Members should at all times observe accepted practice while taking part in a meeting to:
a) Be courteous to each other and support and assist other members in seeking the best possible solution to problems being discussed.
b) Allow each other the opportunity to speak and comment
c) Follow the guidance of the Chair in the conduct of the meeting
d) Follow the Agenda, and not introduce items during the meeting
e) Remember that they are coming to represent the views of their communities or residents' group and are accountable for what they do or say.
f) Remember that the purpose of the meeting is to benefit residents generally and not specific individuals.
g) Bear in mind the rights of individual residents and the duties of staff when proposing solutions to problems.
h) Refrain from speaking or writing behalf of the group without its prior agreement.
i) Any correspondence sent on behalf of the group should be made available to all members of the group.
j) Operate within the rules laid down in the Constitution.
2. Guidance on Procedures
a) The Chair should welcome members and others to the meeting
b) The Chair should generally avoid getting involved in debates at meetings, their main task is to chair the meeting.
c) Speakers should go through the Chair and keep to the subject being discussed
d) Only one member should speak at a time and there should be no cross talking
e) Meetings should start at the stated time and abide by the Agenda
f) Late arrivals should enter quietly and not disrupt the meeting with apologies
g) Mobile phones should be switched off during the meeting
h) If things are getting heated, a five-minute time out can be called for at the discretion of the Chair.
i) Wherever possible jargon should be avoided. If it is used, a full explanation should be given.
j) 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.
3. 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.
4. 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.
5. 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 all staff because of their membership of the group.
Must use the normal procedures for reporting repairs, complaints, etc.
6. 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 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.
7. 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.
8. 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 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.
