SPOA Code of Conduct

Scottish Plant Owners Association Committee Code of Conduct

 

1. Introduction

The Scottish Plant Owners Association (SPOA), is committed to maintaining high standards of professionalism, integrity, and respectful collaboration within its Executive Committee. This Code of Conduct outlines the expected behaviours of committee members and office bearers, ensuring that the governance of the Association reflects its values and protects its reputation.

Committee members, while serving in a voluntary capacity, are recognised as representatives of the Association at all times, including during informal, social, or external industry engagements.

 

2. Purpose

The purpose of this Code of Conduct is to:

● Promote a culture of professionalism, respect, and accountability within the Executive Committee.

● Safeguard the reputation and interests of the Association and its members.

● Provide a clear framework for addressing disruptive or inappropriate behaviour.

● Ensure fair and transparent processes for managing conduct concerns.

 

3. Scope

This policy applies to:

● All Executive Committee members and office bearers (President, Vice President, Treasurer, etc.)

● Any individual acting in a governance or representative role on behalf of the Association.

It covers all interactions related to committee duties, interactions with staff, meetings, communications, events, and public or private engagements where individuals may be seen to represent the Association.

 

4. Standards of Conduct

SPOA First

Executive Committee members shall prioritise the interests, reputation and long term success of the SPOA above personal interests, preferences, or gain.

 

Respect and Professionalism

● Treat all individuals with courtesy, fairness and respect.

● Discrimination, harassment, bullying, or abusive behaviour of any kind will not be tolerated.

Integrity and Honesty

● Conduct all committee business honestly and ethically.

● Avoid conflicts of interest; where one exists or may arise, disclose it in accordance with the SPOA’s conflict of interest policy.

 

Compliance with Law and Regulation

● Comply with all applicable laws, regulations, and industry standards relevant to your activities and role within the SPOA.

 

Environmental Responsibility

● Support environmentally sustainable practices where relevant to the SPOA’s mission and sector.

 

Constructive Communication

● Engage in respectful dialogue, even when expressing disagreement.

● Support collective decision making and avoid undermining agreed actions.

 

Reputational Responsibility

● Avoid public statements or actions that may damage the reputation of the SPOA or its members.

 

Confidentiality

● Protect confidential or sensitive information obtained through SPOA involvement and do not share it without proper authorisation.

 

6. Health and Safety

Safe Practices

● Adhere to all relevant health and safety standards when participating in SPOA related work, site visits or events

 

Incident Reporting

● Promptly report any unsafe practices, conditions, or incidents to the appropriate point of contact, or to the President.

 

5. Addressing Breaches

Informal Actions

Concerns may be raised with the President and Vice President, who will meet with the individual to discuss the issue. A verbal warning may be issued, with a reminder of expected standards.

 

Formal Action

If behaviour continues or is deemed serious, the matter will be referred to the full Executive Committee. The Committee may vote (by simple majority) to:

● Issue a formal written warning.

● Suspend the member from committee duties.

● Invite voluntary resignation

● Refer the matter to the lead contact of the member organisation represented by the committee member, informing them that the individual has been asked to volunteer resignation due to conduct concerns.

 

Safeguards

Where the President or Vice President is the subject of concern, the remaining office bearers and two impartial committee members will lead the process. All parties will be given an opportunity to be heard before any decision is made.

6. Escalation and Reputational Safeguards

In cases where a committee member is the sole representative of a member organisation, and serious misconduct occurs, the Executive Committee may escalate the matter directly to the individual in their capacity as both committee member and member representative.

If voluntary resignation from the committee is not forthcoming, the Committee may vote to suspend the individual from committee duties and exclude them from committee communications and decision-making.

Where reputational or operational risk remains unresolved, the matter may be referred to the full membership for discussion. If the Committee believes the individual’s continued membership endangers the Association, it may initiate proceedings under Section 14 of the Constitution, treating the individual as the member for the purposes of that process.

 

8. Review and Amendments

This Code of Conduct will be reviewed annually by the Executive Committee, or sooner if required. Amendments may be made to reflect governance needs, member feedback, or changes in the Constitution.

 

President: David Jarvie

Date 19/06/25