NFTMO
Toolbox - We are well run and in control

This part of the toolbox is all about the governance of the TMO. 

Below you will find a template for a TMO Code of Governance, which all TMOs should have. Together with (under 'further resources') a whole series of supporting policy documents that you may need or find useful. The supporting documents can be viewed and downloaded directly from the list or via hyperlinks in the Code of Governance Document.

This part of the Toolbox also includes a guide to our Governance Healthcheck and Kite Mark. Why not review how well your TMO is run using these resources?

Essential resources to view

Guide to the Modular TMO Kite Mark & Healthcheck

The Governance Healthcheck can be used simply as a way of checking the health of the organisation or as a starting point for an application for the NFTMO’s good governance Kitemark.
Whatever way you choose to use the health checker, think about what the results are telling you about what you need to do, as an individual and as a group, to improve your governance and make your TMO stronger.The Healthcheck contains a total of 40 standards which have been grouped under 3 modules. These are:

• Being in-touch
• Being in control
• Being good at managing

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TMO Code of Governance (for TMOs with a management Board)

All Tenant Management Organisations (TMOs) should have a Code of Governance. If you use~ or intend to use~ the Modular Management Agreement for TMOs then a Code is a requirement of that Agreement.

This section of the ‘Tool Box’ is to help developing and established TMOs draw up or improve a Code of Governance for your organisation. The main document explains what the Code should include and offers a model format that can be used to make the drafting process much easier. Within the model format you will need to add details to reflect the way your TMO operates. The Tool Box also includes information about other governance documents that you are likely to need. Those documents are also linked directly from the appropriate place within the main document.

Click View to access the main document FOR TMOs with a Management BOARD.

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TMO Code of Governance (for TMOs with a management Committee)

All Tenant Management Organisations (TMOs) should have a Code of Governance. If you use~ or intend to use~ the Modular Management Agreement for TMOs then a Code is a requirement of that Agreement.

This section of the ‘Tool Box’ is to help developing and established TMOs draw up or improve a Code of Governance for your organisation. The main document explains what the Code should include and offers a model format that can be used to make the drafting process much easier. Within the model format you will need to add details to reflect the way your TMO operates. The Tool Box also includes information about other governance documents that you are likely to need. Those documents are also linked directly from the appropriate place within the main document.

Click View to access the main document FOR TMOs with a Management COMMITTEE.

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Further resources to view

Code of Conduct

Your committee or Board must work together and make decisions in the interests of the TMO as a whole. Members of a successful group must conduct themselves so that meetings work properly and come to decisions that have the support of the committee/Board. Ground rules are set out in a ‘code of conduct.’

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Conflicts of Interest Policy

All TMOs at all stages should have a policy about conflicts of interest, including a requirement that anyone who has a conflict must declare it and not take any part in a decision about that matter.

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Confidentiality Policy

The policy (or ‘code’) lists the types of confidential information that the TMO needs to keep, and why. The TMO ensures that all this information is kept confidential and that the TMO complies with the Data protection Act.

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Equality and Diversity Policies

All TMOs at all stages must have suitable policies and procedures for equality and diversity and should be able to show how they follow these.

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Financial Standing Orders

Financial rules are essential for any organisation that has money. As a TMO you must have financial standing orders or rules and you must ensure that these are being followed. Failing to do this is dangerous.

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Scheme of Delegation

Clear delegation is essential in any organisation, however small or big. Financial delegations should all be included in financial standing orders showing who has authority to commit money and pay bills. Having a single document with the whole ‘scheme of delegation’ is very helpful

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Gifts and Hospitality Policy

A gifts and hospitality policy is strongly recommended once your TMO is in a position where it is providing services or spending money on outside services. A register helps staff and others deal with potentially embarrassing or uncertain situations where, for example, a gift is offered by a contractor or tenant.

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Complaints Policy & Procedure

Under the Modular Management Agreement your TMO must have a ‘management complaints policy and procedure’ in line with chapter 7, Schedule 4.
If your TMO is not yet managing homes, it is recommended that you have a simple complaints procedure

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Membership Policy

All TMOs must have a register of members. All TMOs should have, and apply, a membership policy and a procedure for admitting people to membership.

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The TMO Constitution

Your constitution is the basic set of rules that says what your group is and what it can do.To serve a RTM Notice you must have a constitution that entitles all tenants and leaseholders to become members. To enter into a management agreement you must incorporate with a suitable constitution.

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General Policies

Policies are essential in any organisation, to provide guidance and consistency in relation to each area of regular activity. There are some policies that TMOs must have under the management agreement.

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Role of Officers

It is essential to have a list of the tasks that the officers are supposed to do. This ensures that, when they are elected or appointed, their duties are clear.

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Agenda and Minutes

The agenda and minutes are essential tools for any group.

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Emergency

Your statements of delegation need to allow for unforeseen emergencies where it is not possible to call a Board or committee meeting.

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Scrutiny

Any TMO should have ways for its own tenants to scrutinise performance

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Performance Management

Performance refers to what someone or some organisation does. In a TMO, performance refers to the results of a TMO’s work. Using performance measurement is a valuable management tool for a Board or committee

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TMO Expenses Policy

It is wise to have an expenses policy as soon as a group has money. It can be part of financial standing orders or a separate document.

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Review and Assessment

A Code of Governance is useful only if it is followed in practice. The Board or Committee should set time aside, with the senior staff, to review possible areas of weakness and scope for improvement.

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Employing Staff

In order to comply with the Code the TMO must keep its Employment Policies, Procedures and Contracts up to date.

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Risk

All groups should be aware of what risk assessment and risk management mean. All TMOs should make an appropriate risk assessment and have a risk management plan. All business plans should include these

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Succession Strategy

A succession strategy will set out how the TMO intends to ensure that there will be suitably informed and motivated members willing and able to take on leadership roles in the future.

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TMO Legal Package

A product from Anthony Collins developed with the NFTMO to meet the needs of our members

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TMO Legal Helpline

A legal helpline product developed by Anthony Collins Solicitors with input from the NFTMO to ensure it meets the needs of our members

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