BIAS Code Of Conduct

Brentford Independent Association of Supporters (BIAS) board operates under the rules of the BIAS Constitution which set out the purpose, objects and powers of BIAS.

In addition, these supplementary rules extend to the duties and powers of the BIAS Board, the role of the BIAS officers, how the BIAS Board is constituted, procedures for meetings and voting, and managing BIAS board members’ financial interest. The rules do not explicitly set out how the BIAS Board should work together to deliver BIAS’s purpose, objects and powers.

Adopting a code of conduct ensures the BIAS board’s ways of working are consistent with the rules of the BIAS constitution.

Governance responsibilities

BIAS board members will:

  • Act within the rules of the BIAS constitution including making sure they have read the
    clauses and understood what is required of them as BIAS board members.
  • Be active board members, making their skills, experience and knowledge available,
    including sitting on sub-committees as required.
  • Act to ensure BIAS represents the needs of the membership, supporters and community,
    raising issues and questions to ensure that this is the case.
  • Act in the best interests of BIAS as a whole and not as a representative of any particular
    group.
  • Develop and maintain a sound and up-to-date knowledge of issues that are relevant to
    BIAS.
  • Be accountable for their actions as Board Members of BIAS.
  • Respect Board and individual confidentiality.
  • Maintain confidentiality of conversations at committee meetings or working group.
    meetings and do not make public comments on behalf of BIAS unless authorised to do so by
    the chair.

Ways of working

It is the responsibility of BIAS Board members to:

  • Attend Board meetings, including the AGM and any additional special meetings or any
    delegated sub committees and training events called by the Chair or Secretary. Where
    members cannot attend, they should give apologies in advance
  • Prepare fully by reading papers and thinking through issues in good time before meetings
  • Actively engage in respectful discussion, debate and voting in meetings, contributing
    positively, listening carefully, challenging sensitively and avoiding conflict
  • Act jointly and accept a majority decision by making decisions collectively, standing by
    them and not acting individually unless specifically authorised to do so
  • Work considerately and respectfully with all, respecting diversity, different roles and
    boundaries, and avoiding giving offence
  • Appendix A (our committee rules) provides a summary and further details of the
    principles for co-working by the BIAS Committee

Managing interest

BIAS Board members must not:

  • Gain materially or financially from their involvement with BIAS unless specifically
    authorised to do so by the officers of the association.
  • Bring BIAS into disrepute by their actions.
  • Put themselves in a position where personal interests conflict with their BIAS committee
    responsibilities.

Leaving the board

Board members should inform the chair in advance in writing if at any time they wish to leave the BIAS Board.

Officers should additionally comply with clause 6.9 of the BIAS constitution: if any officer wishes to retire or resign from, or leave the executive committee for any reason, they shall be expected to provide at least three months’ notice of leaving to the executive committee. Officers shall endeavour to help the Executive Committee identify a suitable replacement and ensure a smooth handover.

Breaches of the code

Board members should understand that substantial breach of any part of this code may result in Misconduct procedures being put in motion in accordance with clauses 11.1. and 11.2 of the BIAS constitution.

Appendix A: our committee rules

To enable BIAS committee members to help each other as much as possible, all committee members will adhere to the following principles of co-working:

  1. We will adhere to our values.
  2. We will comply with the constitution at all times.
  3. We will treat all matters discussed in the strictest confidence until cleared to circulate.
  4. We will come to meetings prepared, complete update reports and, as far as possible, complete all actions on time.
  5. We will always provide feedback on documents when circulated for comment.
  6. We will contribute articles for the website on areas we lead on for BIAS.
  7. We will be accountable for our actions and not bring BIAS into disrepute.
  8. We will actively engage in respectful discussion and debate in meetings, contributing positively, listening carefully, challenging sensitively, avoiding conflict, and never attacking the motives of another committee member.
  9. We will speak with one voice, always supporting duly adopted board decisions
  10. We will conduct open, fair, and well published elections to the executive committee
  11. We will attend all meetings, as far as possible, where we have agreed to be a BIAS
    representative.
  12. We will circulate updates from external meetings within 7 days.
  13. We will respond to messages from fellow committee members within 48 hours.
  14. We will not gain materially or financially from our involvement with BIAS.

Agreed by the BIAS Board on: 13 January 2025.
Review date: no more than 24 months from the date of approval.