The Charity’s constitution sets out its charitable purposes and rules for how it must operate. It must only spend funds on supporting the delivery of these purposes, and be run for providing a clear benefit for a wide enough section of the public when delivering the Charity’s purposes.

The Trustees must run the Charity in a way that complies with its constitution and the law.

All Trustees are responsible for achieving its purposes, even if certain tasks are done by individual trustees, employees or volunteers, and it goes beyond saying that their duty is to act in the Charity’s interests at all times.

It is essential, therefore, that the Charity’s purposes are continually kept under review to ensure they properly reflect what the Charity does.

The constitution also sets out, amongst other things:

● What the Charity is set up to achieve (its purposes).
● What the Charity can or cannot do to carry out its purposes (its powers).
● Who the Charity is there to benefit.
● What powers the Charity has to carry out its purpose.
● How Trustees must be appointed.
● How often Trustees must meet.
● How many Trustees are needed to make a valid decision.
● Procedure rules for how it must operate.

The Charity employs an accountancy company to deal with its financial affairs and meet the legal requirements for submission of returns to the appropriate tax authorities, although Trustees are still legally responsible for the Charity’s records, accounts and performance.

The Charity is governed by the following procedural rules and regulations:

● The Charity is regulated by the Charities Commission and registered (charity number1158193) to manage and take care of the community centre which was gifted by asset transfer via the local council. The aim is to maintain and upkeep the centre, so that people from the local and surrounding area have use of a facility which offers a range of daily group activities, and also to enable them to privately hire the centre for family and personal functions. The Charity must report on the public benefit every year, by
submitting an Annual return, Annual Accounts and Trustees Annual Report (TAR) within 10 months of its financial year-end.
● Regular meetings of the Trustees, from which minutes are formally recorded and shared to the Charity’s official website, and a copy sent to the Shop Committee and Directors.
● Annual General meeting (AGM), from which minutes are formally recorded and posted to the Charity’s official website.
● Regular meetings between the Charity’s Chair, Treasurer, other relevant trustees and shop Directors, from which minutes are formally recorded, and a copy sent to the relevant monthly meeting of the Trustees.

● Meetings of the Charity’s Sub-Groups, from which minutes are formally recorded and a copy sent to the relevant monthly meeting of the Trustees.
● HM Revenue and Customs for compliance with Value Added Tax (VAT), PAYEE and National Insurance legislation.
● Local Authority for compliance with Licensing and Food safety legislation etc.
● Statutory bodies for compliance with Fire, Public safety and On-line safety and security legislation etc.
 

The Shop

The shop is a Private Limited company by guarantee without share capital, with the Charity being the sole shareholder in the business. The company is currently controlled and managed by four Directors, whose responsibilities are to:

● Follow the company’s rules as set out in its Articles of Association and report certain
changes.
● Keep records about the company itself.
● Keep financial and accounting records.
● File its annual accounts and Company Tax Return (CTR).
● Inform shareholders if they personally benefit from a transaction the company makes.
● Pay Corporation Tax.
● Receive the Charity’s approval for changes to the company name, removal and appointment of directors and changes to the company’s Articles of Association.

 

The Shop employs an accountancy company to deal with its financial affairs and submission of returns to the appropriate tax authorities, although Directors are still legally responsible for the company’s records, accounts and performance, and may be fined or prosecuted if they do not meet their responsibilities.

The shop is governed by the following procedural rules and regulations:

● The shop is regulated by Companies House and registered (company number 12578019) as Retail sale in non-specialised stores with food, beverages or tobacco predominating. The company must report every year, by submitting its Final Accounts, Director’s report and Confirmation Statement within 9 months of its financial year-end. It must also report changes to business contact details, Director’s details and changes to its appointed tax agent.
● Monthly meeting of the Shop Committee and Directors, from which minutes are formally recorded, and a copy sent to the Trustees.
● Quarterly meeting of the Chair and Vice Chair and shop Directors, from which minutes are formally recorded, and a copy sent to the relevant monthly meeting of the Trustees.
● Annual General meeting (AGM), from which minutes are formally recorded, and a copy sent to the Trustees for inclusion at the Charity’s AGM.
● Ad-hoc meetings between the Directors and Shop Operations Groups that are not formally recorded or reported.

● HM Revenue and Customs for compliance with Value Added Tax (VAT) and Corporation Tax legislation.
● Local Authority for compliance with Licensing and Food Safety legislation.
● Statutory bodies for compliance with Fire, Public safety and On-line safety and security legislation etc.

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Policies and Procedures

Policies and procedures are an essential part of the Charity’s organisation and essential to successfully running its business, and are reviewed and updated on an annual basis.

 

Together, Policies and Procedures govern the day-to-day operations of the Charity, and ensure compliance with laws and regulations, give guidance for decision-making, streamline internal processes and reduce the risk of liability. In addition, they promote consistency across the organisation.

 

The majority of the Charity’s Policies and Procedures are generic across the organisation and cover both the Charity and the Shop. However, because the Shop’s  operation is distinctly different to that of the Charity and officially registered as a Limited Company, it has to comply with a different set of financial rules and regulations, so in some areas it has established its own set of Policies and Procedures. 

 

The Charity’s Policies and Procedures

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Anti-Social Behaviour (ASB) Policy
General Data Protection Rules (GDPR) Policy
Employees Policies and Procedures
Environmental Policy
Financial Management and Procedures Policy
Bookings Policy (to be read in conjunction with the Conditions of Hire)
Health and Safety Policy
Information Technology (IT) Policy
Reserves Policy
Safeguarding Policy
Social Media Policy
Volunteers Policy
Volunteers Alcohol Policy

The Shop’s Policies and Procedures

Financial Management and Procedures Policy
Reserves Policy
Loan Agreement Policy (for repayment of the start-up loan from the Charity)
Service Level Agreement (SLA) Policy (in respect of shared costs that are paid by the
Charity in the first instance)

All other policies are in line with the Charity’s listed above