Piers Road New Communities Association
Equal Opportunities PolicyStatement of Intent 1. Piers Road New Communities Association is actively opposed to all forms of discrimination of the grounds of Race, Colour, Age, Marital Status, Ethnic and National Origin, Gender, Sexuality, Religion and Disability.
2. Piers Road New Communities Association is committed to take action and introduce measures to combat all direct or indirect discrimination in its:
- Service planning and service delivery
- Instruction and engagement of suppliers
- Employment practice
Service Planning and Service Delivery3. In planning for new services and in the delivery of new services and current services, the we will maintain this policy of equal opportunities, non-discrimination and equality of access.
Instruction and Engagement of Suppliers4. In instruction and engagement of suppliers, Piers Road New Communities Association will maintain this policy of equal opportunities, non-discrimination and equality of access.
Employment Practice5. Piers Road New Communities Association is an equal opportunities employer. The aim of the policy is to ensure that no job applicant or employee receives less favourable treatment on the grounds of race, colour, age, ethnic and national origin, religion, gender, sexuality, marital status, disability or disadvantaged by conditions or requirements which cannot be shown to be justifiable.
6. As an organisation, Piers Road New Communities Association is particularly committed to taking positive steps as an employer to create increased opportunities for groups traditionally disadvantages by reason of race, colour, age, ethnic and national origin, religion, gender, sexuality, marital status, disability and to this end maintains a record of the ethnic origin of all members of staff and job applicants.
Recruitment and Promotion7. A written job description and written person specification shall be prepared in respect of every vacancy that arises and when additional posts are created they will be agreed by an appointments panel before the recruitment procedures commence. All panel members shall agree the meaning and impact of the above statement of policy for the post in question. The panel shall also decide whether to advertise the post under S.5 (2) (d) of Race Relations Act.
8. The appointments panel should include a member of staff, Board of Trustees member and if deemed necessary a representative from another agency. It should normally include both men and women.
9. All posts shall be externally advertised as widely as possible, taking the policy into account and particularly including ethnic minority media.
10. The appointment panel shall meet to produce a short list for interview and to produce a list of questions to be asked at the interview.
11. The appointment panel shall meet no less than half an hour before the first interview.
12. At both the short listing and the appointment stage, brief notes shall be made on each applicant including clearly why he or she has/not been shortlisted or appointed.
13. An open invitation will be made to people with a disability who have a specific need to discuss their specific requirements.
14. Where there is no vacancy or no additional post is being created, the responsibilities and job of an existing staff member may be redefined to take account of job development or meet new needs within Piers Road New Communities Association. This may be done without external advertisement only if the existing member of staff would face redundancy if he/she were to apply for the redefined post with other external applicants and not be appointed to it. All such proposed redefinitions should be agreed by the Board of Trustees. In making their decision, the Board should consider whether the spirit of Equal Opportunities Policy is being breached.
Training15. New members of staff should be made aware of training opportunities and encouraged to take them up. Members of staff who wish to take study leave may apply to the Chair of the Board of Trustees, who will put the matter to the Board meeting for decision in accordance with the relevant policy.
Breach of the policy16. Any breach of the policy will be considered as a serious matter and appropriate measures will be taken to remedy it. Remedial action may be taken through Piers Road New Communities Association disciplinary, grievance or complaints procedures, as appropriate.
Information and implementation17. The policy shall be circulated to all recipients of Piers Road New Communities Association services, members of public, job applicants and suppliers if asked for. Every member of staff should have a copy of this policy.
18. The overall implementation of the policy is the responsibility of the Board of Trustees.
19. The implementation and content of this policy shall be reviewed regularly by the Board of Trustees.
Date of Next Review January 2018
Piers Road New Communities Association
Purpose1. To inform Piers Road New Communities staff and members of their safeguarding responsibilities when working with children and vulnerable adults.
2. This Policy applies to Staff, Board Members, students and volunteers, who work with children and vulnerable adults.
Background3. In recent years there has been increasing concern about the safety and welfare of children, young adults and vulnerable adults. Higher Education Institutions (HEIs), External Adult Community services, etc have traditionally considered the welfare of under-18s as part of their Duty of Care obligations. It is the legal opinion now that there are a number of statutory and other provisions relating to safeguarding that need to be implemented and which Adult Community providers would be expected to take into account. These include:
- The Education Act (2002) Section 175
- The Children Act (1989 and amendments)
- The Children Act 2004
- Working Together to Safeguard children 2006
- Safeguarding of the Vulnerable Adult guidance 2006
- Safeguarding of Vulnerable Adult Schemes
- Aimsafer: A Framework for Safeguarding Children & Young People in Higher Education Institutions Care Act 2014
5. Section 115(4) of the Police Act 1997 states that a person can be considered to be vulnerable if they are “substantially dependent upon others in performing basic physical functions, or his ability to communicate with those providing services, or to communicate with others, is severely impaired, and, as a result, he would be incapable of protecting himself from assault or other physical abuse, or there is a potential danger that his will or moral well-being may be subverted or overpowered”.
6. As a consequence, Piers Road New Communities Association has taken the view that in the interests of good practice there should be a clear policy and associated practices to guide work with under-18s and vulnerable adults.
7. Piers Road New Communities Association believes that children/young people have rights as individuals and should be treated with dignity and respect. Piers Road New Communities Association will strive to provide a safe environment for any young people (under 18) in its care while they are participating in Piers Road New Communities Association’s activities.
8. Students aged under-18 and vulnerable adults could be involved in any Piers Road New Communities Association project. In addition, Piers Road New Communities Association may run taster programmes during the year and summer schools for young people. In addition, Piers Road New Communities Association staff may go out into local schools and youth organisations.
9. This Policy and these Procedures are based on the following principles:
- The welfare of young people and vulnerable adults is of primary concern
- All young people and vulnerable adults, whatever their age, culture, disability, gender, language, racial origin, socio-economic status, religious belief and/or sexual identify have the right to safeguarding from abuse
- It is everyone’s responsibility to report any concerns about abuse to the Director, and the responsibility of the Social Services Department and the Police to conduct, where appropriate a joint investigation
- All incidents of alleged poor practice, misconduct and abuse will be taken seriously and responded to swiftly and appropriately
- All personal data will be processed in accordance with the requirements of the Data Protection Act 1998.
Definition of Abuse10. Abuse is any behaviour towards a person that deliberately or unknowingly causes him/her harm, endangers life or violates their rights. Abuse may be:
- Psychological – repeatedly being made to feel unhappy, humiliated, afraid or devalued by others
- Financial or material – stealing or denying access to money or possessions
- Discriminatory – abuse motivated by discriminatory attitudes towards race, religion, gender, disability or cultural background.
Responsibility11. All staff (including volunteers) and learners / students are required to take shared responsibility for the safeguarding and safety of any young people and vulnerable adults on the premises. They must be aware of and abide by Piers Road New Communities Association code of good practice.
12. All Piers Road New Communities Association staff (Including volunteers) are in a position of trust, in particular those staff who teach, support, and guide or in any way interact with students, young people and vulnerable adults visiting the premises or its projects on other sites.
13. The managerial responsibility for any programme or activity rests with the individual who is directing or organising the activity. This person is expected to:
- Ensure that the activity is planned, organised and delivered in accordance with the Safeguarding Children and Vulnerable Adults Policy
- Arrange the checking, training, induction and guidance for all staff and volunteers
- Inform the Project Manager and complete the appropriate documentation
- Complete a Health and Safety risk assessment.
Child Safeguarding - Reporting and Monitoring Procedures15. All members of staff working closely with children have to be alert to possibilities of abuse and any concerns about the behaviour of any adult with respect to that child should be reported to the Project Manager and a decision will be taken on what further action to take.
16. If staff, in the course of their work with Piers Road New Communities Association have a child safeguarding issue brought to their notice, this must be treated as a priority over all other work.
17. It is the duty of staff to inform only and not to investigate – this is the role of the Police and Social Services.
18. An oral, and then written report should be provided to the Project Manager who will keep a confidential record of any such incidents.
Vulnerable Adults Safeguarding Procedures19. For vulnerable adults, Piers Road New Communities Association will apply the same principles as for child safeguarding. Where possible, Piers Road New Communities Association will identify vulnerable adults and ensure that there are appropriate support measures in place.
20. Any member of staff identifying with concerns regarding an adult whom they believe or know to be vulnerable must contact the Project Manager as a first point of contact. The Project Manager will inform the chair of trustees.
Allegations of abuse or inappropriate behaviour involving staff21. Allegations involving a member of staff and a person under-18 or a vulnerable adult should be reported to the Project Manager. Consideration will be given as to whether the situation falls within the definition of abuse (refer to section 5).
Common Sense Approach – the Guidelines:22. Guidelines that are intended to be a common sense that reduce opportunities for the abuse of young people and vulnerable adults and help to protect staff, students and volunteers from any false allegation. 23. You SHOULD:
- Treat all young people and vulnerable with respect and respect their right to personal privacy
- Ensure that, whenever possible, there is more than one adult present during activities or that you are within sight or hearing of others
- Exercise caution when discussing sensitive issues with children or vulnerable adults
- Exercise caution in initiating any physical contact with a young person or vulnerable adults
- Operate within the guidelines of the Centre
- Challenge all unacceptable behaviour and report all allegations or suspicions of abuse
- Keep parents fully informed of all anticipated activities.
Training25. In accordance with good practice, the Project Manager will ensure staff receive some form of appropriate training in the following topics:
- Health and Safety issues
- Handling a suspicion or disclosure
- Reporting an allegation
- Centre’s code of practice and code of behaviour
- Provide information to raise awareness to ensure that all staff understands what to do if a student or visitor covered by this policy discloses abuse or any other safe-guarding issue.
Media Relations26. For any Piers Road New Communities Association activity involving young people, parents or guardians must be given the opportunity to refuse permission for photographs, videos or other images to be made of their children and for the children to be interviewed by press, broadcasters or other media.
Health and Safety27. All users of Piers Road New Communities Association services must be made aware of the Health and Safety requirements and be prepared to abide by them.
Review28. This Policy and Procedures will be regularly monitored and reviewed in accordance with changes in legislation and guidance on the Safeguarding of Children and Vulnerable Adults or any changes within the Centre; following any issues or concerns raised about the Safeguarding of Children or Vulnerable Adults within the Centre; and in all other circumstances, at least annually.
Date of Next Review January 2018
Piers Road New Communities Association
Health and Safety PolicyThis is a statement of policy by Piers Road New Communities Association about its intentions, organisation and arrangements for ensuring the health and safety of users and others visiting our offices. To consult with our beneficiary groups on matters affecting their heath and safety
To prevent accidents within our offices
To maintain safe and healthy working conditions
To provide first aid training for all staff
To review and revise this policy as necessary at regular intervals.
1.ObjectivesIn order to achieve compliance with the statement of Policy, Piers Road New Communities Association has set the following objectives:
To set and maintain high standards for health and safety at its premises and which comply with legislative requirements
- To assess risks and establish procedures which reduce or remove defined risks
- To ensure the dissemination and discussion of relevant information on safety and health issues
- To develop and encourage safety and health awareness of employees and visitors
2.ResponsibilitiesTo ensure the prevention of work or workplace-related ill health and the avoidance of accidents, and the promotion of a safe and healthy workplaces, the following responsibilities have been established:
- Overall and final responsibility for health and safety is that of Piers Road New Communities Association Board of Trustees. As members of the Board, they have responsibility for implementing and monitoring the policy principally through the Project Manager.
- Day to day responsibility for ensuring this policy is put into practice is delegated to Piers Road New Communities Association’s Project Manager.
- To ensure health and safety standards are maintained/improved, the following people have responsibility in the following areas:
The Board3. Members of the Board have established the overall Health and Safety Policy. As Members of the Board, they have responsibility for implementing and monitoring the policy principally through the Project Manager.
The Project Manager4. The Project Manager is responsible for:
- Ensuring the Health and Safety Policy is reviewed regularly and revised to take account of changes to legislation or working practices
- Monitoring the Policy’s implementation, and setting targets or objectives where appropriate. Ensuring risk and fire risk assessments are carried out annually.
- Ensuring that the relevant resources are made available to enable the Policy to be implemented
- Bringing to the attention of the Board any faults or areas of weakness in the Policy or its implementation and to Communicate policy on all health and safety matters
- Encourage all personnel to be involved in matters of health and safety
- Ensure that periodic inspections are carried out - to identify unsafe equipment, working conditions, practices and fire hazards, and that reports are made of findings and recommendations regarding the remedying of any defects
- Assist with risk and fire risk assessments
- Assist with accident investigation
- Consult with beneficiary groups on all issues of health and safety.
- Investigate accidents
- Check that all staff are familiar with fire escape routes
- Check that fire extinguishers are maintained and checked every six months
Volunteers5.All volunteers working at or for Piers Road New Communities Association are required to comply with appropriate rules and regulations governing their work activities. Volunteers will be advised of Health & Safety requirements by the staff or beneficiary groups they are working with.
Policy Review6.The effectiveness of general policy statement and other specific policies in use by the Piers Road New Communities Association will be regularly reviewed and revised as and when necessary.
- The name of the person designated with the responsibility for health and safety for the Piers Road New Communities Association is to be prominently displayed for the information of all employees.
- The Health and Safety Law poster is displayed
- The first aid box is accessible
- The fire extinguishers are placed in accordance with the advice of our fire equipment servicing engineers.
Piers Road New Communities Association
Financial regulations PolicyCONTENTS
1. General Information
2. Responsibility of Employees
3. Separation of Duties
4. Accounting Records, Internal Controls & Audit
5. Accounting Systems
6. Budgetary Control
8. Security of Cash & Cheques
9. Security of Assets
11. Payment of Accounts
13. Expense Claims
1.0 GENERAL INFORMATION
1.1 Piers Road New Communities Association is a registered charity (1132350) and is subject to charity law.
1.2 Charity law requires the Trustees to prepare accounts for each financial year, which give a true and fair view of the state of affairs of the Charity and of the income & expenditure of the Charity for that period. In preparing those accounts the Trustees are required to:
1.2.1 Select suitable accounting policies and then apply them consistently;
1.2.2 Make judgements and estimates that are reasonable and prudent;
1.3 The Trustees are responsible for keeping proper accounting records, which disclose with reasonable accuracy at any time the financial position of Charities Act.
1.4 They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention of fraud and other irregularities.
1.5 These Financial Regulations apply to all activities of Piers Road New Communities Association. They outline the rules, regulations and practices to be followed by all employees and volunteers engaged in work or service with Piers Road New Communities Association.
2.0 RESPONSIBILITY OF EMPLOYEES & VOLUNTEERS2.1 All employees and volunteers working at Piers Road New Communities Association have a responsibility for the security of Piers Road New Communities Association property, for avoiding loss, and for economy in the use of resources. They must comply at all times with these Regulations and with the systems of financial control laid down by the the Board of Trustees on budgetary control and record keeping.
2.2 In addition employees and volunteers must immediately notify the Treasurer whenever any matter arises which involves, or is thought to involve, irregularity concerning the property of Piers Road New Communities Association, including the loss of cash.
2.3 The majority of the Piers Road New Communities Association’s income arises from charitable funds and donations. As such this places an onus on everyone to be responsible and accountable for their actions under charity legislation (Charity Act 1993).
3.0 SEPARATION OF DUTIES3.1 The prime means of control, wherever practical, is the separation of those responsibilities or duties which if combined would enable one person to record and process a complete transaction. When duties are segregated the scope for errors and oversight is significantly reduced, as well as any deliberate manipulation or abuse.
3.2 Separation of duties is important for everyone’s protection, and applies in principle to both income and expenditure and to capital transactions. It is recognised that the degree of segregation of duties will vary according to size and materiality, and to the resources available.
4.0 ACCOUNTING RECORDS, INTERNAL CONTROLS AND AUDIT4.1 The Treasurer shall be responsible to the Board of Trustees for the provision of proper accounting records, internal control procedures, budgets, monthly and quarterly management accounts and cash flow projections.
4.2 The Trustees shall be responsible for the preparation of annual financial statements. Auditors appointed by the Members shall be responsible for forming an independent opinion, based on their audit, on those accounts, and for reporting that opinion to the Members.
4.3 The audit shall be conducted in accordance with United Kingdom Auditing Standards issued by the Auditing Practices Board. An audit includes examination, on a test basis, of evidence relevant to the amounts and disclosures in the financial statements. It also includes an assessment of the significant estimates and judgements made by the Trustees in the preparation of the financial statements, and of whether the accounting policies are appropriate to the charity’s circumstances, consistently applied and adequately disclosed.
4.4 It shall be the responsibility of the auditors to plan and perform their audit so as to obtain all the information and explanations which they consider necessary in order to provide them with sufficient evidence to give reasonable assurance that the financial statements are free from material misstatement, whether caused by fraud or other irregularity or error. It shall also be their responsibility to evaluate the overall adequacy of the presentation of information in the financial statements.
4.5 Any matter which involves, or is thought to involve, irregularities concerning cash or other property of Piers Road New Communities Association, whether through fraud, misappropriation or other irregularity shall be investigated by the Trustees. It is anticipated that cases of theft and fraud will, other than in minor circumstances, be immediately reported to the police by the Trustees.
5.0 ACCOUNTING SYSTEMS5.1 The Trustees have a responsibility, through the Treasurer, to ensure that proper accounting records are maintained and that financial information used in the management of Piers Road New Communities Association and for external publication is reliable.
5.2 The Trustees are required to produce annual financial statements in a format that complies with the accounting SORP (Statement of Recommended Practice), “Accounting and Reporting by Charities”, published in October 2000, and applicable accounting standards.
6.0 BUDGETARY CONTROL6.1 The Treasure shall devise and maintain approved systems of budgetary control. Everyone is required to comply with these systems.
6.2 The budget must be approved by the Board of Trustees, and any changes to the budget during the course of the year must also be approved by the Trustees.
7.0 BANKING7.1 The prior approval of the Board of Trustees is required before opening accounts with banks and other financial institutions. The Treasurer is responsible for the day-to-day operation of all matters in relation to such accounts.
7.2 All cheques and negotiable instruments drawn on any Piers Road New Communities Association account shall be signed by at least two signatories authorised by the Board of Trustees. All changes to bank mandates must be approved by the Trustees.
8.0 SECURITY OF CASH8.1 Anyone responsible for collecting or holding cash shall be provided with a secure box, which should normally be deposited in a safe or locked cabinet when not in use.
8.2 Incoming receipts shall be banked regularly, and as soon as is practicable. All incoming money shall be banked “gross”, with no amounts being held back to “feed” petty cash floats.
8.3 Any loss or shortfall of cash, cheques or other negotiable instruments shall be reported immediately to the Treasurer, in accordance with the agreed procedures for reporting losses.
9.0 SECURITY OF ASSETS9.1 The Trustees have the duty of ensuring the safekeeping of Piers Road New Communities Association’s assets so that they can be used effectively.
9.2 These include such items as land, buildings, musical instruments, fixtures & fittings and equipment which is used in the Piers Road New Communities Association’s activities. Equipment includes computers and all items of office equipment. To achieve the security of these assets the following procedures shall be in place:
• A record of all fixed assets is maintained and reviewed by the Project Manager annually.
• All fixed assets are checked periodically to ensure that they remain in good repair.
• Rates of depreciation, approved by the Trustees, are recorded, and set to write off the cost of assets over their useful lives.
Bank and Building Society Accounts9.3 A record shall be kept of all bank and building society accounts. Bank reconciliations shall be carried out each month, and reviewed by the Treasurer.
10.1 Income for the purposes of Piers Road New Communities Association includes:
• sponsorship and donations
• grants receivable from charitable and public trusts
• grants receivable from statutory bodies
• any other grants given for the benefit of Piers Road New Communities Association’s beneficiaries
10.2 The Treasurer shall be responsible for setting up and maintaining procedures for:
i. the collection and proper recording of all monies due to Piers Road New Communities Association
ii. the financial organisation and accounting systems necessary to ensure the proper recording of all sums due to Piers Road New Communities Association
iii. the collection, custody, control, disposal and prompt proper accounting for all money received.
10.3 Where appropriate, or upon request, official receipts shall be issued, normally by the Project Manager.
10.4 Monies received on behalf of Piers Road New Communities Association must not be paid into a bank or other account other than the relevant Piers Road New Communities Association account, and shall be promptly passed to the Treasurer or Project Manager for banking.
10.5 Personal cheques should not be cashed out of money held on behalf of Piers Road New Communities Association.
11.0 PAYMENT OF ACCOUNTS
11.1 It is essential that all expenditure of charitable funds be properly authorised and supported by documentation in the form of an itemised receipt, invoice or other relevant paperwork.
11.2 Instruments of payment, such as cheque books, building society passbooks and bank mandate forms must be kept in a secure place, with access limited to nominated persons only.
11.3 Segregation of duties in the payment process is crucial. Where possible, the preparation of documentation should be undertaken by someone other than those authorising the payment.
11.4 All petty cash transactions should be recorded and such transactions should be dealt with by the Treasurer. All petty cash transactions must be supported by an appropriately dated receipt, and authorised by the relevant budget holder. Petty cash should be maintained on an ‘imprest’ system, which is reconciled at least monthly, and the reconciliation reviewed by the Treasurer.
11.5 All cheques and other payment instructions to the bank should be signed in accordance with the bank mandate, as approved by the Board of Trustees, and in all cases 2 signatures will be required.
11.6 All requests for the payment of expenses and reimbursement of expenditure to Piers Road New Communities Association staff should be approved by the Treasurer.
12.1 The Treasure is authorised to make arrangements to pay all salaries, wages and other emoluments payable by Piers Road New Communities Association.
12.2 The Chair of Trustees must be informed of: i. all appointments, resignations, dismissals, suspensions, sabbaticals and other arrangements that affect the payroll
ii. all absences from duty for sickness, maternity, public service, or any other reason
iii. changes in remuneration
12.3 Appointments and resignations of all employees shall be notified to the Board of Trustees.
13.0 EXPENSE CLAIMS
13.1 It is the policy of the Trustees to pay all agreed expenses in full and promptly.
13.2 All travel, subsistence and other personal expense claims must be authorised by the Treasurer, who shall be responsible for checking the accuracy and appropriateness of the claims.
14.1 The Project Manager shall be responsible to the Trustees for the appropriate insurance cover for Piers Road New Communities Association.
14.2 Similarly, any loss, liability, damage or any event likely to lead to a claim must be notified to the Chair of Trustees.
14.3 The Project Manager shall, in conjunction with Piers Road New Communities Association’s insurers, carry out an annual review of all the insurance cover in place, and advise the Trustees accordingly.
15.1 Piers Road New Communities Association’s everyday expenditure is made out of a general unrestricted fund. This fund is unrestricted because the money has been given to Piers Road New Communities Association on the general understanding that it will be used at the discretion of the Trustees for furthering the objectives of the charity. Unless specified otherwise, all money received by Piers Road New Communities Association is put into the general fund.
15.2 The Trustees may decide to put some of the unrestricted fund money into another fund for a particular project, such as future building repairs. This money is “designated” for administrative purposes only and still represents unrestricted funds that can be re-designated for another purpose if required by the Trustees.
15.3 Piers Road New Communities Association may at times receive money which has been given for a particular purpose, for example:
• a fund-raising event or campaign for a particular purpose;
• a donation or legacy received where a particular purpose is specified by the donor.
15.4 Where sums of money have been restricted by the donor for a particular purpose they cannot, and must not, be used by the Trustees for any other purpose.
Date of Next Review February 2018
Piers Road New Communities Association
Reserves Policy1. Piers Road New Communities Association is a not-for-profit voluntary organisation.
2. Piers Road New Communities Association will operate a balanced budget within each year.
3. Piers Road New Communities Association needs reserves for financial stability and for continuity of service provision for beneficiaries of the Piers Road New Communities Association projects.
4. In respect of reserves at the end of each financial year, Piers Road New Communities Association’s agreed policy is to maintain at least three months’ running costs, including salaries. However, in line with good practice it will aim to achieve reserves of six month’s running costs.
Date of Next Review February 2018
Piers Road New Communities Association
Conflicts Of Interest Policy1. Trustees and members have an obligation to act in the best interests of Piers Road New Communities Association and the Codes of Conduct for Trustees. Senior Managers and Staff are subject to similar obligations.
2. In addition all staff should be mindful of and adhere to the Seven Principles of Public Life, also known as the Nolan Principles which are:
- Inhibit free discussion
- Result in decisions or actions that are not in the interests of Piers Road New Communities Association
- Risk the impression that Piers Road New Communities Association has acted improperly.
Before Appointment5. Most of this policy is aimed at those who have already been appointed as Trustees or Senior Managers. However, a number of conflicts of interest can arise at appointment such as where an individual is already a Director / Trustee of another organisation that does business with Piers Road New Communities Association or is a close competitor.
6. Anyone seeking to be appointed as a Trustee or Senior Manager will be asked to disclose such interests in writing in order that these can be properly considered before any appointment is made.
The Declaration of Interests7. All Trustees and Senior Managers must, therefore, declare their interests, and any gifts or hospitality received (in accordance with Piers Road New Communities Association policy on the receipt of gifts and hospitality) in connection with their role in Piers Road New Communities Association. A declaration of interests form is provided for this purpose, listing the types of interest you should declare.
8. To be effective, the declaration of interests needs to be updated at least annually and also when any changes occur. It should include conflicts relating to immediate family members as well as directly to you. This includes spouse and children (including step-children). Significant interests of which you are aware relating to parents and siblings should also be disclosed, but it is acknowledged that you may not have full knowledge of these.
9. If you are not sure what to declare, or whether/when your declaration needs to be updated, please operate on the side of caution. If you would like to discuss this issue, please contact the Project Manager for confidential guidance. Interests will be recorded on Piers Road New Communities Association record of Interests, which will be maintained by the Project Manager. In the case where it is the Project Manager, he/she will need to refer the matter to the Chair. The register will be accessible by the Board of Directors and Piers Road New Communities Association Conflict of Interests Policy will be available to the public on request.
Data Protection10. The information provided will be processed in accordance with data protection principles as set out in the Data Protection Act 1998. Data will be processed only to ensure that Directors and Senior Managers act in the best interests of Piers Road New Communities Association. The information provided will not be used for any other purpose.
What to do if you face a conflict of interest11. If you or a family member is party to a contract with Piers Road New Communities Association you should not be involved in decisions that directly affect any benefit or service that you or the family member receives. You should declare your interest at the earliest opportunity and withdraw from any subsequent discussion. The same applies if you face a conflict for any other reason. You may, however, participate in discussions from which you may indirectly benefit, for example where the benefits are universal to all users, or where your benefit is minimal.
12. If you fail to declare an interest that is known to the Project Manager or Chair of the Board of Directors, the Secretary or Chair will declare that interest.
13. Decisions taken where a board member or member of staff has an interest
14. In the event of the board having to decide upon a question in which a Trustee or member of staff has an interest, all decisions will be made by vote, with a simple majority required. A quorum must be present for the discussion and decision; interested parties will not be counted when deciding whether the meeting is quorate.
15. Interested board members may not vote on matters affecting their own interests and they must absent themselves from the discussion.
16. All decisions under a conflict of interest will be recorded by the Chair of Trustees and reported in the minutes of the meeting. The report will record:
- The nature and extent of the conflict;
- An outline of the discussion;
- The actions taken to manage the conflict.
18. Independent external moderation will be used where conflicts cannot be resolved through the usual procedures but in most cases the Chair (or where the conflict affects him/her directly, a senior independent director), will rule on who can participate in a discussion or vote on an issue.
Date of Next Review March 2018