Trustees Shared Learning Seminar

Dear Delegates

In Table 1 are areas which delegates are happy to share with you. Have a read, there may be some solutions included that you have been looking for.

In Table 2, delegates have highlighted areas they are struggling with, can you help? If they haven‟t added their email address, let us know and we will share with the wider group, as they may well not be the only one grappling with the issue.

Thanks,

Good Practice Team

1. Succession planning  Knowledge sharing  Looking for Solutions – can you help?

2. Protecting your charity  Knowledge sharing  Looking for Solutions – can you help?

3. Alternative sources of funding  Looking for Solutions – can you help?

Succession planning

Knowledge Sharing

Idea Delegate

No trustees locally – set up a local group to feedback to trustees Llinos Wyn Parry Head of Life After Stroke Services - Mid and North Wales Stroke Association [email protected] Diverse range of people with a number of different skills, who represent a Sonia Owen range of people (local residents / service users etc.) Trustee Action for Asperger's [email protected] Robust Trustee induction process Vicky Holberry Third Sector Doctor Project Manager Association of Voluntary Organisations Wrexham [email protected]

 We have an excellent, efficient and committed company secretary Rhian Evans and I feel that this is most beneficial Team Manager Mental Health Resources  Skills audit is helpful Flintshire County Council  County Voluntary Council or other expert input also very benificial [email protected]

 Induction for board members or trustees is very effective Selina Moyo  Sub-committees that work on particular aspects such as governance; Trustee fundraising committees drawn from board members / trustees Sub-Sahara Advisory Panel [email protected]

 Trustees have a secure place online to look at meeting papers and Amy Barrett trustee handbook Trustee  Provide support for trustees at meetings Learning Disability Wales [email protected] 4 year tenure (maximum of 2 terms) David Parry Director of Operations Festival Medical Services [email protected]

 Good practice for advertising for new trustee board members: Nigel Thomas advertising in press and media Trustee  Try to balance the board with relevant skillsets Rhondda Cynon Taff Citizen's Advice Bureau  Benchmarking the board (audit) to establish what skills we require [email protected] Skills audit template done Chris Ashman Chair Y Dderwen Community Enterprise [email protected] Wales Co-Operative Centre are providing free board member training that has Victoria Jones been vital to lots of our members Club Development Officer Welsh Gymnastics [email protected] Having regular meetings. Good community projectsin Zimbabwe with sporting Elphus Gunguwo activities Trustee Newport Warriors [email protected]  Charitable Incorporated Organisation draft constitution based on Malcolm McGreevy Charity Commission model Chairman  Ideas on membership: Camerata Wales Patron Gold [email protected] Silver Bronze

All with different benefits for different levels of membership  Education links e.g. Tŷ Cerdd etc. Newly arranged skills audit of current trustees prior to recruitment Elaine Powell Chair Cardiff YMCA [email protected] Induction and continuing training Paul Griffiths Independent Member Velindre [email protected]

Looking for Solutions – can you help?

Challenge Delegate Workloads of trustees that have been in post for sometime i.e. 14 years and Bill Hadfield their loss of knowledge when they leave Chair Benllech & District Good Turn Scheme [email protected] If finding it hard to recruit trustees and there is a similar organisation nearby, Kate Harcus could you join forces? Interim Project Officer (Wrexham & Flintshire) Business Supporting Communities [email protected] Little / no contact with trustees (national charity) Llinos Wyn Parry Head of Life After Stroke Services - Mid and North Wales Stroke Association [email protected] Poor communication between staff and trustees Vicky Holberry Third Sector Doctor Project Manager Association of Voluntary Organisations Wrexham [email protected] Is there a template / proforma for a skills audit? Kate Harcus Interim Project Officer (Wrexham & Flintshire) Business Supporting Communities [email protected]

 Where to find template for code of conduct please? Rhian Evans  Will Young Charity Trustees work with / support existing new young Team Manager Mental Health Resources board members? Flintshire County Council  Can social enterprises advertise on Recruit 3? [email protected] How do you achieve proper succession planning when the appointment of Paul Griffiths trustees is not made by the charity? Independent Member Velindre [email protected] Charity is newly incorporated, recruitment was therefore on hold. Current Elaine Powell board is static, “middle aged”. As a youth charity, how best to recruit younger people? Chair Cardiff YMCA [email protected] How can you make sure that trustees aren‟t losing interest and making Fadhili Maghiya positive contribution to the charity? Trustee Sub-Sahara Advisory Panel [email protected] How to avoid cronyism? David Parry Director of Operations Festival Medical Services [email protected]  Selection of first trustees John Lucas  Flexibility in terms of office Trustee Men's Sheds [email protected]  “Corporate” nature of trustee board affecting grant applications Chris Ashman  Local Authority Trustee changes in personnel Chair Y Dderwen Community Enterprise [email protected] Attracting Trustees!!! Mike Miles Trustee Crossroads Mid and West Wales [email protected] If an organisation is being newly set up what skill set should they have on the Victoria Jones board and where should they look for these people? Club Development Officer Welsh Gymnastics [email protected] How to manage the aspirations of our beneficiaries in Zimbabwe Elphus Gunguwo Trustee Newport Warriors [email protected] No problems yet as we are still in the start-up stage. Potential problems: Malcolm McGreevy  Succession planning as trustees age or die Chairman  Financial expertise on the board Camerata Wales [email protected]

Protecting your charity

Knowledge Sharing

Idea Delegate

 Robust trustee induction process Vicky Holberry  Clear conflict of interest guidance for trustees on every meeting Third Sector Doctor Project Manager agenda Association of Voluntary Organisations Wrexham [email protected] Conflict of interest declaration on each agenda. Auditor attends finance John Gallanders meeting to present audit report. Regular finance reports not just once a year. Trustee / Ymddiriedolwr Seek professional support on specialist on specialist issues – HR and health and safety. Association of Voluntary Organisations Wrexham [email protected]

 North Wales Reference Group Llinos Wyn Parry  Networking events across regions to gain further understanding of Head of Life After Stroke Services - Mid and local needs and implement changes North Wales Stroke Association [email protected]

 External Governance Review to highlight areas for improvement Meirion Hughes  Developing more open approach to trustee recruitment Trustee Age Cymru [email protected] Reviewed financial control policies with the advent of a new manager and Janet Smith administrator Trustee Mental Health Advocacy Scheme [email protected]

 Good governance with trustees taking responsibility for range of David Evans activity PACT Project Manager  Good working relationship with County Voluntary Councils Police and Community Trust (PACT) [email protected] Involvement of beneficiaries of the charity as a percentage of trustee / board. Ian S Rickard Attention to gender and ethnic balances Trustee Mind Aberconwy [email protected]

 Registered as a Charitable Incorporated Organisation Peter Davies  Risk Register Officer National Eisteddfod for Wales [email protected]

 Meeting at weekend for all trustees to look at governance etc. outside Neil Rushton usual meetings Director of Operations  Use of Dropbox for documents Festival Medical Services [email protected]

 Setting up a Charitable Incorporated Organisation Allan Grayson-Jones  Regular management meetings, reporting to trustees Corporate Director  Financial controls via trustees Camerata Wales [email protected] Positive practice for accounting: Nigel Thomas  Use of at least two members to authorise invoice payments by Trustee electronic means Rhondda Cynon Taff Citizen's Advice Bureau  At each time of authorisation – create folder / dates / add each pdp [email protected] file as signed, authorised for a record of all transactions Charitable Incorporated Organisation draft constitution based on Charity Malcolm McGreevy Commission model Chairman Camerata Wales [email protected]

 Good mix of trustee skills Jim A'Herne  Good written procedures and practices Trustee  Regular board and sub-committees Safer Wales  Risk register introduced  AGM and audits [email protected]  Positive legal and accounts advice Training of trustees – induction, legal guidance and annual refreshers Paul Griffiths Independent Member Velindre [email protected] Had good advice about completing application. Network with the Wales Co- Anthony Denning Operative Centre and the Hub to prevent repeated applications. Trustee Men's Sheds [email protected]  Collective responsibility Elphus Gunguwo  Have constitution in place Trustee  Clear roles for everyone Newport Warriors [email protected] We are a new charity but have a budget established and financial controls are Gareth Lucey being drafted. Trustee The Other Room [email protected]

 Have audited accounts Deana Owen  We are building a planned school Trustee Sub-Sahara Advisory Panel [email protected] Applying for charitable status was an excellent opportunity for the board to Verity Winn review our aims and objectives and agree collectively on a way forward. Chair Inside Out [email protected] Developed a „schedule of delegated authority‟ so trustees and staff are clear Joanne Moore where authority lies and who is delegated to make decisions. Human Resource & Governance Manager Learning Disability Wales [email protected]

 There is good communication between trustees, all meetings are Fiona Gilligan clearly minuted, everyone is included and listened to. Trustee  The aims and objectives of the charity are reflected on and discussed Contemporary Arts Society for Wales in decision making and fund raising activities are well received by members. [email protected]

 We are a „young people‟ charity but the average age of trustees is Rheon Tomos much higher! We have therefore established a young people‟s board Trustee and Treasurer to support the charity in its decision making. Urdd Gobaith Cymru  We have carried out an asset repairs assessment leading to an asset management plan. It has helped in securing grant and other capital [email protected] funding.

 Induction for new trustees Sam Ali  Diverse group of trustees Treasurer  Sub-committees to support the main board Race Council Cymru [email protected] We‟ve set up our own supplementary school in Nigeria Grace Kerry Gift of Grace Education Project [email protected] A well balanced board to meet coming challenges Frank Learner Trustee Newlink Wales [email protected]

Looking for Solutions – can you help?

Challenge Delegate

Need for a conflict of interest policy for good governance David Evans PACT Project Manager Police and Community Trust (PACT) [email protected] What do you do about trustees who refuse to attend meetings, or to actually Janet Smith do any work concerned with the governance of an organisation? Trustee Mental Health Advocacy Scheme [email protected] How do I achieve a better balance between strategic oversight / direction and Meirion Hughes temptation to scrutinise / interfere in operational management? Trustee Age Cymru [email protected] Maintaining the independent nature of the charity whilst meeting the demands Ian S Rickard of funders and requirements of accreditation with national body. This is a Trustee particular issue for some service users. Mind Aberconwy [email protected] It‟s difficult to keep up to date on all of the relevant issues to consider and to Verity Winn make sure we cover all of these in a 2 hour meeting Chair Inside Out [email protected] I would welcome ideas on how a board can manage its own performance Joanne Moore Human Resource & Governance Manager Learning Disability Wales [email protected] When the treasurer resigns, should this be reported to the Commission? Also Grace Kerry when the constitution is amended, is this referred to the Commission? Gift of Grace Education Project [email protected] How to increase membership and address issues of inclusivity more effectively Fiona Gilligan to sustain charities in the long run? Trustee Contemporary Arts Society for Wales [email protected] Transition from grant to contract funding and how, if at all, to adapt Frank Learner governance e.g. trading Trustee Newlink Wales [email protected] There are decisions about sending fund for projects to be made between Deana Owen scheduled trustees meetings. Is it ok to just email trustees? And if they do not answer is it ok or do we need more trustee meetings? Do we need a Trustee committee to agree funding projects or only trustees? Sub-Sahara Advisory Panel [email protected] More accountability is needed from those handling finance to avoid problems. Nancy Davies Need to update finance levels, constitution and codes of conduct for trustees to avoid mistakes. Board Member Care and Repair Cymru [email protected] As a new charity it‟s difficult to recruit correct expertise to the board in a short Gareth Lucey space of time, although we have worked hard on this. Trustee The Other Room [email protected] We are a church organisation with a book of discipline i.e. regulatory book. Elphus Gunguwo How can we incorporate it into our governance document and be in line with UK rules Trustee Newport Warriors [email protected] Too many board members? Peter Davies Officer National Eisteddfod for Wales [email protected] Limited scope and knowledge relating to HR issues for more complex staff Nigel Thomas issues Trustee Rhondda Cynon Taff Citizen's Advice Bureau [email protected]  Move from grants to greater tendering has suggested a need for Jim A'Herne great skills in this area Trustee  Need for more training for trustees Safer Wales [email protected] Accurate budget setting, budget planning and development of meaningful Paul Griffiths spending plans when income is so volatile – largely donations and legacy income over which we do not always have any real insight / or control Independent Member Velindre [email protected] Preparing the governing document has been assisted greatly by county John Lucas council website. However, contacting a person for guidance has proven extremely difficult in respect of objects / purposes. The actual wording of the Trustee model objects runs contrary to the online guidance i.e. in respect of making Men's Sheds clear the four essentials of any purpose. [email protected] Sources of advice and guidance to enable Charity Commission compliance Malcolm McGreevy Chairman Camerata Wales [email protected] Delegation Allan Grayson-Jones Corporate Director Camerata Wales [email protected]  Dishonesty in a trustee in another field Neil Rushton  Use of e-mails. Do they constitute communication? Director of Operations  Do we meet enough? 4 times a year. Festival Medical Services [email protected]

Alternative sources of funding

Looking for Solutions – can you help?

Challenge Delegate

Energy tariffs – how best to attract the „right‟ deal for centres owned by the Rheon Tomos Urdd in Wales (Glanllyn a Llangrannog)? Trustee and Treasurer Urdd Gobaith Cymru [email protected] Awareness – summary of how much is available for what from who Frank Learner Trustee Newlink Wales [email protected]

 Opportunities for funding of community projects centred around arts Allan Grayson-Jones sector Corporate Director  Availability of community benefits funds around Wales Camerata Wales [email protected] Will a change in government have any effect on future renewable policies? Peter Davies Officer National Eisteddfod for Wales [email protected] How to get advice on best ways to insulate buildings, solar panels Anthony Denning Trustee Men's Sheds [email protected] Renewable UK – do you fund renewable international projects which benefit Robert Muza both Wales and Africa? Linking it with Size of Wales and Africa Community Trustee Links Zimbabwe Newport Volunteering Association [email protected] Have purchased residential care home – part funded from reserves, part long Mike Miles term. Renewable heating with feed-in tariff could make sense Trustee Crossroads Mid and West Wales [email protected] We occupy a converted church, which although refurbished suffers from high Bryncynon Strategy energy use, which has a big impact on our own expenditure. We‟ve started a [email protected] number of energy efficiency measures, but are still struggling with exploring generation opportunities. How to get funding for solar lights for our students in Nigeria Grace Kerry Gift of Grace Education Project [email protected] How do you change mindsets to support generation opportunities? Bryncynon Strategy [email protected] How do organisations initially fund the outlay as this is often what they are Victoria Jones scared of? Club Development Officer Welsh Gymnastics [email protected] Swimming pools – how to minimise the running costs in the future? Rheon Tomos Trustee and Treasurer Urdd Gobaith Cymru [email protected]