Purpose
This Code of Conduct ensures that all members of the TLB whether in person or online, engage respectfully, constructively, and inclusively. It supports a safe and productive environment where all voices are heard and valued.
Behavioral expectations
Please:
- treat all participants with respect and courtesy
- listen actively and allow others to speak without interruption
- avoid personal attacks, discriminatory language, or disruptive behavior
- maintain a constructive tone, even when disagreeing
Confidentiality
Please:
- do not share personal or sensitive information discussed in meetings
- respect the privacy of fellow members and Council staff
- any confidential items shared by the Council must not be disclosed or shared outside the group
- keep all information that you obtain through your role confidential until it is in the public domain
- not use any information obtained through your role for personal gain nor pass it on to others who might use it in such a way
- keep any non-public information or paperwork you receive in a secure place. This includes documents or information held electronically. Please dispose of paperwork via shredding or confidential waste disposal and not through general, household waste and recycling
Professionalism
Please:
- represent the wider resident community, not your personal interests
- if you raise a personal tenancy or property issue, expect the TLB Chair to offer you three minutes to share your issue and then promptly and respectfully invite you to deal with your matter outside of the session
- avoid repeatedly raising the same point or issue. If you do so, the TLB Chair will request that you refrain from doing so as your point will have been logged for attention
- respect the TLB Chair’s style and method
- aim to be on time all the time (at the start of each session and after a session break)
- notify the TLB Chair and/or the Resident Involvement Team in advance if you’re unable to attend and offer a reason for non-attendance
Meeting conduct
Please:
- speak one at a time and avoid talking over others.
- be courteous and allow everyone the opportunity to contribute.
Online meeting protocol
Please:
- join meetings on time and well prepared, using the provided link
- attend meetings in a suitable environment to ensure you’re as focused as possible
- keep your microphone muted when not speaking and use the “raise hand” function to contribute
- consider the option of contributing to the session using the chat function
- respect the TLB Chairs' guidance on timekeeping and discussion flow
Term of office
You will be expected to serve a term of two years with an option for re-application.
If you choose to resign and step down from the TLB within the two-year term, please express your wish to do so, with a clear reason, in writing to the TLB Chair and/ or Resident Involvement Manager, ideally giving six weeks’ notice to enable your position to be filled.
Attendance
- To ensure a reasonable level of commitment, you will be expected to make every effort to attend at least 75% of all TLB meetings (which is 9 of the 12 meetings) through a 12-month period
- If you miss two TLB meetings in a row, you may be invited to a session with the TLB Chair and/ or the Resident Involvement Manager to discuss your attendance with the aim of agreeing a way forward
- If your attendance drops below 75% through a 12-month period, you will be invited to a session with the TLB Chair and/ or the Resident Involvement Manager to discuss your attendance with the aim of agreeing a way forward
- If your attendance doesn’t improve as agreed, you may be invited to resign from the TLB
- You will be expected to make every effort to attend TLB training session as with the TLB meetings it is expected that you will attend at least 75% of these sessions
- If you miss a TLB meeting or TLB training session, you will be expected to catch up on the session by watching a recording and/ or working through the training materials
Support and supervision
- In the first instance, the Resident Involvement Manager is your first point of call should you require any support in accessing the TLB sessions, or if you have any concerns or questions about how TLB is operating
- The TLB Chair will offer you an annual appraisal aimed at reviewing your performance as a Tenant & Leaseholder Board member, considering ways to improve ways of working and identifying any areas where you’d welcome support to access the TLB
- The TLB Chair will undertake an annual appraisal with the Resident Involvement Manager
In-meeting conduct procedure, breaches of the Code of Conduct and appeals process
It is recognised that in some instances there may be breaches of the Code of Conduct. This section outlines how reconciliatory outcomes will be sought prior to disciplinary outcomes.
In-meeting conduct procedure
The TLB Chair and TLB Vice Chair will be trained and empowered to:
- use procedural motions (move to next business, no-longer-heard or adjournment)
- issue verbal warnings
- ask individuals to leave the meeting
- request mediation for ongoing issues
Breaches of conduct
Breaches of the TLB Code of Conduct will be reviewed by the TLB Chair alongside the Resident Involvement Manager.
Repeated or serious breaches may result in
- a warning and a request to improve your conduct
- if this is not evidenced, an invitation will be offered to discuss matters with the TLB Chair and the Resident Involvement Manager aimed at agreeing a way forward
- if breaches of conduct continue, and you choose not to resign, it is likely that you may be suspended, or you will be required to stand down from the TLB
Formal appeals route
After a sanction (e.g. suspension/ standing‑down):
- stage 1 - Informal review with Resident Involvement Manager and TLB Chair aimed at reconciliation and re-instatement
- stage 2 - Resident Involvement Manager’s written assessment
- stage 3 - Independent investigator (if required)
This approach mirrors statutory OCC elected member conduct arrangements and strengthens legal defensibility.
At any point TLB members are entitled to make a formal complaint through normal channels if they feel they are not receiving a satisfactory service.
Declaration of Interests
The TLB maintains a register of the private interests held by members of its board. This collection is a record of the private interests declared by TLB members and aims to capture potential conflicts of interest of TLB members who participate in other Oxford City Council resident involvement groups.
The purpose of the register is to give TLB members the mechanism to publicly declare any private interests which may conflict, or may be perceived to conflict, with their public duties and to disclose any connections that may affect impartiality.
On completion, all TLB members declarations of interest will be combined into a single document, shared with all TLB members and updated regularly.
