Summary of Policies and Procedures
In line with The Charity Commission requirements for CIOs with income between £10,000 and £25,000 the following policies and procedures, including a Code of Conduct for members, Safeguarding, Trustee and Management Committee Responsibilities, Health & Safety and AGM Guidance can be found on our website.
1. Internal charity financial controls policy and procedures.
Ancillary costs, consumables and expenses (below £400) Agreed by 1 Trustee and 2 committee members
Running costs (Utilities etc). Agreed by Treasurer and Secretary
Capital purchases (over £400). Agreed by a majority of the trustees
.
2. Safeguarding policy and procedures.
As outlined in our Code of Conduct (CoC) and all Trustees, and Keyholders are required to be DBS checked.
3. Financial reserves policy and procedures.
We keep one year of estimated running costs in reserve. This requirement will only be waived if the Shed became insolvent.
4. Complaints policy and procedures
This is published in our CoC which all members are required to read and agree to abide by. In summary, any complaint will initially be raised to a Keyholder and referred to the Committee or Trustees as per the CoC
.
5. Serious incident reporting policy and procedures
As per our CoC:
All serious incidents will be reported to the Trustees and if necessary their insurers.
If it is a legal matter, it will be reported to the Police.
If it is a Safeguarding matter, it will be reported to the local authorities
If it is a medical matter, it will be reported to relevant medical authority
If it is an injury, it will be reported to the HSE
6. Internal risk management policy and procedures
As per our CoC:
Each Shedder is required to complete a self-assessment tool declaration
All Shedders must abide by the Code of Conduct agreement
Risk assessments are carried out regularly (in accordance with H&S best practice) and reviewed by the Management Committee
7. Trustee expenses policy and procedures;
Trustees can claim agreed expenditure on any out-of-pocket expenses for travel with the prior agreement of the Treasurer and Secretary. Any other expenses must be agreed in advance of the need to travel or purchase.
8. Trustee conflicts of interest policy and procedures;
Trustees are required to declare any interest in any discussion and to exclude themselves from any decision making that would constitute an interest or a likely conflict of interest.
9. Investing charity funds policy and procedures;
The BaythorpeShed does not invest anything outside of its stated objectives. The only investment income is from bank interest (if any) on reserves.
10. Campaigns and political activity policy and procedures;
We are a non-political organisation
11. Bullying and harassment policy and procedures;
As per our CoC:
In summary, any complaint will initially be raised to a Keyholder and referred to the Committee or Trustees as per the CoC.
12. Social media policy and procedures;
We only publish official documentation on the website (approved by the Committee and Trustees) together with agreed member images of our charitable activities.
Our Facebook Page only contains news authorised for release by a member of the Committee or Trustees together with agreed member images and information.
13. Engaging external speakers at charity events policy and procedures.
We do not engage external speakers. External specialist visitors are appraised of our Code of Conduct and objectives before they visit.
14. Has the charity provided services to children and / or adults at risk in the financial period for the return?
No
15. Has your charity obtained the appropriate level of DBS Checks for all eligible roles eligible during the financial period of this return?:
Yes. Standard DBS checks have been obtained for all eligible roles.
16. Has your charity reported all Serious Incidents (including any historical incidents) that the charity became aware of during the financial period of this return?
None to report