Briefing Pack For the position of Trustee For Age Cymru Afan Nedd November 2016
Contents Letter from Chair 3 Governance Structure 4 Organisational Aims and Objectives 4 Role Brief/Person Specification 5 Trustee Commitment 6 Code of practice for trustees 7 How to apply 9 Equality and Diversity Monitoring Form 10 2
Letter from Claire Morgan, Chair Thank you for your interest in being a trustee of Age Cymru Afan Nedd. I hope that you will find this pack informative and useful in supporting your decision to apply. The key aim of Age Cymru Afan Nedd (ACAN) is to help older local people to stay well and independent. This is primarily achieved through running a day centre where older people can get a full course meal at an affordable price. Age Cymru Afan Nedd has been established well over 40 years. The organisation previously operated as Age Concern Port Talbot (ACPT). In July 2011, Age Concern Port Talbot joined the Age UK Network, filed a new name with the Charities Commission and incorporated as Age Cymru Afan Nedd (ACAN). ACAN has a long-standing service level agreement with the Local Authority, Neath Port Talbot Council, to deliver day services. In August 2011, the additional responsibility for the overheads and lease of the Riverside Centre (the building where the day services are provided) were passed to ACAN. ACAN generates the reminder of the funding required to run its services, from charging for its meals. minibus service and general fundraising. ACAN operates on a breakeven budget position. Through its involvement with the Age UK Network, ACAN is also committed to providing an independent and good quality 'Information and Advice' service. In addition, ACAN seeks to develop services in answer to demand identified by those attending the centre aiming to make a difference to the quality of life of older people in Neath Port Talbot. It has a preventative and holistic approach which complements those of the Local Health Board and Local Authority Social Services serving Neath and Port Talbot. We are looking to recruit trustees who are dedicated, are able to support us with their skills and experience and will ensure that we play the fullest possible role in improving the lives of older people in Neath Port Talbot. Age Cymru Afan Nedd is committed to equality and diversity and believe that the governance of our charity is enhanced, when we have trustees from a diverse range of backgrounds and skills. Our starting point is always to treat people fairly, with dignity and respect and our policies and practices are based on the principles of equality and diversity. We recognise and embrace the diversity of all and actively promote equality in line with legislative and good practice guidance. I very much look forward to receiving your application. Yours faithfully Claire Morgan Chair 3
Governance structure Age Cymru Afan Nedd's Board of Trustees has control of the charity and its funds and is responsible in law for the governance the charity. Age Cymru Afan Nedd is linked to the national charity, Age Cymru via Charities Commission Linking Direction. Age Cymru is the sole member of the charitable company Age Cymru Afan Nedd, and appoints one of its own trustees to the board of ACAN. Organisational Aims and Objectives ACAN's aims are to: Promote a positive view of ageing and older people Advocate on behalf of older people and their carers Involve older people, volunteers and staff in the shaping of our projects and services Work in partnership with, yet independent of, other organisations, both statutory and voluntary, in order to promote and expand services for older people Work towards making our services accessible to all who require them throughout the whole of the county Provide services and support at the Riverside Centre and in response to older people s expressed needs within the resources of the organisation. Our objectives over the Business Plan period are to: Review our day services to ensure continual improvement in what we offer to older people. Continue to provide an information and advice service and offer the opportunity to maximise income. Seek sustainable sources of income to run our operation, including funding to employ a Development Officer to lead ACAN forward and for a replacement minibus. Using the Riverside Centre engage with older people and develop healthy ageing activities to promote their well-being. Seek opportunities to meet unmet needs, developing innovative and flexible projects taking into account current areas of local and national interest. Generate more collaborations and partnership working with relevant organisations, based on the knowledge that funding will increasingly be allocated in this way. Implement and Capital Improvement Development Plan at the Riverside Centre to maximise room available for the services we currently, and will, provide. 4
Role Brief Position: Location: Reports to: Trustee Meetings are normally held at the Riverside Centre, Port Talbot Chair Overall Responsibility: As a member of the Trustee Board, it is the responsibility of every trustee to ensure that Age Cymru Afan Nedd operates in a manner which enables it to fulfil its charitable objects as set out in the Memorandum & Articles of Association in as effective a manner as possible. Specific Duties: 1. To ensure that Age Cymru Afan Nedd complies with its Memorandum & Articles of Association, charity law, relevant company law and any other relevant legislation or regulations. 2. To ensure that Age Cymru Afan Nedd pursues its charitable objects as defined in the Memorandum & Articles of Association and applies its resources exclusively in furtherance of its charitable objects. 3. To safeguard Age Cymru s Afan Nedd good name and principles. 4. To maintain proper governance by ensuring that the Board:- agrees the charity s strategic direction and goals; ensures that risk audits are conducted regularly and that strategies for risk management are in place; defines the boundaries of management authority and delegates to management the implementation of plans and budgets; monitors performance on a regular basis and holds management accountable for outcomes; ensures that proper processes are in place for the appointment, dismissal and monitoring the performance of staff; 5. To ensure the financial stability of the charity. 6. To ensure the proper investment of its funds. 7. To represent properly any agreed Board position or decision when speaking publicly. 8. To ensure that proper processes are in place to review the Board s performance annually. 9. In addition to the statutory duties of all trustees, each trustee should use any specific knowledge or experience he or she may have to help the Board of Trustees reach sound decisions. This will involve scrutinising Board papers, participating in discussions, focusing on key issues and providing advice and guidance requested by the Board on new initiatives or other issues relevant to the area of Age Cymru Afan Nedd's work in which the trustee has special expertise. 5
Person Specification All individuals selected will be expected to demonstrate the abilities to deliver against the essential criteria. Title: Trustee Requirements Essential/ Desirable A commitment to the aims and values of Age Cymru Afan Nedd. E An understanding and acceptance of the legal duties, responsibilities E and liabilities of trusteeship. A willingness to devote the necessary time and effort to their duties as E a trustee. Experience to think strategically and creatively. E Ability to make sound, independent judgement. E Ability to know when to seek professional advice. E Ability to work effectively as a member of a team. E Commitment to Nolan s seven principles of public life: selflessness, E integrity, objectivity, accountability, openness, honesty and leadership. Ability to speak Welsh. D Trustee Commitment Each individual trustee is expected to attend Trustee Board meetings on a regular basis and to make all reasonable efforts to avoid other commitments on these occasions. These meetings require preparation time prior to the Board meeting to read papers. Each trustee is also required to attend other such meetings as are determined by the Trustee Board. The Trustee Board meets 6 times each year usually in Port Talbot. Meetings normally run for about 2 hours. The term of appointment is 4 years. Trustees will be provided with induction to Age Cymru Afan Nedd on their appointment, tailored to their requirements. As a trustee, there is no remuneration for these positions. However, reasonable out-ofpocket expenses will be paid in line with Age Cymru s Afan Nedd agreed policy and practice. Liability of Trustees There are two circumstances in which trustees of a charity may put themselves at risk of personal liability:- if they cause loss to the charity by acting unlawfully, imprudently or outside the terms of the charity s governing document; 6
if they commit the charity to debts which amount to more than its assets. The Charity Commission states in leaflet CC3, The Essential Trustee: What you need to know, that if trustees act prudently, lawfully and in accordance with the governing document, then any liabilities (i.e. debts or financial obligations) that they incur as trustees can normally be met out of the charity s resources. However, if trustees incur liabilities or debts that amount in total to more than the value of the charity s assets, they may not be able to cover themselves in full out of the charity s property, even if the liabilities have been properly incurred. Age Cymru Afan Nedd trustees are insured against personal liability arising from acts properly undertaken in the administration of the charity or acts undertaken in breach of trust but which are an honest mistake. Disqualifications You are disqualified from being a charity trustee or a company director if you: have an unspent conviction for an offence involving deception or dishonesty are an undischarged bankrupt have been removed from trusteeship of a charity by the Court or the Commissioners for misconduct or mismanagement are under a disqualification order under the Company Directors Disqualification Act 1986 are under sixteen years old Code of Practice for Age Cymru Afan Nedd Trustees Introduction All charity trustees have legal duties and responsibilities. The most important of these are summarised in the Charity Commission's leaflet The Essential Trustee: What you need to know (CC3). This Code of Practice is not a list of trustees' legal duties, although many of the elements of the code are based on legal principles. The conduct and practices in this Code go beyond what the law requires in some respects, but they are nevertheless fully consistent with the law. Purpose of the code To set out the relevant standards expected of trustees of Age Cymru Afan Nedd in order to maintain the highest standards of integrity and stewardship; to ensure that Age Cymru Afan Nedd is effective, open and accountable; and to ensure a good working relationship with staff. General 1. Trustees must act with probity and due prudence and should take and consider professional advice on anything in which the trustees do not have expertise themselves. 2. A trustee must administer Age Cymru Afan Nedd and all its assets in the interest of current, potential and future beneficiaries. 7
3. Trustees should hold themselves accountable to the Age Cymru Afan Nedd s stakeholders, including the public, for the Board's decisions, the performance of the Board and the performance of Age Cymru Afan Nedd. 4. Except where legally authorised, trustees must not gain financial or other material benefit for themselves, their families or their friends from their trusteeship of the charity. Nor must a trustee attempt to use his/her status as trustee to gain customer advantage within Age Cymru Afan Nedd. 5. Expense claims must be in line with the relevant policy and must be accurate and accountable. The Board should ensure that regularly review the written policies on claiming of expenses by trustees. 6. A trustee must not place him/herself under any financial or other obligation to outside individual organisations that might influence him/her in the performance of his/her official duties. 7. Trustees should conduct themselves in a manner which does not damage or undermine the reputation of Age Cymru Afan Nedd or its staff individually or collectively and should not take part in any activity which is in conflict with the objects or which might damage the reputation of Age Cymru Afan Nedd. 8. Trustees must make decisions together and take joint responsibility for them. The extent to which any one trustee or a small group of trustees is empowered to speak for or take action on behalf of Age Cymru Afan Nedd or the Board must (subject to any specific constitutional rules) be a matter for all trustees to decide together. Such decisions must be recorded. 9. Gifts in connection with a trustee s role should not be solicited. If gifts are offered they become the property of the organisation and must be used for the benefit of it. Any exceptions to the rule will be laid down in an agreed policy. Gifts or hospitality offered by any outside supplier or commercial organisation must be approved in advance by the Chair or, in his or her absence, another honorary officer. Gifts or hospitality offered to the Chair should be approved in advance by the Deputy Chair wherever possible. Responsibilities 10. Trustees must formulate and review regularly Age Cymru Afan Nedd's aims and objectives as well as policies for their fulfilment. 11. Trustees must ensure that Age Cymru Afan Nedd complies with regulatory and statutory requirements and must exercise overall control over Age Cymru Afan Nedd s financial affairs. In addition to compliance with statutory requirements, trustees should have a commitment to the development and implementation of good practice. 12. Trustees must be familiar with and keep under regular review the articles of association of Age Cymru Afan Nedd. Any changes must be made in accordance with legal requirements. 13. In order to develop a working knowledge of Age Cymru Afan Nedd and to give themselves credibility, trustees should endeavour to maintain links and keep in touch with Age Cymru Afan Nedd by regular visits to the charity s centre.. Meetings of The Board Of Trustees 14. Trustees must strive to attend all meetings regularly, ensuring they prepare for and contribute appropriately and effectively. 15. Trustees should bring a fair and open-minded view to all discussions of the Board and should ensure that all decisions are made in the charity's best interests. 16. Trustees must aim to foresee and avoid any conflict of interest. Where one arises, a trustee must at once declare the interest and absent him/herself from any 8
discussion or vote taken on the matter by the other trustees. Any transaction under which the trustee will benefit either directly or indirectly must have proper legal authority. 17. Confidential information or material (relating to users, beneficiaries, members, staff, commercial business, etc) provided to, or discussed at a Board meeting must remain confidential and within the confines of the Board and must not be discussed outside the trustee body. 18. Trustees have a responsibility to develop and ensure the maintenance of a properly constituted, balanced and competent Board, including clear procedures for selection, election, training, retirement and if necessary, removal of trustees. Staff 19. Trustees must ensure there is a clear understanding of the scope of authority delegated to the staff. 20. Policies and strategies agreed by trustees should be expressed in unambiguous and practical terms, so that the staff member responsible for implementing those policies are clear what they need to do. 21. Trustees should act fairly and in accordance with good employment and equal opportunities principles in making decisions affecting the appointment, recruitment, professional development, appraisal, remuneration and discipline of the staff. 22. Trustees must understand, accept and respect the difference in roles between the Board and staff, ensuring that all need to work effectively and cohesively for the benefit of Age Cymru Afan Nedd, and develop a mutually supportive and loyal relationship. 23. Having given delegated authority, trustees should be careful - individually and collectively - not to undermine it by word or action. How to Apply Please provide: 1. A supporting statement, demonstrating your motivation for this role and explaining how you believe your skills and experience match the requirements of the role. (Please refer to the person specification) 2. A comprehensive CV including details of your achievements in each role and including details of two referees. 3. A completed Equal Opportunities Monitoring Form (attached). Recruitment Timetable Shortlisted applicants will be invited to an interview. Email or post completed applications to: Chair, Age Cymru Afan Nedd, Riverside Centre, Riverside Walk, Port Talbot, SA13 1PH 9