Code of Conduct

Code of Conduct of the White City Residents’ Association

This Code of Conduct sets out the expectations on White City Residents’ Association (WCRA) Committee Members and also covers the conduct of Meeting Attendees.

For Committee Members: It explains how they should act in relation to WCRA and the Committee and makes clear what is not acceptable conduct. It applies to all the Committee members throughout their term of service, in WCRA meetings and any communication or situation linked to or representing the Committee or Association.

Failure to follow the Code of Conduct may mean Committee members are asked to leave a meeting, suspended from membership or have their membership withdrawn.

For Meeting Attendees: It explains how anyone attending a WCRA meeting should behave in the meeting, to make it a positive, worthwhile experience for everyone.

White City Residents’ Association was founded in the 1980s. This Code of Conduct was adopted in 2022, and edited in 2023, to support the Constitution revised in 2021.

1.      MEETING CONDUCT

This section relates to Committee members and to people attending WCRA meetings.

a)      Members and Attendees must behave in a polite, respectful and appropriate manner and treat each other and anyone attending the meeting in this way.

b)      Members and Attendees must not harass or be abusive to anyone at the meeting.

c)      Members and Attendees must not discriminate against anyone on any grounds, including not using discriminatory language. Grounds include but are not limited to race/ethnicity, gender, age, disability, religion/belief, sexuality, pregnancy [gov.uk]

d)      Members and Attendees should follow the agenda and the Chair’s/Co-Chair’s guidance in the conduct of the meeting.

e)      Members and Attendees must respect the role of the Chair/Co-Chair in running meetings and indicate when they want to speak.

f)       Members and Attendees can raise a question or make a point up to three times and will then need to allow the meeting to move forward and others to contribute.

g)      Members and Attendees should pay attention to the meeting, listen and contribute without having separate discussions.

There are additional expectations on Committee Members attending WCRA meetings.

h)      Members should aim to attend WCRA meetings and give apologies if they cannot.

i)        Members must not discuss individual issues or complaints unless as examples of matters that are relevant to residents or the community more generally.

j)        Members must use meetings to assist the Association in supporting residents.

k)      Members should take part in making decisions and share responsibility for them.

2.      GENERAL CONDUCT FOR COMMITTEE MEMBERS

a)      Members must act with honesty and integrity in their role on the Committee.

b)      Members must behave in a polite, respectful and appropriate manner and treat each other and anyone engaging with WCRA in this way.

c)      Members must not discriminate against anyone on any grounds, including not using discriminatory language.

d)      Members must not write on behalf of or represent the Committee or Association without prior agreement of the Committee or Chair/Co-Chair as a minimum.

e)      Members should work together in the interests of residents and the community.

3.      CONFIDENTIALITY FOR COMMITTEE MEMBERS

a)      Members must keep all information they obtain through their role confidential until it is in the public domain. This includes emails and content of discussions.

b)      Members must not use information obtained through their role for personal gain nor pass it to others who might use it in such a way.

c)      Members must keep all information or paperwork as secure as possible, unless it is already in the public domain, and take care in deleting or disposing of it safely.

4.      CONFLICTS OF INTEREST FOR COMMITTEE MEMBERS

a)      Members must declare any interest (personal or from any group they represent), that could affect or influence their approach to the matter under discussion. The Committee will decide whether they should take part in the discussion/activities, with the Chair/Co-Chair having a final decision if needed.

b)      Members may be affiliated to/part of a political party but may not represent a political party in their role as a Member.

c)      Members should ensure that any personal relationships, friendships, grievances do not adversely affect the activities of the Committee.

d)      Members must not use their role in the Committee to further personal interests. This does not prevent Members from making reference to their personal situation.

e)      Members must not accept or give significant gifts or hospitality to anyone in their role as a Committee Member or in relation to the Association.

5.       BREACH

a)     Committee Members (Members) who miss more than three consecutive meetings without giving apologies or it being known that they cannot reasonably attend may be subject to review by the Committee who can choose to request their resignation. [Note, this is Para 4k in the 2021 Constitution]

b)   Failure to follow the Code of Conduct may mean Members are asked to leave a meeting, are suspended from membership or have their membership withdrawn. The Chair/Co-Chair will decide what response is required, unless it relates to them, in which case the Committee as a whole will decide what response is required. The response can include calling a full Committee meeting as set out in Para 5c below.

c)     A Member may be removed or suspended from their Committee post if they bring the good name of the Association into disrepute, or do not abide by the terms set out in the Constitution. All Members will be given 14 days’ notice that a full meeting of the Committee will be called to consider evidence from all sides and a two thirds majority vote will be necessary to remove or suspend. An appeal will be considered by the Committee if required. [Note, this is Para 4l in the 2021 Constitution]