Committee Code of Conduct

GENERAL

I will support the aims of Friends of Turn Moss (FoTM) as set out in the FoTM Constitution document, championing them and using any skills or knowledge I have to further those aims and seeking expert advice where appropriate.

I will abide by the policies and procedures of the organisation. This includes having a knowledge of the contents of the Constitution and all relevant policies and procedures. I will never act outside the law.

I will be an active member of Friends of Turn Moss, making my skills, experience and knowledge available to the rest of the group and seeking to do what additional work I can outside meetings, including sitting on sub-groups and running or attending events.

I will respect organisational, Committee and individual confidentiality, while never using confidentiality as an excuse not to disclose matters that should be transparent and open.

I will develop and maintain a sound and uptodate knowledge of Turn Moss and of the FoTM environment. This will include an understanding of how FoTM operates, the social, political and economic environment and the nature and extent of our work.

I will use FoTM’s resources responsibly and when claiming expenses will do so in line with FoTM procedures as specified by the Treasurer.

I will seek to be accountable for my actions as a Management Committee member and will submit myself to whatever scrutiny is appropriate.

I accept my responsibility to ensure that FoTM is well run and will raise issues and questions in an appropriate and sensitive way to ensure that this is the case.

MANAGING INTERESTS

I will not gain materially or financially from my involvement with FoTM, unless specifically authorised to do so.

I will act in the best interests of FoTM as a whole, and not as a representative of any one group – considering what is best for all users of Turn Moss and its present and future beneficiaries. I will always avoid bringing FoTM into disrepute.

Unless authorised, I will not put myself in a position where my personal interests conflict with my duty to act in the interests of the organisation. Where there is a conflict of interest, I will ensure that this is managed effectively in line with FoTM policy. I understand that a failure to declare a conflict of interest may be considered to be a breach of this code.

MEETINGS

I will attend all appropriate meetings and other appointments/events on behalf of FoTM or give apologies if I cannot attend. If I cannot regularly attend meetings I will consider whether there are other ways I can engage with FoTM.

I will prepare fully for all meetings, events, appointments and work for FoTM. This will include reading papers, querying anything I do not understand, thinking through issues before meetings and completing any tasks assigned to me in the agreed time.

I will actively engage in discussion, debate and voting in meetings; contributing in a considered and constructive way, listening carefully, challenging sensitively and avoiding conflict.

I will participate in collective decision making, accept any decision of the Committee and will not act individually unless specifically authorised to do so.

GOVERNANCE

I will actively contribute towards improving the governance of the Management Committee and share any ideas for improvement with the Committee.

I will help to identify good candidates for strengthening the Friends of Turn Moss Management Committee and wider membership and share this information with the Committee.

If I cause offence and/or have a grievance brought against me, I agree to abide by the FoTM Grievance Procedure and its recommendations.

RELATIONS WITH OTHERS

I will endeavour to work considerately and respectfully with all those I come into contact with at

FoTM. I will respect diversity, listen to different opinions and avoid giving offence.

I recognise that the roles of Management Committee members, volunteers and general members of Friends of Turn Moss are different and I will seek to understand and respect the difference between these roles.

I will seek to support and encourage all those I come into contact with at FoTM. In particular I recognise my responsibility to support the Honorary Officers (Secretary and Treasurer) and other Committee Members and subgroup leaders.

I will not make any potentially controversial public comments about the organisation unless authorised to do so. Any public comments I make about FoTM will be considered and in line with organisational policy, whether I make them as an individual or as a Committee Member.

 SENIOR ROLES OF MANAGEMENT COMMITTEE

Treasurer (Honorary Officer)

Oversee and control the group’s finances.
Ensure there are enough cheque signatories and account administrators to allow funds to be safely and quickly released from FoTM bank account when needed. Remove any signatories when they leave the Committee or take a leave of absence and appoint a replacement when necessary.
Checking and paying the group’s invoices and bills.
Keeping the group informed about the funding situation.
Co-ordinating and helping with funding applications.
Preparing the accounts at the end of each financial year.
Prepare and deliver a report on the group’s finances at the FoTM AGM.
Making sure group members are reimbursed promptly for any expenses they incur on the group’s behalf.
Ensuring that funds received are spent on the purposes for which they were given.
Ideally the Treasurer should be a person who is good at figures, understands accounts and can explain accounts in clear and simple terms . The main role is to maintain a financial overview of the organisation.

 Secretary Role (Honorary Officer)

Preparing the agenda for management committee meetings with senior members.
Keeping an attendance register for Committee meetings and is responsible for dealing with poor attendance by applying rules written in FoTM Constitution. Ensure previous 12 months records will be published at the AGM and published on the FoTM website and recorded as part of any AGM agenda each year.
Sending out the agenda, minutes and reports of meetings.
Prepare and deliver a report on the activities of FoTM for the previous year at the annual AGM.
Work closely with the organisation’s Senior Committee to ensure actions agreed at meetings are followed.
Ensure the FoTM Facebook page has 4 active administrators and all rules are observed with regards etiquette and spamming.
Ensure the FoTM website is regularly update with fresh content. Senior Committee members will be asked to help with supplying this fresh content.
Receiving, filing and presenting all correspondence to group members at meetings.
Taking minutes at meetings or delegating minute-taking to a named individual.
Keeping up-to-date lists of members and contact details and dealing with correspondence including a welcoming letter for new members.
Creating and sending out regular newsletters to FoTM members. (minimum of 6 per year).
Filing all of the paperwork and grant applications associated with the group.
Representing the group to outside bodies where appropriate.
Signing sensitive letters on behalf of the group.
In an organisation with no paid staff the role of secretary is critical, and you need someone who is efficient, pays attention to detail and has good administrative skills .

 Sub-Group Leaders and Working Group Leaders Roles:

Ensure all members understand the role and aims of any Sub-Groups.
Invite anyone who has skills and knowledge onto the Sub-Group, whether a FoTM member or not.
Keep the Management Committee updated on Sub-Group news.
Ensure that actions for their group are targeted towards the aims of the Group, agreed, delegated where needed and then followed up.
Represent their SubGroup to outside bodies when appropriate and take notes on any meetings to update their Group and the Management Committee.
Sub-Groups should allow detailed planning and action in a specific area using a small focused group.
Working Groups should do the same for more time-limited projects, eg fundraising events or campaigns. (Any major decisions made by Sub Groups or Working Groups need to be approved by the whole FoTM Committee, since the governing body is accountable).

 Facilitator/Chair Role

Start the meeting on time, follow the agenda and finish the meeting on time.
Direct the meeting so that all views are heard without the meeting becoming bogged down on one item.

Ensure decisions are made by calling for a show of hands or secret vote and summarise the result so that everyone understands the result. Any actions must be clearly specified to ensure they can be minuted.
The facilitator/chair must be a good listener, who remains impartial in letting all views be heard.

Date last reviewed: April 2019. Next scheduled review date: June 2019/FoTM AGM