Governance, policies and procedures

1. Internal Charity Financial Controls Policy and Procedures

Purpose:

To establish robust financial controls ensuring accountability and proper use of funds.

Key Procedures:

Banking:
- Bank accounts require three approved signatories, appointed annually by the Trustees.
- Cheques must be signed by two of the three signatories.
- Online transactions require dual authentication.
Expenditure Limits:
- Expenses over £100 require Trustee approval via email or meeting.
- Expenses over £500 require approval in a formal Trustee meeting.
Reporting:
- Trustees will receive a financial update at each meeting from the Treasurer.
- Annual accounts will be prepared by the Treasurer and reviewed by the Trustees before submission to the Charity Commission.
Documentation:
- Receipts for all transactions must be submitted to the Treasurer promptly.

2. Safeguarding Policy and Procedures

Purpose:

To protect children, young people, and vulnerable adults attending UKBC events.

Key Procedures:

All children under 16 must have parental consent or be accompanied by a guardian.
Concerns should be reported to the designated safeguarding Trustee.
UKBC adheres to NSPCC safeguarding standards.

Implementation:

Trustees will oversee safeguarding training for volunteers and ensure compliance with policies.
Incidents will be documented and reported to relevant authorities when necessary.

3. Financial Reserves Policy and Procedures

Purpose:

To ensure financial stability and sustainability.

Key Procedures:

Trustees will review reserve levels annually, considering turnover and financial health.
Restricted funds must be used only for their designated purposes.
Reserves will aim to cover three months of core operating expenses where possible.

4. Complaints Policy and Procedures

Purpose:

To address and resolve complaints fairly and transparently.

Key Procedures:

Complaints can be submitted verbally or in writing to the Chair or any Trustee.
Trustees will investigate complaints within 30 days.
A designated subcommittee of Trustees may handle specific grievances if required.
Trustees will provide a written resolution or explanation to the complainant.

5. Serious Incident Reporting Policy and Procedures

Purpose:

To manage and report serious incidents effectively.

Key Procedures:

Serious incidents include physical injury, abuse, or financial irregularities.
Incidents must be reported immediately to the Chair or designated Trustee.
Trustees will document and address incidents, following Charity Commission guidelines.

6. Internal Risk Management Policy and Procedures

Purpose:

To identify and mitigate risks.

Key Procedures:

Trustees will conduct annual risk assessments and review risk management strategies.
All events will have designated safety officers or Trustees responsible for fire and crowd safety.
Trustees will consult external guidelines (e.g., Charity Commission risk management guidance) as needed.

7. Trustee Expenses Policy and Procedures

Purpose:

To reimburse Trustees for reasonable expenses incurred during UKBC activities.

Key Procedures:

Expenses must be pre-approved by the Trustees.
Permissible expenses include travel, refreshments for meetings, and event-related costs.
Receipts must be submitted to the Treasurer for reimbursement.

8. Trustee Conflicts of Interest Policy and Procedures

Purpose:

To ensure transparency and prevent conflicts of interest.

Key Procedures:

Trustees must declare any conflicts of interest during meetings.
Conflicted individuals will abstain from decision-making on related matters.
Trustees will adhere to Charity Commission guidance on managing conflicts of interest.

9. Investing Charity Funds Policy and Procedures

Purpose:

To ensure prudent management of surplus funds.

Key Procedures:

Trustees will approve all investments, which will be limited to low-risk, ethical options.
Periodic reviews will ensure investments align with UKBC’s objectives and financial needs.

10. Campaigns and Political Activity Policy and Procedures

Purpose:

To ensure compliance with regulations governing political activities by charities.

Key Procedures:

Campaigns must align with UKBC’s charitable objectives and remain non-partisan.
Trustees will approve any political engagement or campaigning activity.
All activities must comply with Charity Commission guidance.

11. Bullying and Harassment Policy and Procedures

Purpose:

To foster a respectful and safe environment for all participants.

Key Procedures:

Reports of bullying or harassment must be submitted to a Trustee.
Trustees will investigate and recommend actions within 30 days.
Repeat offenses may result in exclusion from UKBC activities.

12. Social Media Policy and Procedures

Purpose:

To manage UKBC’s presence on social media responsibly.

Key Procedures:

Posts must align with UKBC’s values and avoid offensive or divisive content.
Trustees overseeing social media accounts may remove inappropriate posts and block offenders after repeated violations.
Trustees will approve any official statements or responses made on behalf of UKBC.