DHC Code of Conduct 1 DEPTFORD HOUSING CO – OPERATIVE CODE OF CONDUCT 1 Code of Conduct – Policy 1.1 Introduction Deptford Housing Co – op expects a high standard of conduct, probity and business ethics from all of its members, officer and employed staff. The Co – op operates its Code of Conduct to ensure that these standards are clearly defined and publicised to members and that the expected standards are met. 1.2 Objective Of This Policy The objective of this policy is to specify how co – op members should behave within The Co – op and, when engaged on co – op business, how co – op members should maintain a high standard of conduct, probity and business ethics. 1.3 General The co – op will, from time to time, review the stated values of The Co – op, and how those values are implemented in practice. 1.4 Behaviour a t Meetings 1. Co – op members must ensure that their private and personal interests do not influence their decisions, and that they do not use positions of responsibility within Deptford Housing Co – operative to obtain personal gain of any so rt that does not apply to other members. 2. Co – op meetings are informal, but all members must recognise the role of the Chair throughou t meetings. All questions, comments and points of view should be expressed through the Chair. Co – op members should respect other member’s viewpoints and encourage all members to express themselves. 3. Discussions not relevant to the meeting should not take p lace during the meeting. Members should be reminded from time to time that while it is positive to chat with other members, this can in t e r fere with the meeting and lengthen the meeting. 4. All members should abide by Deptford Housing Co – operative ’s Equal Opp ortunities policy at meetings and should ensure that no comments are made that could be deemed offensive. . 5. Members should not resort to behaviour that could be considered aggressive. If any member feels that another’s behaviour is unacceptable, they may raise 2 the matter either at the time or subsequent to the meeting. In particular members should not swear at meetings or should swear as little as possible 6. Members should abide by the agenda prepared for the meeting. If members wish to raise issues not on t he agenda, they should bring these up under ‘Any Other Business’. Wherever possible, the Chair should be notified of such items before the meeting. 7. Members should not attend meetings under the influence of alcohol or non prescription drugs. 1.5 Confide ntiality 1. Members should keep confidential items deemed confidential by the chair of a co – op meetin . Understand that matters brought to the committee by email or at meetings should be treated with confidentiality . 1 . 6 Declaring Personal Interest 1 . All Deptford Housing Co – operative members should inform the Secretary of The Co – op of any interests that may lead to a potential conflict of interest , such as working for a building company that The Co – op may employ as a contractor . The co – op will maintain a Register of Interests . 2 . Co – op members should inform the Chair of any personal interest in an issue prior to the discussion of said issue on the agenda . Depending upon the nature of the personal interest they may be required to leave the meeting whilst the issue is discussed . Co – op memb ers should not attempt to influence another co – op member on a n issue for which they might have a potential conflict of interest . 1 . 7 Hospitality & Gifts Co – op members should be aware that it is not proper to accept hospitality and gifts when engaged in co – op business . Members should ensure that : 1 . Personal gifts with a significant monetary value are not accepted 2 . Hospitality is not accepted if it could be seen as a way of exerting an improper influence over Deptford Housing Co – operative ’ s decisions 3 . Gifts and hospitality are formally recorded in a register , apart from inexpensive items , such as working meals or free calendars , tickets sports matches , holidays , drinks . The co – op will not offer hospitality or gifts to individuals or organisations with which it does business of a significant monetary value or where it could be seen that the hospitality or gifts are a way of exerting an improper influence over the decisions of another person or organisation . 1.8 Breaches Of This Policy Where it is determined that a co – op member has breached this policy, the executive committee of Deptford Housing Co – operative will determine what action will need to be take n. Members of the committee who are alleged to have breached this policy will usual ly be required to leave the meeting at which the breach is being discussed. If a co – op member believes that the executive committee of Deptford Housing Co – operative has breached this policy, they should follow The Co – op’s Complaints Procedure. Where appr opriate, a third party will be asked to adjudicate on the matter. 3 2 Code of Conduct – Procedure 2.1 Unacceptable Behaviour At Meetings Examples of unacceptable behaviour may include: Shouting Swearing Aggressive body language such as pointing Personal ab use When, during the course of a meeting, a member feels that the behaviour of another is unacceptable, they should either: Make an immediate complaint to the chair, who will consider whether the complaint is justified and if so, instruct the member responsi ble from the behaviour to stop the unacceptable behaviour . Should the member continue with behaviour considered unacceptable, the chair may expel them from the meeting. Make a complaint under the Complaints Procedure. The complaint will be investi gated and if upheld, the panel will recommend that the Management Committee take appropriate action. Appropriate action may include: Issuing a warning to the member concerned Barring the member from subsequent meetings Asking the member to make a formal ap ology 2.2 Declaring Personal Interest The Secretary of Deptford Housing Co – op erative will maintain a Register of Interests. An "interest" is defined as any relationship with a member of the Co – op, contractor or employee of another organisation in any way connected to the Co – op. The format of the Register of Interests is shown in Appendix 1. Relationships include: Spouses or partners Relatives Close friendships Business partners Connected organisations include: Housing Association The Local Authority or a part of the Local Authority (e.g. Housing Benefit Officers) Contractors to the Co – op The Management Committee will review the Register of Interests each year to ensure that the procedure is being followed. 2.3 Hospitality & Gifts Before accepting any hospitality from any individual or organisation, Co – op members should consider whether ac ceptance might breach the Code Of Conduct. The guidance below is intended to help individuals make their decision, but is not 4 exhaustive and members must consider any situation purely on its merits. If in doubt, the member should consult a member of the Ma nagement Committee. All hospitality of whatever kind (other than working meals) must be entered in the Hospitality Register. The format of the Hospitality Register is shown in Appendix 2. Acceptable Hospitality Meals provided while attending meetings or training sessions at the offices of a partner organisation. Minor gifts given on festive occasions (e.g. Christmas or Divali), such as boxes of chocolates or bottles of wine of insignificant monetary value. For the purposes of this procedure, "Insignifica nt Monetary Value" will be considered to be less than £10 .00. Unacceptable Hospitality Any hospitality disproportionate to the occasion – such as meals at expensive restaurants. Gifts with significant monetary value – including bottles of spirits or carto ns of cigarettes. For the purposes of this procedure, "Significant Monetary Value" will be considered to be more than £10 .00. Personal services offered by a contractor (e.g. building or gardening works to a private residence). The Management Committee wi ll review the Hospitality Register each year to ensure that the procedure is being followed and that any hospitality accepted conforms to the guidance in this procedure. The Secretary will countersign each entry in the Register.