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A sample code of conduct for a community benefits advisory panel. Part of the Community Benefits Toolkit.

This guidance was developed and written by Foundation Scotland. It was commissioned by the Scottish Government and Energy Saving Trust, produced by Local Energy Scotland.

(NB: Where the decision making group is the Board of a Company or SCIO, you are advised to check the organisation’s governing document and any relevant legislation, which may set out procedures to be followed in relation to members’ conduct).

Panel Member’s Code of Conduct

 Welcome to the [NAME] Community Benefits Panel. As a Panel member you will have an important and valuable role to play in ensuring money is used to address local needs and aspirations in accordance with the community’s own priorities, as described in the Panel Member Role Description

Although voluntary, this role is accompanied by several responsibilities, set out below. Please read this agreement carefully and, having understood it, sign and date both copies, and return one to [NAME OF ORGANISATION].

As an Advisory Panel Member you are required to:

  • Attend regular Panel meetings. Continuity is a matter of importance and members will be expected to attend on a regular basis. Those who do not attend three meetings consecutively, without reasonable explanation, may be removed from the Panel
  • Should you not be able to attend a meeting, convey your apologies to [NAME OF ORGANISATION] in advance of the meeting and at the earliest opportunity
  • Arrive for meetings at least five minutes before the start time and prepared with copies of the agenda and relevant papers
  • Should a Panel member arrive late for a meeting they will not be able to comment on business already discussed.
  • Contribute to Panel discussions in a relevant and constructive way, bearing in mind the role of the Panel and keeping to the meeting agenda
  • Conduct yourself in an appropriate manner, in particular listening to the views of other Panel members, not interrupting other speakers, and respecting the authority of the chairperson to direct the meeting
  • Bear in mind that the Panel serves your community as a whole and not just your own demographic or special interest group
  • If you are silent during discussion this will be taken by the meeting as acquiescence
  • Attempt to reach decisions by consensus, and respect the final decision of the Panel
  • Make unbiased and fair judgements of requests for support from the Community Benefits Package against the agreed purpose(s) and priorities for the Community Benefits Package and any other agreed criteria
  • Observe strict confidentiality about the funding proposals being assessed, the discussions which take place and the decisions made at Panel meetings. Documents relating to funding proposals are not to be shared outside of Panel meetings
  • Undertake any training provided by [NAME OF ORGANISATION] to enable you to become a more effective Panel member.
  • Declare any relevant conflicts of interest you may have and observe the Panel’s Conflict of Interest Policy regarding discussion of any applications you have a connection to
  • Not act in a way that could bring disrepute to the Panel, [NAME OF ORGANSIATION], or the renewable energy business
  • Understand that the Panel is a collective body, which exists only when it is in session. As a Panel member, you have no formal role regarding the Community Benefits Package outside of Panel meetings. You are however encouraged to promote the opportunity that the Community Benefits Package offers to your community
  • Report any breach of this policy to [NAME OF ORGANSIATION]. Raise any concerns relating to the Panel or the Fund with [NAME OF ORGANSIATION] in the first instance

Advisory panel members are not remunerated. However, all reasonable expenses may be met from the Community Benefits Package, where [NAME of ORGANISATION] has agreed to this. These may include travel, childcare and printing costs incurred in the line of duty. Such costs are expected to be kept to a minimum and may not exceed [NUMBER] % of the annual Community Benefits Package value.

 [NAME of ORGANISATION] promotes openness and transparency in its community benefit work and will make brief information about Panel members available on our website. This will include names and representation (where representing an organisation or group) but not Panel Member contact details.

I agree to abide by this code of conduct:

 

Signed _______________________________________________________________

 

Print Name ___________________________________________________________

 

On behalf of _______________________________________________ (name of community)

 

Date __________________________________