OUR CHARITY CONSTITUTION

Transcription

1 OUR CHARITY CONSTITUTION Humanos Aid International, 3 Creag Eilid, Grandtully Aberfeldy, Perthshire, Scotland. PH15 2QR Office: Mob: hai@humanos.org.uk web: Registered Scottish Charity: SC Humanos Charity Constitution 1

2 CHARITY TRUSTEES must do what is best for the charity, and not what is in the interest of themselves or their personal situation. Charity trustees must at all time, act in the interest of the charity. Trustees and Volunteers must make sure they are not breaking the law in any way. Charity trustees may not receive a salary or remuneration. Charity trustees will receive compensation for out of pocket expenses made for the charity. TO RECEIVE OUT OF POCKET EXPENSES (a) The trustees will have to fill in an Expenses Claim Form (downloadable from and submit receipts. (No expenses will be reimbursed without receipts) (b) Trustees will receive a compensation of 40 pence per mile for their vehicle used on charity business which will be reviewed after one year. (c) Trustees doing other work for and on behalf of the charity, e.g. financial administration will receive a compensation for the cost involved like electricity, telephone, DVD s, paper and ink cartridges. (d) The person doing the financial administration will receive a basic fix amount for the items here above mentioned and expense review will take place once a year or earlier if needed, if the administration increases in volume. a) Charity trustees must have confidence and should at all times be aware of their responsibilities and obligations regarding the charity. b) Charity trustees must accept all times that all charity work, finances, meetings, decision making are confidential and should not be discussed with anyone, except with other trustees and persons working directly for the charity. c) Charity trustees must make sure that the charity's money is only used to do the things that are in the charity charter. d) Charity trustees will assist the Director when recruiting new volunteers and other board members of the charity.(all new volunteers and Board members will have a reference check carried out before joining the charity and on commencing will have an official laminated ID photographic badge) e) Charity trustees will be given in home training and supervision on a regular basis, at least twice per year, f) Charity trustees must at all times produce the charity ID badge when doing duties or work for the charity, e.g. placement and collection of money boxes, collecting monies from the moneyboxes, making home visits, banking, car boot sales and whenever doing work for or on behalf of the charity, as agreed with OSCR regulations. In case of cash in hand donations for the charity: do not accept these, but issue the bank details of the charity, refer to our website if this information is not at hand where they could find our bank details. Humanos Charity Constitution 2

3 g) All volunteers working at car boot sales and other venues where goods and money changes hands, please at all times have your ID badge visible to the public as agreed with Morris Leslie ( Errol) h) All trustees and volunteers may not start any work without the ID badge, as this will be a breach of regulations. TRUSTEES AND VOLUNTEERS CODE OF CONDUCT ALL CURRENT AND FUTURE TRUSTEES AND VOLUNTEERS MUST BE OPEN AND HONEST ABOUT THEIR PERSONAL CIRCUMSTANCES. CHARITY TRUSTEES MUST RUN THE CHARITY PROPERLY. CHARITY TRUSTEES MUST MAKE SURE THAT THE CHARITY HAS ENOUGH MONEY TO PAY STAFF EXPENSES AND RUNNING COSTS. CHARITY TRUSTEES MUST MAKE SURE THAT ANY STAFF AND VOLUNTEERS ARE TREATED PROPERLY AND FAIRLY, WITH INTERGRITY. CHARITY TRUSTEES MUST MAKE SURE THAT PEOPLE WHO ARE NOT CONNECTED TO THE CHARITY DO NOT USE THE CHARITY'S NAME AND LOGO. CHARITY TRUSTEES WILL DECIDE WHAT HAPPENS IF A CHARITY TRUSTEE MISSES TOO MANY MEETINGS, BREAKS THE LAW, TAKES BRIBES, STEALS, AND DOES ANYTHING TO DAMAGE THE CHARITY IN GENERAL. IN CASE OF GROSS MISCONDUCT, THE DIRECTOR WILL (1) ISSUE A VERBAL WARNING CONFIRMED IN WRITING. IF THE GROSS MISCONDUCT CONTINUES, (2) SUSPENSION WILL FOLLOW CONFIRMED IN WRITING TO ALL TRUSTEES. (3) AT THE END OF THE TERM OF THE PARTICULAR TRUSTEE, THE DIRECTOR AND THE TRUSTEES SHALL DECIDE THE FUTURE OF THE TRUSTEE IN QUESTION. Trustees must commit for a minimum of one year and give 2 months notice in advance to the secretary in writing if they are ending their commitment with the charity. Exceptions are: (1) when Trustees want to end their commitment on medical grounds. A copy of a medical certificate is required. (2) If they are going to leave the UK. CONFLICTS OF INTEREST All Trustees and employees of the Trust have an obligation to notify any potential or real conflicts of interest, to the Secretary, as they arise and ensure that these are minuted. Humanos Charity Constitution 3

4 (b) Where a Trustee has so notified a potential or real conflict of interest, he or she must either remove himself or herself from that section of the Trustees' meeting, or otherwise take no part in the relative discussion and decision. In the event of any uncertainty or dispute in this respect, the matter shall be determined by the Director, or the chairman of the meeting. CHARITY TRUSTEES and Volunteers must accept and carry out all duties for and on behalf of the charity if this has been agreed in principal in good faith and harmony. Charity trustees should in case of issues or disputes and any other problems which may arise, telephone or the Director of the charity and the secretary immediately so appropriate action can be taken. Charity trustees will once at the end of each year have a meeting to review how the charity is working, and to make improvements where needed. Charity trustees will have to sign the Accountants report ending 31 of March each year for the charity and see that a copy is posted to OSCR. Charity trustees can at any time give notice to the charity to end their commitment. A minimum period 2 months commencing 25th January 2012 notice must a given in writing to the secretary, should this be the case. Charity trustees must attend all meetings if possible called by the Director (exceptions apply) Charity trustees must see to it that public liability insurance is been paid for at all times. Charity trustees follow the Institute of Fundraising's code. The charity joins the self-regulation scheme set up by the Fundraising Standards Board. Trustees & Volunteers board policies and actions to be taken. In case of breach of any of the policies here mentioned, including misconduct, negligence on the part of the trustees / volunteers, a meeting will be called and appropriate action will be taken. In case of gross misconduct, e.g. Taking bribes, stealing, cheating, putting the good name of the charity at risk, handling in name of the charity for personal financial gains, immediate resignation will apply. MONIES Charity trustees must all sign the bank account application form (RBS) with drawers of monies by trustees: cash float 50 e.g. car boot sales or other venues to a maximum of 100 each time. Humanos Charity Constitution 4

5 Withdrawal of larger amounts and cheques: a minimum of two signatures will apply. Investments / large purchases all trustee signatures required.(e.g. purchase of a vehicle or repair for the charity) Donating money to Caritas for purchase of a van and other items. POLICY STATEMENT This is to confirm that any and all of the goods which Humanos receive from all sources for: Selling at Errol Car Boot Sale Shipping abroad via Blythswood Donating to local worthy causes are available to be purchased by Humanos Trustees and Volunteers at a price to be determined by the Director / Founder. In the case of Bicycles and Computers, spare parts have had to be purchased, and a considerable amount of time has been spent on their refurbishment. THIS CONSTITUTION DOCUMENT CAN AND WILL BE UPDATED AS AND WHEN IT IS DEEMED NECESSARY Humanos Charity Constitution 5