The following is an extract from the Constitution.
3. OBJECTS
The Objects of the CIO are the advancement of the arts, culture, heritage and science in East Sussex (which for the purposes of this Constitution shall include Brighton and Hove), in particular by assisting in the use, maintenance and improvement of archive services at The Keep, Woollards Way, Brighton BN1 9BP (“The Keep”).
4. POWERS
The CIO has power to do anything which is calculated to further its objects or is conducive or incidental to doing so. In particular, the CIO has power:
4.1 to support and promote the archive services at The Keep and to that end to invite and raise subscriptions, donations and contributions from persons and unincorporated and corporate bodies;
4.2 to raise funds (but not by means of taxable trading) in order to make grants for the purchase of documents of an archival value and of equipment;
4.3 to provide assistance, whether financial or physical, in the conservation, digitising, transcribing and/or otherwise copying of documents of an archival value (whether held at The Keep or remaining in private or institutional ownership, but so that the public might have greater access to such documents or copies thereof);
4.4 to act as a link between the public and The Keep including those using the facilities at The Keep;
4.5 to assist, by funding and/or by the provision of voluntary help, projects designed to increase the awareness of the work of The Keep, the role of archives, and the history of East Sussex;
4.6 to stimulate an interest in archives and the history of East Sussex by arranging meetings, visits, lectures etc;
4.7 to assist the work at The Keep by the provision of working parties and individual voluntary help, including the payment of expenses to volunteers;
4.1 to support and promote the archive services at The Keep and to that end to invite and raise subscriptions, donations and contributions from persons and unincorporated and corporate bodies;
4.2 to raise funds (but not by means of taxable trading) in order to make grants for the purchase of documents of an archival value and of equipment;
4.3 to provide assistance, whether financial or physical, in the conservation, digitising, transcribing and/or otherwise copying of documents of an archival value (whether held at The Keep or remaining in private or institutional ownership, but so that the public might have greater access to such documents or copies thereof);
4.4 to act as a link between the public and The Keep including those using the facilities at The Keep;
4.5 to assist, by funding and/or by the provision of voluntary help, projects designed to increase the awareness of the work of The Keep, the role of archives, and the history of East Sussex;
4.6 to stimulate an interest in archives and the history of East Sussex by arranging meetings, visits, lectures etc;
4.7 to assist the work at The Keep by the provision of working parties and individual voluntary help, including the payment of expenses to volunteers;
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1. Trustee statement
A policy has been adopted for the recruitment and appointment of trustees and their induction and training.
2. Role and responsibilities of trustees
“Charity trustees are people who are legally responsible for the overall management and decision-making in a charity” (Charities Act).
3. The Constitution
This reflects the latest Charity Commission (CC) requirements, as set out in the model constitution for a Charitable Incorporated Organisation.
4. Training and induction
On appointment new trustees will receive copies of the constitution, the latest annual report and accounts, and relevant policies including the Risk management policy. Trustees should read all relevant CC guidance, and in particular should be familiar with the latest version of “The essential trustee: what you need to know, what you need to do”, (CC3), issued on 10 July 2015 and available on the CC website. In summary, the duties of trustees are
No particular training need has been identified, but it is expected that trustees will become familiar with the work of The Keep, e.g. through attendance at Open Days.
- Ensure you are eligible to be a trustee
- Ensure your charity is carrying out its purposes for the public benefit
- Comply with your charity’s governing document and the law
- Act in your charity’s best interests
- Manage your charity’s resources responsibly
- Act with reasonable care and skill
- Ensure your charity is accountable
No particular training need has been identified, but it is expected that trustees will become familiar with the work of The Keep, e.g. through attendance at Open Days.
5. Appointments to the board
The policy for election and retirement election of trustees is set out in the Constitution. Trustees may be nominated by the board or by members, and will be elected at the AGM. Nominations by the board will aim to achieve a suitable mix of skills and experience, and to reflect the interests of all the partners at The Keep. The board may co-opt new trustees in pursuance of this policy.
One third of the trustees are required to retire at each AGM and they are then eligible for re-elections. The initial three trustees were the Chairman, the Vice-chairman and the Treasurer. The other current trustees were appointed on 29 April 2015. At the next AGM one of the original three trustees [ MT as chosen by lot] will retire and be eligible for re-elections. All the appointed trustees must retire and may offer themselves for election.
One third of the trustees are required to retire at each AGM and they are then eligible for re-elections. The initial three trustees were the Chairman, the Vice-chairman and the Treasurer. The other current trustees were appointed on 29 April 2015. At the next AGM one of the original three trustees [ MT as chosen by lot] will retire and be eligible for re-elections. All the appointed trustees must retire and may offer themselves for election.
1. Statements
- Grants: a policy has been adopted for the making of grants to enable the charity to meet its objectives
- Reserves: it is the policy of the charity to maintain a minimum level of cash reserves sufficient to meet its anticipated expenditure on administrative expenses and other commitments.
2. Grants Policy
Grants may be made to any of the partners at The Keep, in accordance with the charity’s objectives, in response to a proposal. Grants for acquisitions will normally be made with a non-alienation condition (copy attached). Grants will take account of other available sources of funds.
3. Annual grants allocation
Demand for funding acquisitions is unpredictable, as it depends on what comes forward for sale and its expected purchase price. Sources of funds will mainly be subscriptions and donations, after administrative costs, and reserves reflecting legacies and donations. Annual net income should cover the majority of small grants made to Keep partners. Reserves will be available for major grants. The trustees will monitor the cumulative total of grants made in a financial year.
4. Reserves
The minimum level of reserves should be sufficient to cover two years’ administrative expenditure, including governance expenses and newsletter costs, and any multi-year grant commitments. This is estimated at £5000.
5. Grants procedure
- Small grants (up to £200) ; at the discretion of ESRO Senior Archivist, to an aggregate total of £3000 in a financial year, and reported to committee meetings
- Grants £200-£1000; authorised by three trustees including one of Chairman , Vice-Chairman, Treasurer or Secretary
- Major grants (greater than £1000) authorised by four trustees, in committee where possible, and including two of the Chairman, Vice-Chairman, Treasurer or Secretary.
- Initially, grants to non-ESRO Keep partners of any amount should be authorised by three trustees, including two of the Chairman, Vice-Chairman, Treasurer or Secretary; this policy will be reviewed in the light of experience.
The Friends of the Keep Archives Risk Management policy.
Date of adoption and date for review: Feb. 2016 and Feb. 2017
POLICY:
The purpose of the policy is to support sound decision making through assessment of the risks and opportunities and to invite clear prioritisation of activities, having regard to the risks identified. The mitigation steps identified must be carried out if the risks and uncertainties facing the charity are to be managed and controlled.
This policy should be reviewed annually by the Trustees and emerging risks assessed. Lessons from mistakes should be implemented.
A risk assessment must be carried out for all new activities.
Likelihood (L) and impact (I) are assessed separately for each risk and graded from 1 to 5 with 1 being at the lower end of the spectrum. Impact will have more importance than likelihood. Kingston Smith advise that the score calculated for each risk, where impact is ‘I’ and the likelihood ‘L ‘, is I multiplied by L + I. Major risks are those scoring more than 20 , moderate risks between 10 and 20 and minor risks less than 10.
The major risks and moderate risks identified by the trustees are set out below in the risk analysis.
This policy should be reviewed annually by the Trustees and emerging risks assessed. Lessons from mistakes should be implemented.
A risk assessment must be carried out for all new activities.
Likelihood (L) and impact (I) are assessed separately for each risk and graded from 1 to 5 with 1 being at the lower end of the spectrum. Impact will have more importance than likelihood. Kingston Smith advise that the score calculated for each risk, where impact is ‘I’ and the likelihood ‘L ‘, is I multiplied by L + I. Major risks are those scoring more than 20 , moderate risks between 10 and 20 and minor risks less than 10.
The major risks and moderate risks identified by the trustees are set out below in the risk analysis.
RISK ANALYSIS:
1 Membership decline resulting in lower subscription income and an inability to make grants in accordance with the objects of the charity.
Risk score: Likelihood 4 Impact 5: 4x5+5 =25
Mitigation:
Membership drive to be instituted as soon as the website is launched with an ability to pay subscriptions by Paypal .
Contact with members to be maintained by a magazine at least annually and the website being refreshed regularly.
At least one Trustee to be responsible for publicity and publicity plans to be reported to each meeting of Trustees.
Lectures and visits to be arranged reflecting the varied interests of members.
Annual subscriptions to keep pace with inflation at a minimum.
Numbers of members and trends in membership to be reported at each Trustee meeting.
Mitigation:
Membership drive to be instituted as soon as the website is launched with an ability to pay subscriptions by Paypal .
Contact with members to be maintained by a magazine at least annually and the website being refreshed regularly.
At least one Trustee to be responsible for publicity and publicity plans to be reported to each meeting of Trustees.
Lectures and visits to be arranged reflecting the varied interests of members.
Annual subscriptions to keep pace with inflation at a minimum.
Numbers of members and trends in membership to be reported at each Trustee meeting.
2. Poor fundraising.
Risk score: Likelihood 3 Impact 4: 3X4+4 =16
Mitigation: Membership programme to be reviewed annually to ensure that it is attractive to a wide group of members. Variation in the visits programme requires Trustee involvement.
Potential donors to be identified and invited to appropriate lectures/visits.
Mitigation: Membership programme to be reviewed annually to ensure that it is attractive to a wide group of members. Variation in the visits programme requires Trustee involvement.
Potential donors to be identified and invited to appropriate lectures/visits.
3. Allocation of grants without adequate reserves for the future.
Risk Score: Likelihood 2 Impact 4: 2X4+4 =12
Mitigation: The Treasurer to ensure that there is always a reserve to meet all the known commitments of the charity in accordance with the Grants and Reserves policy.
Mitigation: The Treasurer to ensure that there is always a reserve to meet all the known commitments of the charity in accordance with the Grants and Reserves policy.
4. Inadequate internal controls potentially resulting in fraud.
Risk score: Likelihood 2 Impact 4: 2X4+4=12
Mitigation: The Treasurer to produce a financial policy to mitigate the extent of possible fraud by, among other things, ensuring that all cheques must be signed by two approved signatories and that any cash is kept to a minimum. In addition the accounts are to be independently examined annually.
Mitigation: The Treasurer to produce a financial policy to mitigate the extent of possible fraud by, among other things, ensuring that all cheques must be signed by two approved signatories and that any cash is kept to a minimum. In addition the accounts are to be independently examined annually.
5. Injury occasioned to an individual on an arranged visit.
Risk score: Likelihood 3 Impact 3: 3X3+3= 12
Mitigation: where the destination is open to the public ensuring it has a health and safety policy that is appropriate given the age and physical abilities of the members visiting. Where the destination is not open to the public, those arranging the visit should inspect the route and the facilities , identifying potential hazards and informing all participants in advance of the nature of the hazards. One Trustee ( normally the Visits Secretary) to be the lead organiser for each visit who is to have a mobile phone (the number to be given to those on the expedition with any instructions) and to have emergency numbers at hand.
Mitigation: where the destination is open to the public ensuring it has a health and safety policy that is appropriate given the age and physical abilities of the members visiting. Where the destination is not open to the public, those arranging the visit should inspect the route and the facilities , identifying potential hazards and informing all participants in advance of the nature of the hazards. One Trustee ( normally the Visits Secretary) to be the lead organiser for each visit who is to have a mobile phone (the number to be given to those on the expedition with any instructions) and to have emergency numbers at hand.
6. Reputational issues. (This includes breach of civil and trust law)
Risk score: Likelihood 2 Impact 5 2X5+5= 15
Mitigation:
Any complaints to be reported to the Chair of Trustees. This report must include complaints of bias within the charity towards the partners who occupy the Keep.
Ensuring that the Trustees reflect so far as possible the interests of the Keep partners. Co-option of interested persons to be considered, without the title or responsibility of a full Trustee.
Ensuring that the grants giving programme is transparent.
Ensuring that all Trustees are fully aware of their responsibilities as Trustees in accordance with Charity Commission guidelines and also have a full copy of the CIO under which the Charity operates. One Trustee ( currently the Secretary, consulting the Vice Chairman as necessary) to be appointed to ensure that all decisions made in committee are in line with the terms of the CIO.
Ensuring that there are separate policies to cover areas of risk including financial controls and data protection.
Ensuring that there is appropriate Trustees Indemnity insurance in place to protect the Trustees as individuals so far as it is practical to do so.
The charity will not employ any one and will not own any freehold or leasehold property. In addition it will not own artefacts for which it has provided grants: such artefacts are to be held by one of the Keep partners with a non- alienation condition if the Trustees so wish.
Mitigation:
Any complaints to be reported to the Chair of Trustees. This report must include complaints of bias within the charity towards the partners who occupy the Keep.
Ensuring that the Trustees reflect so far as possible the interests of the Keep partners. Co-option of interested persons to be considered, without the title or responsibility of a full Trustee.
Ensuring that the grants giving programme is transparent.
Ensuring that all Trustees are fully aware of their responsibilities as Trustees in accordance with Charity Commission guidelines and also have a full copy of the CIO under which the Charity operates. One Trustee ( currently the Secretary, consulting the Vice Chairman as necessary) to be appointed to ensure that all decisions made in committee are in line with the terms of the CIO.
Ensuring that there are separate policies to cover areas of risk including financial controls and data protection.
Ensuring that there is appropriate Trustees Indemnity insurance in place to protect the Trustees as individuals so far as it is practical to do so.
The charity will not employ any one and will not own any freehold or leasehold property. In addition it will not own artefacts for which it has provided grants: such artefacts are to be held by one of the Keep partners with a non- alienation condition if the Trustees so wish.
Friends of The Keep Archive - Draft Financial Policy
General
The Trustees must ensure that they comply with the requirements of the Charities Act 2011 with regard to the keeping of accounting records, the preparation and scrutiny of statements of accounts and preparation of annual reports and returns. The financial year runs from 1st April to 31st March.
FOTKA records and cheque and paying-in books are held in the FOTKA cupboard in the Glass Box room. The key to the cupboard is held in the Keep reception. Correspondence for FOTKA is held in a box in reception.
The Assistant Treasurer tries to visit the Keep fortnightly and the Secretary and Membership Secretary visit more frequently ensuring that the correspondence is checked regularly.
There is a donations box in the Keep reception area and the key for this is held in a key-safe in the FOTKA cupboard. The Assistant Treasurer is responsible for emptying the donations box and banking the cash received whilst leaving a small base float. The counting of this cash must be carried out by two people.
Internet and Telephone Banking
FOTKA is currently not registered to use either internet or telephone banking. [to be revised]
Bank Accounts
The Association has two bank accounts.
The main operating account is held with NatWest Bank at their Heathfield Branch. The Sort Code is 60-10-30 and the Account Number is 11659564.
There is a second account held with CAFCash Bank which is in the name of FESRO, the predecessor organisation and is used only to receive the unchanged standing orders for subscriptions and donations which have not yet been changed by the members to pay into NatWest. Cash received into this account is periodically transferred to the NatWest account.
Receipts
Cash received for subscriptions and donations is recorded and banked by the Membership Secretary. All membership correspondence including cheques are sent to the Keep and collected from there by the Membership Secretary who records and banks the cheques and answers any correspondence. Some members include a donation as well as the subscription and these donations need to be separately recorded. The membership secretary records subscriptions and donations paid by standing order to either account from copies of the bank statements.
Other cash received is recorded and paid into the NatWest Account by the Assistant Treasurer following his visits to the Keep.
Payments
All payments are currently made by cheque (other than direct debits)
Grants for acquisitions are requested by the County Archivist, preparing a cheque request form (appendix A) . There are three levels of approval:
Payments for other purposes are normally requested by letters/ invoices sent to the Keep or by email with invoices attached sent to the Assistant Treasurer.
Cheques are normally written out by the Assistant Treasurer or the County Archivist.
Cash Book
The Cash Book is written up by the Assistant Treasurer using an excel spreadsheet designed to produce pivot reports for the Treasurer.
As well as recording the date, source, amount and accounting category of each transaction, the spreadsheet is also designed to calculate the NatWest and CafCash bank balances. This simplifies preparation of bank reconciliations and ensuring direct bank transactions are recorded.
Management Accounts
Management Accounts are produced on a receipts and Payments basis for committee meetings and currently use the format attached. As well as reporting income and payments during the year to date, the accounts must include a forecast for the remainder of the financial year.
Annual Accounts
These are produced in accordance with the Charity Commission requirements and are on a Receipts and Payments basis. In accordance with the FOTKA Constitution Annual Accounts must include a report from a suitably qualified Independent Examiner and be presented to the Annual General Meeting. A copy of the accounts must be submitted to the Charities Commission together with the Annual Report within ten months of the FOTKA year-end
Reserves Policy
In accordance with the FOTKA Constitution The Reserves Policy has been set as being sufficient to cover two years’ administrative costs including governance expenses and newsletter costs and any multi-year grant commitments. At January 2017 this is estimated to be £5000.
Gift Aid
FOTKA is now registered to recover gift aid and claiming of gift aid is prepared and submitted by the Assistant Treasurer. Most members have now signed FOTKA gift aid authorisation forms as the old FESRO forms are no longer valid. The first claim is still to be submitted.
The Trustees must ensure that they comply with the requirements of the Charities Act 2011 with regard to the keeping of accounting records, the preparation and scrutiny of statements of accounts and preparation of annual reports and returns. The financial year runs from 1st April to 31st March.
FOTKA records and cheque and paying-in books are held in the FOTKA cupboard in the Glass Box room. The key to the cupboard is held in the Keep reception. Correspondence for FOTKA is held in a box in reception.
The Assistant Treasurer tries to visit the Keep fortnightly and the Secretary and Membership Secretary visit more frequently ensuring that the correspondence is checked regularly.
There is a donations box in the Keep reception area and the key for this is held in a key-safe in the FOTKA cupboard. The Assistant Treasurer is responsible for emptying the donations box and banking the cash received whilst leaving a small base float. The counting of this cash must be carried out by two people.
Internet and Telephone Banking
FOTKA is currently not registered to use either internet or telephone banking. [to be revised]
Bank Accounts
The Association has two bank accounts.
The main operating account is held with NatWest Bank at their Heathfield Branch. The Sort Code is 60-10-30 and the Account Number is 11659564.
There is a second account held with CAFCash Bank which is in the name of FESRO, the predecessor organisation and is used only to receive the unchanged standing orders for subscriptions and donations which have not yet been changed by the members to pay into NatWest. Cash received into this account is periodically transferred to the NatWest account.
Receipts
Cash received for subscriptions and donations is recorded and banked by the Membership Secretary. All membership correspondence including cheques are sent to the Keep and collected from there by the Membership Secretary who records and banks the cheques and answers any correspondence. Some members include a donation as well as the subscription and these donations need to be separately recorded. The membership secretary records subscriptions and donations paid by standing order to either account from copies of the bank statements.
Other cash received is recorded and paid into the NatWest Account by the Assistant Treasurer following his visits to the Keep.
Payments
All payments are currently made by cheque (other than direct debits)
Grants for acquisitions are requested by the County Archivist, preparing a cheque request form (appendix A) . There are three levels of approval:
- Small payments up to £200, subject to a total of £3000 per year are made at the discretion of the County Archivist.
- Grants of £200 to £1000 must be authorised by three Trustees including one of the Chairman, Vice-Chairman, Treasurer or Secretary.
- Major Grants being those greater than £1000 must be authorised by four Trustees, preferably in committee, and including at least two of the Chairman, Vice-Chairman, Treasurer or Secretary.
Payments for other purposes are normally requested by letters/ invoices sent to the Keep or by email with invoices attached sent to the Assistant Treasurer.
Cheques are normally written out by the Assistant Treasurer or the County Archivist.
Cash Book
The Cash Book is written up by the Assistant Treasurer using an excel spreadsheet designed to produce pivot reports for the Treasurer.
As well as recording the date, source, amount and accounting category of each transaction, the spreadsheet is also designed to calculate the NatWest and CafCash bank balances. This simplifies preparation of bank reconciliations and ensuring direct bank transactions are recorded.
Management Accounts
Management Accounts are produced on a receipts and Payments basis for committee meetings and currently use the format attached. As well as reporting income and payments during the year to date, the accounts must include a forecast for the remainder of the financial year.
Annual Accounts
These are produced in accordance with the Charity Commission requirements and are on a Receipts and Payments basis. In accordance with the FOTKA Constitution Annual Accounts must include a report from a suitably qualified Independent Examiner and be presented to the Annual General Meeting. A copy of the accounts must be submitted to the Charities Commission together with the Annual Report within ten months of the FOTKA year-end
Reserves Policy
In accordance with the FOTKA Constitution The Reserves Policy has been set as being sufficient to cover two years’ administrative costs including governance expenses and newsletter costs and any multi-year grant commitments. At January 2017 this is estimated to be £5000.
Gift Aid
FOTKA is now registered to recover gift aid and claiming of gift aid is prepared and submitted by the Assistant Treasurer. Most members have now signed FOTKA gift aid authorisation forms as the old FESRO forms are no longer valid. The first claim is still to be submitted.
The following is an extract from the Constitution.
3. OBJECTS
The Objects of the CIO are the advancement of the arts, culture, heritage and science in East Sussex (which for the purposes of this Constitution shall include Brighton and Hove), in particular by assisting in the use, maintenance and improvement of archive services at The Keep, Woollards Way, Brighton BN1 9BP (“The Keep”).
4. POWERS
The CIO has power to do anything which is calculated to further its objects or is conducive or incidental to doing so. In particular, the CIO has power:
4.1 to support and promote the archive services at The Keep and to that end to invite and raise subscriptions, donations and contributions from persons and unincorporated and corporate bodies;
4.2 to raise funds (but not by means of taxable trading) in order to make grants for the purchase of documents of an archival value and of equipment;
4.3 to provide assistance, whether financial or physical, in the conservation, digitising, transcribing and/or otherwise copying of documents of an archival value (whether held at The Keep or remaining in private or institutional ownership, but so that the public might have greater access to such documents or copies thereof);
4.4 to act as a link between the public and The Keep including those using the facilities at The Keep;
4.5 to assist, by funding and/or by the provision of voluntary help, projects designed to increase the awareness of the work of The Keep, the role of archives, and the history of East Sussex;
4.6 to stimulate an interest in archives and the history of East Sussex by arranging meetings, visits, lectures etc;
4.7 to assist the work at The Keep by the provision of working parties and individual voluntary help, including the payment of expenses to volunteers;
4.1 to support and promote the archive services at The Keep and to that end to invite and raise subscriptions, donations and contributions from persons and unincorporated and corporate bodies;
4.2 to raise funds (but not by means of taxable trading) in order to make grants for the purchase of documents of an archival value and of equipment;
4.3 to provide assistance, whether financial or physical, in the conservation, digitising, transcribing and/or otherwise copying of documents of an archival value (whether held at The Keep or remaining in private or institutional ownership, but so that the public might have greater access to such documents or copies thereof);
4.4 to act as a link between the public and The Keep including those using the facilities at The Keep;
4.5 to assist, by funding and/or by the provision of voluntary help, projects designed to increase the awareness of the work of The Keep, the role of archives, and the history of East Sussex;
4.6 to stimulate an interest in archives and the history of East Sussex by arranging meetings, visits, lectures etc;
4.7 to assist the work at The Keep by the provision of working parties and individual voluntary help, including the payment of expenses to volunteers;
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1. Trustee statement
A policy has been adopted for the recruitment and appointment of trustees and their induction and training.
2. Role and responsibilities of trustees
“Charity trustees are people who are legally responsible for the overall management and decision-making in a charity” (Charities Act).
3. The Constitution
This reflects the latest Charity Commission (CC) requirements, as set out in the model constitution for a Charitable Incorporated Organisation.
4. Training and induction
On appointment new trustees will receive copies of the constitution, the latest annual report and accounts, and relevant policies including the Risk management policy. Trustees should read all relevant CC guidance, and in particular should be familiar with the latest version of “The essential trustee: what you need to know, what you need to do”, (CC3), issued on 10 July 2015 and available on the CC website. In summary, the duties of trustees are
No particular training need has been identified, but it is expected that trustees will become familiar with the work of The Keep, e.g. through attendance at Open Days.
- Ensure you are eligible to be a trustee
- Ensure your charity is carrying out its purposes for the public benefit
- Comply with your charity’s governing document and the law
- Act in your charity’s best interests
- Manage your charity’s resources responsibly
- Act with reasonable care and skill
- Ensure your charity is accountable
No particular training need has been identified, but it is expected that trustees will become familiar with the work of The Keep, e.g. through attendance at Open Days.
5. Appointments to the board
The policy for election and retirement election of trustees is set out in the Constitution. Trustees may be nominated by the board or by members, and will be elected at the AGM. Nominations by the board will aim to achieve a suitable mix of skills and experience, and to reflect the interests of all the partners at The Keep. The board may co-opt new trustees in pursuance of this policy.
One third of the trustees are required to retire at each AGM and they are then eligible for re-elections. The initial three trustees were the Chairman, the Vice-chairman and the Treasurer. The other current trustees were appointed on 29 April 2015. At the next AGM one of the original three trustees [ MT as chosen by lot] will retire and be eligible for re-elections. All the appointed trustees must retire and may offer themselves for election.
One third of the trustees are required to retire at each AGM and they are then eligible for re-elections. The initial three trustees were the Chairman, the Vice-chairman and the Treasurer. The other current trustees were appointed on 29 April 2015. At the next AGM one of the original three trustees [ MT as chosen by lot] will retire and be eligible for re-elections. All the appointed trustees must retire and may offer themselves for election.
1. Statements
- Grants: a policy has been adopted for the making of grants to enable the charity to meet its objectives
- Reserves: it is the policy of the charity to maintain a minimum level of cash reserves sufficient to meet its anticipated expenditure on administrative expenses and other commitments.
2. Grants Policy
Grants may be made to any of the partners at The Keep, in accordance with the charity’s objectives, in response to a proposal. Grants for acquisitions will normally be made with a non-alienation condition (copy attached). Grants will take account of other available sources of funds.
3. Annual grants allocation
Demand for funding acquisitions is unpredictable, as it depends on what comes forward for sale and its expected purchase price. Sources of funds will mainly be subscriptions and donations, after administrative costs, and reserves reflecting legacies and donations. Annual net income should cover the majority of small grants made to Keep partners. Reserves will be available for major grants. The trustees will monitor the cumulative total of grants made in a financial year.
4. Reserves
The minimum level of reserves should be sufficient to cover two years’ administrative expenditure, including governance expenses and newsletter costs, and any multi-year grant commitments. This is estimated at £5000.
5. Grants procedure
- Small grants (up to £200) ; at the discretion of ESRO Senior Archivist, to an aggregate total of £3000 in a financial year, and reported to committee meetings
- Grants £200-£1000; authorised by three trustees including one of Chairman , Vice-Chairman, Treasurer or Secretary
- Major grants (greater than £1000) authorised by four trustees, in committee where possible, and including two of the Chairman, Vice-Chairman, Treasurer or Secretary.
- Initially, grants to non-ESRO Keep partners of any amount should be authorised by three trustees, including two of the Chairman, Vice-Chairman, Treasurer or Secretary; this policy will be reviewed in the light of experience.
The Friends of the Keep Archives Risk Management policy.
Date of adoption and date for review: Feb. 2016 and Feb. 2017
POLICY:
The purpose of the policy is to support sound decision making through assessment of the risks and opportunities and to invite clear prioritisation of activities, having regard to the risks identified. The mitigation steps identified must be carried out if the risks and uncertainties facing the charity are to be managed and controlled.
This policy should be reviewed annually by the Trustees and emerging risks assessed. Lessons from mistakes should be implemented.
A risk assessment must be carried out for all new activities.
Likelihood (L) and impact (I) are assessed separately for each risk and graded from 1 to 5 with 1 being at the lower end of the spectrum. Impact will have more importance than likelihood. Kingston Smith advise that the score calculated for each risk, where impact is ‘I’ and the likelihood ‘L ‘, is I multiplied by L + I. Major risks are those scoring more than 20 , moderate risks between 10 and 20 and minor risks less than 10.
The major risks and moderate risks identified by the trustees are set out below in the risk analysis.
This policy should be reviewed annually by the Trustees and emerging risks assessed. Lessons from mistakes should be implemented.
A risk assessment must be carried out for all new activities.
Likelihood (L) and impact (I) are assessed separately for each risk and graded from 1 to 5 with 1 being at the lower end of the spectrum. Impact will have more importance than likelihood. Kingston Smith advise that the score calculated for each risk, where impact is ‘I’ and the likelihood ‘L ‘, is I multiplied by L + I. Major risks are those scoring more than 20 , moderate risks between 10 and 20 and minor risks less than 10.
The major risks and moderate risks identified by the trustees are set out below in the risk analysis.
RISK ANALYSIS:
1 Membership decline resulting in lower subscription income and an inability to make grants in accordance with the objects of the charity.
Risk score: Likelihood 4 Impact 5: 4x5+5 =25
Mitigation:
Membership drive to be instituted as soon as the website is launched with an ability to pay subscriptions by Paypal .
Contact with members to be maintained by a magazine at least annually and the website being refreshed regularly.
At least one Trustee to be responsible for publicity and publicity plans to be reported to each meeting of Trustees.
Lectures and visits to be arranged reflecting the varied interests of members.
Annual subscriptions to keep pace with inflation at a minimum.
Numbers of members and trends in membership to be reported at each Trustee meeting.
Mitigation:
Membership drive to be instituted as soon as the website is launched with an ability to pay subscriptions by Paypal .
Contact with members to be maintained by a magazine at least annually and the website being refreshed regularly.
At least one Trustee to be responsible for publicity and publicity plans to be reported to each meeting of Trustees.
Lectures and visits to be arranged reflecting the varied interests of members.
Annual subscriptions to keep pace with inflation at a minimum.
Numbers of members and trends in membership to be reported at each Trustee meeting.
2. Poor fundraising.
Risk score: Likelihood 3 Impact 4: 3X4+4 =16
Mitigation: Membership programme to be reviewed annually to ensure that it is attractive to a wide group of members. Variation in the visits programme requires Trustee involvement.
Potential donors to be identified and invited to appropriate lectures/visits.
Mitigation: Membership programme to be reviewed annually to ensure that it is attractive to a wide group of members. Variation in the visits programme requires Trustee involvement.
Potential donors to be identified and invited to appropriate lectures/visits.
3. Allocation of grants without adequate reserves for the future.
Risk Score: Likelihood 2 Impact 4: 2X4+4 =12
Mitigation: The Treasurer to ensure that there is always a reserve to meet all the known commitments of the charity in accordance with the Grants and Reserves policy.
Mitigation: The Treasurer to ensure that there is always a reserve to meet all the known commitments of the charity in accordance with the Grants and Reserves policy.
4. Inadequate internal controls potentially resulting in fraud.
Risk score: Likelihood 2 Impact 4: 2X4+4=12
Mitigation: The Treasurer to produce a financial policy to mitigate the extent of possible fraud by, among other things, ensuring that all cheques must be signed by two approved signatories and that any cash is kept to a minimum. In addition the accounts are to be independently examined annually.
Mitigation: The Treasurer to produce a financial policy to mitigate the extent of possible fraud by, among other things, ensuring that all cheques must be signed by two approved signatories and that any cash is kept to a minimum. In addition the accounts are to be independently examined annually.
5. Injury occasioned to an individual on an arranged visit.
Risk score: Likelihood 3 Impact 3: 3X3+3= 12
Mitigation: where the destination is open to the public ensuring it has a health and safety policy that is appropriate given the age and physical abilities of the members visiting. Where the destination is not open to the public, those arranging the visit should inspect the route and the facilities , identifying potential hazards and informing all participants in advance of the nature of the hazards. One Trustee ( normally the Visits Secretary) to be the lead organiser for each visit who is to have a mobile phone (the number to be given to those on the expedition with any instructions) and to have emergency numbers at hand.
Mitigation: where the destination is open to the public ensuring it has a health and safety policy that is appropriate given the age and physical abilities of the members visiting. Where the destination is not open to the public, those arranging the visit should inspect the route and the facilities , identifying potential hazards and informing all participants in advance of the nature of the hazards. One Trustee ( normally the Visits Secretary) to be the lead organiser for each visit who is to have a mobile phone (the number to be given to those on the expedition with any instructions) and to have emergency numbers at hand.
6. Reputational issues. (This includes breach of civil and trust law)
Risk score: Likelihood 2 Impact 5 2X5+5= 15
Mitigation:
Any complaints to be reported to the Chair of Trustees. This report must include complaints of bias within the charity towards the partners who occupy the Keep.
Ensuring that the Trustees reflect so far as possible the interests of the Keep partners. Co-option of interested persons to be considered, without the title or responsibility of a full Trustee.
Ensuring that the grants giving programme is transparent.
Ensuring that all Trustees are fully aware of their responsibilities as Trustees in accordance with Charity Commission guidelines and also have a full copy of the CIO under which the Charity operates. One Trustee ( currently the Secretary, consulting the Vice Chairman as necessary) to be appointed to ensure that all decisions made in committee are in line with the terms of the CIO.
Ensuring that there are separate policies to cover areas of risk including financial controls and data protection.
Ensuring that there is appropriate Trustees Indemnity insurance in place to protect the Trustees as individuals so far as it is practical to do so.
The charity will not employ any one and will not own any freehold or leasehold property. In addition it will not own artefacts for which it has provided grants: such artefacts are to be held by one of the Keep partners with a non- alienation condition if the Trustees so wish.
Mitigation:
Any complaints to be reported to the Chair of Trustees. This report must include complaints of bias within the charity towards the partners who occupy the Keep.
Ensuring that the Trustees reflect so far as possible the interests of the Keep partners. Co-option of interested persons to be considered, without the title or responsibility of a full Trustee.
Ensuring that the grants giving programme is transparent.
Ensuring that all Trustees are fully aware of their responsibilities as Trustees in accordance with Charity Commission guidelines and also have a full copy of the CIO under which the Charity operates. One Trustee ( currently the Secretary, consulting the Vice Chairman as necessary) to be appointed to ensure that all decisions made in committee are in line with the terms of the CIO.
Ensuring that there are separate policies to cover areas of risk including financial controls and data protection.
Ensuring that there is appropriate Trustees Indemnity insurance in place to protect the Trustees as individuals so far as it is practical to do so.
The charity will not employ any one and will not own any freehold or leasehold property. In addition it will not own artefacts for which it has provided grants: such artefacts are to be held by one of the Keep partners with a non- alienation condition if the Trustees so wish.
Friends of The Keep Archive - Draft Financial Policy
General
The Trustees must ensure that they comply with the requirements of the Charities Act 2011 with regard to the keeping of accounting records, the preparation and scrutiny of statements of accounts and preparation of annual reports and returns. The financial year runs from 1st April to 31st March.
FOTKA records and cheque and paying-in books are held in the FOTKA cupboard in the Glass Box room. The key to the cupboard is held in the Keep reception. Correspondence for FOTKA is held in a box in reception.
The Assistant Treasurer tries to visit the Keep fortnightly and the Secretary and Membership Secretary visit more frequently ensuring that the correspondence is checked regularly.
There is a donations box in the Keep reception area and the key for this is held in a key-safe in the FOTKA cupboard. The Assistant Treasurer is responsible for emptying the donations box and banking the cash received whilst leaving a small base float. The counting of this cash must be carried out by two people.
Internet and Telephone Banking
FOTKA is currently not registered to use either internet or telephone banking. [to be revised]
Bank Accounts
The Association has two bank accounts.
The main operating account is held with NatWest Bank at their Heathfield Branch. The Sort Code is 60-10-30 and the Account Number is 11659564.
There is a second account held with CAFCash Bank which is in the name of FESRO, the predecessor organisation and is used only to receive the unchanged standing orders for subscriptions and donations which have not yet been changed by the members to pay into NatWest. Cash received into this account is periodically transferred to the NatWest account.
Receipts
Cash received for subscriptions and donations is recorded and banked by the Membership Secretary. All membership correspondence including cheques are sent to the Keep and collected from there by the Membership Secretary who records and banks the cheques and answers any correspondence. Some members include a donation as well as the subscription and these donations need to be separately recorded. The membership secretary records subscriptions and donations paid by standing order to either account from copies of the bank statements.
Other cash received is recorded and paid into the NatWest Account by the Assistant Treasurer following his visits to the Keep.
Payments
All payments are currently made by cheque (other than direct debits)
Grants for acquisitions are requested by the County Archivist, preparing a cheque request form (appendix A) . There are three levels of approval:
Payments for other purposes are normally requested by letters/ invoices sent to the Keep or by email with invoices attached sent to the Assistant Treasurer.
Cheques are normally written out by the Assistant Treasurer or the County Archivist.
Cash Book
The Cash Book is written up by the Assistant Treasurer using an excel spreadsheet designed to produce pivot reports for the Treasurer.
As well as recording the date, source, amount and accounting category of each transaction, the spreadsheet is also designed to calculate the NatWest and CafCash bank balances. This simplifies preparation of bank reconciliations and ensuring direct bank transactions are recorded.
Management Accounts
Management Accounts are produced on a receipts and Payments basis for committee meetings and currently use the format attached. As well as reporting income and payments during the year to date, the accounts must include a forecast for the remainder of the financial year.
Annual Accounts
These are produced in accordance with the Charity Commission requirements and are on a Receipts and Payments basis. In accordance with the FOTKA Constitution Annual Accounts must include a report from a suitably qualified Independent Examiner and be presented to the Annual General Meeting. A copy of the accounts must be submitted to the Charities Commission together with the Annual Report within ten months of the FOTKA year-end
Reserves Policy
In accordance with the FOTKA Constitution The Reserves Policy has been set as being sufficient to cover two years’ administrative costs including governance expenses and newsletter costs and any multi-year grant commitments. At January 2017 this is estimated to be £5000.
Gift Aid
FOTKA is now registered to recover gift aid and claiming of gift aid is prepared and submitted by the Assistant Treasurer. Most members have now signed FOTKA gift aid authorisation forms as the old FESRO forms are no longer valid. The first claim is still to be submitted.
The Trustees must ensure that they comply with the requirements of the Charities Act 2011 with regard to the keeping of accounting records, the preparation and scrutiny of statements of accounts and preparation of annual reports and returns. The financial year runs from 1st April to 31st March.
FOTKA records and cheque and paying-in books are held in the FOTKA cupboard in the Glass Box room. The key to the cupboard is held in the Keep reception. Correspondence for FOTKA is held in a box in reception.
The Assistant Treasurer tries to visit the Keep fortnightly and the Secretary and Membership Secretary visit more frequently ensuring that the correspondence is checked regularly.
There is a donations box in the Keep reception area and the key for this is held in a key-safe in the FOTKA cupboard. The Assistant Treasurer is responsible for emptying the donations box and banking the cash received whilst leaving a small base float. The counting of this cash must be carried out by two people.
Internet and Telephone Banking
FOTKA is currently not registered to use either internet or telephone banking. [to be revised]
Bank Accounts
The Association has two bank accounts.
The main operating account is held with NatWest Bank at their Heathfield Branch. The Sort Code is 60-10-30 and the Account Number is 11659564.
There is a second account held with CAFCash Bank which is in the name of FESRO, the predecessor organisation and is used only to receive the unchanged standing orders for subscriptions and donations which have not yet been changed by the members to pay into NatWest. Cash received into this account is periodically transferred to the NatWest account.
Receipts
Cash received for subscriptions and donations is recorded and banked by the Membership Secretary. All membership correspondence including cheques are sent to the Keep and collected from there by the Membership Secretary who records and banks the cheques and answers any correspondence. Some members include a donation as well as the subscription and these donations need to be separately recorded. The membership secretary records subscriptions and donations paid by standing order to either account from copies of the bank statements.
Other cash received is recorded and paid into the NatWest Account by the Assistant Treasurer following his visits to the Keep.
Payments
All payments are currently made by cheque (other than direct debits)
Grants for acquisitions are requested by the County Archivist, preparing a cheque request form (appendix A) . There are three levels of approval:
- Small payments up to £200, subject to a total of £3000 per year are made at the discretion of the County Archivist.
- Grants of £200 to £1000 must be authorised by three Trustees including one of the Chairman, Vice-Chairman, Treasurer or Secretary.
- Major Grants being those greater than £1000 must be authorised by four Trustees, preferably in committee, and including at least two of the Chairman, Vice-Chairman, Treasurer or Secretary.
Payments for other purposes are normally requested by letters/ invoices sent to the Keep or by email with invoices attached sent to the Assistant Treasurer.
Cheques are normally written out by the Assistant Treasurer or the County Archivist.
Cash Book
The Cash Book is written up by the Assistant Treasurer using an excel spreadsheet designed to produce pivot reports for the Treasurer.
As well as recording the date, source, amount and accounting category of each transaction, the spreadsheet is also designed to calculate the NatWest and CafCash bank balances. This simplifies preparation of bank reconciliations and ensuring direct bank transactions are recorded.
Management Accounts
Management Accounts are produced on a receipts and Payments basis for committee meetings and currently use the format attached. As well as reporting income and payments during the year to date, the accounts must include a forecast for the remainder of the financial year.
Annual Accounts
These are produced in accordance with the Charity Commission requirements and are on a Receipts and Payments basis. In accordance with the FOTKA Constitution Annual Accounts must include a report from a suitably qualified Independent Examiner and be presented to the Annual General Meeting. A copy of the accounts must be submitted to the Charities Commission together with the Annual Report within ten months of the FOTKA year-end
Reserves Policy
In accordance with the FOTKA Constitution The Reserves Policy has been set as being sufficient to cover two years’ administrative costs including governance expenses and newsletter costs and any multi-year grant commitments. At January 2017 this is estimated to be £5000.
Gift Aid
FOTKA is now registered to recover gift aid and claiming of gift aid is prepared and submitted by the Assistant Treasurer. Most members have now signed FOTKA gift aid authorisation forms as the old FESRO forms are no longer valid. The first claim is still to be submitted.