1

Introduction

What is a Code of Conduct? A code of conduct is nothing more than a common sense list of guidelines that describes the way tenants are expected to carry out their duties either as members of the committee or as general members of the group.

Why have a Code of Conduct? A code of conduct explains how members of a tenants’ and residents’ group are expected to behave not only in meetings but also in other situations when they might be representing their group or community. The code can also be a useful tool when holding open or general meetings to which all tenants, residents or the general public are invited to attend. It enables the group to ask anyone who doesn’t keep to the code to leave the meeting or if the breach is persistent then to be voted off the group or the committee.

Does a Code of Conduct have to be formal? There are many examples of different codes of conducts, some of which are very formal and may be incorporated into the group’s Standing Orders. Others are less formal and are often referred to as ‘ground rules’ which can be agreed by members at each meeting. However the important factor is that they need to be agreed by the majority of those present so that they can be enforced if necessary. Example of ‘ground rules’ agreed at a public meeting

• No cross talking

• Keep to time and stick to the agenda

• Be open

• Listen to each other

• Staying relevant - keep to the point

• Respect others’ views

• No abusive or racist language. If the group has a constitution then we would recommend a written code of conduct to be agreed and reviewed along with the constitution. It may be useful to make reference in the constitution to the code of conduct for instance:

TPAS INFORMATION SHEET:

Codes of Conduct for Tenant’s and Residents’ Groups

2

‘All members shall agree to abide by the group’s code of conduct and failure to do so will result in the member being asked to resign’.

What is the difference between Standing Orders and a Code of Conduct? Standing Orders are more formal rules and regulations that cover the behaviour of members and officers. They also tend to have more detailed procedures in relation to, for example, disciplinary matters. Codes of Conduct cover the same issues as Standing Orders but are written more as guidelines than rules. Some groups put a clause in their constitution saying when standing orders would be written: eg: “The Committee has the power to adopt and issue standing orders and/or rules for the group provided they are:

• subject to review at a general meeting

• consistent with the terms of the constitution.”

However, a word of warning - standing orders are usually only found necessary when there is a problem with an individual or a minority of tenants that are making it difficult for the group to function, and where their code of conduct is not working. In these circumstances, and in TPAS’s experience, unless the standing orders are extremely well thought out in the first place, implementing them can turnout to be even more of a problem!

Main areas of a Code of Conduct Set out opposite are suggestions for areas

that you may wish to include in a code of conduct. However, as always, it is important to draw up a code that works for your group rather than using an off the shelf version that might not adequately reflect the way your group works. Conduct of meetings Members should at all times observe accepted practice while taking part in a meeting:

• To be courteous to each other and support and assist other members in seeking the best possible solution to problems being discussed

• To allow each other the opportunity to speak and comment

• To follow the guidance of the Chair in the conduct of the meeting

• Members must remember to follow the agenda, and to help each other to reach effective decisions

• To remember that you are representing the views and are accountable to your community or your residents’ group

• To remember that the purpose of the meeting is to benefit residents generally and not specific individuals

• To bear in mind the rights of individual residents and the duties of staff when proposing solutions to problems

• Not to speak or write on behalf of the group without the prior agreement of the group. Any correspondence sent on behalf of the group should be made available to all members of the group

• To operate within the rules laid down in the Constitution.

Or A simpler list of bullet points as guidance could look like this:

• The Chair should welcome members and others to the meeting

3

• The Chair should generally avoid getting involved in debates at meetings, their main task is to chair the meeting

• Speakers should go through the Chair and keep to the subject being discussed

• Only one member should speak at a time and there should be no cross talking

• Meetings must start at the stated time and abide by the agenda

• Late arrivals should enter quietly and not disrupt the meeting with apologies

• Mobile phones should be switched off during the meeting

• If things are getting heated a five-minute time out can be called for at the discretion of the Chair.

• Wherever possible jargon should be avoided. If it is used then a full explanation should be given

• It is the responsibility of each member to ensure that they are prepared for the meeting by reading all the relevant papers and bringing them to the meeting.

Discrimination No member will discriminate on any ground against any other member of the group or public. Discriminatory language will not be used in discussions. All those who attend meetings have the right to be treated with dignity and respect, regardless of their race, colour, ethnic or national origins, nationality, gender, marital status, age, sexuality, religion, or any other matter, which causes people to be treated with injustice. (This may be part of your constitution and therefore could be left out as long as the appropriate reference is made; see opposite.) Constitution All members should familiarise themselves

with the Constitution of the group to ensure that they continue to meet the aims and objectives of the group. Conflicts of interest Individual members:

• should disclose any interest, whether personal or on behalf of any group they represent, that they consider may affect or influence their approach to the matter under discussion

• must not expect to receive more or less favourable treatment by staff because of their membership of the group

• must use the normal procedures for reporting repairs, complaints etc.

Confidentiality Members should respect all individual tenants’/residents’ confidentiality, whether present or not, and refrain from mentioning specific individual cases which may cause embarrassment or identification of an individual. Any information or items shared with the landlord that is of a confidential nature must not be disclosed to anyone else apart from members of the group in order to allow the business of the meeting to take place. Political affiliation Individual members may be affiliated to/or be members of a political party but they may not represent a political party in their role as a member of the group. Breach of Code of Conduct

• If a member of the committee or group, or member of the public does not abide by the code of conduct, the Chair will warn that if they break the code again

4

they may be asked to leave the meeting

• The Chair may give the member of the committee or group, or member of the public two further warnings (a maximum of three warnings in any one meeting and/or three consecutive meetings)

• If the member of the committee or group or member of the public continues to ignore the code then the Chair will ask the meeting to vote on whether the member should be asked to leave.

TPAS 5th Floor, Trafford House Chester Road, Manchester, M32 0RS Tel: 0161 868 3500 Fax: 0161 877 6256 Web: www.tpas.org.uk E-mail: info@tpas.org.uk