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Welcome to the Community Confidence Tool and Resource Bank
29
Questions
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1
Name of group or organisation
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2
The group has a governing document that is clear and specific
The governing document explains how your group or organisation is run, its status (Registered Charity, Charity Incorporated Company, Charity Incorporate Organisation, Trust, Co-operative etc) and its purpose and structure. This is a written statement of your group's mission, aims or purpose. It will ensure that you and anyone you communicate with is clear what your group does.
YES
NO
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3
The group has, as a minimum, a board with Chair, Treasurer and Secretary
Your group must have a governing board that includes at least a Chair, Treasurer and Secretary and may have other members who offer skills or experience. Your governing document will state the number of board members (link to charity commission page membership)
YES
NO
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4
Board members have appropriate skills and experience
Effective board members will have experience and skills which informs and supports how the group or organisation operates. Training has a key part to play to ensure board members have the necessary skills and up to date to information to assure sound governance and better decision making. Consider training needs in relation to their group or organisation. For example, Safeguarding for those working with children or vulnerable adults, Data protection / GDPR, Health and Safety etc Consider whether board member will need a DBS check, whether these should be reviewed every three years or through an annual declaration.
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Skills audit of board members
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Training needs assessment based on audit
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Training up to date
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DBS policy statement includes board members
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Skills audit of board members
Training needs assessment based on audit
Training up to date
DBS policy statement includes board members
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5
Meetings of the board
A board meeting is a formal meeting of the group or organisation's board members. The board will meet as often to govern the organisation. Your governing document will state the rules on how many meetings you must hold each year usually monthly or bi monthly. It's usually the responsibility of the chair with support of the chief officer to set the agenda for the meeting.
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Dates and times set
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Discussions are documented and agreed by board members
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Decision making processes are clear and documented
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Financial reports are timely and understood by whole board
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The process of appointments to the board are clear and understood
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Dates and times set
Discussions are documented and agreed by board members
Decision making processes are clear and documented
Financial reports are timely and understood by whole board
The process of appointments to the board are clear and understood
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6
Health and Safety
Everyone needs to be aware of health and safety and their responsibilities, many of which are enshrined in law. You may need a health and safety policy that makes it clear how your group or organisation keeps everyone safe. Board members and any employees and volunteers may need training in health and safety.
YES
NO
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7
Health and Safety template
Here is a health and Safety template policy which can be adapted and developed to support your group or organisation
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8
Diversity, Equality and Inclusion
Equality is about being fair and making sure that everyone is treated equally. Diversity is about recognising and valuing everyone regardless of their differences. Your group or organisation must ensure that everything you do is fair and equitable and accessible to everyone. You may want to consider equity if this applies to the people you are working with.
YES
NO
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9
Equality, Diversity and Inclusion Template
Here is a Equality, Diversity and Inclusion template which can be adapted and developed to support your group or organisation
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10
Confidentiality and Data Protection (GDPR)
Groups and Organisations have a legal responsibility to protect people’s personal information keep it safe and confidential and not share it. Your policy confirms what your organisation does to keep people's personal information safe and secure.
YES
NO
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11
Confidentiality
Here is a confidentiality policy template can be adapted and developed to support your group or organisation
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12
Data Protection
Here is a Data Protection template which can be adapted and developed to support your group or organisation
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13
Safeguarding
Any organisation working with children, young people or vulnerable adults must have up to date and clear safeguarding policies which set guidelines about how it will keep people safe from harm and respond to any concerns. (link to safeguarding board)
We work with children, vulnerable adults, both and have an update safeguarding policy
We are going to be working with children-vulnerable adults- both and require a safeguarding policy
We do not work with children or vulnerable adults, and don't require a safeguarding policy
We work with children, vulnerable adults, both and have an update safeguarding policy
We are going to be working with children-vulnerable adults- both and require a safeguarding policy
We do not work with children or vulnerable adults, and don't require a safeguarding policy
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14
Safeguarding Vulnerable Adults
Here is a Safeguarding Vulnerable Adults policy template which can be adapted and developed to support your group or organisation
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15
Safeguarding Children
Here is a Safeguarding Children policy template which can be adapted and developed to support your group or organisation
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16
Lone working
Although not a legal requirement, an effective lone working policy can promote a strong safety culture within an organisation, keeping everyone safe by ensuring everyone is aware of risk and follow procedures.
YES
NO
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17
Lone Working
Here is a Lone working policy template which can be adapted and developed to support your group or organisation
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18
Financial Controls
This policy will ensure that everyone within the organisation understands and follows procedures in all areas of an organisation's finances.
YES
NO
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19
Financial Controls
Here is a Financial Controls policy template which can be adapted and developed to support your group or organisation
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20
Volunteering Policy
This policy will ensure that volunteers and the people who work with them understand what you expect of them. It will cover the whole volunteer experience from recruitment to induction, training, and development.
YES
NO
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21
Volunteer Policy
Here is a volunteer policy template which can be adapted and developed to support your group or organisation
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22
Further policies
You may also want to consider additional policies depending on what you do.
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In Development
Not relevant
Information Technology - Social Media
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Complaints
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Conflict of interest
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Learning and development
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Recruitment and Selection
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Redundancy
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Maternity/ Paternity
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Sickness Absence, Medical Examinations and Pay
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Adverse Weather
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Smoking, Alcohol and Drugs
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Appraisal and Supervision
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Information Technology - Social Media
Complaints
Conflict of interest
Learning and development
Recruitment and Selection
Redundancy
Maternity/ Paternity
Sickness Absence, Medical Examinations and Pay
Adverse Weather
Smoking, Alcohol and Drugs
Appraisal and Supervision
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In Development
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Not relevant
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In Place
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In Development
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Not relevant
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In Development
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Not relevant
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In Place
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In Development
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In Development
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Not relevant
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In Place
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In Place
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23
Certificate of Public Liability Insurance (PLI)
You need this if you are responsible for a location at which your group, or others, offer an activity. If your group uses another venue, it is good practice for you to check there is up to date PLI in place.
YES
NO
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24
Risk Assessments
Your group will be responsible for assessing any risks associated with what you do. This will help you identify the level of risk and who it might affect and explains how your actions can minimise or mitigate them
In place
Needed
Not Relevant
Organisational risk assessments
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Are project activities risk assessments carried out
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Volunteer activities risk assessments carried out
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Organisational risk assessments
Are project activities risk assessments carried out
Volunteer activities risk assessments carried out
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Needed
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Not Relevant
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25
Do you have the following or do you need to develop them
In place
In development
No
Strategic plan
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Business plan
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Monitoring, evaluation and reporting
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Data collection and analysis
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Strategic plan
Business plan
Monitoring, evaluation and reporting
Data collection and analysis
In place
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In development
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No
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In place
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26
Networking
It is important that your group is aware and interested in taking part in the county strategy and what is happening around you and the potential opportunities that it may present for your group. You may want to be part of the of the local community and be involved in county initiatives and discussions.
Talk Community (name)
Community Partnership
Local Action Group
Not engaging
Unaware of these networks
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27
Does your group have in place or do you need to develop
In Place
Need to develop
A budget
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Protocols for the authorisation of payments for signatories
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A funding strategy and plan
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Records of all transactions/ purchases
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Regularly check of bank statements
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Prepare year end account and file accordingly
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Reserve policy
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A budget
Protocols for the authorisation of payments for signatories
A funding strategy and plan
Records of all transactions/ purchases
Regularly check of bank statements
Prepare year end account and file accordingly
Reserve policy
In Place
Row 0, Column 0
Need to develop
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In Place
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Need to develop
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In Place
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Need to develop
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Need to develop
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Need to develop
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28
Income
Income is vital for any group or organisation and there are many ways to raise money to support your group and organisation. You may be payed for contractual services, grants or fundraising income including donations or legacies. Ensuring your income covers your groups costs will make it robust and financially sustainable and can develop a diverse funding stream rather than being reliant on one source.
Applicable
Not Applicable
Contracts (Service Level Agreements)
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Grants
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Online- Social media
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Online- Website
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Events
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Individual Donations
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Corporate Donations
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Legacies
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Merchandise
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Contracts (Service Level Agreements)
Grants
Online- Social media
Online- Website
Events
Individual Donations
Corporate Donations
Legacies
Merchandise
Applicable
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Not Applicable
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Applicable
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Not Applicable
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Not Applicable
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Applicable
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Not Applicable
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Not Applicable
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Applicable
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Not Applicable
Row 5, Column 1
Applicable
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Not Applicable
Row 6, Column 1
Applicable
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Not Applicable
Row 7, Column 1
Applicable
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Not Applicable
Row 8, Column 1
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29
Are volunteers provided with the following
Checklist includes working practices that may be relevant to support people who give their time voluntarily to your group. If your group would like any additional support or advice please contact us talkcommunity@hvoss.org.uk or 01432 343932
In Place
Needed
N/A
Defined Roles and Responsibilities
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Designated contact person for your volunteers
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Volunteer Handbook
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Volunteer ID badge
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Volunteer DBS checks
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Paid expenses
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On going support
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Training
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Emergency contact details
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Defined Roles and Responsibilities
Designated contact person for your volunteers
Volunteer Handbook
Volunteer ID badge
Volunteer DBS checks
Paid expenses
On going support
Training
Emergency contact details
In Place
Row 0, Column 0
Needed
Row 0, Column 1
N/A
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In Place
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Needed
Row 1, Column 1
N/A
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In Place
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Needed
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N/A
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In Place
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Needed
Row 3, Column 1
N/A
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In Place
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Needed
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N/A
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In Place
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Needed
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N/A
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In Place
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N/A
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In Place
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Needed
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N/A
Row 7, Column 2
In Place
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Needed
Row 8, Column 1
N/A
Row 8, Column 2
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