Society Policies

 

 Privacy Policy

GDPR (the General Data Protection Regulation) effective 25th May 2018

Purpose of the Policy is to clarify:
• How we ensure that members understand and have a say in what personal data we collect and store and how that data is used.
• How we collect, store and manage the data.
• How we ensure that the data is safe.
 
What is ‘personal data’?
In this context, personal data is any information about you which allows us to identify you.
The Society keeps the following personal data about you:
• Your name and title
• Your address
• Your phone number and/or mobile phone number where you have provided one
• Your email address where you have provided one
• Details of membership subscriptions you have paid
• Details of any Gift Aid authorities you may have signed
• How you want your Newsletter delivered
• If you have stated that you want to assist the Society with its activities.
• The date you became a member of the Society
• In addition, we may have retained emails that you have sent us to ask questions about the Society and its activities.
• Photographs taken at the Society’s events may capture your image. These photographs may be used to promote the Society in newspapers, the Society’s Website, Facebook page or Twitter account. Photographs which include children will not be used without the permission of the child’s parent or guardian.
 
How we store personal data
Your personal data is stored on computers operated by Trustees of the Society on a need to know basis: that means information is usually only held by the Chairman, Joint Treasurers  Vice Chairman, Membership Secretary and by our Website Manager who is a member of the Society. Other Trustees who manage specific groups or events may need to access your contact details, but this would only be with your permission.
Membership records are stored securely. They are encrypted and password protected and regularly backed up, both on a stand-alone hard drive and ‘in the cloud’ . We use Mailchimp the World’s largest Marketing Information platform and as far as the Society is concerned we only use Mailchimp to hold our Members’ name, email address and date added for the purpose of sending out the Society’s Newsletters and other electronic communications from time to time. The application is free of charge. Mailchimp is totally committed to being fully GDPR compliant in 2018.
Some of our records, such as membership forms and Gift Aid authorities, are also retained in paper format and are held under lock and key by the Membership Secretary.
 
How long we keep data
We keep the information for as long as we deem necessary within the remit of the legislation. Membership details and Gift Aid authorities will be retained for as long as you are a member. We may also need to keep financial information for a period of six financial years after the end of the financial year in which the transaction occurred so that we can respond to any enquiries from HMRC about our income or applications for Gift Aid.
 
How we use data
We only use the information we keep to help us to administer the functions of a membership-based organisation and to notify you of our latest news, activities and events.
As we do now, we may occasionally also tell you about events organised by others that we think may be of interest to members but we will not pass on your information to third parties without your permission unless we are required to do so in law.
 
Your rights
You have a right to ask us what information we hold about you at any time. You can do this by writing to us at our postal address as shown below or by emailing us at secretary@addinghamcivicsociety.co.uk
You also have the right at any time to correct any information we hold about you which is incorrect or out of date.
You have a right to cancel your membership at any time and ask for your details to be removed from our mailing lists. Please note that we may need to keep details of payments you have made to us and its purpose even after your membership terminates, as explained above.
 
How we will contact you
At the moment, when you join the Society, we add your name to our mailing lists and then keep you informed of the Society’s activities. As a minimum, we will continue to contact you about your membership of the Society and to remind you of when your subscription is due. In addition, we will continue to tell you about our events and activities unless you ask us to stop.
We will also continue to tell you about Civic Society related events organised by other organisations within the movement such as Civic Voice, the Yorkshire and Humber Association of Civic Societies (YHACS) and other Civic Societies in the local area.
We may also inform you about events and activities organised by other organisations in and around Addingham where we think the events will be of interest.
We will use our judgement and discretion to decide which events not organised by the Society to tell you about.
We will contact members via the method requested. Typically, this will be by email (if you have provided us with an email address) or by post. People who have provided us with an email address will receive information from us more frequently than people who have only provided us with a postal address. (This is based primarily on the costs of printing and delivery but can also be due to the fact that we sometimes receive information at very short notice and there is insufficient time to issue post/hand delivered communications to members.)
We may need to contact you by telephone but this would usually only be to let you know about late changes to our events where an email or communication may not reach you in time.
 
How members contact the Society
For more information, to change or update your details or to register a concern contact: secretary@addinghamcivicsociety.co.uk
Or write to the Secretary at: 11 St Michaels Way, Addingham, LS290RN.
A copy of the ACS Privacy Policy can be found on the Civic Society website.
Policy Agreed at Addingham Civic Society Trustees’ Meeting 17th of April 2018.
 
Signature: Jim Robinson
Chairman
Date: 17th of April 2018
Review Date: 17th of October 2018

  

       Financial Investment Policy

Introduction

Addingham Civic Society Constitution point 11: Trustees have overall responsibility for the investment of the charity’s funds.

Aim of Investment

To yield the best financial return within the level of risk considered to be acceptable, this return to be spent on the charity’s aims.

Role of Trustees

  • To act within the Addingham Civic Society charity’s powers to invest.
  • To review the Society’s financial situation on a regular basis
  • To exercise care and skill and to consider all aspects of investment and risk.
  • Select investments that are appropriate for Addingham Civic Society.
  • Take advice from someone experienced in investment matters when appropriate
  • When investing or reviewing investments consider relevant issues such as diversification or ethics
  • Review investments periodically
  • Explain the investment policy in the Trustees’ Annual Report

Role of Officers’ Committee

  • To regularly review the Society’s financial situation, review current investments and make recommendations to the Trustees.

Savings and Cash Deposits

  • ACS Savings may be held in The Skipton Building Society
  • ACS Cash may be held in the Yorkshire Bank.

Amounts of cash and savings are reviewed regularly by the Officers’ Committee in order to ensure that the monies held by the Society are used regularly and for charitable purposes.

The maximum amount placed with any one institution must not exceed the amount guaranteed by that institution, should that institution face a financial crisis.  

Other Investments

N/A

This Financial Investment Policy was agreed and minuted at a meeting of the Board of Trustees on: 15th January 2019

and signed by Chairman James Robinson.     

 

Conflict of Interest Policy

All Trustees and volunteers of Addingham Civic Society will strive to avoid any conflict of interest between the interests of The Society on the one hand, and personal, professional, and business interests on the other. This includes avoiding actual conflicts of interest as well as the perception of conflicts of interest.

The purposes of this policy is to protect the integrity of the Society’s decision-making process, to enable our stakeholders to have confidence in our integrity, and to protect the integrity and reputation of Trustees and volunteers.

Examples of conflicts of interest include:

1)  A Trustee who is also on the committee of another organisation that is competing for the same funding.

 2)  A Trustee who has shares in a business that may be awarded a contract to do work or provide services for The Society.

Upon appointment each committee member will make a full, written disclosure of interests, such as relationships, and posts held, that could potentially result in a conflict of interest. This written disclosure will be kept on file and will be updated as appropriate.

In the course of meetings or activities, Trustees will disclose any interests in a transaction or decision where there may be a conflict between The Society’s best interests and the Trustee’s best interests or a conflict between the best interests of two organisations that the Trustee is involved with. The Trustees will then decide which of the following options is most appropriate for the situation:

Option 1: After disclosure, I understand that I may be asked to provide any relevant information and then leave the room for the discussion and may not be able to take part in the decision depending on the judgement of the other Trustees present at the time.

Option 2: After disclosure, I understand that I may be asked to leave the room for the discussion and may not be able to take part in the decision depending on the judgement of the other Trustees present at the time.

Option 3: After disclosure, I understand that I will be asked to leave the room for the discussion and will not be able to take part in the decision.

Any such disclosure and the subsequent actions taken will be noted in the minutes.

This policy is meant to supplement good judgment, Trustees and volunteers should respect its spirit as well as its wording.

This Conflict of Interest Policy was agreed and minuted at a meeting of the Board of Trustees on: 15th January 2019

and signed by Chairman James Robinson.    

 

       Safeguarding Policy

          Safeguarding is everyone’s responsibility: (Age UK Sept 2017) 

Introduction

The Civic Society has a large membership mainly of older people. Its activities bring Trustees and volunteers into contact with this membership through a range of activities such as Members’ Meetings, Local Projects and Fund Raising Activities.

Through its wider work within the community the Trustees and Volunteers also come into contact with residents from all parts of the community.

Aims of the Policy

  • To promote the welfare of residents (Constitution Object 4.5)
  • To raise safeguarding awareness

Who may be at Risk

The Society recognises that through its range of activities Trustees and Volunteers may come into contact with residents who are vulnerable to limited social conditions, loneliness or abuse. This could be in any sector of the community.

Trustees’ Responsibilities

Vulnerable Adults

If, through Society activities, a safeguarding concern is noted, the Age UK Guidance will be followed.

If the resident wishes the concern to be followed up, an extraordinary and confidential meeting of the Officers’ Committee will review the situation without naming the individual.

National Guidance should be followed and the incident be discussed confidentially with Age UK.

Reporting On advice from the Officers’ Committee the Chairman is responsible for reporting, where necessary, to the police, social services and other agencies, and where the criteria are met, send a serious incident report to the Charity Commission.

Guidance on Reporting to be found at:

https://www.gov.uk/guidance/safeguarding-duties-for-charity-trustees#dealing-with-safeguarding-incidents-and-allegations

Vulnerable Children

Some of the activities of the Society involve working with the village youth organisations. There must always be a responsible adult present from the relevant youth organisation who is in overall charge.

At no time should Trustees or Volunteers work alone with children under eighteen years of age.

When working with Duke of Edinburgh Gold and Silver Award Volunteers at least one ACS adult present must have a current Disclosure and Barring Service (DBS) check.

If a concern is noted about a child during a Civic Society activity the concern must be reported in confidence to the responsible person from the youth organisation.                                     

Volunteers

Volunteers must also be protected from harm and should be aware of the Society policy regarding bullying, harassment and whistleblowing.

Insurance

Trustees must ensure that adequate insurance is in place to cover the activities of the Society.     

Making Grants to other Organisations

Trustees must ensure due diligence is carried out to ensure that any grant recipient is suitable and, where appropriate, has safeguarding policies in place.

Protecting Trustees, Volunteers and the Society from Allegations

Trustees/Volunteers should work in pairs or groups in order to protect themselves against allegations.

This Safeguarding Policy was agreed and minuted at a meeting of the Board of Trustees on: 19th March 2019

and signed by Chairman James Robinson.   

  

Financial Policy and Procedures

Financial Policy

  1. Addingham Civic Society Trustees are responsible for:
  • Safeguarding the assets of the charity
  • Preventing fraud
  • Avoiding errors
  • Keeping financial records in accordance with the governing document and relevant legislation (e.g. Charities Acts, Companies Acts etc).
  • Preparing Annual Accounts in accordance with the governing document and relevant legislation
  1. The Financial Procedures detailed below must be followed at all times by all Trustees and volunteers.
  2. A copy of this policy and procedures will be given to all Trustees on their election to the Board, and to all relevant volunteers.
  3. The policy and procedures will be reviewed regularly by the Trustees and revised as necessary.

Financial Procedures

  1. Organisational Information

       a) ACS Financial Year runs from 1st April – 31st March

       b) Name of Bankers: Current Account: Yorkshire Bank, Otley Branch

                                 Savings Account: Skipton Building Society, Ilkley Branch

       c) Auditor/Independent Examiner: Mr P Mirfin

  1. Bank Accounts

       a) All bank accounts must be in the name of the organisation.

       b) No account may be opened in the name of an individual or individuals.

       c) New accounts may only be opened by a decision of the Board of Trustees, which must be minuted.

       d) Changes to the bank mandate may only be made by a decision of the Board of Trustees, which must be minuted.

       e) Two people should be involved in counting cash receipts.

       f) All cheques must be signed by two signatories.

       g) The signatories are responsible for examining the cheques for accuracy and completeness.

       h) All Internet Bank Transfers must be authorised by one signatory and a member of the Officers’ Committee.

       i) The Treasurer is responsible for ensuring accuracy and completeness prior to transmission.

       j) The signatories are responsible for examining the payment documentation (purchase invoice etc) prior to signing the cheque or authorising an Internet Transfer.

       k) Blank cheques must never be signed by two signatories.

 3. Signatories: 

Accounts

  1. Name: Mrs A Austin

                Role: Treasurer

2. Name: Mrs G Battarbee

        Role: Secretary

3. Name: Mr P Mirfin

                Role:   Retired Society Treasurer

          Gift Aid Registration

  1. Name: Mrs A Austin

      Role: Treasurer

  1. Annual Spending Plan

The Annual Spending Plan is reviewed quarterly by the Officers’ Committee.

  1. Financial Reports 

a) A financial report will be prepared for every Board of Trustees meeting.

b) The Trustees’ financial report will show overall and monthly profit and loss.

c) Each Financial Report will be circulated to all Board of Trustees members and discussed at the following committee meeting.

d) The reports will be prepared by the Treasurer

  1. Accounting and other financial records 

The organisation maintains a computerised accounting system which records:

  • Cheques and cash received and banked
  • Cheque payments, Internet Banking Transfers and other amounts paid from the bank accounts

     a) Every transaction will be entered into the appropriate book and will include:

  • The date of the transaction
  • The name of the person from whom the money was received or paid to and the full amount
  • A brief description of why the money was received or paid
  • An analysis of each amount under its relevant budget heading, where applicable

     b) All documents relating to receipts and payments will be filed in the month they are input into the system

     c) A regular electronic backup copy will be taken and transferred electronically to the Secretary

  1. Authorisation and Payment
  1. All purchase orders must be recorded.
  2. The Chairman (Vice Chair or Treasurer in the Chair’s absence) must approve new spending for any item over £50.
  3. Trustees may not make any new spending agreement above £50. All new spending over £50 must be authorised in advance as in 7b.
  4. No Board of Trustees or staff member may authorise payment to themselves, their partner or relatives.
  5. Invoices (or other receipts) should be checked before payment is authorised. All goods received must be signed for, if unchecked they must be checked for completeness before payment.
  6. Once payment has been made the invoice (or other receipt) should be marked “Paid”, together with the cheque number and date or internet reference.
  7. All payments must be entered in the computerised accounting system only after being authorised.
  8. The Society Environment Group Steering Committee will manage its own funds up to the available amount as recorded in the Cash Book. Any amounts over £50 must be approved in advance by the Environment Group Steering Committee. (As minuted 17th July 2018) 
  1. Insurance
  1. Appropriate Insurance polices will be maintained to cover:
  • Public Liability
  • Contents
  1. An inventory of all physical assets of the organisation will be kept and regularly updated.
  2. A copy will be kept off the premises at the address of the Treasurer.

 

  1. This Financial Policy, and the Financial Procedures detailed above were agreed and minuted at a meeting of the Board of Trustees on: 19th March 2019

and signed by Chairman James Robinson.     

 

 

      Risk Management Policy 

Introduction

The Civic Society is not required by law to have a risk management process, nor is it required that the Society should follow a particular method. But the Charity Commission strongly recommends that charities have a clear risk management policy and process.

Aim of the Policy

To enable the Trustees to avoid or limit risk to the Society.

Identification and Management of Risk

A risk constitutes anything that could prevent the Civic Society from achieving its aims or carrying out its objectives.

Trustees will be updated regularly regarding potential risks to the Society by the Officers’ Committee.

The Officers’ Committee will regularly Review, Identify, Assess, Evaluate appropriate action, Monitor and Report on the following potential risks:

  • damage to the Society’s reputation
  • receiving less funding or fewer public donations
  • making financial losses losing through inappropriate investments
  • changes in the government’s policy on a particular issue, affecting grants or contracts
  • risks associated with the regular activities of the Society
  • risks associated with specific groups such as the Environment Group

This Risk Management Policy was agreed and minuted at a meeting of the Board of Trustees on: 15th January 2019

and signed by Chairman James Robinson.     

 

 

 

 

Addingham Civic Society