Compliance and Governance 

The process for resolving breaches of the Code of Conduct is outlined in Section 4: Breaches of this Code of Conduct of the TRA constitution. Here’s a summary of the sanction process:

Breach During a Meeting

If a breach occurs during a meeting:

• Step 1: The Chair will first remind the individual of the existence and terms of the Code of Conduct.

• Step 2: If the disruptive behaviour continues, a formal warning will be given, informing the individual that they will be asked to leave the meeting if the behaviour persists.

If the Chair is the one in breach:

• A committee member can warn that the Chair will be asked to leave the meeting if the behaviour continues.

Serious or Persistent Breaches

If there are serious or repeated breaches of the Code of Conduct, the following process will apply:

• Step 1: The Chair will write to the TRA member detailing the allegations of their misconduct within 28 days of the breach. A copy of the letter will also be sent to other committee members.

• Step 2: The Chair and other Committee Officers will consider an appropriate course of action. This may involve:

  • A formal investigation.

  • A hearing by a conduct panel, which must include at least three committee members, including the Chair.

If the panel upholds the allegations, the following sanctions may be applied:

• A suspension from the group or meeting(s) for a specific period.

• A suspension from all TRA involvement activities for a specific period.

• A permanent ban from a group or meeting.

• A permanent ban from all TRA involvement activities.

Allegations Against the Chair

If an allegation of misconduct is made against the Chair:

• The same procedure will apply, but the Vice-Chair will take the appropriate actions instead of the Chair.

Appeals

If a member is suspended or banned, they have the right to appeal the decision:

• Step 1: The member must submit an appeal in writing within 28 days of being suspended or banned.

• Step 2: The appeal will be considered at a full meeting of the Committee (or a General Meeting) within 21 days of receiving the appeal.

• Step 3: If the matter is unresolved, it can be referred to the Resident Participation Team for guidance and advice.

Here is an outline of the elected officer roles, their job descriptions, and the specific tasks for each:

Chair

• Job Description: The Chair is responsible for leading the Committee and overseeing its work. They ensure meetings are conducted efficiently and that the Committee meets its aims.

  • Key Tasks:

    • Chair all meetings, including AGMs and special meetings.

    • Ensure that meetings run on time and that all participants are heard.

    • Manage the agenda and facilitate discussions.

    • Cast a deciding vote in case of a deadlock or stalemate (or alternatively, the Chair does not have a casting vote, and ties result in a failed motion).

    • Represent the TRA at external events or meetings as required.

    • Ensure that all actions and recommendations are recorded in the minutes

Vice-Chair

• Job Description: The Vice-Chair supports the Chair and steps in during their absence.

• Key Tasks:

  • Assist the Chair in all tasks and responsibilities.

  • Take over the Chair's duties if the Chair is unavailable.

  • Help ensure that meetings are conducted effectively.

  • May be called upon to represent the TRA in external matters in the Chair's absence.

Secretary

• Job Description: The Secretary handles the administrative duties of the TRA, ensuring effective communication and documentation.

• Key Tasks:

  • Take minutes at meetings and ensure they are circulated to members.

  • Send notices for meetings and ensure they comply with the required notice period.

  • Maintain records, including membership lists and attendance registers.

  • Organise the Annual General Meeting (AGM) and any special meetings.

  • Handle correspondence, ensuring it is dealt with promptly and appropriately.

Treasurer

• Job Description: The Treasurer is responsible for managing the financial affairs of the TRA.

• Key Tasks:

  • Maintain the TRA's financial records, including income and expenditure.

  • Ensure the TRA has a bank account in its name and that financial transactions are properly recorded.

  • Present financial reports to the Committee and at the AGM.

  • Ensure compliance with financial regulations and practices.

  • Arrange for an independent audit of the TRA's finances.

  • Ensure that the funds raised are only used for the TRA’s aims.

Co-Opts

• Job Description: A Non-Executive Director supports the Committee with strategic oversight and guidance.

  • Key Tasks:

    • Attend Committee meetings and provide independent advice and guidance.

    • Ensure the TRA's activities align with its long-term goals and governance responsibilities.

    • Offer expertise on financial, strategic, and governance issues.

Committee Members

• Job Description: Committee Members assist in the running of the TRA and support the elected officers.

• Key Tasks:

  • Attend and participate in Committee meetings.

  • Take on specific responsibilities or roles as needed (e.g., project management, community engagement).

  • Help implement decisions made by the Committee.

  • Contribute ideas and feedback to improve the functioning of the TRA.