Vico Homes and Communities Together Agreement

Purpose

We will provide advice, support, resources and opportunities for participation, consultation and community development.  We will encourage the development of community groups and tenants’ and residents’ associations (TARAs) by promoting fair and democratic practices for all participants and enable groups to be as inclusive and representative as possible.

This document sets out each party’s rights and responsibilities.

What is a community group or TARA?

We define a community group or a TARA as a group of people who come together to help improve their chosen area.  They may campaign for better services, improvements to their environment and customers’ homes or organise activities that bring people closer together.

They may have a specific area or location which they represent and work to improve. We will work closely with community groups and TARAs to deliver our services and monitor how well we are doing.  For the purpose of this document the term group will be used to describe all types of groups.

How the system of recognition works

Recognition is the system we use to acknowledge the role of a group in a particular area and will work with them to make positive changes in their community.  

We may only be able to recognise one group representing the shared interests of its membership and acts collectively on their behalf through our Communities Together Annual Grant and Neighbourhood Grant. For the purposes of this Agreement these groups are referred to as the primary group.

We are keen to support other community groups that can demonstrate significant benefit to our communities. If they have different aims but operate in the same area as the primary group, we may be able to support them through our Neighbourhood Grant. For the purposes of this Agreement these groups are referred to as the secondary group.  

For transparency purposes our Resident Involvement Monitoring Group (RIMG) will consider all applications.

By completing the Agreement application form, the group is agreeing to abide by the conditions set out below.  We will make sure that the group has access to the benefits listed.

The Tenant Involvement Officer (TIO) will provide support and guidance to make sure the group successfully fulfils the agreed criteria and accesses the benefits available.

We reserve the right to withdraw, suspend or decline from entering into the Agreement with a group.  In such circumstances, we will clearly explain the reasons in writing to a nominated individual of the group within 10 working days of the decision. Examples would include but are not limited to:

• the group’s arrangements for dealing with safeguarding of children or vulnerable adults, in terms of group activities linked to the individuals, are considered to be unsatisfactory;
• activities carried out by the group that are considered to be in breach of its constitution; and
• activities, acts or omissions by the group that could cause us reputational harm.

Agreement

Community groups

A community group has agreed to represent and be accountable to residents in a certain location, be constituted and have an elected committee, which will include a chair, vice chair, secretary and treasurer.

Your group will:

• Have a written constitution, which should contain an Equal Opportunities and Safeguarding Policy. 
• Have a democratically elected committee consisting of, where possible, a chair, a vice chair, secretary, treasurer and committee members:
• The chair is responsible for making sure that the group runs well, promotes the interests of local residents, has effective meetings and acts as the spokesperson for the group.
• The vice chair is responsible for making sure that the group runs well, promotes the interests of local residents, has effective meetings and acts as the spokesperson for the group in the absence of the chair.
• The secretary is responsible for making sure that the committee runs smoothly and has the information it needs to run the group.  They also plan and support the meeting, keep records and deal with correspondence.
• The treasurer is responsible for the finances of the group and keeps the committee up to date with the financial position.  This includes dealing with banking, recording and checking financial transactions, budgeting and planning for the groups’ activities.
• Committee members attend meetings regularly and contribute effectively to discussions.
• Have a committee that is responsible for making sure that membership is clearly open to all members of their community in the defined area and that no individual member is unfairly excluded.  This can be achieved by widely advertising open meetings through the distribution of flyers, posters and use of social media.
• Have a clearly defined geographical area of cover and provide a list of streets the group represent.  This will be checked to verify the number of properties we own and are covered by the group. 
• Have open financial accounts that are independently checked at least every 12 months.
• Demonstrate that all members have the opportunity to attend open meetings of the group.
• Keep all residents informed so that they have an opportunity to get involved with the group.
• Listen and act on what group members have to say.
• Keep accurate records of income and expenditure.
• Individual checks must be carried out in accordance with the groups safeguarding policy or statement with the Disclosure and Barring Services (DBS). 
• Actively represent the views of its members.
• Demonstrate a shared interest in a small geographical area, such as the streets surrounding a community facility or open space, an apartment building, or part or whole of a WDH estate.
• Ensure the group’s activities will be open to or have a direct benefit to our residents living in the area it operates in. 
• Demonstrate that it will encourage or enable residents living in the area it covers to participate in our resident involvement activity. 

If your group meets all the criteria, please complete the application form.