Code of Conduct


FLEET SAFETY ASSOCIATION

The Forum for the Fleet Risk Management & Driver Training Industry

The Fleet Safety Association was formally established at a general meeting held in Chiswick on 18 October 2005.

The meeting agreed the constitution and appointed an interim executive committee.

The following companies agreed to serve on the interim committee:

IAM Fleet
Active Risk Management
Driving Services
Pro-Drive
RoSPA

The association secretariat will be provided by RoadSafe.

Appendicies:

  1. Constitution
  2. Code of Professional Practice
  3. Fee Structure.

 

CONSTITUTION

Introduction

  1. The name will be The Fleet Safety Association (The voice of the Fleet Risk Management & Driver Training Industry).

Objectives

  1. The objectives of the association are:
    • To promote the highest standards of management practice of vehicle fleet risk management and driver training.
    • To provide member companies with an endorsement of professional standing.
    • To promote the benefits of work related road safety and the vehicle fleet safety management industry.
    • To be the voice of the industry and the representative body to put the views of companies whose business is corporate driving risk management and driver training to Government departments and agencies, and other relevant organisations.
    • To provide a forum for the exchange of non-competitive information and best practice amongst members.
    • To be a research and statistical centre, to aggregate and publish statistics, and to provide analysis on corporate driver training and vehicle fleet risk management and other relevant market information.
    • To be a technical centre providing commentary, guidance and advice on all legal and other regulatory developments of relevance to vehicle fleet safety management.

Membership

  1. Full membership is available to companies which offer vehicle fleet risk management and fleet driver training services and which subscribe to the Code of Professional Practice.

  2. Associate membership is open to insurance companies, fleet decision-makers and other companies interested in promoting at-work safety. It is also available to any organisation that does not offer driver training or which cannot subscribe to the Code of Professional Practice, but which is otherwise interested in the fleet vehicle safety risk management business.

  3. Associates shall be entitled to receive most publications and other literature prepared under the auspices of the FSA, and otherwise be entitled to participate in the affairs of FSA as decided by the Executive Committee, but may not be elected to membership of the Executive Committee, however they will have direct access to the chairman who will represent their views to the committee.

  4. The Executive Committee shall, at its discretion, admit applicants to full and associate membership. The executive committee shall also have the power to cancel membership providing it gives the full or associate member the opportunity to appeal.

Finance

  1. The financial year shall be the calendar year but this may be changed by resolution of a general meeting.

  2. Membership subscription fees shall be set by the Executive Committee. The initial fee levels can be viewed in Appendix 2.

Meetings of the FSA

  1. The FSA shall hold an annual general meeting not later than six months after the end of each financial year. At least 10 members of the FSA, or the Executive Committee, may at any time require the secretary to convene a general meeting. In convening such a meeting the Secretary shall give not less than 21 days notice to members.

Executive Committee

  1. The affairs of the association shall be directed by an executive committee of no more than 9 members comprising
    1. Representatives of at least two of the larger (turnover £800,000 plus) companies in membership.

    2. Representatives of two small companies.

    3. Up to five additional members

  2. All members will be elected on a national basis, each member serving for a three year term and can stand for re-election at the end of each term. Each member shall have as many votes as there are vacancies. The Executive Committee may make bye-laws governing the conduct of elections including provision to phase retirements. (Initially one third of members will serve for one year and one third for two years)

  3. A member of the Executive Committee shall cease to be a member if he resigns from, or if he ceases to hold office in, the institution in which he has hitherto held office.

  4. Each member of the Executive Committee shall have one vote. The Chairman shall have the casting vote in the event of abstention or equality.

Chairman

  1. The Executive Committee shall, at its first meeting in each financial year, elect a Chairman to hold office until the first meeting in the following financial year. The Executive Committee may also elect other officers as it chooses. No person may hold the office of chairman, for more than two consecutive years. In the event of the chairman resigning or ceasing to be a member of the executive committee, the Committee shall have power to elect a replacement to serve for the remainder of the term, this period of office not counting for the purpose of the requirement in the previous sentence.

Publicity

  1. The Association shall publish an annual report on its activities and a list of subscribing members. Both these documents will be published on its website with the membership list being always up to date.

Committees and Panels

  1. The executive committee may establish and maintain sub-committees and project groups, and may delegate matters to them.

  2. The executive committee may appoint technical panels to advise and assist it.

Secretary

  1. The executive committee shall have the power to appoint, and to re-appoint on an annual basis, a secretary who shall be responsible to it for the management of the association and the principal policy adviser to the executive committee.

Delegation

  1. The executive committee and the Secretary may delegate any of their powers.

Revision of the Constitution

  1. This constitution shall be amended by the FSA, provided that at least 75% of the members of the FSA present at the meeting vote in favour of amendments of which prior notice has been given.

18 October 2005
Chiswick

Appendix 2

Revised 18 October 2005

Code of Professional Practice

All Full members agree that:

  1. They will provide their services professionally and to any minimum standard that is approved by DSA and HSE. If any service deviates from this standard, they will make this clear in all public dealings.
  1. They will provide documentation clearly stating the scope of any service offered.
  1. They will not misrepresent themselves in any literature or otherwise in compliance with the Trade Descriptions Act 1968.
  1. They will have a minimum appropriate Public Liability, Employer Liability, Professional Indemnity and Personal Accident insurance cover in place to a level agreed by the Executive Committee.
  1. They will have a QMS system in place and have, or be seeking approval by ISO or another endorser.
  1. They will pay any subcontractors at the appropriate or agreed time.
  1. All fleet trainers will be on the DSA Fleet Trainer register.
  1. All trainers will hold a full licence for the category of vehicle they are providing training in, whatever the training may be. Also, all trainers will be included in any further training or CPD programme that the relevant agencies recommend.
  1. Within their ‘Terms and Conditions’ of business, they will ensure that any vehicles used for any practical training are covered by insurance for Road Traffic Act purposes and comply with Construction and Use Regulations.
  1. They will also ensure that all drivers attending any course have current and lawful authorisation to drive the vehicle being used on the roads of the country in which training is being delivered and that they meet all current DVLA medical standards for driving.
  1. That they will allow the FSA or a body chosen by it to audit compliance with the code of conduct and provide every assistance with the process at any reasonable time with appropriate notice. Specifically they will co-operate in responding to any complaint about that member made to the FSA.
Membership fees for those offering driver training and fleet risk management services are calculated on a sliding scale as a percentage of turnover.

Associate membership is available for other organisations who have an interest in occupational road safety and share the same aspirations as the founder members.

Further details are available from the secretariat.