Member code of conduct and ethical behaviour
Contents
Purpose and status
Scope
The Society's objects
Principles and standards of conduct
Personal behaviour and respect
Communication and social media
Responsibilities of members
Animal welfare and breed integrity
Breeding, registration and sale of Highland Cattle
Representing the Society
Confidentiality and Society information
Society staff, officials and volunteers
Additional requirements for Council and Trustee members
Conflicts of interest
Use of Society resources
Raising concerns and complaints
Breaches of the Code
Disciplinary action
Membership commitment
Review of the Code
1. Purpose and status
The Highland Cattle Society (“the Society”) is committed to maintaining high standards of integrity, honesty, respect, animal welfare, responsible breeding and good governance.
This Member Code of Conduct and Ethical Behaviour (“the Code”) establishes the standards of behaviour expected of all members and those acting on behalf of the Society.
The Code is intended to:
promote a positive, respectful and inclusive Society;
protect the reputation and integrity of the Highland Cattle breed;
promote high standards of animal welfare and responsible breeding;
provide clarity about the behaviour expected of members;
support effective and accountable governance; and
provide a framework for addressing conduct which falls below the standards expected by the Society.
The Code should be read in conjunction with the Society's Constitution, Bye-laws, policies, procedures and any specific rules applicable to Society activities or appointments.
Nothing in this Code overrides the Society's Constitution or Bye-laws. In the event of any conflict, the Constitution and Bye-laws shall take precedence.
2. Scope
This Code applies to all members of the Highland Cattle Society.
It applies to conduct undertaken:
at Society meetings, shows, sales, exhibitions and events;
when undertaking activities on behalf of, or representing, the Society;
in communications with members, Society officials, employees, judges, fieldsmen and volunteers;
in written, electronic and social media communications where the Society or its activities are involved;
in connection with Highland Cattle breeding, registration, welfare, showing or sale where the conduct may affect the Society or the integrity of the breed; and
in any other circumstances where a member's conduct could reasonably be considered to affect the reputation or proper functioning of the Society.
Members are responsible for their own conduct and may also be held responsible, where appropriate, for conduct by family members, employees or agents acting in connection with their Society membership or activities.
3. The Society’s objects
The Highland Cattle Society operates as a charitable organisation for charitable purposes.
The Society's Objects include:
To preserve and safeguard the Highland Cattle breed and ensure its sustainable continuance as an important icon of rural Scotland's heritage, culture and art.
To promote, apply, assist and facilitate the advancement of science in all aspects of breeding, management and husbandry of Highland Cattle.
To promote, advise on and facilitate the unique advantages of Highland Cattle, including their role in the preservation and conservation of the natural environment and wildlife habitats and in meeting the challenges of climate change.
To promote and advance the physical and mental wellbeing of Highland Cattle and the prevention of suffering and illness.
To promote, encourage, educate in and organise the development of individual skills, capabilities and understanding in all aspects of Highland Cattle management and breeding amongst stockmen, owners and breeders.
To foster and develop the sense of community, social and economic cohesion of all those involved in Highland Cattle, particularly in more remote areas.
The Society's activities include maintaining and publishing the Breed Standard and Herd Book; organising and supporting pedigree shows and sales; appointing Society judges and fieldsmen; promoting education and research; supporting animal welfare and conservation; and bringing together breeders, owners and others with an interest in Highland Cattle.
Members are expected to conduct themselves in a manner consistent with these Objects.
4. Principles and standards of conduct
The Society expects all members to uphold the following principles:
Integrity - To Act honestly, responsibly and in the best interests of the Highland breed and the Society.
Respect - Treat others with dignity, courtesy, fairness and consideration.
Honesty - Provide accurate and truthful information in dealings with the Society and in the representation of Highland Cattle.
Accountability - Accept responsibility for personal conduct and comply with the Society's rules, policies and procedures.
Impartiality - Avoid favouritism, improper influence and conflicts of interest.
Animal welfare - Safeguard the health, welfare and wellbeing of Highland Cattle at all times.
Professionalism - Maintain appropriate standards of behaviour when participating in or representing the Society.
Community - Contribute positively to a welcoming, constructive and inclusive Society.
5. Personal behaviour and respect
Members are expected to:
behave honestly, responsibly and with integrity;
act in the best interests of the Highland Cattle breed and the Society;
treat fellow members, Society officials, employees, judges, fieldsmen, volunteers and members of the public with respect and courtesy;
respect diversity, personal boundaries and differing roles within the Society;
contribute constructively to Society activities and discussions;
comply with reasonable instructions issued by authorised Society officials;
behave appropriately at meetings, shows, sales, exhibitions and other Society activities; and
consider the impact of their conduct on others and on the reputation of the Society.
Members must not engage in:
bullying, harassment or intimidation;
unlawful discrimination, including discrimination based on race, sex, religion, disability or other protected characteristic;
threatening, abusive or deliberately offensive behaviour;
obscene, profane or inappropriate language or gestures;
conduct intended to humiliate, distress or intimidate another person; or
behaviour which brings the Society or the Highland breed into serious disrepute.
Members must not knowingly make false or misleading statements to the Society, including in relation to membership, registration, pedigree, breeding, showing, sales or any other Society business.
6. Communication and social media
The Society recognises the right of members to express their views and opinions.
Members are nevertheless expected to communicate responsibly and respectfully and to recognise that public statements may affect the reputation of the Society and the Highland Cattle breed.
Members should:
communicate courteously and constructively;
raise concerns through appropriate Society channels;
ensure information shared about the Society is accurate and not deliberately misleading;
distinguish personal opinions from official Society statements; and
respect the confidentiality and privacy of individuals.
Members must not:
make statements purporting to represent the Society without appropriate authority;
disclose confidential Society information without authority;
publish material which is threatening, abusive, discriminatory or seriously offensive;
use social media to harass, threaten, intimidate or bully another person;
knowingly publish false or misleading allegations concerning the Society or individuals involved with it; or misuse Society documents, photographs, information or other material.
Where a member has a complaint or concern about the Society, its officials, employees or procedures, the member should normally use the Society's established complaints or governance procedures rather than seeking to resolve the matter through public or social media channels.
Nothing in this section prevents a member from raising a genuine concern or exercising any legal right.
7. Responsibilities of members
Members are expected to:
comply with the Constitution, Bye-laws, policies, procedures and this Code;
familiarise themselves with the rules applicable to membership;
keep their membership and contact information up to date;
pay membership subscriptions and other properly due fees;
contribute to the Society in a constructive and positive manner;
support good governance and the reputation of the Society;
cooperate reasonably with Society officials, employees, judges and fieldsmen;
report serious misconduct through the appropriate channels; and
raise animal welfare concerns promptly and responsibly.
Members cannot avoid their responsibilities under the Society's rules on the basis that they have not read or obtained a copy of a document which has been properly made available to members.
8. Animal welfare and breed integrity
The welfare of Highland Cattle and the preservation of the integrity of the breed are fundamental responsibilities of Society membership.
Members are expected to:
safeguard the health and welfare of their cattle at all times;
provide appropriate food, water, shelter, veterinary care and management;
ensure cattle are handled, transported and exhibited responsibly;
take appropriate action when cattle are sick, injured or otherwise in need of care;
never knowingly neglect, mistreat or unnecessarily cause suffering to an animal;
breed responsibly and with proper regard for the health and welfare of resulting offspring;
remain alert to undesirable inherited conditions within the breed;
support responsible measures to identify, control and reduce inherited conditions;
protect the distinctive characteristics and integrity of the breed as defined by the Society's Breed Standard; and
support responsible conservation grazing and other appropriate uses of Highland Cattle.
Members should not knowingly transfer an animal to a person or organisation where there are reasonable grounds to believe that the animal will not be properly cared for or that its welfare or the integrity of the breed may be compromised.
9. Breeding, registration and sale of Highland Cattle
Members must act honestly and responsibly in all matters relating to breeding, registration and sale.
Members must:
provide accurate and truthful information to the Society for registration and pedigree purposes;
comply with the Society's registration and identification requirements;
maintain accurate breeding and pedigree records;
represent animals honestly to prospective purchasers;
disclose material information which a prospective purchaser would reasonably require;
provide appropriate advice or assistance to purchasers where reasonably requested;
act responsibly in relation to known inherited conditions and genetic defects; and
support efforts to identify, monitor, control or eradicate inherited conditions which may adversely affect the breed.
Members should remain informed about developments in animal health, welfare, genetics and responsible breeding.
Where a member is aware of a significant inherited condition or health issue affecting an animal or breeding line, they should provide appropriate information to prospective purchasers and take responsible steps to avoid the unnecessary propagation of serious inherited problems.
10. Representing the Society
Members representing the Society at shows, sales, exhibitions, meetings, conferences or other events must conduct themselves in a manner which reflects positively upon the Society and the Highland breed.
Only individuals authorised by the Society may make formal statements on behalf of the Society or communicate Society policy.
Members must not present personal opinions as official Society policy or position.
Members acting as judges, fieldsmen, stewards, officials or other Society representatives must comply with any additional rules, policies or codes applicable to their appointment.
11. Confidentiality and Society information
Members must respect confidential information obtained through their involvement with the Society.
Confidential information must not be disclosed, circulated or used for personal or commercial advantage unless:
the information is already legitimately in the public domain;
disclosure has been authorised by the Society;
disclosure is required by law; or
disclosure is otherwise permitted under an applicable Society procedure.
Particular care should be taken with:
complaints and disciplinary matters;
personal information;
commercially sensitive information;
confidential Council/Trustee discussions; and
information concerning individual members or other persons.
Members should respect the privacy of individuals involved in Society business.
12. Society staff, officials and volunteers
Members must treat Society employees, officials and volunteers with respect and courtesy.
Members must not directly reprimand, threaten, intimidate or abuse a member of Society staff.
Members should not seek to place staff under improper pressure or require them to respond to instructions which have not been properly authorised.
Concerns regarding staff conduct or decisions should be raised through the appropriate Society officer or established procedure.
13. Additional requirements for Council and Trustee members
Members of Council and the Trustee Board have additional responsibilities arising from their governance duties.
Council/Trustee members must:
act in the best interests of the Society and its charitable Objects;
act honestly, responsibly and with integrity;
contribute actively and constructively to Council/Trustee Board business;
make decisions fairly, impartially and in accordance with the Constitution, applicable law and Society policies;
consider relevant information before making decisions;
respect the different roles and responsibilities of Council/Trustee members, officers and employees;
maintain appropriate standards of confidentiality;
contribute to a harmonious, safe and productive governance environment; and
comply with the governance requirements of their appointment.
Council/Trustee members must not:
use their position improperly to obtain an advantage for themselves or another person;
use confidential Society information for personal or commercial advantage;
disclose confidential Council/Trustee information without authority;
deliberately misrepresent a formal Council/Trustee decision; or
undermine the proper governance processes of the Society.
Council/Trustee members must support properly made decisions of Council/Trustee Board when representing the Society publicly, unless they are authorised to communicate an alternative position or are exercising a legitimate governance or legal right.
14. Conflicts of interest
Council/Trustee members and members acting in an official Society capacity must identify and appropriately manage actual, potential or perceived conflicts of interest.
A conflict of interest may arise where personal, family, business, financial or other interests could reasonably be perceived as influencing a person's ability to act impartially in the interests of the Society.
Individuals must:
disclose relevant conflicts promptly;
declare an interest before consideration of the relevant matter;
comply with any decision regarding withdrawal from discussion or voting;
not use their position or confidential information for personal or financial benefit; and
ensure personal interests do not improperly influence Society decisions.
Conflicts of interest shall be managed in accordance with the Society's governance procedures and applicable legal requirements.
15. Use of Society resources
Society funds, property, equipment, information and other resources exist to support the Society's charitable Objects.
Members entrusted with Society resources must ensure they are used appropriately, responsibly and efficiently.
Council/Trustee members have a particular responsibility to:
exercise appropriate care and diligence in financial matters;
properly consider financial and audit information;
safeguard Society assets;
ensure expenditure is properly authorised; and
prevent improper personal use of Society resources.
No member may use Society resources for personal or commercial advantage without appropriate authority.
16. Raising concerns and complaints
The Society encourages members to raise concerns promptly and through appropriate channels.
A complaint is an expression of dissatisfaction concerning something done or not done by or on behalf of the Society. The complaints process is intended to address concerns raised by members or members of the public regarding the Society or matters for which the Society has responsibility. It does not apply to decisions properly made by Council/Trustee Board under the Society's Constitution. Such matters shall be dealt with through the appropriate constitutional or governance process.
All complaints should be submitted in line with the Society’s Complaint Policy and Procedure.
17. Breaches of the Code
A breach of this Code may include, but is not limited to:
serious or repeated inappropriate, abusive, threatening or disrespectful behaviour;
bullying, harassment or discrimination;
knowingly providing false or misleading information to the Society;
serious or deliberate breaches of confidentiality;
conduct which seriously damages the reputation of the Society or the Highland breed;
serious breaches of animal welfare responsibilities;
dishonest or improper conduct relating to cattle registration, breeding or sale;
misuse of Society funds, property, information or authority;
failure to declare or properly manage a relevant conflict of interest; and
deliberate or repeated failure to comply with Society rules, policies or procedures.
The Society will consider the nature, seriousness, circumstances and consequences of an alleged breach.
Where appropriate, a matter may be addressed informally. Serious or repeated breaches may be referred for formal disciplinary consideration.
18. Disciplinary action
The Society's Constitution provides the formal authority for disciplinary action against members.
The Council, by not less than a two-thirds majority and with the approval of the President, shall have power to suspend any member from the Society for any cause which shall appear to a meeting of the Council to require such action.
A member under suspension shall cease to enjoy the privileges and benefits of membership for the duration of the suspension, subject to any rights or exceptions provided by the Society's Constitution.
An Annual or Associate Member under suspension shall remain responsible for maintaining the appropriate subscription during the period of suspension, subject to the provisions of the Constitution.
The Council, by not less than a two-thirds majority and with the approval of the President, shall have power to expel any member for any cause which shall appear to a meeting of the Council to require such action.
A person who is expelled shall cease to be a member and shall cease to enjoy the benefits of Society membership, subject to any rights provided by the Constitution or applicable law.
Any disciplinary process shall be conducted in accordance with the Society's Constitution and applicable procedures.
Nothing in this Code creates a disciplinary power which is not otherwise provided for in the Society's governing documents.
19. Membership commitment
By applying for, accepting or renewing membership of the Highland Cattle Society, members acknowledge their responsibility to:
comply with this Code;
comply with the Society's Constitution, Bye-laws, policies and procedures;
act honestly and with integrity;
treat others with dignity and respect;
safeguard the health and welfare of Highland Cattle;
protect the integrity and reputation of the Highland breed;
contribute positively to the Society and its community; and
support the Society in achieving its charitable Objects.
Membership of the Society carries with it a responsibility to uphold these standards in dealings with fellow members, the public, Society officials, employees, judges, fieldsmen, volunteers and all others involved with Highland Cattle.
20. Review of the Code
This Code shall be reviewed periodically by the Council/Trustee Board to ensure that it remains appropriate, effective and consistent with:
the Society's Constitution and Bye-laws;
applicable legislation and regulatory requirements;
recognised standards of animal welfare and responsible breeding;
good governance principles; and
the evolving needs of the Highland Cattle Society and its membership.
Any amendment to this Code shall be subject to the Society's appropriate approval procedures.