Residents Panel Conduct and Terms

This Code of Conduct has been drawn up and approved by the Residents Panel as a guide to what is expected when participating in meetings or other formal activities with Welwyn Hatfield Borough Council.

Everyone involved is expected to:

• Adhere to this Code of Conduct
• Work in partnership with the council, to achieve the best possible results for all tenants and leaseholders
• Do all we can to ensure that people who are involved reflect the people living in our communities
• Ensure that everything we do positively promotes involvement and does not bring any group or the council into disrepute
• Consider the needs and views of all residents and local communities

Meetings and events

• Treat others with respect, courtesy, sensitivity and protect individual confidentiality
• Contribute positively and constructively and provide feedback when asked to do so
• Treat all confidential information as such and do not share outside the meeting unless authorised to do so - further information is within our confidentiality agreement.
• Attend on time and give apologies in advance if necessary
• Be friendly and welcoming to others
• Refrain from using discriminatory, offensive or abusive language or behaviour
• Abide by group decisions
• Keep to the agenda subject
• Residents Panel meetings and other involvement activities are not the platform for reporting day-to-day issues.
• Resident Panel members should not accept gifts, favours or hospitality. Members should seek the advice of the Chair or Resident Involvement Manager if required.

Supporting the effective running of meetings

The role of the Resident Involvement Team is to help facilitate meetings and involvement activities. Panel members should respect the capacity and resources of the team and not make unreasonable demands on their time. Requests for additional information should generally be made via the Chair.

Confidentiality

• Residents Panel members will be asked to sign a confidentiality agreement when they join.
• The Residents Panel handles information of a personal and commercially sensitive nature from WHBC or any third party. Members are reminded of the importance of confidentiality and discretion at all times, including after meetings unless written permission has been obtained.
• Information about anyone’s personal circumstances must be kept confidential and not disclosed outside of the Panel. Panel members should avoid mentioning specific cases that may cause the embarrassment or identification of an individual.

Breaches of the Code

• If a member fails to abide by the Code, the Chair / lead officer for the activity may ask them to leave.
• If a member commits a serious breach or persistently breaches this Code, they can be suspended from meetings or expelled by the Chair.
• In the case of a serious breach, as defined by the Chair, Vice-chair and Resident Involvement Manager, a member will be automatically expelled from the Panel. Examples of a serious breach include: - Abusive or violent behaviour, theft, damage of WHBC property, breach of confidentiality. This is not an exhaustive list.
• If the Chair or Vice-chair has committed a serious breach, then members of WHBC’s senior management team will take the decision to expel them from the Panel.

Resignations

• Any Residents Panel member wanting to resign can do so in writing to the Chair/Vice-chair or WHBC’s Resident Involvement Manager.  
• If a written resignation is not received within 28 days of the Panel member verbally stating they wish to resign, the resignation will become automatic.

Requests from Residents

The nature of the Panel means it is likely that tenants will approach members and ask them to get involved in individual concerns. However, it is crucial that Panel members recognise the need to behave impartially and not get involved in detailed operational matters.

Therefore, in dealing with matters raised by individual tenants/leaseholders Panel members should operate as follows:

1. Encourage or assist the tenant/leaseholder to approach the council
2. Consider there are always differing perspectives.
3. Do not get involved in any lobbying.
4. Where appropriate, encourage the tenant/leaseholder to raise the matter through the council’s complaints procedure.

Use of Social Media

Use social media or other communication channels to make personal, discriminatory or political statements or comments is unacceptable when acting on behalf of WHBC’s Residents Panel. You must also follow the council’s Social Media Acceptable Use Policy.

General

Attendance at Resident Panel meetings automatically assumes acceptance of the Terms of Reference and Code of Conduct. On joining the Panel, you will be required to sign both the Code of Conduct and Confidentiality Agreement and any further revisions of these.

Any concerns or complaints about the application of the Code of Conduct should be addressed to a Director at WHBC.

Thank you for getting involved with Welwyn Hatfield Borough Council to help us make our housing services better for everyone. We are committed to putting our residents at the heart of what we do.