ROLE OF A SHELTERED HOUSING TENANTS REPRESENTATIVE

Introduction

Each Sheltered Housing scheme should have the opportunity to elect a Tenants’ Representative to represent their scheme at the bi-monthly Sheltered Housing Forum. Larger schemes with more than fortyunits are permitted two representatives.

Role of the Tenants’ Representative (in partnership with the Specialist Housing Officer)

Tenants’ Representativewill actively seek to represent and promote the various needs of sheltered housing tenants, working in conjunction with the Specialist Housing Officer to:

  • Develop Minor Estate Improvement bids, in conjunction with Specialist Housing Officers
  • Consult withscheme tenants and the council on various improvement schemes, and policy and guidance updates.
  • Follow up on housing management matters
  • Follow up communal repairs
  • Follow up on caretaking matters
  • Follow up on grounds maintenance matters

Tenants’ Representativeswill:

  • represent all tenants of their scheme. Tenants’ Representatives can only represent the scheme that they live in and where their tenancy is assigned to.
  • work co-operatively and constructively with other tenants, the Chair of the Sheltered Housing Forum, and officers from the Housing Department
  • work to deliver improvements for the benefit of their scheme
  • attend Estate Inspections and residents of the scheme are invited to join them
  • have a willingness/commitment to set aside the time necessary to attend meetings
  • have a commitment to abide by the agreed Code of Conduct
  • act in a non-party political and non-sectarian way.
  • always seek to gain tenant’s permission when acting on their behalf as an advocate. This permission can either be in writing or by verbal consent to the Specialist Housing Officer.
  • work with the Specialist Housing Officer to hold at least two meetings per year with scheme tenants. Where major works are being undertaken or where specific issues have been identified there may be a requirement to consult more regularly with scheme tenants and hold more than two meetings per year.
  • hold all meetings in connection with their role as Tenants’ Representative in the communal area of the scheme.

Equality & Diversity

The council believes in a fair society that gives everyone an equal chance to learn, work and live free from discrimination, harassment and prejudice; that the diversity of our community is an asset to our borough; in fighting against discrimination. Tenants’ Representatives will be committed to promoting equality of opportunity to all persons in every respect of activities carried out while undertaking the role.

The council is committed to equal opportunities policies and action to ensure that its employees and the people it serves are not discriminated against on the basis of their age, class, disability, employment status, ethnic or national origins, race or colour, HIV status, marital status, religious or political beliefs, responsibilities for children or dependants, sex, sexuality, trade union activities and unrelated criminal convictions.

Tenants’ Representatives will recognise the existence and importance of the different ages, races, genders, abilities and lifestyles within our communities and will strive to ensure that no group or individual will be disadvantaged as a consequence of its activities.

In taking on the role of Tenants’ Representatives, tenants agree to abide by the Code of Conduct which undertakes to deal firmly and promptly with any cases of discrimination, harassment or prejudice.

Tenants’ Representativesshall not discriminate on the grounds of:

  • Age
  • Disability
  • Gender Reassignment
  • Marriage and Civil Partnership
  • Pregnancy and Maternity
  • Race
  • Religion or Belief
  • Sex
  • Sexual Orientation

(Equality Act 2010 – Protected Key Characteristics)

We offer equality and diversity training to all involved residents. Please contact 0208 753 6652, or email

Conflict of Interest

In relation to clauses 4.1 and 5.1 of the code of conduct, any financial arrangements between the Tenants’ Representative and residents of the scheme should be declared to the Specialist Housing Officer.

Health & Safety

Tenants’ Representatives must be mindful not to undertake any activities which could constitute either a risk to themselves or other residents of the scheme.

Representation at the Sheltered Housing Forum

The borough-wide Sheltered Housing Forum meets every two months.Tenants’ Representatives from each scheme are invited to attend this forum and contribute to the overall improvement of service provision in sheltered housing schemes. Where there are two Tenants’ Representatives at a scheme, they may wish to alternate their attendance at Sheltered Housing Forum meetings

These meetings are to:

  • Discuss changes to the service in terms of policy or guidance changes and ways of working.
  • Update tenants on the work of the Housing Department
  • To take onboard the tenants’ views, and represent those views to the sheltered housing management team.

Representing the Views of Tenants of the Scheme

Tenants’ Representativeswill consult with tenants at their scheme on proposed changes to their service. They should arrange to meet tenants at their schemes prior to Sheltered Housing Forum meetings to feedback necessary information and consult on tenants’ views. The Tenants’ Representative should then communicate these in the appropriate way:

Individual tenant issues such as repairs or housing management concerns and communal issues such as caretaking, ground maintenance, or repairs should be raised at the surgery session with the relevant officers before the Sheltered Housing Forum meeting takes place.

Keeping Tenants Informed

Tenants’ Representatives should update tenants at their scheme following attendance at the Sheltered Housing Forum either by way of a follow up meeting or a short written update that could be displayed in the communal area. Your Specialist Housing Officer will be able to assist with any necessary printing.

Nomination & Election of Tenants’ Representatives

Frequency

The following nomination and election process will need to be used on an annual basis and also be applicable where a Tenants’ Representative resigns or is asked to step down during their elected year.

Nomination of scheme representatives can be made by the tenant themselves or by, another tenant at the sheltered housing scheme where the election is due to take place. We would like to encourage as many nominations as possible per scheme.

Where there is an elected Tenants & Residents Association (TRA) at a sheltered scheme, the annually elected Chair of the TRA will take on the role of Tenant’s Representative. Should the Chair wish to delegate this responsibility to another committee member who lives at the scheme the usual nomination and election process should take place for a Tenants’ Representative.

In both cases, the Specialist Housing Officer should record a copy of the minutes from either the open meeting, or the confirmation of the number of votes for each nominee from the vote counting session.

Nominations

A newsletter will go out at least 21 days before the date of the Tenant Representative Election meeting explaining that there is an upcoming election and asking for nominations for the post of Tenant Representative for the scheme. 7 days will be given for nominations to be put forward to the Specialist Housing Officer.

The existing Tenants’Representative is permitted to be put themselves forward or be nominated by another tenant at their scheme for re-election again at the end of each annual term.

Only One Nomination Received

Where there is only one candidate, tenants of the scheme will be informed that only one nominee has been put forward and another 7 days will be given to see if additional nominees come forward. If other nominees come forward, then the election by ballot takes place. If no further names wish to be considered, then a ballot paper will be issued to all giving the sole nominee. Tenants will have a choice of either voting for that representative or not.

Voting

Once nominations have been received the Specialist Housing Officer will confirm with those that have been nominated whether they wish to be put forward for election. The names of the nominees that want to be considered for election will be listed on a second newsletter and on a ballot paper. The newsletter and ballot papers will be delivered to every tenant at the scheme inviting them to the Tenant Representative Election Meeting 14 days ahead of the date of the meeting.

The ballot paper, once completed, will be sealed in an envelope by the tenant and then placed inside another envelope again by the tenant, which indicates the flat number. The vote will be confidential and no-one will be able to know how a resident has voted because the two envelopes are opened on separate occasions. The envelope is then returned to the scheme office so that the Specialist Housing Officer can monitor who has returned their ballot paper. Once the outer envelope with the flat number has been noted it will be opened and discarded and the smaller sealed envelope containing the ballot paper will remain sealed and kept safely until the Election Results Meeting.

Election Meeting

Election meetings are held on an agreed and published annual timetable.

The existing Tenants’ Representative must stand down at the election meeting before the end of their annual term.

The sealed ballot papers will be opened at the Election Results Meeting. A simple majority shall decide the result of the election. The nominee with the highest votes is elected. In schemes where there is one Tenants’ Representative each tenant has one vote. In the case of a scheme where two Tenants Representatives can be elected each tenant has two votes and the nominees with the highest two votes are elected.

Summary Timetable

Newsletter and publicity for Tenant Representative election / At least 21 days prior to Election Meeting
Request for nominations for role of Tenant Representative / Open for 7 days from date of newsletter
Follow up newsletter to confirm Tenant Representative nominations list. Ballot paper also included / Sent as soon as 7-day nomination period has closed. Tenants at the scheme have 14 days to complete and return ballot paper
Election Meeting / Held as soon as possible after the 14-day voting period has closed.

Split Vote for More Than One Nominee

Should there be a split vote for two or more nominees the Specialist Housing Officer will ask the nominees that this relates to if they still wish to stand. The nominees can either be asked at the election meeting (if all present), or after the meeting has taken place. If a nominee withdraws, then the remaining nominee is duly elected at the meeting or following the meeting. If the nominees with equal votes still wish to stand the Specialist Housing Officer will write to all tenants of the scheme and advise them of the result and the need for a further ballot, again following the above process, with an election meeting within a further 21 days after the initial election meeting date. In these circumstances, the existing Tenants’ Representative will be asked if they wish to remain in post until the further election is held.

Spoilt Ballot Papers

A ballot paper will be deemed to be spoilt for any of the following reasons:

  • A resident name is added to the list in addition to the agreed nominations (where a clear mark for the agreed nominations is not present)
  • A derogatory comment is written on the ballot paper (regardless of whether there is a clear mark for an agreed nomination)
  • Where no mark has been made on the ballot paper

Multiple marks for a candidate will only be counted as one vote.

Feedback on the Election Process

Sheltered Housing tenants have a period of ten calendar days following the election meeting to raise any concerns about the election process to appoint the Tenants’ Representative. Concerns should be reported to the Resident Involvement Team on 0208 753 6652 or by email to . The Resident Involvement Team will undertake a review of the election process for the scheme and provide a written response within 10 calendar days of being notified of any concerns.

Confirmation of Tenants Representative

Elected Tenants Representatives are asked to complete the Confirmation of Tenants Representatives form (appendix 1)

The Specialist Housing Officer will advertise the appointment of the elected Tenant Representative/s on the scheme notice board following the Election Meeting.

About this document

This document should be made available to each tenant. Appendices are for Specialist Housing Officer’s use and should be deleted prior to circulation.

[insert scheme name]

[insert month]

Tenant Representative Nominations

Newsletter

Dear Tenant,

I am writing to inform you that the annual Tenants Representative Election is due to take place soon for [insert scheme name]. This year votes will be cast by a sealed ballot only.

Between now and [insert deadline date] anyone who would like to nominate themselves or nominate someone else from [insert scheme name] for Tenant Representative may do so by giving names to [insert Specialist Housing Officer name]

Once it has been confirmed with the tenants who have been nominated that they would like to stand for election, a further newsletter will confirm to all tenants a list of those people that wish to stand and will enclose a ballot form with envelopes for voting. Flats that have 2 tenants will receive 2 forms.

The forms will then have to be filled out and returned to the scheme office in the sealed envelopes and will then be opened at the Election Meeting which will be on: -

[insert date]

At the meeting all returned sealed envelopes will be opened and ballots counted and it will be announced who has been elected as your Tenant Representative/s.

Need any help?

Please contact [insert Specialist Housing Officer name and contact number] if you need any help.

[insert scheme name]

[insert month]

Tenant Representative Election Newsletter

Dear Tenant,

I am writing to inform you that the annual Tenants Representative Election is due to take place soon for [insert scheme name]. Nominations have now been received and I would like to confirm that the following tenants have been included on the ballot paper:

  • [insert tenant names]

Please can you complete the ballot paper, casting your vote for your preferred candidate/s, adding to the ballot envelopes and then returning to your Specialist Housing Officer.

You have until [insert day, date and time] to complete and return your ballot paper.

The sealed ballot envelopes will be opened at the Election Meeting on [insert date, time, location] and the elected Tenant Representative/s will be announced.

Thank you for your vote and we look forward to seeing you at Elections Meeting.

Need any help?

Please contact [insert Specialist Housing Officer name and contact number] if you need any help with completing your vote, or attending the Elections Meeting.


[INSERT SCHEME NAME] TENANT ELECTION [INSERT YEAR]

VOTE BY BALLOT

This is a confidential vote for all tenants to take part in the ballot to elect a Tenant Representative for [insert scheme name]

Results will be made public at the Election Results Meeting on [insert date, time, and location], where the envelopes will be opened. How individuals voted will remain private and not be made public.

Please see the list of nominations below

Every tenant has [insert 1 or 2 votes, dependent on scheme size] as we have [insert number of TRs – 1 or 2) Tenant Representative/s placements at [insert scheme name]

Please place an x next to the [insert either 1 person or 2 people dependent on scheme size] you would like to vote for.You can also register your intention to abstain, if you wish

Name / Address / Vote
Scheme name
Scheme name
Abstain / Scheme name

This form must be delivered back to the scheme office by [insert deadline day, date and time], in the sealed envelope provided or it will not be counted at the Election Meeting.

If there are any problems with this, please contact [insert Specialist Housing Officer name and contact number] for assistance with collection.

** Voting instructions**

  1. Mark your vote/s.
  2. Fold your ballet paper and place it into the smaller envelope
  3. Place the smaller into the larger envelope
  4. Hand that into the office, or simply phone the office to arrange it to be picked up.

Outer Ballot paper envelopes are numbered according to your address, so that your Specialist Housing Officer can mark off when a vote has been cast and to avoid multiple voting. The vote will be confidential and no-one will be able to know how a resident has voted because the two envelopes are opened on separate occasions.

Spoilt Ballot Papers

A ballot paper will be deemed to be spoilt for any of the following reasons:

  • A resident name is added to the list in addition to the agreed nominations (where a clear mark for the agreed nominations is not present)
  • A derogatory comment is written on the ballot paper (regardless of whether there is a clear mark for an agreed nomination)
  • Where no mark has been made on the ballot paper

Multiple marks for any candidate will only be counted as one vote.


Confirmation of Tenants’ Representative Form

Scheme Name: ______

Name (please print)
Home address
Contact Telephone
Email address

Elected on (insert date): ______

Witnessed by (insert officer name): ______

Are you a member of a Tenants & Residents Association (TRA)?