City of Takoma Park: Department of Housing and Community Development Organizing a Tenants' Association Have you ever thought of organizing a Tenants' Association in the building where you rent? An Association can facilitate cooperation and communication between a landlord, the management and the tenants and can often lead to resolving issues of common concern such as: - Security in and around the building; - Parking; - Repairs in individual apartments or in common areas; - A disruptive tenant and - Clarification of rules or policies Steps to Organizing 1. Determine the interest among the tenants in organizing an association. Even if there does not seem to be the support that you would want, many may choose to join in after things get going. Obviously, the more people participating, the stronger the association will appear. 2. Request copies of Article 7 of the Takoma Park Code (Landlord-Tenant Relations Law) from the Department of Housing and Community Development. It is important that both tenants and landlords are knowledgeable of their rights and responsibilities outlined in this section of the code and to know the process that should be taken when addressing an issue that is of concern to the residents. 3. Set up a first meeting and give the tenants at least a two week notification by way of a written flyer or a notice in the common area of the building. State what the agenda will be and be positive. It should not just be a gripe session. At this meeting, make sure that everyone has an opportunity to talk about their concerns, but that order is maintained. Before the meeting starts, ask for a volunteer to take minutes so that the association has a record of each meeting. Pass around an attendance list so that you know who has been interested enough to attend. 4. Toward the end of the meeting, decide when you will elect officers (President, Vice-President, Secretary and Treasurer). It is sometimes best not to do this at the first meeting because people need to get to know each other. At a later date, you can decide if there should be dues and a need for a Treasurer. Sometimes minimal dues are collected to pay for refreshments or to sponsor an upcoming party. 5. Officers should be elected who are willing to devote time to the association and the organizing process. Candidates should be open-minded, willing to listen and understand that there may often be two sides to a story. 6. Notification of the election of the officers should be sent to the Office on Landlord Tenant Affairs, DHCD,7500 Maple Avenue, Takoma Park, Maryland 20912 . A letter of introduction should also be sent to the landlord and/or management followed by a list of concerns. At some point the association should consider inviting the landlord or management to attend specific meetings or all the meetings, depending on the desire of the members. Many accomplishments can take place at a meeting that is well run and organized. When the landlord or his/her representative comes to a meeting, it is important to show that the association is an organized group of concerned tenants who are intent on improving the building in which they live. Cooperation and responsibility and knowledge of the law should be stressed. 7. Meetings should take place at least once a month and it is a good idea to have it on the same day, for instance, the last Wednesday or the first Tuesday of each month. 8. It is good to set the agenda for the next meeting at the end of the previous meeting. Having members involved with various projects or research gives everyone an opportunity to show their talents and be an integral part of the group. It will be beneficial to the group as a whole. 9. One of the most difficult challenges of an association is keeping the interest of its members. Because of the nature of its existence, sometimes an association will lose a key member because that person moves. Try not to let this be the downfall of your association. Elect a new spokesperson and keep the ball rolling. 10. There are other tenant associations in the city that are meeting the same challenge that you are. It might be interesting to talk to some of their board members to discuss how they accomplished their tasks. 10. The Office on Landlord-Tenant Affairs is available to meet with your association at any stage during its development to discuss specific issues of concern or the COLTA complaint process that is available to tenants and landlords in Takoma Park. Take this opportunity to strengthen your association and become an integral part of the community in which you live. Any further questions regarding how to organize a tenants association can be directed to the Office on Landlord Tenant Affairs at (301) 270-5900.