Tenant and Resident Groups

Wrexham Housing Services Department and The Wrexham Tenants Federation is committed to maximising opportunities for its tenants to participate in the decision making of the department and is working with tenants to develop a range of opportunities for participation, including the creation of Tenant and Resident Associations. We will actively support tenants who wish to set up Tenant and Resident Associations and will work with them to meet the criteria in order to become Registered Tenant Associations.

Criteria for Registration of Tenant Organisations

Constitution

An application must have a written constitution available for inspection by the public that sets out:

  • its objectives and area of operation;
  • its membership criteria and procedure for application for membership;
  • its procedure for election of its committee and office bearers;
  • how its business is conducted, including delegation of powers;
  • how its decisions are reached;
  • how its funds are managed;
  • its procedures for meetings of members, including the annual general meeting;
  • its procedure for amending its constitution; and
  • its commitment to the promotion of equal opportunities and tenants' housing and related interests in relation to the Co-operative.

Committee

An application must have a committee, the members of which are elected at an annual general meeting of the applicant. Members of the committee must be required to stand down after a period specified in the applicant's constitution.

The committee must consist of at least three members. In order to qualify for grant funding at least 50% of the officers and 50% of the committee must be council tenants.

The committee procedures set out in the constitution of the applicant must require that the decisions of the committee are reached democratically.

Area of Operation

Tenant and Resident Associations must operate within a defined geographical area in which the Wrexham County Borough Council owns and manages properties. A map of the area should accompany a constitution.

Membership

Membership of the association shall be open to all legitimate tenants & residents living in the defined area.

Membership is automatic; however, any person not wishing to be a member may request that their name be removed from the register held by the secretary.

Membership shall be open, with equal opportunities for men and women regardless of race, religion, gender, age, sexuality, disability, race or marital status.

Accounting

An Association must maintain proper and timely accounting records. Its constitution must require that an annual financial statement is prepared showing income and expenditure and a statement of assets and liabilities.

The statement should be audited independently and be presented at the annual general meeting.

Consultation and Representation

An Association must be able to demonstrate its commitment to representing the interests of its members. It is recognised that an Association may comprise of a mix of tenants and other residents within its defined area of operation. In this event it must be able to show that, when consulted by the Housing Services Department it has a mechanism in place to obtain the views of those of its members who are tenants of Wrexham County Borough Council.

Submission of Application Material for Registration

An Association must submit the following application material for registration to Wrexham Housing Services Department:

  • the written constitution;
  • names and contact addresses of committee members (identifying office bearers and any co-optees);
  • a map or list of streets and description of the area of operation; and
  • a copy of the minutes of your first public meeting

Procedure for Registration of Tenant Organisations

Wrexham Housing Services Department will support tenants who wish to set up Tenant and Resident Associations in their areas. We will encourage Associations to become Registered Tenant Associations as this will ensure that they have a formal role in the Tenant Participation process. The departments Tenant Participation Strategy will set out how Registered Tenant Associations will be consulted and involved in the development of the departments policies, strategies and delivery of services.

A Starter Pack will be made available to any tenants who are interested in setting up a Tenants Association. This will include information on:

  • How to get started
  • How to organise public meetings
  • Committees and Office Bearers
  • How to run successful meetings
  • Constitutions
  • Equal Opportunities
  • Criteria for the registration of Tenant Associations
  • Support which the Housing Services Department can offer Tenant and Resident Associations
  • Training for Tenant and Resident Association committees
  • Where to get more help and support

Housing Services staff and/or the Wrexham Tenants Federation will work with tenants who are interested in setting up a Tenant and Resident Association to find other people in the area who are interested in being involved and will offer assistance in organising a public meeting. Attendance at later meetings will be subject to invitation by the Association.

If a Tenant Association wishes to become a Registered Tenant Association the Policy Officer Communications will work with the Association to ensure they meet the required criteria and will assist them in preparing the material they will need to submit with their application. For more information on the criteria for registration.

If the Association has met the required criteria it will be formally entered into the Register of Tenant Associations.

If the application has not been successful the Association will be notified in writing detailing the reasons why.

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