We’ve tried to avoid jargon in KeyStone but there …
| |Statement |Use this space to record any actions you|We do |We can |Complete |
| | |need to take and/or the locations of |it |prove it |(initialled |
| | |your evidence | | |and dated by |
| | | | | |assessor) |
|1.2 |If you are a registered charity you know your | | | | |
| |charity number. | | | | |
| | | | | | |
| |Examples of evidence include: | | | | |
| | | | | | |
| |Charity number | | | | |
|1.3 |Your committee members are appointed, resign | | | | |
| |or retire according to your governing document| | | | |
| |and you keep appropriate records. | | | | |
| | | | | | |
| |Examples of evidence include: | | | | |
| | | | | | |
| |List of committee members | | | | |
| | | | | | |
| |Governing document | | | | |
| | | | | | |
| |Annual report | | | | |
| | | | | | |
| |AGM and committee minutes | | | | |
|1.4 |Your meetings and Annual General Meetings are | | | | |
| |held as stipulated in the governing document. | | | | |
| | | | | | |
| |Examples of evidence include: | | | | |
| | | | | | |
| |Governing document | | | | |
| | | | | | |
| |Minutes | | | | |
| | | | | | |
| |AGM minutes | | | | |
|1.5 |Your committee members understand their roles,| | | | |
| |responsibilities and powers. Any conflicts of | | | | |
| |interest are declared and managed. | | | | |
| | | | | | |
| |Examples of evidence include: | | | | |
| | | | | | |
| |Declarations of interest | | | | |
| | | | | | |
| |Minutes | | | | |
| | | | | | |
| |Register of committee members interests | | | | |
|1.6 |Your committee members ensure that the | | | | |
| |organisation meets its legal and | | | | |
| |constitutional requirements. | | | | |
| | | | | | |
| |Examples of evidence include: | | | | |
| | | | | | |
| |Members and trustee lists | | | | |
| | | | | | |
| |OSCR/Companies House annual returns | | | | |
| | | | | | |
| |Committee members declaration forms | | | | |
|1.7 |You know where to get help and advice for your| | | | |
| |organisation. | | | | |
| | | | | | |
| |Examples of evidence include: | | | | |
| | | | | | |
| |Telephone numbers and websites of helpful | | | | |
| |organisations | | | | |
|1.8 |Your organisation has clear aims and purposes.| | | | |
| | | | | | |
| |Examples of evidence include: | | | | |
| | | | | | |
| |Mission statement | | | | |
| | | | | | |
| |Governing document | | | | |
|1.9 |Key documents are kept safely and securely and| | | | |
| |you know where they are. | | | | |
| | | | | | |
| |Examples of evidence include: | | | | |
| | | | | | |
| |Folder of key documents | | | | |
| | | | | | |
| |Notes on where documents kept | | | | |
Section 1 complete (
Signed (assessor)
Assessor name
Date
| |Things to think about |Where to get help |
|1.1 |You know where your governing document is, make sure all committee members have a copy and refer to it as necessary |
| |Your governing document may be a constitution, |SCVO - Governance and structures |
| |Memorandum and Articles of Association or Trust Deed. | |
| |Ownership | |
| | | |
| |For some halls the property is held in Trust with |Your local Third Sector Interface or Council for Voluntary |
| |nominated individuals on behalf of the community and |Service can help you understand your governing document. |
| |appoints a management committee to manage the |
| |day-to-day operation of the hall. In this case it is |tact-details/ |
| |important to refer to both the Trust Deed and | |
| |management committee constitution. |SCVO – Recruitment and induction |
| | |
| |Whatever form your governing document takes it is |uitment-induction |
| |important because it is the legal document that sets | |
| |out the rules for your organisation and it should be | |
| |available for reference at committee meetings. | |
| | | |
| |Induction will help new committee members get up to | |
| |speed with their role, the organisation and their legal| |
| |responsibilities. | |
|1.2 |If you are a registered charity you know what your charity number is… |
| |It is important to understand whether you are |You can search the OSCR database for records of your |
| |registered as a charity or not as charities are |organisation and find your charity number if you are |
| |regulated by the Office of the Charity Regulator (OSCR)|registered |
| |and bound by the Charity and Trustee Investment |.uk |
| |(Scotland) Act 2005. | |
| |Things to think about |Where to get help |
|1.3 |Your committee members are appointed, resign or retire according to your governing document and you keep appropriate |
| |records |
| |Refer to your governing document for process when your | |
| |committee changes. | |
| |If you are a charity or a Company Ltd by Guarantee you MUST |Office of the Scottish Charity regulator |
| |keep written records/minutes of all appointments, elections, |
| |retirements or removals. It is also good practice to record |d-good-practice-for-charity-trustees/ |
| |when their term is up and if they are eligible to stand again. | |
| |Your annual report that forms part of your accounts to OSCR |Gov.UK – Running a limited company |
| |will also record your committee members (charity trustees). |.uk/running-a-limited-company |
| | | |
| | |Your local Third Sector Interface or Council for |
| | |Voluntary Service can help you understand what you |
| | |need to do. |
| | |
| | |ces-contact-details/ |
| |If you are a company you should inform Companies House of |Gov.UK – Running a limited company |
| |changes to directors within 14 days of it taking place using |.uk/running-a-limited-company |
| |the appropriate forms. | |
| |Things to think about |Where to get help |
|1.4 |Your Meetings and Annual General Meetings are held as stipulated in the governing document |
| |You should meet as set out in your governing document. |Your local Third Sector Interface or Council for Voluntary |
| |If what is set out is no longer practical or reasonable|Service can help you amend your governing document. |
| |for the effective running of the organisation then you | |
| |should consider amending your governing document. | |
| | | |
| | | |
| | |SCVO Guide to Constitutions and Charitable Status gives |
| | |information on governing documents |
| | |.uk/setting-up-a-charity/write-your-constitution/|
| |You keep records of minutes which record attendance, |SCVO – Meetings |
| |order of business, decisions and actions. They are |
| |signed when approved/agreed and as set out in the |ings |
| |governing document. | |
| | |Gov.UK – Running a limited company |
| |If you are a company limited by guarantee you MUST keep|.uk/running-a-limited-company |
| |your minutes for ten years but it is good practice to | |
| |keep them at least for as long as the company exists, | |
| |as a record of the organisation's past. | |
| | | |
| |For non-companies, there is no statutory period to keep| |
| |minute books but good practice suggests they should be | |
| |kept for as long as the organisation exists. | |
| |All your committee and general meetings are quorate. |SCVO - Meetings |
| |Your governing document may set out rules for making |
| |decisions in an emergency or when meetings are not |ings |
| |quorate. | |
| |Things to think about |Where to get help |
|1.5 |Your committee members understand their roles, responsibilities and powers. Any conflicts of interest are declared |
| |and managed. |
| |All committee members are equally responsible for |SCVO – Roles and Responsibilities |
| |decisions made by the committee. | |
| | | |
| |If you are a charity your committee members (charity |All your committee members should have a copy of OSCR |
| |trustees) have duties and responsibilities under the |Guidance and good practice for Charity Trustees |
| |Charities and Trustee Investment Act (Scotland) 2005 |
| |which they should understand. |practice-for-charity-trustees/ |
| | | |
| | |Your local Third Sector Interface or Council for Voluntary |
| | |Service can often offer committee member training |
| | |
| | |tact-details/ |
| |If you are a company your directors have duties and |Gov.UK – Running a limited company |
| |responsibilities under the Companies Act 2006. |.uk/running-a-limited-company |
| |Things to think about |Where to get help |
|1.5 |Your committee members understand their roles, responsibilities and powers. Any conflicts of interest are declared |
| |and managed. |
| |Your committee members should declare all interests in |All your committee members should have a copy of OSCR |
| |other organisations and businesses that could conflict |Guidance and good practice for Charity Trustees |
| |with their role. They should be aware of conflicts of |
| |interest caused by family relations. |practice-for-charity-trustees/ |
| | | |
| |The OSCR Charity Trustee declaration form for new |OSCR charity trustee declaration form |
| |charities could be used as a template for a form that |
| |all charity trustees sign. |s/trustee-declaration-form |
| | | |
| | |Template for conflict of interest policy and simple form to |
| | |record members’ interests |
| | |.uk/sample-documents/conflict-of-inter|
| | |est/ |
| | | |
| | |Your local Third Sector Interface or Council for Voluntary |
| | |Service may be able to help you understand conflict of |
| | |interest |
| | |
| | |tact-details/ |
| |Things to think about |Where to get help |
|1.6 |Your committee members ensure that the organisation meets its legal and constitutional requirements |
| |If you are a charity you MUST keep a list of all |Guidance and good practice for Charity Trustees |
| |committee members’ names and addresses, when they came |
| |into office and when they resign. |practice-for-charity-trustees/ |
| |If you are a company you MUST keep a register of | |
| |members and directors and inform Companies House of any|Gov.UK – Running a limited company |
| |changes to your directors. |.uk/running-a-limited-company |
| |You MUST ensure that you complete OSCR or Companies |Gov.UK – Running a limited company |
| |House (if applicable) annual returns and accounts on |.uk/running-a-limited-company |
| |time. | |
| | |OSCR Annual Monitoring |
| | | |
| |If you are a charity or a company (or both) there are a|OSCR guidance and good practice for charity trustees |
| |number of things that can disqualify a person from |
| |being a director or charity trustee. It is the |practice-for-charity-trustees/ |
| |responsibility of both the individual disqualified and | |
| |the other charity trustees or directors to collectively|OSCR require charity trustees setting up a new charity to |
| |to ensure that no charity trustees or directors are |fill in a Charity Trustee Declaration Form. This could be |
| |disqualified. It is good practice for prospective |adapted for prospective new trustees. |
| |charity trustees or directors to sign a form before |
| |their election to confirm that they are not |s/trustee-declaration-form |
| |disqualified from acting as a charity trustee or | |
| |director. | |
| |If you are a charity your committee members can’t be |SCVO payment of committee members |
| |paid for the work they do as committee members but |.uk/long-form-posts/setting-up-a-charity-faqs/ |
| |under certain circumstance may be paid for particular | |
| |services. They can, of course, be reimbursed out of |OSCR Charity Trustee Remuneration. |
| |pocket expenses incurred as committee members. |
| | |stee-remuneration/ |
| |Things to think about |Where to get help |
|1.7 |You know where to get help and advice for your organisation |
| |You can get help from a number of sources. Don’t be afraid to ask! |
| |Third Sector Interfaces (TSIs) support voluntary |Find third sector interfaces and TSI |
| |organisations locally throughout Scotland. |
| | |tact-details/ |
| |The Scottish Council for Voluntary Organisations (SCVO)|SCVO website |
| |supports voluntary organisations nationally. |.uk |
| | | |
| |Local Rural Partnerships support voluntary |Try searching online for Local Rural Partnership in your area|
| |organisations in some areas. | |
| |Local Authorities can be helpful – try community |Local Authority directory |
| |learning or external funding teams |.uk |
| |Funding Scotland is a free funding search for the third| |
| |sector in Scotland. | |
|1.8 |Your organisation has clear aims and purposes |
| |Everything you do should fall within the objects of |Your local Third Sector Interface can help you review your |
| |your governing document. If it doesn’t then it’s time |governing document |
| |for a review. |
| | |tact-details/ |
| | | |
| | |SCVO’s Guide to Constitutions and Charitable Status can help |
| | |you understand and review your governing document |
| | |.uk/setting-up-a-charity/ |
| |It’s helpful to have a mission statement that clearly |DIY Committee Guide |
| |defines what your organisation aims to do, who the | |
| |beneficiaries are and how you will do it. | |
|1.9 |Key documents are kept safely and securely and you know where they are |
| |It’s important that key documents are kept together, |You can use the KeyStone folder to store your documents |
| |that the committee members know where they are and they|and/or note where they are kept |
| |are passed on to new committee members. | |
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