Trustee Recruitment Policy

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1 1 Introduction Trustee Recruitment Policy 1.1 Ponthafren Association recognises that an effective Management Committee is essential if the charity is to be effective in achieving its objects. The Management Committee must seek to be representative of the people with whom the charity works and must have available to it all of the knowledge and skills required to govern the charity. The recruitment of trustees should be carried out with as much care as the recruitment of paid staff, and in line with Equal Opportunities procedures. 1.2 Individual trustees must have sufficient knowledge, both of trusteeship in general and of the Charity's activities, to enable them to carry out their role and to represent the Charity at meetings and other events. 1.3 Ponthafren Association seeks to have at least 9 trustees on its board, as identified in its governing document. 1.4 People enquiring to become trustees will be directed to appropriate documentation about the charity, introductory material about trusteeship and will be asked to complete an application form. Arrangements will be made to assist any potential applicant with specific needs in relation to completion of the form or access to the supporting materials. 1.5 Links to all the documents are provided on Ponthafren Association s website (http://www.ponthafren.org.uk) but hard copies can be provided on request 1.6 No artificial barriers to age, disability, gender or race will be included, other than that Trustees must be aged 18 or over. 1.7 Ponthafren Association seeks to ensure diversity in its Board of Trustees and consideration will be given to ways in which groups that are underrepresented on the board might be reached and encouraged to apply without breaching the Equality and Diversity Policy. 1.8 This policy covers the whole process: recruitment selection induction of new trustees.

2 2 Recruitment procedure 2.1 The recruitment procedure includes the following stages, some of which are described in more detail below. 1. Recruitment (Information Gathering) VISIT THE WEBSITE: Letter to Potential Trustee The Essential Trustee Guidance Charities Commission Trustee Recruitment Policy Trustee Information Pack Trustee Roles and Job Descriptions Ponthafren s Annual Report & Accounts Confidentiality Policy Service User Involvement Policy Ponthafren s Newsletter Declaration of Interests Application Form including Skills Audit 2.2 The applicant will be asked to declare any conflicts of interest and will be required to provide two references which will be taken up. 2.3 Skills audit If individuals approach Ponthafren Association, and offer to become a Trustee, they will be required to complete a skills audit form and identify what they can bring to the organisation. A Skills Audit will be used to identify areas where there are skills or experience missing from the Committee. The Skills Audit will inform the production of the job description which will include the following information: An existing Trustee can act as mentor to help with the process or to answer any queries. Overall role of the Trustee List of principal responsibilities and duties Identification of other general duties Responsibility to work in a way that promotes equality Expected time commitment Confirmation that the post is voluntary but that reasonable expenses are paid

3 2.4 Skills Audits should be undertaken annually and whenever a trustee departs, consideration will be given to any specific roles or duties that the individual leaving the Board of Trustees. 2.5 The information from the audit will give the ideal skills / experience profile of the trustee(s) to be recruited. 2.6 The person specification will identify the specific skills, knowledge, experience and attributes required and will be used as a basis for selecting new trustee(s). 2.7 Trustee s involvement will be particularly valued where they can bring any skills or experience that have been identified as needed, and that are not already present within the existing Board of Trustees. 2.8 As part of the Skills Audit, the training needs of new Trustees will be identified and built into the programme of training. 3 Selection process 2. Selection (Meet the Team) Letter introducing the Selection Pack Organisation Flow Chart Equality and Diversity Policy Volunteer Expenses Policy Health and Safety Statement Complaints Policy Constitution THINGS TO DO: Visit Ponthafren for a guided tour around the centres Meet staff, Volunteer Support Workers, Members and Trustees Attent a Trustee meeting as an observer Equality and Diversity Monitoring Form Question Time 3.1 When advertising for Trustees preference will be given to advertisement in the media, volunteer bureau, and other organisations over approaches to personal contacts as the intention is to promote diversity and to avoid conflicts of interest A sub-committee will have responsibility implementing the procedure. This will include at least three trustees, including a service user together

4 with any other people deemed appropriate by the trustees. Responsibility for recruiting trustees will not be delegated to employees although employees may be given specific administrative tasks by the sub-committee The applicant will be interviewed by the recruiting panel and efforts will be made to answer any questions that they may have A potential new trustee must understand, and agree to the following before they can become a Trustee: The role and legal responsibilities of a Trustee The Mission Aims and Objectives of Ponthafren Association The Conflicts of Interest Statement The Confidentiality Commitment Statement All new Trustees must complete an Equality & Diversity Monitoring Form so that the diversity of the Board can be constantly monitored and steps taken to address lack of representation by any groups as appropriate Potential new Trustees (i.e. those meeting the person and job specifications) will be invited to attend a meeting of the Ponthafren Association s management committee, as an observer, so that they have a chance to assess whether they wish to join and for the existing Trustees to assess their suitability If the recruiting panel is satisfied that the person is suitable they will make a recommendation to the Board of Trustees. A vote will then be taken in accordance with the procedure for appointing co-opted trustees detailed in the governing document New Trustees, who have been co-opted during the year, will then be ratified by the membership at the following AGM. 4 Induction 4.1 This process will be undertaken when the potential Trustee has been approved by they Board and has agreed to become a Trustee. 3. Induction Letter to the successful applicant Contact Details of Existing Trustees Support/Supervision for Trustees Trustee Indemnity Insurance Strategic Business Plan (if available) Finance Plan Co-opted Trustee Membership Form

5 Ponthafren and Trustee Joint Declaration Form Trustee Induction Checklist Induction Evaluation Form 4.2 The Chairman will ensure that all new Trustees sign the trustee declaration and other relevant documentation such as forms required by Companies House, bank mandates etc. All Trustees will receive a programme of induction, organised by Ponthafren s Co-ordinator. A Trustee Induction Pack, which will form the basis of this induction, will be kept up-to-date, 4.3 A Trustee Induction checklist should be used to help all new trustees understand the work of the organisation and their personal responsibilities. The checklist should breakdown the information over a period of months so as not to overwhelm new trustees with information. 4.4 It is also important that the new Trustee s progression is monitored by the Chairman or other nominated trustee, to ensure that they: Are fully aware of their roles and responsibilities Are informed about the organisation to meaningfully input into discussion Have any training needs identified and addressed 4.5 All new Trustees will be asked to complete an evaluation of the induction to improve the process for future trustees.

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