How to Organise and Lead a Resident Council Meeting

Resident councils are a powerful way to give people living in care and residential homes a real voice. When done well, they support independence, offer social connection, and help create a truly person-centred environment. As an Activity Coordinator or Director, you're in a great position to support these meetings—but where do you start?

What Is a Resident Council?

This guide pulls together best practice and includes helpful templates we've created just for you. We'll also explore barriers, solutions, and how to make your council inclusive and empowering for all.

A resident council is a group of residents (and sometimes family members or advocates) who come together to discuss life in the home, raise concerns, and share ideas to improve the community. It’s a safe, respectful space for residents to shape the place they live.

Why They Matter

Promote dignity and choice
Strengthen community ties
Improve services through regular feedback
Create meaningful activity and leadership opportunities

Planning Your First (or Next) Meeting

1. Build Excitement and Awareness

Put up posters around the home: "Your Voice Matters! Join the Resident Council"
Offer a cuppa and cake—turn it into a social event
Use gentle reminders: a personal invite goes a long way

2. Involve Residents from the Start

Ask what’s important to them before the meeting (use the Feedback Form)
Let them help shape the agenda
Choose a regular, accessible time and space

3. Encourage Leadership

Even in supported settings, residents can take ownership:

Elect a Chair or Secretary
Run rotating resident-led sessions
Create small committees (e.g., food, gardening, activities)

4. Make It Inclusive

Support people with:

Dementia: Use visuals, keep language simple, offer 1:1 support
Hearing impairments: Use microphones, written summaries
Vision loss: Offer large print, audio recordings
Cognitive decline: Use story cards, pictures, or talking mats

Tip: Peer buddies or family advocates can help individuals participate more fully.

Helpful Extras to Consider

Resident Code of Conduct or Ground Rules

Start your meetings by creating or revisiting a short list of group rules—things like taking turns, listening with respect, and being kind.

Confidentiality Reminder

Open discussion is encouraged, but always include a reminder: “Let’s keep what’s shared here private unless someone needs support or is at risk.”

Safeguarding Disclosures

If a resident raises a safety concern or allegation, always follow your organisation’s safeguarding policy. Let them know you’re taking it seriously and will support them through it.

If a Resident Shares Something Deeply Personal
Sometimes residents may reveal something highly personal or inappropriate for group discussion. It’s important to:

Acknowledge their courage in sharing
Respect confidentiality by not discussing it openly
Offer a private conversation to provide support

Try saying:

“Thank you for sharing that. It might be better to talk about that in private—I’ll follow up with you after the meeting.”
“Let’s make sure we give that the attention it deserves outside of this space. I’ll come and speak with you personally.”
“I appreciate you trusting us with this. It might be better to discuss it privately so we can focus fully on your concerns.”

This preserves dignity, keeps the group safe, and lets the resident feel heard.

Celebrate Big and Small Wins

Try a “You Said, We Did” board:

"You asked for more soups—we’ve added three new ones!"
"You wanted a petting zoo—we’re booking it for June!"

Try Resident-Led Campaigns

Encourage projects like garden improvement, pen pals, or fundraising ideas. These can come from the council’s “Creative Projects” section of the agenda.

Go Digital Where Possible

If some residents prefer or need alternatives:

Send out agendas or minutes by email or app
Use tablets for voice typing
Share videos from residents who can't attend

Common Barriers—and How to Overcome Them

Barrier: "People won’t come."
Try: Personal invites, food, or linking the meeting to a fun activity.

Barrier: "People don’t understand what it’s for."
Try: Posters or leaflets that say: “Tell us what you think! Make your home even better.”

Barrier: "Complaints take over."
Try: Set a clear tone. Allow space for concerns, but focus on solutions. Create a rule like "We always leave on a positive."

Barrier: "Staff are doing all the talking."
Try: Step back. Let residents lead where possible. Sit at the side, not the front.

Barrier: "It’s not accessible to everyone."
Try: Hold smaller sessions or 1:1s. Offer multiple formats to contribute.

Top Communication Tips

Words shape experiences. Here's a helpful table you can refer to:

If someone says	Avoid saying	Try saying instead
We’ve always done it this way.	That’s not possible.	Let’s explore how we could make that work.
That’s not up to us.	You'll have to wait for management.	Thanks for raising that—I'll take it forward and update you.
That’s just the way it is.	It’s policy.	Let’s think about what we can influence or change together.
A resident shares something challenging	Don't worry about that.	That sounds important—thank you for sharing it.
Someone talks at length, off-topic	You're going on a bit.	That’s really interesting—let’s jot that down and come back to it later.
A resident is emotional or upset	Calm down.	I can see this really matters to you—let’s talk it through together.
A resident shares something very personal or sensitive (not for group discussion)	Why are you telling us this here? / Let’s not talk about that.	Thank you for trusting us with that. It might be better to talk about this privately—I’ll follow up with you after the meeting to offer support.
Someone disagrees strongly	You're wrong.	That’s a different view—thanks for sharing it. Let’s hear a few more thoughts.
Talking about problems without solutions	Stop complaining.	Let’s think together about what could help improve that.
A resident doesn’t want to join in	You have to come.	We’d love to see you there, but no pressure—it’s your choice.
A resident says they feel unheard	We can’t do anything about it.	I’m sorry you feel that way—let’s see what we can change together.

Further Advice

Bringing the Group Back to Topic

Gently summarise: “That’s a good point—and I’ll make a note, but let’s get back to the main item.”
Use the agenda as an anchor: “We’ve got five minutes left on this topic—shall we move to the next?”
Allow the Chair to lead redirection. Support them by handing them the cue: “Shall we ask the Chair what’s next on our list?”
Keep a “Speak Later” notepad: write down off-topic but important ideas to revisit later.

Should Families Attend?

Decide with your residents:

Do they want family members involved?
Could you run a separate Family Forum?
Or have joint sessions every few months?

Tip: Respect resident autonomy. Their voices come first.

Celebrate the Wins

Create a “You Said, We Did” board or poster:

"You asked for more soups—we’ve added three new ones!"
"You wanted a petting zoo—we’re booking it for June!"

This builds trust and makes people feel heard.

Keep It Going

Use the Action Log to follow through
Review progress at each meeting
Keep updating who attends and what’s decided
Offer training or guidance to resident officers if elected
Do an annual “Council Celebration Day” to reflect on progress

Resident councils don’t have to be perfect. They just need to be honest, inclusive, and consistent. The fact you’re reading this means you care deeply about giving residents a voice—and that matters more than anything.

Explore Our Dementia Training Courses

If you're an activity provider, volunteer, or caregiver looking to deepen your knowledge, check out our dementia training courses:

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