. But most importantly contact the Tenant Participation Team at North Ayrshire Council for advice, support and guidance (see Page 53 for contact details). Stage C: Public Meeting A public meeting should be arranged to test wider support for your ideas. This meeting will formally launch the Tenants & Residents Association and elect a committee. At the meeting agree a date for a further meeting to discuss priorities and decide how to get things moving. Most groups delegate responsibility for this work to a group of people who form a working group or committee. It is a good idea to get a mixture of people involved, eg younger and older people. Councillors and Council Employees at Meetings There is no simple rule about the attendance or otherwise of Councillors and council employees at the meetings of Tenants and Residents Associations. To help you make a decision, consider the next two important points: • Tenants and Residents Associations are independent organisations that control
their own affairs including who can attend their meetings; • Councillors and council employees have no inherent right or obligation to attend
the meetings of a Tenants and Residents Association. However, Council staff are happy to attend if they are able to do so.
The organisation needs to make a decision about who should or should not attend a meeting. It is also a matter for the Councillors and council employees to decide whether to accept any invitations given or to seek such invitations. Organising a public meeting
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What is the purpose of the public meeting?
• The group needs to think about what you hope to achieve from the public meeting, so that you design the meeting to meet the purpose;
• Investigate all the options to ensure that you achieve the purpose; • Who do you want to attend? • Who do you want to contribute to the meeting?
Getting People There Advertise is the key principle
• Organise it so it runs smoothly –share out tasks; • Have a clear purpose; • Choose a convenient, pleasant and accessible meeting place if possible; • Put on tea / coffee; • Consider preparing and distributing a leaflet or poster throughout the
community; • Advertise in your local newspaper, supermarket, post office or community
notice board and radio station; • If possible, follow up publicity by word of mouth.
Other useful ideas
• Make it convenient - date and time (choose the most convenient time); • Think who you are trying to attract to your meetings; • Length of meeting (usually two hours is long enough for a public meeting); • Suitable venue; • Will participants need help with transport? • Is a crèche required? • Advertise to as wide an audience as possible.
Preparation for the Meeting • Who is going to chair the meeting? The person you choose needs to be able to
keep order, letting everyone have their say without straying off the point. It can be a difficult job and you may wish to get advice from the Tenant Participation Team. If this is the case, meet with them beforehand to plan the meeting;
• Decide on how everyone on the committee will contribute to the meeting; • Make up an agenda for the meeting. Put the most important thing first to capture
people’s attention. Allow for questions and answers and ask the chairperson to summarise what has been decided;
• Arrange for someone to take notes of the meeting so you have a full record of the meeting and any decisions taken;
• Ask people to sign an attendance sheet as this can be used in the future as a contact list;
• Make sure everyone has their say and don’t allow the most talkative and confident people to take over the meeting;
• Some people at the meeting may try to raise individual complaints or personal points, explain politely but firmly that the meeting is to discuss issues that people
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have in common with one another and that individual complaints can be dealt with at the end of the meeting;
• Use this meeting as confirmation for the way forward of your new group. Ask for volunteers to help in the work of the association.
Venue Arrangements Book a suitable venue, taking into consideration: • Location; • Ease of access for everyone. Try and ensure that consideration is given to
people with mobility problems; • Size of hall; • Chairs / tables / layout of Meeting.
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Example Agenda
XXXXX Tenants and Residents Association Public Meeting To be held
On
XXXXXX November at XXXXX in XXXXXXX 1. Welcome and Introduction
2. Apologies
3. Minute of the previous meeting
4. Matters arising
5. Correspondence
6. Financial report
7. Introduce speakers
8. Any other Business
9. Date / Time / Place of next meeting
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Constitutions for Tenants and Residents Associations In order for your group to work efficiently and effectively a Constitution is necessary. This document emphasises the importance of having clearly documented ways of working. A Constitution helps to clarify: -
• Who you represent; • What your group is about; • How your group is run.
It is common for landlords to insist that groups have a Constitution before they will give them any money. The Constitution should be the basis of your organisation and be set out for everyone to see. 34TThe key issues that the Constitution should include are:34T
• What do you intend to do? (The aims of the group); • How are you going to do it? (The rules of the group); • How are you going to organise yourselves? • How will decisions be made? (Safeguards to make sure your group is run in a
democratic and fair way). Some Constitutions can be complicated, but they don’t have to be. A Constitution should be easy to understand and avoid jargon. It should be available to all members who want to look at it, so it must be a useable document that makes clear what the group is about and how it is run. As well as being clear it needs to be flexible so that rules and regulations are not so rigid that the group cannot function efficiently. 34TConstitutions are generally made up of the following sections:
• Name of the organisation; • Area covered by association; • Aims of the organisation - List here what your group wants to do; • Objectives of the group – List here what your group wants to achieve; • Membership - State here who can join; • The Committee - This is the body that manages the day-to-day affairs of the
group. It is up to you to decide how many committee members you want, how they are elected and how often they should meet;
• Conduct of Business or Standing Orders – This contains information on how the business of the association will be managed and includes details such as duration of meetings, bringing the group into disrepute and how the association deals with offensive remarks;
• Annual General Meeting - This is the meeting where your committee reports on the activities of the group during the previous year and then some or all members resign and new members are elected. Your Constitution should state when and how this meeting will be held and how members will be informed;
• Other general meetings - These are other meetings throughout the year open to your members;
• Quorum - This means the number of members required at meetings for a decision to go ahead. You can decide what the quorum will be for your group.
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• (The quorum is usually 1/3 of members. Exact numbers depend on the number of people elected on the committee and this can vary from group to group);
• Changes to the Constitution - Your Constitution should develop along with your group, so it is sensible to have a section in it that covers how to alter the Constitution;
• Finance - If detailed clauses are put in the Constitution this will help the group to run smoothly and help the treasurer in their role;
• Dissolution - Here you state how your group can be wound up and what will happen to any funds or possessions in the group’s ownership.
When your draft Constitution has been drawn up, it will need to be agreed at a public meeting. All members should be able to have a copy. If it has been drawn up well it should ensure the group works well, ensure it carries out its true purpose and aims, and should help to resolve problems in times of conflict.
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North Ayrshire Council Model Constitution – July 2013
1. Name
The name of the group shall be: XXXX Tenants and Residents Association.
2. Area
The area covered by the association shall be XXXX 3. Aim of the Group
The aim of the group shall be: To safeguard and promote the interests of residents in the area on matters concerning housing, the environment and the social and community life of the area.
4. Objectives of the Group
a) To bring tenants and residents together to ascertain their views on a wide range of issues affecting the area
b) To advocate those expressed views to the various agencies / bodies
delivering services in the area
c) To give residents a voice in the decision making processes which affect them
d) To uphold equal opportunities and work towards good relations amongst all members of the community, especially prohibiting any conduct that discriminates or harasses on the grounds of race, religion, disability, political beliefs, sex or sexual orientation.
5. Membership
Full membership of the group shall be open to individuals of 16 years and over who are interested in pursuing the work of the group. Members must not discriminate on the grounds of nationality, political opinion, race, religious opinion, gender, sexuality or disability.
Members shall have an equal vote and at all times conduct themselves in a reasonable manner when attending meetings.
6. The Committee
a) A committee shall be elected to carry out the business of the association and shall serve for a period of up to 14 months from the previous Annual General Meeting.
b) The committee shall be made up of chairperson, vice-chairperson, secretary,
and treasurer and up to XXXX other committee members. All members will have voting rights. No Committee member shall fill more than one position.
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c) The committee shall be elected at the Annual General Meeting of the Association
d) Should a committee member fail to attend three consecutive committee
meetings without tendering apologies, the committee may at its discretion terminate that person’s membership of the committee.
e) Vacancies on the committee may normally be filled at a general meeting until
the next Annual General Meeting f) The committee and its office bearers shall carry out the duties given to them
by a general meeting of the association g) Councillors may attend committee meetings as and when invited by the
committee
h) The committee shall meet not less than XXXX times per year, in addition to the AGM and other general meetings
i) The quorum at any meetings of the committee shall be XXXX including at
least two office bearers. 7. Conduct Of Business:
a) Members may speak only through the chair. b) Decisions will be made by a simple majority, voted in through a show of hands
or a secret ballot. c) Meetings will end at a time agreed by the Committee. d) Any offensive behaviour, including racist, ageist, sexist or inflammatory
remarks will not be permitted. e) Any member who consistently brings the group into disrepute or refuses to
comply with the constitution shall be expelled on a two-thirds majority vote of the full Committee.
f) Any such member will have the right to appeal within 28 days of the expulsion.
The appeal shall be heard by the membership at a Special General Meeting called for that purpose.
g) Minutes will be distributed to the membership at least xxxxx (7) days after a
meeting.
8. The Annual General Meeting (AGM)
a) There shall be an Annual General Meeting within fourteen months of the Associations inaugural meeting or last annual general meeting.
b) The Annual General Meeting shall:
• Receive a report from the committee of its activities, including a statement of accounts, fully audited;
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• Accept the resignation of all committee members and elect a new committee;
• Vote on any recommendations / motions and any amendments to the
constitution; and • Appoint two competent individuals, not having served on the committee
during the preceding twelve months or elected to serve on the committee, to audit its accounts.
b) The secretary will notify all members of the date of the meeting not less than
XXXX days in advance of that meeting. d) The quorum of annual general meetings shall be XXXX members.
9. Other General Meetings
a) The committee shall normally hold at least XXXX general meetings per year in addition to the Annual General Meeting.
b) A request for further general meetings should be made in writing to the
secretary, carrying the signatures and addresses of XXXX members. A request for a general meeting should state the reasons for calling it. The committee may also call a general meeting.
c) The secretary will notify all members in writing of the date of the meeting not
less than XXXX days in advance of that meeting, and state its purpose in the notice.
9. Changes to the Constitution
a) The constitution may be altered at the Annual General Meeting or at a special meeting called for that purpose
b) Proposed changes must be submitted to the secretary in writing not less than
XXXX days before the AGM
c) Changes must be agreed by at a least two-thirds majority of voting members present at the meeting
10. Finance
a) All monies raised by or on behalf of the Association shall be applied to further
the aims of the group. c) The treasurer shall keep proper accounts of the finances of the group and
make a report available at every committee meeting. The committee shall agree all financial transactions.
c) The funds of the group shall be managed through a bank or post office
account. Cheques written on behalf of the group must bear the signatures of two office bearers out of the three cheque signatories.
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11. Dissolution
a) The Association may only be dissolved by a special meeting called for that purpose. Such a meeting shall come about following a proposal in writing signed by a simple majority of those remaining in membership being submitted to the secretary.
b) All members shall be informed of such a meeting at least XXX days before the
date of the meeting. c) Dissolution of the Association shall only take effect if agreed by two thirds of those members present and voting at that meeting. d) Any assets remaining after meeting liabilities must be distributed among local
charities or community organisations with similar aims nominated by that meeting.
e) Any money received via funding bodies should be returned to the funding
body in relation to the funding criteria.
f) On dissolution, any documents belonging to the Association shall be disposed of in a manner agreed by that meeting.
12. Adoption
This constitution was adopted at the inaugural general meeting of XXXXX Tenants and Residents Association on XXXXXXXXXXX Signed……………………………………………………. (Chairperson) ……………………………………………………. (Secretary)
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The Committee The committee is elected by the members of the Tenants and Residents Association to carry out the work of the association. The committee organises general meetings of all its members, and the group’s Annual General Meeting, and must carry out the decisions made at these meetings. The committee has the responsibility to make decisions on behalf of the group. It is important that these decisions get reported back to the full membership. This can be done in a variety of ways including newsletters, members’ meetings, and public meetings. There is no set way of organising a committee but there are ways of working that are more common and useful than others. Try and make sure that the committee represents all the people in your community. Working Together In order to work effectively together, you need to be clear who is responsible for what. Some jobs on the committee can be taken by one person or can be shared. Teamwork is essential. Purpose of a committee meeting • To decide what action to take; • To come to a decision which is acceptable to the group; • To benefit from the ideas, skills, knowledge, and opinions of all members; • To conduct business efficiently in accordance with the Constitution. Keeping Everyone Involved Every Tenants & Residents Group has to work hard at keeping people involved. If your organisation is to be strong you must make constant efforts to keep your membership informed and to get wider involvement. Being a good committee member A committee member may not have any special title or task, but their presence on a committee is just as important as that of the office bearers. Some duties of the committee members are as follows: • Attend meetings/start on time; • Stick to the agenda; • Support the group/work as a team; • Take action on tasks identified from the previous minute; • Vote on issues; • Discourage domination by one or a few; • Assist with projects, fund raising etc.; • Support and encourage quieter members; • Abide by the decisions of the group;
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• Encourage membership; • Listen to each other; • Feedback to the committee; • Aim towards constructive discussion and decisions; • Help with advertising, distributing pamphlets etc.; • Elect office bearers; • Put forward ideas; • Make suggestions. A good committee member should always have: • A diary; • Necessary paperwork for the meeting, agenda, minutes reports; • Notepad / pen; • Folder to keep all your paperwork. The Tenant Participation Team can facilitate committee roles and responsibilities awareness raising sessions if required. For further information please contact the Tenant Participation Team (see Page 53 for contact details).
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The Chairperson Success (or otherwise) of a meeting can depend upon how it is chaired. The chairperson is the person who makes sure things get done – not the person who does everything. There are two basic jobs the chairperson or should do: a) Guide the association to achieve its aims b) Chair the meetings of the association Some of the duties of the chairperson are as follows: • Know the Constitution; • Liase with the secretary on the agenda and meeting arrangements; • Welcome members and introduce guests; • Ensure fair discussion; • Stop anyone taking over, dominating discussions; • Sum up problems, points, decisions; • Keep order/ensure a chance for all to have their say; • Get through the agenda on time; • Help prepare agendas; • Ensure decisions are carried out; • Act as a spokesperson or leader for the group. A Chairperson should always have: • A diary; • Necessary paperwork for the meeting, agenda, minutes reports; • Notepad / pen; • Folder to keep all your paperwork. The Tenant Participation Team provides Chairpersons pack and encourage associations to use this pack.
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The Secretary A good secretary must be reliable and efficient. He or she will pay strict attention to matters of details and ensure prompt replies to correspondence. It is important that the secretary’s name, address and telephone numbers are well publicised to landlords and organisations that want to make contact with the committee. Prior to the meeting: • An agenda for the meeting should be prepared in consultation with the
chairperson; • A suitable venue for the meeting should be arranged and speaker arranged if
necessary; • A notice of the meeting and agenda should be sent to all committee members so
that they will receive them at least a week before the meeting is arranged; • Agendas should be sent out for all meetings even if they are held at the same
time and place each week or month; • The secretary must keep a complete, approved and signed up to date set of
minutes; • Ensure that all correspondence has been dealt with, and when necessary, obtain
replies for the next meeting; • Keep a good filing system. At the meeting: • The Secretary should keep a record of everyone attending the meeting or collect
their signatures in an attendance book / sedurunt. Apologies for absences should also be recorded;
• Ensure that a quorum is present before any business is done; • Read the minutes of the previous meeting (unless already sent out) and obtain
the chairperson’s signature for the official copy; • Read out all correspondence received and report any action taken since last
meeting; • Ensure that the chairperson is supplied with all the necessary papers and
information relevant to the meeting. After the meeting:
• When drafted, the chairperson should sign the minutes and a copy should be forwarded onto the Tenant Participation Team, Area Housing Manager and elected members. (see pages 36-54 for contact details)
The Tenant Participation Team provides a secretary pack and encourages associations to use this pack.
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The Treasurer Every Tenants & Residents Association should make sure a treasurer is appointed to handle the money coming into and going out of the group. The Treasurer: • Should keep a clear and accurate book-keeping system and be able to handle
figures; • Is responsible for the proper handling of the finance of the organisation, but not
the actual raising of money; • Will be one of three officers of the committee authorised to draw out money.
Normally two out of three of these signatures are required when money is withdrawn.
Prior to the meeting: • The treasurer should prepare a financial report before each meeting • Ensure all approved bills are paid. At the meeting: • The treasurer should present a report of money paid in and out of the account; • The treasurer should bring all the account books to the meeting so that he/she
can answer any questions; • The treasurer should advise on the amount of money available for the group’s
work and warn of excess expenditure. At the Annual General Meeting: The treasurer should prepare a statement for audit prior to the AGM. The Tenant Participation Team can appoint an auditor if required. Please contact the TP Team for further information. (See Page 53 for contact details). • The treasurer should present the balance sheet and financial statement at the
AGM after they have received the audited accounts. The equipment a Treasurer will need: • Money box; • Bank book; • Cheque book; • Petty cash book; • Accounts book (The Tenant Participation Team can provide this if required); • Note pad; • Folder for receipts. The Tenant Participation Team provides a Treasurer pack and encourages associations to use this pack.
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The Agenda The agenda is a list of things to be done. It is a plan that helps the meeting to run smoothly. It is important to have an agenda prepared in order for the meeting to run efficiently. If possible it should be circulated in advance of the meeting so those committee members can come prepared to talk about the items at the meeting. Tips • It is a good idea for the chairperson to ask for any items of any other business at
the start of the meeting in order that they can be programmed into the meeting; • Two hours is long enough for any committee meeting.
XXXXXX Tenants and Residents Association [TIME] in [VENUE]
[DATE] Committee Meeting
Agenda 1. Welcome and Introductions
2. Apologies
3. Minutes of previous meeting
4. Matters Arising
5. General Correspondence
6. Financial Report
7. Feedback from meetings / conferences / seminars & events
8. Group Action Plan update
9. AOCB
10. Date of next meeting
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The Minutes The minutes are an essential report of the meeting. A method is needed to ensure the minute is a correct record. They should be circulated to all members before the meeting. What things should the minutes actually record? • Who was present and apologies; • Minutes should follow the agenda items, Be short, clear, easy to read and
understand; • Include all decisions made and if necessary record the discussion leading to that
decision; • Record monthly financial reports and any financial decisions Made at the
meetings; • Details of incoming correspondence and decisions about replies. Tips It is a good idea to include an action column stating who is responsible for carrying out decisions made. Write up minutes, as soon after meetings as possible while your memory is still fresh about what happened at the meeting. The minutes should be proposed and seconded by someone who attended the previous meeting and signed by the chairperson of the group. Share the task. Have a correspondence secretary and a minute secretary.
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Group Name Date at Time
Committee Meeting
Minutes Present: Ailsa Brown (Chair) Betty Carruthers Secretary Charlie Davidson Minute Secretary (Minutes) David Eccles Committee Member Elaine Fraser Treasurer Fiona Grant Area Housing Manager Grace Hardie Vice Chair Apologies Hugh Innes Committee Member Ian Jamieson Committee Member Item Description Responsible
Person 1. Welcome & Introductions
AB opened the meeting, went through domestic arrangements and thanked and welcomed all in attendance.
2. Apologies Apologies noted as detailed above.
3. Minutes of previous meeting The minutes of the last meeting were agreed to be a full and accurate record. Proposed by Elaine Fraser and seconded by Charlie Davidson.
4. Matters Arising Page 2 – Playground Equipment CD sent Request Form to appropriate department for member of the Team to attend next meeting in January. CD to pursue if no response by the end of the month.
CD
5. General Correspondence 1. Network Minutes from meeting held on 10th November
2011 – Outline of minutes read out to members for information and discussion. No actions required.
2. Reminder about the Christmas Fair taking place on Saturday 10P
thP December at the Community Hall from 9-
12noon.
ALL
6. Financial Report Copies of the Treasurer’s report tabled for members. Noted that fund balance of £80 is sufficient until next fund raising event in March.
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7. Feedback from meetings / conferences / seminars and events Report from TPAS Conference in Oct read out to members for information.
8. Group Action Plan update Members went through Action Plan and agreed actions required in December. Members to update on progress at next meeting.
ALL
9. Any Other Competent Business GH raised issue with a blocked drain at the junction outside school and noted that pedestrians were being splashed by passing cars. Agreed GH to contact appropriate Council department.
GH
10. Date of next meeting Next Meeting to be held on Thursday 12th January at 7pm in the Community Centre. Members to bring copies of papers to the meeting and reminded to prepare questions to put to Council Officer regarding Playground.
ALL
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Guide to groups for inviting housing staff to attend their meeting To deal with some of the issues that arise during committee business it is sometimes necessary to invite an individual either from the council or another organisation. This guidance note is about inviting someone from housing services to your meeting. Filling out the form
Once you have completed the form please send it to: The Tenant Participation Team, FREEPOST-NAT-19324, Bridgegate House, Irvine, KA12 8BD. It’s a good idea to send your form to us as soon as you have made a decision about inviting a member of staff. However, you will need to give us a minimum of two weeks’ notice prior to your meeting. When we receive your form we will let you know who can attend within five working days. If no one can attend your meeting we will tell you why.
Section Explanation 1 Provide the name and contact details for your group.
2 Provide information about your meeting.
3 Please list the specific questions you want to raise. This will help you identify the correct service (staff member).
Listing your questions will also allow staff to investigate your query before they come to your meeting. This will help to make sure that you get a quicker response to your questions and that your meetings are more useful to all those attending.
This does not mean, that you can’t ask other questions at the meeting. We all know that we can’t think of everything all of the time.
4 Tick the service that you wish to attend. Restrict how many boxes you tick. You will not have time to have proper discussion if lots of staff are invited to talk about lots of different things at the same meeting. If you need to invite a senior member of staff. Use the blank spaces.
If you have any questions about inviting housing staff to your meetings or about c completing the forms please contact the Tenant Participation Team on 01294 324878
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Some useful information about each service Estate management is the responsibility of your Housing Officer. They deal with neighbour complaints, close cleaning, garden maintenance, applications to change your tenancy details (for example changing your tenancy to a joint tenancy or name changes), medical applications, obtaining references about future tenants, applications to exchange (swap your home), transfer (move to another house), sub-let your home or take in a lodger and caretaking services. Housing officers have no control over repairs to your home. The repairs section of the housing service is responsible for carrying out repairs which make sure that your home is wind and watertight, and also that the fixtures and fittings that supply gas, electricity, water and drainage are maintained. See your tenant handbook for more detailed information about responsibility for repairs. In addition to providing services for homeless or potentially homeless people, the homelessness section is also responsible for specialist support units and temporary accommodation units. The Antisocial Behaviour Investigation Team is a specialised team of experienced officers who investigate and resolve problems of antisocial behaviour. These may include problems of youth disorder, drug dealing, loud music, assaults and threatening behaviour, etc. Mediation is a way of resolving disputes, which assists the people involved to find a solution that satisfies everyone with the help of impartial trained mediators. Disputes can cover a wide range of issues, including noise, pets, parking, conduct of children, boundary problems, etc. The role of the Tenant Participation Team is to promote a variety of opportunities for tenant participation enabling both individual tenants and recognised groups to be involved at a level that is right for them. Customer care is paramount to the Council and through its dedicated team provides advice and support to its tenants and is a main point of reference for tenants and residents within the authority. In relation to tenants groups the Tenant Participation Team will: • Listen to concerns and views; • Provide information and training for groups to get more involved; • Give practical guidance and support - help with producing minutes, preparing
agendas, producing posters and leaflets etc.; • Training & consultation events during the year; • Provide grant funding to recognised Tenants & Residents Groups; • Increase and develop tenant participation by marketing opportunities; • And review the Tenant Participation Action Plan every year and set priorities
with tenants, and tenants groups. Welfare Reform Advice Team North Ayrshire Council established a Welfare Reform Working Group in February 2012 to assess the impact of Welfare Reform changes on the community and on Council services. All the Council's services and resources are represented on the Working Group. An action plan was also drawn up to prepare for the changes and to communicate with employees and residents.
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Staff training took place to ensure that our employees were informed and prepared for the reforms. A new Welfare Advice Team has been established to offer assistance and support to Council tenants affected by the reforms. Council Tenants have been kept informed of changes and what they mean for them through regular articles in Tenancy Matters – the publication for North Ayrshire Council tenants delivered to every Council tenancy. If you have any more questions about Welfare Reform, please contact the Benefits Service or for North Ayrshire Council housing tenants, telephone the Welfare Reform Advice Team on 03009994606 or email [email protected].
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Request from a Tenants Group: Staff to attend a meeting Group Name: …………………………..……..… Contact Tel: ………………..………. Information about your meeting: Date: ……………………….… Time: ………..……....….. AM / PM
Venue:
…………….……………………………………………………………………...……………
Meeting Type: Committee Public Annual General
Questions you would like to raise: .…………………………………………………………………………………………………. .………………………………………………………………………………………………… .………………………………………………………………………………………………… .………………………………………………………………………………………………… Service that you wish to attend: Estate Management Allocations
Rent Arrears Capital Programme
Homelessness / Housing Support Repairs
Estate Caretaking Tenant Participation Team
Community Warden Other (please specify)
Antisocial Behaviour ……………………………………..
Signed: ……………………………………………….… Date: ………………………. Please return this form to: The Tenant Participation Team, FREEPOST RTJS-BGUH-XLCB, Housing Services, Cunninghame House, Irvine, KA12 8EE.
To be completed by Housing Services staff: Date received: ………………………….. Date Group Informed: ……………………………. Staff Member (s) to Attend: …………………………….…………………………..…………… ……………………………………………………………..………………………………..……… If unable to attend, why……………………………..…………………………………...……
………………………………………………………………………………………………......
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Section E – Register of Tenant Organisations What is registration? The Housing (Scotland) Act 2001 has introduced a number of new tenant participation duties that all social landlords must carry out. One of these duties involves setting up and maintaining a Register of Tenant Organisations. By registering with us, Tenants & Residents Groups will have a recognised role in the participation process. Groups will have the right to be consulted on a wide range of housing issues. To register, groups must be able to show that they meet the conditions set out below. Although they are called Registered Tenant Organisations (RTOs), mixed groups such as Tenants and Resident Associations can apply as long as they meet the conditions. What does the register look like? It is a public document that holds information about Registered Tenant Organisations (for example, their constitution, and a map or details of the area they represent). It also includes information on: • How to contact the group; • When the group has its committee and annual general meeting. Copies of the register are available for public viewing at each of our Area Housing Offices, at our Tenant Participation Team and also available on the Council’s web-site at www.north-ayrshire.gov.uk. How does a group apply? You can contact the Tenant Participation Team at: The Tenant Participation Team, FREEPOST-NAT-19324 Bridgegate House, Irvine, KA12 8BD. Phone: 01294 324878 Fax: 01294 324878 Email: [email protected] We will ask you to fill in a registration form and give us: • A copy of your Constitution (written set of rules); • Details of the area your association represents, or a map outlining the area; • The names and contact details of committee members (identifying who holds
which post); and • A statement setting out how you plan to involve members and how you will
represent their views. Our Tenant Participation Team can give you help and advice to meet the necessary requirements. Contact us and we will meet with you to take you through the process. Once we receive this information, we will check that your group meets the conditions set out by the Scottish Government.
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We will write to you within two weeks of receiving your application and let you know if we have accepted you for registration. If we do not accept you, we will explain why. What are the conditions? Conditions for registering tenant organisations (Adapted from Housing (Scotland) Act 2001 Guidance on Tenant Participation)
0BA. Your group must have a written constitution that is available to the public and which sets out: • Your objectives and the area you will cover; • How people can become members of your group; • The way the committee will work; • How people can become committee members or hold certain posts; • How the business of your group will be carried out; • How decisions will be reached democratically; • How you will manage funds; • Your arrangements for public meetings and an annual general meeting
(AGM); • How you can change your constitution; • Your commitment to promoting equal opportunities; and • Your commitment to promoting the housing and housing-related interests of
tenants. 1BB. Your group must have a committee that: • (After the first year) is elected at an annual general meeting; • Has at least three members; • Can elect other onto the committee during the course of the year; • Has elected people who can hold certain posts; • Holds regular committee meetings; • Holds advertised public meetings; • Can show that decisions are reached democratically; and • Promotes equal opportunities. You can show that you meet sections A and B through a constitution. We need to see that • Your group answers to the tenants and residents that you represent; • Decisions within your group are reached democratically; and • You have the appropriate structures in place to run your association. We have a model constitution, if you want to use it - please contact the TP Team (see Page 53 for contact details).
36
C Your group must operate within a defined geographical area, which includes housing North Ayrshire Council owns and manages. Membership of the group and involvement in its activities must be open to all tenants and residents within your defined area. You could give us the names of the streets that your group represents, or we can give you a map so that you can outline the area your group covers. D Your group must keep appropriate accounting records and present an audited annual financial statement at an annual general meeting We can give you training and information to help you with this. E Your group must show that: • It is committed to representing the interests of its members (tenants and
residents in your area of operation); and • It can represent the views of its members who are tenants of North
Ayrshire Council Membership of your group must be open to all tenants and residents in your defined area. Because membership is open, we need to have some idea of how you will represent your members, such as a simple statement explaining how your group will be accessible and involve its members. This might be similar to the types of things you would say in your chairperson’s report at you annual general meeting. For example: • Information about public meetings; • Information about newsletters; • That you will encourage as many members as possible to your annual
general meeting; • That you may carry out a survey to get your member’s view on a specific
topic.
There are many ways in which you can make your group available to your membership. There are also different ways in which you can get their views so that you know you are representing their interests. If you represent tenants of different landlords (for example, you may have tenants of North Ayrshire Council and a local housing association for example Irvine Housing Association represented in your membership), you can register with both landlords as long as you meet the conditions. However, when we consult you to get your views, we will want to make sure that we consult our own tenants.
How long does registration take? Registration lasts for three years. When you first register, we will need to carry out a detailed check against the conditions set out by the Scottish Government. Once we have done this, you will need to submit each year an annual update form. This process will take place at the annual general meeting of each group. We will ask you to fill in an annual update form after your annual general meeting. You will be required to re-register every three years.
2BF If your group is made up of a mix of tenants and residents, a process must be in place that will allow us to get the views of our tenants
There will be occasions when we may want to get the views of our tenants and not the views of owner-occupiers or other residents. We need to agree a way for us to be able to do this – for example a tenant subgroup or tenant survey.
37
What if a group does not register? If your group chooses not to register, we will still consult with your group. However, we would not recognise you as an RTO and you will not have the legal rights of an RTO. What happens if there are any changes to a group? If your group’s Constitution, members, or area of operation changes, you must tell us. We may ask you to register again. You should send your application to register again to the tenant participation staff no later than two weeks from the date the change takes place. We will tell you if you have been accepted onto the register within two weeks of receiving your application. Can a group be removed from the register? We can remove a group from the register if any of the following circumstances apply. • You no longer meet the registration conditions; • Your group no longer exists or does not operate; • There is mutual agreement between you and us to take you off the register. We can remove your group from the register after we have given you one month’s notice. Can a group appeal against our decision? You may appeal against our decision: • Not to register your group; • To remove your group from the register; or • Not to remove your group from the register. If you want to appeal against our decision not to register your group or to remove your group from the register, you must write to the Tenant Participation Manager, who will then in consultation with the Divisional Manager (West Division) make a decision. We will write to you within three weeks to let you know the outcome of your appeal. If you are still not happy with our decision you have the right to appeal further to: The Scottish Housing Regulator Buchanan House 58 Port Dundas Road GLASGOW G4 OHF Tel: 0141 242 5642 Email: [email protected] Web: www.scottishhousingregulator.gov.uk
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Section F – Help and Advice Can a group get help and advice? We value and support our tenants and residents groups. We recognise your independence and valuable input that can be achieved through the new tenant participation arrangements. Our Tenant Participation Team will work with all groups to achieve registration. However, if your group wants to get independent advice, you could contact the following organisations: Tenant Participation Advisory Service (TPAS) Scotland 74-78 Saltmarket Glasgow G1 5LD Telephone: 0141 552 3633 Fax: 0141 552 0073 Email: [email protected] Web: www.tpasscotland.org.uk Tenant Information Service (TIS) Clockwise, Savoy Tower 77 Renfrew Street Glasgow G2 3BZ Telephone: 0141 248 1242 Fax: 0141 221 1911 Email: [email protected] Web: www.tis.org.uk
39
Section G – Support and Assistance (Financial and In-Kind) Who can provide support and assistance? North Ayrshire Council North Ayrshire Council fund your association from the general fund or a Housing Revenue Account. A grant form is required to be completed and can be obtained by telephoning The Tenant Participation Team (see Page 53 for contact details). A copy of the groups’ Constitution and a record of your financial accounts will require to be submitted to North Ayrshire Council before any grants are issued. If you would like any information or help please contact the Tenant Participation Team (see Page 53 for contact details). Big Lottery Fund / Awards for All– Small Grants Your group need not be a charity to apply for a small grant award. There is a detailed criterion for applying and they will usually fund things like equipment and computers, training courses, start – up costs. The BIG Lottery Fund can be contacted on any of the details below: 1 Atlantic Quay 1 Robertson Street Glasgow G2 8JB Tel: 0141 242 1400 Text phone: 0141 242 1500 Fax: 0141 242 1401 General Enquiries: 0300 123 7110 Email: enquiries.scotland@ biglotteryfund.org.uk Web: www.biglotteryfund.org.uk Or alternatively you can contact: Awards for All 4P
thP Floor
1 Atlantic Quay 1 Robertson Street Glasgow G2 8JB Awards for All Enquiry Line: 0300 123 7110 Tel: 0141 242 1400 Fax: 0141 242 1401 Text Phone: 0141 242 1500 Email: [email protected] Web: www.awardsforall.org.uk/scotland
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NAC - Grants for community groups and voluntary organizations Bernadette Anderson Performance/Grants Information Officer Community Development Team Participation and Empowerment North Ayrshire Council Focus Community Learning Centre Primrose Place SALTCOATS KA21 6LH Tel: (01294) 604612 email: [email protected] www.north-ayrshire.gov.uk/your-community/community-funding.aspx NAC – North Ayrshire 4 Funding www.north-ayrshire.gov.uk/your-community/community-funding.aspx North Ayrshire Community Planning Partnership Morna Rae Community Planning Team Leader North Ayrshire Council Cunninghame House Irvine KA12 8EE Tel 01294 324177 Fax 01294 324144 Email [email protected] - [email protected] Click on the link for the web page for the latest information http://www.northayrshire.community/
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In – kind services Some Councils and Housing Associations may be able to provide practical assistance such as help with administration, photocopying and use of premises. Dedicated staff North Ayrshire has a dedicated Tenant Participation Team. Their contacts details are: Tracey Wilson Tenant Participation Manager 01294 324878 Tracy Hogg Tenant Participation Officer 01294 324878 Steven Lyon Tenant Participation Officer 01294 324878 Section H – Useful Contacts Glasgow Council for the Voluntary Sector 11 Queen’s Crescent Glasgow G4 9AS Tel: 0141 332 2444 Fax: 0141 332 0175 Email: [email protected] Web: www.gcvs.org.uk HM Revenue & Customs You can write to HMRC by using the postal address on the most recent correspondence you have received from them. If you don’t have any recent correspondence, write to: HM Revenue & Customs Pay As You Earn BX9 1AS Tel: 0300 200 3300 Web: www.hmrc.gov.uk
If you're deaf, hearing-impaired or have a speech impairment
Dial 18001 in front of a HM Revenue and Customs (HMRC) contact number to use the Next Generation Text Service. Shelter Scotland Scotiabank House 6 South Charlotte Street Edinburgh EH2 4AW Helpline: 0808 800 4444 Email: [email protected] Web: www.scotland.shelter.org.uk – Home page Web: www.scotland.shelter.org.uk/getadvice – Housing advice for everyone Web: www.scotland.shelter.org.uk/legal – Scotland’s online housing law resource
42
NSPCC Scotland Templeton Street 62 Templeton Street Glasgow G40 1DA Tel: 0141 420 3816 Web: www.nspcc.org.uk/scotland National Society for the Prevention and Cruelty to Children (NSPCC) Childline, Tel No: 0800 1111 For 1-2-1 online chats with volunteer Counsellors, send emails and write on message boards: www.childline.org.uk NSPCC Helpline for advice and support to adults: Helpline Tel No: 0808 800 5000 Text: 88858 Email: [email protected] www.nspcc.org.uk Children First 83 Whitehouse Loan Edinburgh EH9 1AT Tel: 0131 446 2300 Fax: 0131 446 2339 Web: www.children1st.org.uk Scottish Public Services Ombudsman FREEPOST EH641 4 Melville Street Edinburgh EH3 7NS Telephone: 0131 225 5300 Fax: 0800 377 7330 Text: 07900 494 372 Web: www.spso.org.uk Freepost SPSO (this is all you need to write on the envelope, and you don't need to use a stamp)
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Section I – North Ayrshire Council Housing Office Information
Area Housing Office Address Telephone No. Fax No.
Dalry / Beith Housing Office
2 Townend Street DALRY KA24 4AA
01294 835355 01294 835437
Irvine Housing Office
2P
ndP Floor
Bridgegate House 101-105 Bridgegate IRVINE KA12 8BD
01294 310150 01294 324874
Kilbirnie Housing Office
34/36 Main Street KILBIRNIE KA25 7BY
01505 685177 01505 682638
Kilwinning Housing Office
32-34 Howgate KILWINNING KA13 6EJ
01294 552261 01294 557787
Largs Housing Office
Brooksby Medical Centre 31 Brisbane Road, LARGS KA30 8LH
01475 687590 01475 687600
Three Town Housing Office
Townhall, Saltcoats, KA21 5HW
01294 310005
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Section J – Locally Based Registered Social Landlords Cunninghame Housing Association Quayside Offices Marina Quay, Dock Road Ardrossan KA22 8DA Tel: 01294 468360 Fax: 01294 604144 Email: [email protected] Web: www.cunninghame-housing.org Irvine Housing Association 44 – 46 Bank Street Irvine KA12 0LP Tel: 0345 112 6600 Fax: 01294 272383 Email: [email protected] Web: www.irvineha.co.uk ANCHO Ltd Sovereign House Academy Road Irvine KA12 8RL Tel: 01294 313121 Fax: 01294 313122 Email: [email protected] Web: www.ancho.co.uk Repairs – 03030 300 999 West of Scotland Housing Association 17 Portland Road Kilmarnock KA1 2BT Tel: 0844 892 0321 Fax: 01563 573292 Email: [email protected] Web: www.westscot.co.uk
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Section K – General Enquiry Information Benefits Services (for Council Tax and Housing Benefit enquiries) Tel: 01294 310000 – Email [email protected] Cleansing (Special uplifts, domestic and recycling waste and other associated enquiries) Tel: 01294 310000 Council House Repairs (Including emergencies (24 hours)) Free phone: 01294 310000 Council Tax (Make a payment, change address details, or general enquiries) Tel: 01294 310000 Education (Free school meals, Young Scot and clothing grant applications) Tel: 01294 310000 Hall Lets (Booking office) Tel: 0845 230 1325 – Email [email protected] Homelessness – Normal Office hours 01294 314600 – Email [email protected] Homeless - Out-of-Hours Free phone:0800 0196 500 Welfare Reform Advice Team Tel: 0300 999 4606 – Email [email protected] Tenancy Support Tel: 01294 314600 – Email [email protected] Making a payment (24-hour automated services) Tel: 0845 603 0593 Report-it Online! www.north-ayrshire.gov.uk/contact-us/report-it/report-it.aspx Report litter or illegal dumping (24 hours) 01294 310000 Roads and Lighting Repairs (24 hours) Tel: 01294 310000 Non Trunk Roads and Lighting Faults (24 hours) 01294 310000
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Section L – Councillor Information
Ward Political Party
Name Tel. Number Email Address
Ward 1 - Irvine West
Lab Ian Clarkson, JP
01294 324123 or 01294 275207
Ward 1 - Irvine West
SCUP Scott Gallacher
07976 441867
Ward 1 - Irvine West
SNP Shaun Macaulay
07976 654894
Ward 1 – Irvine West
Lab Louise McPhater
07818 575107
Ward 2 - Irvine East
Lab John Easdale
01294 324172 or 07775 691126
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Ward 2 - Irvine East
SNP Marie Burns
01294 324112 or 07920 595940
Ward 2 – Irvine East
SCUP Angela Stephen
07976 654719
Ward 3 - Kilwinning
Lab Joe Cullinane
01294 324145 or 07771 607644
Ward 3 – Kilwinning
SNP Scott Davidson 07976 654795
Ward 3 – Kilwinning
SCUP John Glover
07976 657322
48
Ward 3 – Kilwinning
Lab Donald Reid
07511617599 [email protected]
Ward 4 - Stevenston
SNP Davina McTiernan
07976 657537
Ward 4 – Stevenston
Lab Jimmy Miller
07905000790
Ward 4 – Stevenson
Lab John Sweeney
07976 657266
Ward 5 – Ardrossan & Arran
SCUP Timothy Billings
07976 657618
49
Ward 5 – Ardrossan & Arran
SNP Anthony Gurney
07814 790083
Ward 5 – Ardrossan & Arran
SNP Ellen McMaster
07976 654717
Ward 6 – Dalry & West Kilbride
Indep Robert Barr
07920 586511 [email protected]
Ward 6 – Dalry & West Kilbride
SNP Joy Brahim
07976 654873
Ward 6 – Dalry & West Kilbride
SCUP Todd Ferguson
07976 657296
50
Ward 7 - Kilbirnie & Beith
Lab John Bell
01294 324172 or 01505 684101
Ward 7 - Kilbirnie & Beith
SNP Anthea Dickson
07833 402088 [email protected]
Ward 7 – Kilbirnie & Beith
Ind Donald L Reid
07976 654833
Ward 8 - North Coast & Cumbraes
Lab Alex Gallagher
07920 586 555 [email protected]
Ward 8 - North Coast & Cumbraes
SNP Alan Hill
01475 568615 [email protected]
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Ward 8 - North Coast & Cumbraes
SCUP Tom Marshall
07971 198628 [email protected]
Ward 8 – North Coast & Cumbraes
Ind Ian Murdoch
07976 657324
Ward 9 – Saltcoats
SNP Jean McClung
07976 657608
Ward 9 - Saltcoats
Ind Ronnie McNicol
07920 596 492 [email protected]
Ward 9 - Saltcoats
Lab Jim Montgomerie
07961 615988
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Ward 10 – Irvine South
Lab Robert Foster
07976 657587
Ward 10 – Irvine South
SCUP Margaret George
07976 654813
Ward 10 – Irvine South
SNP Christina Larsen
07976 657380
Alternatively, please contact Member Services at North Ayrshire Council on the following telephone numbers: 01294 324112 01294 324172 SNP – Scottish National Party Lab – Labour Party Lib – Scottish Liberal Democrat Party Ind – Independent Party SCUP - Scottish Conservative & Unionist Party Section M – Equal Opportunities in Community Engagement A key principle of community engagement is the need to remove barriers to participation. There are a number of measures that can be built in to approaches to community engagement to make them more accessible. These include accessible information and language, accessible venues, outreach activity and practical support such as childcare or travelling expenses. If you want more information on this please contact the Tenant Participation Team on: Tel: 01294 324878 Email: [email protected]
53
Or alternatively write to: The Tenant Participation Team, FREEPOST-NAT-19324, Housing Services, Bridgegate House, Irvine, KA12 8BD. The manual is set out in an easy to read format and is available in large print, other languages and Braille on request. If you require any further information on any of the sections in the manual, please do not hesitate to contact the Tenant Participation Team, See above for details.
