In partnership with the Specialist Housing Officer, Tenant Representatives will actively seek to:
- Represent and promote the various needs of sheltered housing tenants, working in conjunction with the Specialist Housing Officer to:
- Represent all tenants of their scheme. Tenant Representatives can only represent the scheme where they live.
- Work co-operatively and constructively with other tenants, the Chair of the Sheltered Housing Forum, and officers from the Housing Department.
- Consult with scheme tenants on various improvements to schemes, and policy and guidance updates.
- Work to deliver improvements for the benefit of their scheme, developing Neighbourhood Improvement Project (NIP) and Place Environmental Rejuvenation Programme (PERP) funding bids.
- Attend estate inspections and follow up on:
housing management matters,
communal repairs,
caretaking matters,
grounds maintenance matters. - Have a willingness/commitment to set aside the time necessary to attend meetings.
- Have a commitment to abide by the agreed Code of Conduct.
- Follow General Data Protection Regulation (GDPR) guidelines and always seek to gain the 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.
- 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. For more information on sheltered housing management policies, please visit: Sheltered housing.
Important to know
Equality, diversity and inclusion
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.
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, gender reassignment, HIV status, marital status, religious or political beliefs, responsibilities for children or dependants, sex, sexuality, trade union activities and unrelated criminal convictions.
Tenant 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 Tenant Representative, tenants agree to abide by the Code of Conduct which undertakes to deal firmly and promptly with any cases of discrimination, harassment or prejudice.
We offer equality and diversity training to all involved residents. Please contact 0208 753 6652, or email Getinvolved@lbhf.gov.uk
Health and safety
Tenant Representatives must be mindful not to undertake any activities which could constitute either a risk to themselves or other residents of the scheme. This can cover a wide range of areas but could include going into another tenants home when carrying out the role of Tenant Representative, or attempting to undertake repairs.
Sheltered Housing Forum
The borough-wide Sheltered Housing Forum meets every two months. Tenant 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 Tenant 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 on board the tenants' views and represent those views to the Sheltered Housing Management Team.
Find out more about the Sheltered Housing Forum
Representing the views of tenants of the scheme
Tenant Representatives will 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 Tenant 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
Tenant 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 notice boards. Your Specialist Housing Officer will be able to assist with any necessary printing.
Nominations and voting
Becoming a Tenant Representative
Each Sheltered Housing scheme should have the opportunity to elect a Tenant Representative to represent their scheme at the bi-monthly Sheltered Housing Forum. Larger schemes with more than forty units are permitted to elect two representatives.
Frequency
The following nomination and election process will need to be used on an annual basis and will also be applicable where a Tenant 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.
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 Tenant 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.
Each nomination should be seconded by another scheme resident. This can be done either verbally or in writing by confirming their support to the Specialist Housing Officer.
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 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. A candidate must receive over 50% of the returned votes to be voted in (i.e. if 10 votes are returned, at least 6 must support the sole nominee and not be cast as abstained.
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. Tenants will have 14 days to return their ballot paper.
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 results meeting
Election meetings are held on an agreed and published annual timetable.
The existing Tenant 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 Tenant Representative each tenant has one vote. In the case of a scheme where two Tenant 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.
Confirmation of Tenant Representative – Residents to return the confirmation form to the Resident Involvement Team within 14 days of the election date.
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 Tenant 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 Tenant Representative.
Concerns should be reported to the Resident Involvement Team on 0208 753 6652 or by email to Getinvolved@lbhf.gov.uk. 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 Tenant Representative/s
Elected Tenants Representatives are asked to complete the Confirmation of Tenant Representatives form. The Specialist Housing Officer will advertise the appointment of the elected Tenant Representative/s on the scheme notice board following the election meeting.