Select Page

Board Members’ Code of Practice                               

5.1       Introduction

ARB has a responsibility to ensure the effective discharge of its duties.

Guidance on the role of ARB, the role of its members and good practice in undertaking this role can be found in three main sources: the Act; other legislation relevant to the Board; and in the publications of the Committee on Standards in Public Life and related organisations. There will also be expectations vis-à-vis a Board member’s role set out in the Framework Agreement which has been established between ARB and its sponsoring Government Department.  This Code of Practice has been developed from the information contained in these documents, and is addressed to members of the Board.  It is particularly important that members take care to understand and follow the spirit of the Code.

 

5.2       Corporate Responsibilities

The Board must ensure that high standards of corporate management and governance are maintained in the conduct of all its business.  As a public corporation, ARB recognises that it must comply with all relevant legislation and good practice guidance, including the Partnerships with Arm’s Length Bodies: Code of Good Practice, as well as the Framework Agreement between ARB and Ministry of Housing, Communities and Local Government (MHCLG). The Board fully accepts and adopts the underlying principles set out below.

 

5.3       Individual Responsibilities

Members share in the corporate responsibility of ARB, and should therefore conduct themselves in a manner that supports its role. The Cabinet Office describes ‘corporate responsibility’ as supporting a decision of a board once a decision has been made.[1] All members must follow the underlying principles set out below, and comply with the Code.  In exercising the powers of the Board, members accept certain responsibilities and must recognise that the general principles of law and good practice applying to ARB will be directly relevant to their conduct as Board members.  Board members share responsibility for the decisions of the Board or any Committee of the Board, and should support them and cooperate in their implementation. Decisions should be allowed to operate, and if a member thinks that a policy or decision should later be reconsidered, the Board member should seek to achieve this from within the Board by requesting the Board to timetable a re-consideration of that particular decision.

 

5.4       Principles Underlying the Code[2]

Board members have a duty to act in the public interest in accordance with ARB’s statutory responsibilities.

 

Selflessness          Holders of public office should act solely in terms of the public interest.

Integrity                Holders of public office must avoid placing themselves under any obligation to people or organisations that might try inappropriately to influence them in their work.  They should not act or take decisions in order to gain financial or other material benefits for themselves, their family, or their friends.  They must declare and resolve any interests and relationships.

Objectivity            Holders of public office must act and take decisions impartially, fairly and on merit, using the best evidence and without discrimination or bias.

Accountability      Holders of public office are accountable to the public for their decisions and actions and must submit themselves to the scrutiny necessary to ensure this.

Openness              Holders of public office should act and take decisions in an open and transparent manner.  Information should not be withheld from the public unless there are clear and lawful reasons for do doing.

Honesty                Holders of public office should be truthful.

Leadership           Holders of public office should exhibit these principles in their own behaviour.  They should actively promote and robustly support the principles and be willing to challenge poor behaviour wherever it occurs.

 

5.5       Conduct of Board Members

  5.5.1       General

The Architects Registration Board is governed by a Board.  All members of that Board carry individual and corporate responsibility to the Board.   All Board members bring their skills and experience to the Board when making decisions and are expected to contribute their views on the questions the Board has to consider, to participate fully in its decision-making, and to ensure that it is well informed.  A Board member has a duty to act in good faith and in the public interest.

 

   5.5.2       Confidentiality

During the conduct of ARB’s affairs, Board members might obtain privileged or confidential information relating to the Board, or to individuals, companies and universities. Board members are under an obligation to maintain confidentiality in relation to such information. Even in relation to matters which are not confidential, members should proceed with caution, as prematurely revealing information to those outside the Board (for example by email circulation) may cause harm to others, or interfere with the prudent and efficient discharge of the Board’s business.

It is particularly important that members should not use information gained in the course of their work on the ARB Board for personal gain or to advance the interests of any particular group or sector, nor seek to use the opportunity of public service to promote their private interests. (Selflessness principle – conflicts of interest are discussed further below).  Members should also be aware of the Board’s policy on matters to be discussed during the open and confidential sessions of Board meetings (see Appendix Q).

 

5.5.3          Negligent Statements

Although any legal proceedings initiated by a third party are likely to be brought against the Board as a body, a Board member may be personally liable if they make a fraudulent or negligent statement which results in loss to a third party.  A Board member who misuses information gained by virtue of their position may be liable for breach of confidence under the law applicable within the UK.

 

5.5.4         Dealing with the Press

Communications with the press will only be made through the ARB Chair and Registrar & Chief Executive in line with the Board’s policy in this area.  Board members should not provide information to the media, or do anything which could lead to the disclosure of anything said or discussed at any confidential session of the Board or any of its committees.

 

5.5.5          Dealing with the Wider Domain

ARB Board members may also need to articulate developments within the Board on matters of general principle to other audiences and may also wish, on occasion, to take soundings from others on matters which are being or may be discussed.  In conducting such discussions, Board members must ensure that matters relating to discussions held in the confidential session of the Board meeting or any of its committees are not disclosed. Bearing in mind their corporate responsibilities, ARB Board members should also make it clear to others in what capacity they are speaking, for example as an ARB Board member or in a non-Board capacity.

 

5.5.6          Political Activity

ARB Board members should be even-handed in all dealings with political parties. ARB Board members should not hold a paid party political post or a particularly sensitive or high-profile role in a political party.  ARB Board members should abstain from all controversial political activity and comply with Cabinet Office rules on attendance at Party Conferences.  ARB Board members should not make political statements or engage in any other political activity relating to ARB’s work.    Subject to the above, ARB Board members may engage in political activity but should, at all times, remain conscious of their responsibilities as an ARB Board member and exercise proper discretion.  ARB Board members should inform the Chair and/or the Registrar and Chief Executive before undertaking any significant political activity.

 

 5.5.7         Behaviour to other Board Members

Board members should treat each other with courtesy, and endeavour to work together in a cooperative and collaborative manner, in good faith and in a spirit of mutual trust and respect.

It is hoped that disputes will not arise, but if they do, the ARB Board has approved a complaints procedure to deal with such issues.

 

5.5.8         Working with Staff

ARB Board members are responsible for the staff that the Board engages, and therefore should treat all members of staff with respect and courtesy. Not only is this an important requirement for any employer, it also helps to ensure that staff carry out their work smoothly and efficiently in accordance with the Scheme of Decision Making  without interference.  There are a range of performance measures to enable the Board to hold the Executive to account for their performance and the performance of the staff.

 

5.6    Conflict of Interest

 5.6.1         Public Duty and Private Interest

ARB Board members must avoid being in a position where there is, or might reasonably be perceived to be, a conflict between their personal interests and their duty as an ARB Board member. Where an ARB Board member has a connection with an individual or organisation with whom or which the ARB Board is dealing, or whose interests differ from those of the ARB Board, then the interest must be declared and any potential conflict considered. Board members must also declare any pecuniary interests, for example, a contract with a company where the ARB Board member is an officer or shareholder, or where there is a business, professional or personal relationship.  Such connections may be direct, or they may be through a family member or business associate.  ARB Board members must disclose both direct and indirect pecuniary interests (including those of family members and business partners) which they may have in any matter coming before the ARB Board or any of its committees.

Non-pecuniary interests are also important to declare.  ARB Board members must not allow the impression to be created or exist that they are, or might be, using their position to promote private or personal interests, rather than promoting the general public interest.  Particular care must be taken with an interest arising from holding office with, or membership of, a society, or of a common interest group such as a professional body or trade association.  As a general guide, if an ARB Board member is in any doubt as to whether an interest should be declared, that in itself is an indication that it should be declared.

Board members must provide their declaration/s of an interest in writing before and orally at each meeting, the ARB Board or committee concerned must then consider whether there is a potential conflict and ensure that the ARB Board member does not take part in any discussion, decision or vote where the interest might be held to give rise to a conflict or might reasonably be perceived to be a conflict.         ARB Board members must leave the meeting for agenda items where they have such an interest and will not participate in any votes for those items.

It is not enough to avoid actual impropriety.  ARB Board members must at all times avoid any occasion for perceived and/or the appearance of improper conduct.

 

 5.6.2         Gifts and Hospitality

ARB Board members should not place themselves under any obligation to outside individuals or organisations that might influence them in the performance of their official duties or, just as importantly, that could give rise to a perception that they might be so influenced. ARB Board members should avoid accepting hospitality or gifts that might call into question their independence or impartiality.

ARB Board Members should disclose for publication any gift, hospitality or benefit received, or offered, either in their capacity as a ARB Board member or connected with the performance of their duties.  It is good practice to record gifts or hospitality irrespective of their value and a declaration must be made if the value of the gift or hospitality is £20 or more.

 

5.7       Register of Interests

Board members are obliged to provide details of any financial or professional interests that may be relevant to the work of ARB, including details of their financial and legal status, i.e., details regarding insolvency; criminal convictions or anything else that isn’t consistent with the highest standards of professional conduct by completing an annual Register of Interest and declaration form.  A copy of this form, along with guidance on how to complete it, can be found at Appendix O to this Handbook.  Not all interests listed in the Register may give rise to a conflict.

 

5.8       Insurance Declaration

Board members are obliged to complete an annual declaration as is required under the Board’s insurance policy.

 

5.9       Allowances

   ARB Board members must comply with the rules set by the Board regarding allowances and expenses.

 

5.10       Additional Appointments

ARB Board members who wish to accept an offer of new and/or additional employment or appointments during their term of office must inform the Chair and/or the Registrar and Chief Executive.

5.11       Acting Ultra Vires

It is a general principle of law that a body corporate can only act in accordance with the terms of its founding statute, charter or constitution.  It follows from this that ARB Board members can exercise powers only insofar as these are expressed or reasonably implied by the Act itself.  If the Board acts out with its powers, it is deemed to be ultra vires (literally, “beyond the power” of the Board).

 

5.12        Delegation

A duty imposed on the Board by the Act cannot lawfully be delegated.  If the Board is considering delegating any of its functions, it should ensure that it has the power to do so by seeking legal advice on the question and giving that advice proper consideration.

 

5.13       General Legal Provisions

In addition to the ultra vires rule, there are a number of areas in which the Board’s actions are affected by principles of law applicable to all bodies in the UK, whether or not created by statute.

 

  5.14        Equality and Diversity

As a public body the Board and ARB are required to promote equality and diversity and avoid discrimination on grounds of the protected characteristics, this is in line with the Equality Act 2010. ARB has a three year Equality and Diversity Performance Plan.

 

5.15       Freedom of Information Act

The Freedom of Information Act 2000 gives a general right of access to all types of recorded information held by public authorities, sets out exemptions from that right, and places a number of obligations on those authorities.  Subject to any exemptions, anyone who makes a request to a public authority for information must be informed whether the public authority holds that information.  If it does, that information must be supplied, subject to certain conditions.

Every public body is required to adopt and maintain a publication scheme, setting out how it will publish the different classes of information it holds.  ARB’s publication scheme is posted on the website.

Board members creating documents or communicating by email or letter amongst themselves or with third parties on matters relating to ARB Board business for which they have been given responsibility by the ARB Board must ensure:

(a)     that the document or communication does not contain information which is not held on the ARB Board’s behalf; and

(b)     that it is marked as created on the ARB Board’s behalf; and

(c)       that a copy of that communication is lodged with the relevant staff member so that it can be produced, if necessary, in response to a FOI request.

Board members should be aware that any communications on ARB Board business that are copied to the office will be subject to disclosure under the Freedom of Information Act and the Data Protection Act.

 

5.16       Data Protection Act 2018 and the General Data Protection Regulation (GDPR)

The General Data Protection Regulation (GDPR) came into force on 25 May 2018, replacing the EU Data Protection Directive and superseding the Data Protection Act 1998.  It was transposed into UK law through the Data Protection Act 2018.  The purpose of the GDPR is to protect the rights and freedoms of individuals and ensure that personal data is not processed without their knowledge, and wherever possible, that it is processed with their consent.

The GDPR sets out that personal data must be processed lawfully, collected only for legitimate purposes; limited to what is required, accurate and kept up to date; kept no longer than necessary; kept secure.  There are significant penalties for breaching GDPR.

While Board members will have only limited access to personal data, they should nevertheless familiarise themselves with ARB’s Data Protection Policy (Appendix T), which sets out how ARB must process personal data and details individuals’ data protection responsibilities.

Under the legislation ARB must appoint a Data Protection Officer, who has responsibilities to act independently in order to endure legal compliance in respect of data processing.  Any queries or concerns should be made directly to the Data Protection Officer.

5.17       Human Rights

The Human Rights Act 1988 came into force in the UK on 2 October 2002.  Under the Act, it is unlawful for any organisation to act in a way that is incompatible with a Convention right.  The “human rights” issue, along with any requirements under the diversity legislation, will have to be borne in mind by the Board when considering legislation, policies and procedures.

Further guidance and information on the Human Rights Act can be obtained from the Human Rights Unit (www.dca.gov.uk/peoples-rights/human-rights/).

Any alleged breach of this Code by a member will be dealt with using the complaints procedure set out in Appendix N.

 

Note

The Board maintains a professional indemnity policy with a limit on the indemnity of £3,000,000 for any one claim.  The policy provides cover for any “wrongful act” committed by the ARB Board, any member of the ARB Board, any ARB employee or anyone else acting on the ARB Board’s behalf.  “Wrongful act” means any actual or alleged negligent act, error or omission or unintentional breach of confidentiality arising from the professional activities of ARB.  The policy also extends to include libel, slander and defamation.

 

In addition, the ARB Board maintains a “Directors and Officers” policy with a limit of liability of £5,000,000 in all.  The policy includes cover for any individual who is a director or officer of the ARB Board. The policy provides protection against liabilities arising from, among other things, any actual alleged breach of duty, breach of trust, neglect, error, misstatement or other act leading to a claim against them in their legal capacity as ‘Directors and Officers’ of ARB. The policy also provides ‘entity cover’ for claims which may be made against the entity of ARB.

 

These policies have been maintained for a number of years and will continue to be maintained unless the ARB Board otherwise directs.

[1] Code of Conduct for Board Members of Public Bodies (Cabinet Office, June 2014)

[2] Code of Conduct for Board Members of Public Bodies (Cabinet Office, June 2014)

Pin It on Pinterest

Shares
Share This