MEMBERSHIP POLICY
Section
Resources
Date Policy Approved by Committee Review Period
Every 3 years
Review Due Version
4.4
CONTENTS MEMBERSHIP POLICY.....................................................................................1 Policy Change History ...................................................................................1 Interpretations & Abbreviations .......................................................................2 MEMBERSHIP ..............................................................................................3 Aims and Objectives.....................................................................................3 Promotion of Membership ..............................................................................3 Membership ...............................................................................................3 Application for Membership ............................................................................4 Application Processing ..................................................................................4 Application Rejection and Appeal .....................................................................5 Membership Criteria .....................................................................................5 Members’ Responsibilities ..............................................................................6 Benefits of Membership .................................................................................6 Ending your Membership ................................................................................7 Performance Monitoring ................................................................................8 Consultation ..............................................................................................8 Review.....................................................................................................8 APPENDIX 1 - Membership Leaflet .....................................................................9 APPENDIX 2 – Application for Membership ......................................................... 12
POLICY CHANGE HISTORY The following interpretation and abbreviations are used in this policy: Version
Change Applied
Date
1
By
INTERPRETATIONS & ABBREVIATIONS Word
Interpretation
HHP or Partnership
Hebridean Housing Partnership
Board
Means the Board of the Hebridean Housing Partnership
Board Members
All Members of the Board including co-opted Members
All references to the masculine gender in this policy shall read as equally applicable to the feminine gender
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MEMBERSHIP POLICY AIMS AND OBJECTIVES 1.1
The objective of this policy is to promote the good governance of the Partnership and to ensure the proper accountability of its Board by having a membership of the Partnership which represents our community as fully as possible, subject to the criteria listed below.
1.2
The policy aims to be open, fair and accountable, and to empower members to participate in and contribute to the wider aspects of Partnership activities.
1.3
The Partnership Rules deal with Membership in considerable detail. This policy aims to be consistent with the Rules and to clarify aspects not dealt with in detail in the Rules, but not to duplicate matters dealt with clearly in the Rules unless essential for the sense of the policy.
PROMOTION OF MEMBERSHIP 2.1
The Partnership will promote membership throughout its community and will particularly seek to attract members from its tenants.
2.2
The Partnership will widely publicise and encourage membership by the following methods:
2.3
a)
Explain and encourage membership in the tenants’ handbook;
b)
Articles on membership in tenants’ newsletters;
c)
Distribute membership application forms when tenants are signing tenancy agreements;
d)
Invitations to relevant organisations and individuals with a background in an appropriate profession, trade or discipline, or with a community of interest with the Partnership;
e)
Distribute membership leaflets freely;
f)
Seek opportunities for adverts, articles and other publicity in the local media;
g)
Develop strategies to communicate with potential members with literacy problems, blindness or visual impairment.
The Partnership emphasises that the obtaining of a tenancy is not affected by whether an applicant is a member of the Partnership or not.
MEMBERSHIP 3.1
The members of the Partnership shall be those people who hold a share in the Partnership and whose names are entered in the Register of Members referred to in Rule 67.
3.2
There shall be three categories of membership comprising the following: a)
Tenant Members, which shall be sub-divided into the following four categories: i)
Lewis Tenant Members;
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3.3
ii)
Harris Tenant Members;
iii)
Uist Tenant Members; and
iv)
Barra Tenant Members
b)
Community Members and;
c)
The Council Member.
No-one can be a member in more than one category at any one time.
APPLICATION FOR MEMBERSHIP 4.1
To apply for membership, you must send an application form and one pound to the Secretary at our registered office. Our Board will consider your application at its next meeting or as soon as possible after that. We will return your money if we do not approve your application. An application for membership will not be considered by the Board within the 14 day period occurring before the date of a general meeting.
4.2
If we approve your application, you will immediately become a member of the Partnership and your name will be included in our Register of Members referred to in Rule 67 within seven working days. You will then be issued one share in the Partnership.
4.3
If you are a representative of an organisation which is a member of the Partnership, you cannot be a member of the Partnership as an individual yourself. If you are already a member as an individual when you start to represent an organisation which is a member, we shall suspend your membership as an individual, until such times as you are no longer a representative of an organisation which is a member.
4.4
You must be at least 18 years old to apply for membership unless you are already our tenant. If you are our tenant, you can apply for membership from the age of 16.
4.5
No member can hold more than one share in the Partnership.
4.6
If you change your address, you must let us know by writing to our Secretary at our registered office within three months. This rule does not apply if you are our tenant and have moved home by transferring your tenancy to another property owned and managed by the Partnership. Where any such transfer of tenancy results in a Tenant Member residing in a property which qualifies for a different category of tenant membership then the member shall be deemed to have his category of membership altered accordingly.
APPLICATION PROCESSING 5.1
Before an application for either Community or Tenant Membership is presented to the Board for consideration, the Secretary will ensure by appropriate checks that the applicant fulfils the respective membership criteria.
5.2
In the case of an application by a Tenant, this will include checking that the applicant does reside within the geographic catchment area by checks of the Partnership’s tenancy records or the electoral register. If the applicant’s address cannot be verified by means of these standard checks, the applicant will be required to show by clear evidence that the membership criteria detailed in the
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Membership Policy are satisfied. Such evidence will be presented to the Board with the application for membership. 5.3
Each application for Community or Tenant Membership shall be considered by the Board at the first meeting held after receipt of the written application and any additional information required.
5.4
If the Board resolve to admit or refuse admission of an applicant to membership, they shall notify the applicant in writing within a period of seven days of the meeting and give reasons in the case of a refusal.
APPLICATION REJECTION AND APPEAL 6.1
Consistent with the terms of Standing Order 4.5, there will be a presumption that most applications will be approved. A rejection decision is only likely where: a)
An applicant does not satisfy the “local connection” criteria of having a main or principal residence or principal place of business or operation in the Western Isles and having lived or operated in the Western Isles for a period of three years. A re-application within five years after an expulsion may also face a rejection decision depending on the circumstances at the time of application; or
b)
The Board agrees that the granting of membership would be likely to compromise the interests or independence of the Partnership.
6.2
If an application is rejected, the Secretary shall notify the applicant of the Board’s decision and the reasons for it in writing, within seven days of the Board meeting at which the decision was taken. The applicant shall have the right to lodge an appeal against the decision within 14 days of receipt of the decision.
6.3
If the applicant lodges an appeal, an Appeals Panel, comprising three members of the Board, shall consider the appeal within 14 days, or at a time agreed with the applicant. The applicant shall have the right to attend the appeal hearing and be accompanied by a representative to present their case.
6.4
The procedure at the appeal hearing shall follow that outlined for a hearing in the Protocol attached to the Code of Governance for Board Members.
MEMBERSHIP CRITERIA 7.1
The Partnership seeks a balanced representative membership, with no particular group having an undue influence. The membership shall comprise persons who have, in a personal or professional capacity, the requisite knowledge, skills and experience, or a community of interest in housing and the care of people with housing needs, appropriate to achieving the Partnership’s objects defined in Rule 2. A tenant of the Partnership applying for membership will normally be considered to have the relevant community of interest.
7.2
Partnership members shall have a “local connection” by having: a) a main or principal residence or principal place of business or operation in the administrative area of Comhairle Nan Eilean Siar and having lived or operated in the Western Isles for a period of three years; b)
in relation to Tenant Membership Categories, by having a tenancy in Lewis, Harris, Uist or Barra as appropriate.
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7.3
7.4
7.5
The Partnership seeks to achieve equality of opportunity and to this end; the membership is open to all sections of the community regardless of colour, race, religion, nationality, ethnic origins, gender, disability, age or sexuality. Applications for membership are particularly welcome from: a)
Black and ethnic minority members.
b)
Persons who have experience of disability.
The Partnership also welcomes applications for membership from those who have, in a personal or professional capacity, experience of or a personal interest in: a)
Housing, social work or health.
b)
Finance, law, business or commerce.
c)
Voluntary organisations or academic institutions.
Membership is open to nominees of unincorporated bodies, societies and companies. A corporate body may appoint a deputy to exercise its rights and powers at any general meeting of the Partnership.
MEMBERS’ RESPONSIBILITIES 8.1
The main role of the Partnership Member is to advance the good governance of the Partnership and to ensure that the Board is accountable for its acts or omissions. Members’ powers are usually exercised at general meetings mainly by scrutinising the Annual Accounts and Balance Sheet, the appointment of the Auditor, the election of the Board, the application of surpluses for particular purposes, the amendment of the Rules and the dissolution of the Partnership. In addition, the requisite number of members may apply to the Registrar to appoint an accountant or actuary to inspect the Partnership’s books, appoint an inspector to report on the affairs of the Partnership or to call a Special General meeting.
8.2
It shall be the responsibility of Members to tell the Secretary when they no longer meet the membership criteria and will no longer be Members.
BENEFITS OF MEMBERSHIP 9.1
Members are entitled to be given 14 days notice of, and to be present and vote at any General Meeting of the Partnership.
9.2
Members will also receive an invitation to any other Partnership meetings of general interest which may be held during the course of the year.
9.3
Members have the opportunity to stand for election to the Board of Management under the terms of the Rules of the Partnership. Details of the composition of the Board, roles and responsibilities of Board Members, etc. can be found in paragraphs 38 to 46 of the Partnership’s Rules and in paragraphs 5.1 to 13.6 of the Standing Orders.
9.4
The membership has voting rights as provided for by the Rules of the Partnership, including the right to vote to appoint members to the Board.
9.5
Members shall receive a copy of the Partnership’s Annual Report and Accounts and any relevant newsletters.
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ENDING YOUR MEMBERSHIP 10.1
You can end your membership of the Partnership by giving the Board Secretary one month’s notice in writing.
10.2
If you are a Tenant Member and cease to be a tenant but maintain sufficient local connection with the Western Isles, you will automatically become a Community Member from the date on which your tenancy ends. The Secretary will amend the Register of Members to reflect the change in your category of membership.
10.3
If you are a Community Member (including someone who has changed from being a Tenant Member in terms of Rule 12.2) and cease to have or maintain sufficient local connection with the Western Isles, we shall end your membership and cancel your share.
10.4
If the Board is satisfied that: a)
You have failed to tell us of a change of address as set out in Rule 11 or;
b)
You have failed to attend five annual general meetings in a row and you did not submit apologies;
we shall end your membership and cancel your share. 10.5
The value of the share will then belong to us with effect from the date of a Board resolution to that effect. The ending of your membership will be recorded in the Register of Members referred to in Rule 67.
10.6
We may end your membership if we receive a complaint about your behaviour and two-thirds of the members voting at a special general meeting agree to this. The following conditions apply to this procedure: a)
The members can vote in person or through a representative by proxy.
b)
The complaint must be in writing and must relate to behaviour which could harm the interests of the Partnership.
c)
The Secretary must notify the member of the complaint in writing not less than one calendar month before the meeting referred to in Rule 13.1 takes place;
d)
You will be called to answer the complaint at the meeting. The members present will consider the evidence supporting the complaint and any evidence you decide to introduce; and
e)
if you receive proper notice but do not go to the meeting referred to at Rule 13.1 above without providing a good reason, the meeting may come to a decision without you.
10.7
If you are expelled from membership, you will immediately cease to be a member from the date that the resolution to expel you was passed.
10.8
If we end your membership in this way, any further application for membership by you within five years will need to be approved by two-thirds of the members voting at a general meeting.
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PERFORMANCE MONITORING 11.1
The Partnership will monitor its membership annually to establish the extent to which its membership criteria are being met.
11.2
The Partnership will monitor the following aspects of its membership by asking applicants to complete an application form to give information on:
11.3
a)
Membership category: tenant, councillor, community or organisation;
b)
Evidence of local connection: residence or business in Western Isles;
c)
Age, gender, ethnicity and disability;
d)
Profession, trade, etc. and involvement in voluntary work;
e)
Other skills and experience that could be of benefit to the Partnership.
The information supplied will be collated and used to address skills gaps for Board membership, to assess the effectiveness of the promotion of membership to the Partnership and how representative the membership is of the local community. The Partnership will include an analysis of membership within the annual report, including the number of new members approved, the number resigned and the number expelled.
CONSULTATION 12.1
The Partnership has consulted the Western Isles Residents Forum in the preparation of this policy.
REVIEW 13.1
The Membership Policy shall be reviewed every three years.
13.2
The Board shall receive an annual report on the operation of the policy.
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APPENDIX 1 - MEMBERSHIP LEAFLET
Membership Application Information
Core Values We are committed to: • Tenant participation and a customer centred housing service
• Transparent, open decision making
• Sound financial
management practices throughout the organisation
• Realising the highest
professional standards in all areas of activities
• Integrity in all we do • Promoting innovation and learning from mistakes
• Valuing our staff • Working in partnership with other agencies
• Equal Opportunities
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The Partnership has developed a suite of Policies and procedures that govern the day to day operations. Some of these Policies are summarised below:
Hebridean Housing Partnership Hebridean Housing Partnership (HHP) was formed in April 2002 and is registered under the Industrial and Provident Societies Act 1965. HHP is a not for profit landlord which is governed by a Board of Management comprising of volunteer members including tenants, Councillors and community representatives.
Current Board of Management The Board has a minimum of 7 and a maximum of 15 members (including three co-optees). It will have a maximum of 4 Council Appointed Members, up to 4 Community Members and up to 4 Tenant Members. Board Members are bound by a Code of Governance and have a legal responsibility for exercising all the powers of HHP to achieve its objectives. The Boards role is to set the Business Plan Objectives, monitor performance and ensure the effective financial stewardship and high standards of governance. Tenant Members
Council Members
Community Members
Co-opted Members
Kevin P Paterson
David Blaney
Mairi Bremner
Iain Macmillan
Alasdair Mackenzie
Norman M Macleod
George Lonie
Helen S mith
Daniel Coyle
John A Maciver
Jane MacKinnon
Vacant Position
Angela Quail
Donald J Macrae
Calum Mackay
Leurbost (Social Rent)
4
Ardseilleach (Social Rent)
7
0
Balivanich (Social Rent) Anderson Rd Nursery (Shared Equity) Craigstone School Total SLP
7
Est.Start Fin.Year
Est. Completion Fin.Year
Total Project Cost
TOTAL SG Grant
13/14
14/15
£0.54
0.20800
13/14
14/15
£0.94
0.36400
4
4
13/14
14/15
£0.56
0.20800
12
12
13/14
14/15
£1.44
0.48000
5
5
13/14
14/15
£0.75
0.26000
32
25
£4.22
1.52000
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Health & Safety Maintenance Procurement Building Works Procurement Other Services
Membership - Shares carry no right to interest, dividend or bonus and shall not be held jointly (but may be held corporately by e.g. a Local Authority). Any member may withdraw from the Partnership by giving a month’s notice of their intention to do so. Members may be expelled by a resolution carried by the votes of two thirds of members if a complaint in writing of conduct detrimental to the interests of the Partnership has been received.
There are five projects identified in the Strategic Local Programme: PN
Property & Investment
Profits - The Partnership may not trade for profit, neither may ‘profits’ (surpluses) be distributed, directly or indirectly, to members. The Annual General Meeting may determine, if recommended by the Committee, any particular application of the ’profits’ - but such application must be within the objects and rules of the Partnership.
HHp has built more than 250 houses since transfer and has 32 currently under construction, 6 of which are shared equity properties at Mackenzie Park, Stornoway.
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Allocations Arrears & Housing Benefit Complaints Estate Management Nomination Arrangements Provision of Special Needs Rents & Service Charges Tenancy Agreement Tenant Participation
Objects of the Partnership - The objects clause in the Rules is fairly widely drawn, and allows the Partnership to build, improve and manage, dwellings for rent and undertake any activity allowed under Section 4 of the Housing Association Act 1985.
HHP is the Comhairle’s key partner in the delivery of affordable housing for rent and delivery of the Scottish Government’s Shared Equity scheme aimed at first time buyers.
Units by Type
Rules Standing Orders & Scheme of Delegation Financial Regulations Code of Governance Code of Conduct for Staff Conditions of Service for Staff Benefits - Members and Staff Disclosure of Interest Equal Opportunities Expenses - Members Expenses - Staff Membership Hospitality Openness & Confidentiality Recruitment Staff Training Treasury Management Information & Communication Technology
Synopsis of HHP’s Rules
Comhairle nan Eilean Siar has been allocated £1.5million in new funding for affordable housing for 2012-2015. The Comhairle has had it’s Strategic Housing Programme approved by Scottish Government.
Units
Housing Management
The Rules of the Partnership are the legal instrument by which the Partnership has bound itself, and these cannot be changed except by the approval of the Scottish Housing Regulator and the Financial Services Authority. It covers such matters as defining the name, objects and registered office of the Partnership and matters to do with Membership, Board Membership, borrowing powers, procedures of meetings, appointment of auditor etc. A synopsis of HHP’s Rules are detailed below:
Development Plans
Project Address
Governance
Borrowing Powers - The borrowing limit which is currently £200,000,000, is reviewed from time to time. General Meetings - The Rules provide that there shall be at least one General Meeting for all members (the Annual General Meeting) in each year which will receive the accounts, elect Committee Members (a third retire annually), and appoint and Auditor. Board of Management - Annually, Members of the Board will elect a Chairperson, who will chair meetings of the Board and the Partnership. Members are required to declare if they have a financial or other interest in a matter under discussion, and they may not vote on the matter.
HHP will contribute in the region of £950k to the development of these houses and the Comhairle £750k in finance and the land value of the Comhairle owned sites at Balivanich and Craigstone. HHP will also deliver the Shared Equity Scheme at Anderson Road, Stornoway with the support of £450k in grant funding from Scottish Government.
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The Partnership’s vision is to provide good quality and affordable homes and to secure consistently excellent housing services throughout the Western Isles. To achieve this it has set out 8 broad aims and objectives:
• • • •
Placing tenants at the centre of everything we do, and engaging the wider community; Investing in a sustainable way in tenants’ homes; Delivering continuous improvement over time; Providing efficient, effective housing management services of the highest quality whilst keeping rents affordable; Being a good employer that attracts and retains high quality staff;
• • Delivering value for money; • Delivering a first class homelessness service on behalf of the Comhairle; • Contributing to economic development and social inclusion in the Western Isles. If you agree with these aims and objectives why not become a member of Hebridean Housing Partnership?
Applying for Membership To become a member you must be at least 18 years old unless you are already our tenant. If you are our tenant, you can apply for membership from the age of 16. You must satisfy the “local Connection” criteria by proving your main or principal residence or principle place of business or operation has been the Western Isles for a period of 3 years. You must send a membership application form and £1 (non-refundable) to the Secretary at our registered office. Our Company Secretary on behalf of the Board will consider your application. We will return your money if we do not approve your application. If we approve your application, you will immediately become a member of the Partnership and your name will be included in our Register of Members you will then be issued one share in the Partnership. No member can hold more than one share. If you are a representative of an organisation which is a member of the Partnership, you cannot be a member of the Partnership as an individual yourself. If you are already a member as an individual when you start to represent an organisation which is a member, we will suspend your membership as an individual, until such times as you are no longer a representative of an organisation which is a member. In return for a Share Subscription of £1, members agree to be bound by HHP’s Rules, a synopsis of which is detailed on the previous page. As a Member of Hebridean Housing Partnership you will receive: • An invitation to the Annual General Meeting, and any other meetings of a general interest which may be held during the course of the year;
• •
The opportunity to join the Board of Management; and
Voting rights: the Membership has the responsibility of appointing (or re-appointing) the Board of Management, a third of which retire annually as provided for by the Rules of the Partnership. By becoming a Member of the Partnership, and participating in its activities, you will be contributing to the provision of good quality, affordable homes for people in housing need.
You can find more information on our web site www.hebrideanhousing.co.uk For a membership application form please contact Hebridean Housing Partnership: Creed Court, Gleann Seileach Business Park, Willowglen Road, Stornoway, HS1 2QP. Phone: 0300 123 0773 HHP Registered Charity (No. SCO35767)
Registered under the Industrial & Provident Societies Act Reg No 2644R(S)
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APPENDIX 2 – APPLICATION FOR MEMBERSHIP
Membership Application Before completing this form please study the enclosed Membership Leaflet. Please type or print using black ink. First Name
Surname
/
Date of Birth
/
Address
Postcode Have you been resident at the above address for the last 3 years?
No
Yes
If no, please give details of your previous address: Address
Dates you lived there from Contact Tel No.
/
/
To
Day:
/
/
Evening:
I have read the aims and objectives of the Partnership and am in full agreement with them. I therefore enclose a cheque/postal order for £1.00 being my share subscription, and apply for membership. Date
Signed
/
/
When completed please return this form to the Partnership’s office: Hebridean Housing Partnership Ltd, Creed Court, Gleann Seileach Business Park, Willowglen Road, Stornoway, Isle of Lewis, HS1 2EP
Data Protection Act 1998 - The information you give us on this form will be placed on the Hebridean Housing Partnerships Register of Members. A copy of the list of Members can be viewed at the Partnerships Registered office. We would appreciate it if you would take the time to complete the questions overleaf:
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Other Useful Information The Partnership are interested in attracting members from all the groups and communities that they serve and we will not adversely discriminate on the grounds of race, colour, sex, religion or other factors and would therefore be pleased if you could complete these optional questions about yourself: 1. What would you like to get out of membership of the Partnership?
2. Are you currently employed? If so, perhaps you might like to tell us a little about what you do?
3. It would be of interest to know of any particular abilities you may have that the Partnership might benefit from occasionally in furtherance of its aims.
Thank you for taking the time to complete this form
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Equal Opportunities Monitoring Form In order to monitor our Policy and for that reason only it would be helpful if you could answer the following question. Please tick which of the following apply:
Male
Female
How would you describe your ethnic origin? White Scottish
Black African
Asian Other
White other British
Black other
Asian Bangladeshi
White Irish
Asian Chinese
Mixed
White other background
Asian Pakistani
Not known
Black Caribbean
Asian Indian
Refuse to answer
Other - Please specify
Please tick which age bands applies to you: Age Band
Under 18
50 - 59
18 - 29
60 - 65
30 - 39
Over 65
40 - 49
Prefer not to say
Do you consider yourself to have a disability under the terms of the Disability Discrimination Act 1995?
Yes
No
Please enter the date that you completed this form
HHP Membership Application HHP is a Registered Charity( No. SCO35767) Registered under the Industrial & Provident Societies Act Reg No 2644R(S)
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