Festival Policy

CONSTITUTION
NOTE: Illuminate Rotherhithe is in the process of becoming a registered charity. The aim is for this process to be completed by mid-September 2019.
  1. NAME The charity’s name is Illuminate Rotherhithe.
  1. THE PURPOSES OF THE CHARITY ARE To bring together local people to share and celebrate the history and traditions of Rotherhithe and surrounding areas, in particular through the free, annual Illuminate Rotherhithe festival.
  1. TRUSTEES The charity shall be managed by a committee of trustees who are appointed at the Annual General Meeting (AGM) of the charity.
  1. CARRYING OUT THE PURPOSES In order to carry out the charitable purposes, the trustees have the power to:
  1. raise funds, receive grants and donations
  1. apply funds to carry out the work of the charity
  1. co-operate with and support other charities, organisations and community groups with similar purposes
  1. do anything which is lawful and necessary to achieve the purposes
  1. MEMBERSHIP The charity shall have a membership. Local people who support the work of the charity and are aged 16 or over, can apply to the trustees to become a member. Membership shall mean any individual who participates in an Illuminate Rotherhithe project. Membership lasts as long as the member wishes and may be renewed. The trustees will keep an up-to-date membership list. The trustees may remove a person’s membership if they believe it is in the best interests of the charity.  The member has the right to be heard by the trustees before the decision is made and can be accompanied by a friend/representative.
  1. ANNUAL GENERAL MEETING – AGM The AGM must be held every year, with 14 days notice given to all members telling them what is on the agenda.  Minutes must be kept of the AGM.
  1. There must be at least 3 members present at the AGM.
  1. Every member has one vote.
  1. The trustees shall present the annual report and accounts.
  1. A member may stand for election as a trustee, but must be aged 18.
  1. Members shall elect between 3 and 10 trustees to serve for the next year.  They will retire at the next AGM but may stand for re-election.
  1. TRUSTEE MEETINGS Trustees must hold at least 3 meetings each year, and whenever necessary during an active period. At their first meeting after the AGM they will elect a chair, treasurer and secretary.  Trustees may act by majority decision.
  1. At least 3 trustees must be present at the meeting to be able to take decisions.   Minutes shall be kept for every meeting.
  1. If trustees have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.
  1. During the year, the trustees may appoint up to 2 additional trustees.  They will stand down at the next AGM.
  1. The trustees may make reasonable additional rules to help run the charity.  These rules must not conflict with this constitution or the law.
  1. MONEY AND PROPERTY Money and property must only be used for the charity’s purposes.
  1. Trustees must keep accounts.  The most recent annual accounts can be seen by anybody on request.
  1. Trustees cannot receive any money or property from the charity, except to refund reasonable out of pocket expenses.
  1. Money must be held in the charity’s bank account.  All cheques must be signed by 2 trustees.
  1. GENERAL MEETINGS If the Trustees consider it is necessary to change the constitution, or wind up the charity, they must call a General Meeting so that the membership can make the decision.  Trustees must also call a General Meeting if they receive a written request from the majority of members.  All members must be given 14 days notice and told the reason for the meeting.  All decisions require a two thirds majority. Minutes must be kept.
  1. Winding up – any money or property remaining after payment of debts must be given to a charity with similar purposes to this one.
  1. Changes to the Constitution – can be made at AGMs or General Meetings.  No change can be made that would make the organisation no longer a charity.
  1. General Meeting – called on written request from a majority of members.
  1. Trustees may also call a General Meeting to consult the membership.
SAFEGUARDING POLICY
All Illuminate Rotherhithe activities involving children and young people require adults – teachers, parents or carers – to be present and in direct supervision.
  • Illuminate Rotherhithe is committed to the principle that the welfare of children is paramount as enshrined on the Children Acts 1989 and  2004.
  • This policy applies to all volunteers, the trustees, or anyone working on behalf of Illuminate Rotherhithe.
  • The purpose of this policy is to protect children and young people who take part in Illuminate Rotherhithe events and interact with IR Volunteers or Freelance Workers.
  • Illuminate Rotherhithe believes that a child or young person should never experience abuse or harm of any kind. We have a responsibility to promote the welfare of all children and young people and to keep them safe. We are committed to work in a way that protects them.
  • We will achieve these by having an effective safeguarding procedure and following National and Local guidance; (What To Do If You’re Worried a Child Is Being Abused and the London Child Protection Procedures.)
  • If we discover or suspect a child/ young person is suffering harm we will notify MASH (Multi Agency Safeguarding Hub) or the Police in order that they can be protected, if necessary.
  • We will review our Safeguarding Policy and procedures at least every three years to make sure they are still relevant and effective.
SAFEGUARDING PROCEDURES
There will be a named lead Safeguarding Officer who will be responsible for dealing with any concerns around the protection of children/ young people.
Any IR Volunteers and Freelance Workers having direct contact with children and young people will be checked through the Disclosure and Barring Service (DBS).
We will endeavour to make this organisation a safe and caring place for children / young people by ensuring a safe environment and implementing a Code of Conduct for volunteers.
We will ensure that there is an effective complaints procedure and whistle-blowing measures in place and that any allegation against volunteers will be dealt with.
APPENDIX A
DESIGNATED SAFEGUARDING OFFICER
  1. Illuminate Rotherhithe will have a dedicated person to take responsibility for safeguarding matters.
Jemma Bicknell of Time and Talents is Safeguarding Officer. She has undergone relevant training.
The responsibility of the Safeguarding Officer is to:
    • Ensure the organisations’ Safeguarding Policy and procedures are followed.
    • Report any concerns to Multi Agency Safeguarding Hub or the police.
(N.B. Urgent concerns should be reported immediately by those aware of them even if the designated person is not available.)
SAFEGUARDING CONTACT DETAILS:
Jemma Bicknell
jemmabicknell@timeandtalents.org.uk
020 7232 5661
MASH – 020 7525 1921 (office hours)
020 7525 5000 (out of hours and ask for Emergency Duty Officer)
MASH@southwark.gov.uk
POLICE – 999    NSPCC Child
Protection Helpline – 0808 800 5000
APPENDIX B
CODE OF CONDUCT FOR IR VOLUNTEERS & Freelance Workers
  We will always put the welfare and safety of the child/ young person first
  We will listen to what children/ young people have to tell us
  We will not discriminate favourably or unfavourably towards any child/ young person
Volunteers will inform the Chair of any circumstances, relevant police record or other factor or any change in his/her circumstances, including arrest or allegations, which may potentially make them unsuitable
We will ensure we have agreed roles, responsibilities and standards of behaviour
We will avoid being alone with a child/ young person
We will never behave badly infront of any child/young person or do anything to humiliate, frighten or demean
 We will ensure we have agreed roles, responsibilities and standards of behaviour with other volunteers.
 We will never invite children/young people to our homes or that of our friends/ family.
 We will avoid being alone with a child/young person.
 We will not give children/young people our telephone numbers, email addresses, facebook details etc.
 We will never develop sexual relationships with a child/young person.
 We will not accept, or give, gifts or money to children/young people..
We will always seek advice and support from our Designated Safeguarding Officer.
We will not post any information about or pictures of children/young people on any internet site unless permission is agreed by the appropriate body
APPENDIX C
ILLUMINATE ROTHERHITHE SAFEGUARDING
COMPLAINTS PROCEDURE
The person responsible for addressing complaints is Chair of Trustees.
In the event of the complaint being against the Chair, complaints should then be made to the Designated Safeguarding Officer.
If the complaint leads to suspicion that a criminal offence may have been committed against a child or young person, the complaint should be referred to the Police by calling 999 BEFORE any further investigation is carried out. They will refer to Social Care if required.
Similarly a complaint that leads to a suspicion of abuse of a child or young person that does not seem to be a criminal offence should be referred to Social Care; they will refer on to the Police if necessary.
In the event that no further external action is to be taken (e.g. police or social care action), the Chair or other suitable staff volunteers will investigate and consider whether any other action needs to be taken.
Once the complaint has been investigated the designated officer dealing with the complaint will meet with the complainant to tell them the outcome of the complaint and what action, if any, is open to them if they do not agree with the outcome.
SAFEGUARDING VULNERABLE ADULTS
POLICY AND PROCEDURES
  SAFEGUARDING POLICY
Illuminate Rotherhithe is committed to practices that protect adults at risk from harm and creates a safe and positive environment. Trustees, volunteers and Freelance Workers in this organisation accept and recognise their responsibilities to develop awareness of, and address, those issues which could constitute abuse or neglect.
Adult safeguarding means protecting a person’s right to live in safety, free from abuse or neglect.
The welfare of adults at risk of abuse or neglect is paramount.
All adults at risk whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity have the right to protection from abuse.
All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately.
We will achieve this by having an effective safeguarding procedure and following national and local guidance.
If we discover or suspect a vulnerable adult is suffering harm we will notify Social Services or the Police in order that they can be protected; involving the adult at risk, their families and carers appropriately.
This Safeguarding Policy and our Safeguarding Procedures apply to all IR  Trustees, Volunteers and Freelance Workers.
We will review our Safeguarding Policy and procedures at least every two years to make sure they are still relevant, up to date and effective.
In accordance with the Care Act 2014, we  recognise that safeguarding must take a person-centered approach where vulnerable adults are always consulted and involved in decisions that affect them, encouraging empowerment, self determination, choice and independence.
  SAFEGUARDING PROCEDURES
There will be a named Safeguarding Officer who will be responsible for dealing with any concerns around the protection of vulnerable adults.
Volunteers with direct contact with vulnerable adults will be recruited using safeguarding procedures and checks to ensure they are not a risk to vulnerable adults.
All volunteers have a responsibility to follow the guidance in this procedure promoting good practice, treating all participants with respect and to act as an appropriate role model.
APPENDIX A
DESIGNATED SAFEGUARDING OFFICER
      This organisation will have a designated person to take responsibility for safeguarding  matters.
       Jemma Bicknell of Time and Talents Association, who has undertaken relevant training,
       is designated Safeguarding Officer:  jemmabicknell@timeandtalents.org.uk 020 7232 5661
         The designated Safeguarding Officers’ role is to :
    • Ensure the organisations’ Safeguarding Policy and Procedures are followed, including volunteer training.
    • Ensure they have contact within Social Services Safeguarding Vulnerable Adults Team and the local police in order to deal with any safeguarding concerns, both during and out of office hours.
    • Report any concerns to Social Services or the Police.
(N.B. Urgent concerns should be reported immediately by those aware of them if the designated person or alerting manager is not available.)
    • Keep up to date on safeguarding issues and act as a source of advice on all safeguarding matters, seeking  guidance from local statutory agencies as required.
    • Ensure that a record is kept of any concerns and any referrals made to statutory agencies.
Social Services Safeguarding Vulnerable Adults – 020 7525 3324 (office hours)
020 7525 5000 (out of hours and ask for Emergency Duty Officer)
OPPDContactteam@southwark.gov.uk
POLICE – 101 or in emergency 999
 APPENDIX B 5
CODE OF CONDUCT FOR  VOLUNTEERS
             We will always put the welfare and safety of vulnerable adults first.
We will listen to what vulnerable adults have to tell us.
We will follow confidentiality where possible but explain we may have to refer safeguarding issues.
             We will not discriminate favourably or unfavourably towards anyone.
   We will maintain a person-centered approach to safeguarding, engaging with those affected and seeking agreement on the outcomes they may want.
We will ensure we have agreed roles, responsibilities and standards of behaviour with other volunteers.
 We will never invite vulnerable adults to our homes or that of our friends/ family.
 We will avoid being alone with a vulnerable adult.
 We will not give vulnerable adults our telephone numbers, email addresses, facebook details etc.
 We will never develop sexual relationships with a vulnerable adult.
 We will not accept, or give, gifts or money to vulnerable adults.
We will always seek advice and support from our  Designated Safeguarding Officer.
If we see something that concerns us regarding a vulnerable adult, we will immediately contact the Designated Safeguarding Officer who will follow an appropriate course of action. If someone is in immediate danger: phone the police.
We will not post any information about or pictures of vulnerable adults on any internet site unless permission is agreed by the appropriate body
 APPENDIX C
ILLUMINATE ROTHERHITHE SAFEGUARDING
COMPLAINTS PROCEDURE
The person responsible for addressing complaints is Chair of Trustees.
In the event of the complaint being against the Chair, complaints should then be made to the Designated Safeguarding Officer.
If the complaint leads to suspicion that a criminal offence may have been committed against a vulnerable adult, the complaint should be referred to the Police by calling 999 BEFORE any further investigation is carried out. They will refer to Social Care if required.
Similarly a complaint that leads to a suspicion of abuse of a vulnerable adult that does not seem to be a criminal offence should be referred to Social Care; they will refer on to the Police if necessary.
In the event that no further external action is to be taken (e.g. police or social care action), the Chair or other suitable staff volunteers will investigate and consider whether any other action needs to be taken.
Once the complaint has been investigated the designated officer dealing with the complaint will meet with the complainant to tell them the outcome of the complaint and what action, if any, is open to them if they do not agree with the outcome.
Financial Controls Policy
  1. Introduction   4th June 2019
1.1 Financial records will be kept so that Illuminate Rotherhithe can:
(a) Meet its legal and other obligations, e.g. Charities Act 1992, Inland Revenue, Customs & Excise and common law and SORP 2014
(b) Enable the trustees to be in proper financial control of Illuminate Rotherhithe
 (c) Enable Illuminate Rotherhithe to meet the contractual obligations and requirements of funders
1.2 Illuminate Rotherhithe will keep proper books of accounts, which will include:
(a) A cashbook analysing all the transactions in Illuminate Rotherhithe’s bank account(s).
(b) A petty cash book if cash payments are being made.
(c) Inland Revenue deduction cards P11 and Schedule D numbers for freelance workers.
1.3 The financial year will end on the 31st March each year.
1.4 Accounts will be drawn up after each financial year within three months of the end of the year and presented to the next Annual General Meeting.
1.5 Prior to the start of each financial year, the trustees will approve a budgeted income and expenditure account for the following year.
1.6 A report comparing actual income and expenditure with the budget will be presented to the trustees every three months.
1.7 The AGM will appoint an appropriately qualified auditor/examiner to audit/examine the accounts for presentation to the next AGM.
  1. 2. Banking
2.1 Illuminate Rotherhithe will bank with HSBC at its Surrey Quays Branch. Accounts will be held in the name of Illuminate Rotherhithe. The following accounts will be maintained:
Illuminate Rotherhithe Account No 1
Illuminate Rotherhithe Investment Account
2.2 The bank mandate (list of people who can sign cheques on the organisations behalf) will always be approved and minuted by the Trustees as will all the changes to it.
2.3 The charity will require the bank to provide statements every month and these will be reconciled with the cash book at least every three months and the treasurer will spot check that this reconciliation has been done at least twice a year, signing the cash book accordingly.
    1. The charity will not use any other bank or financial institution or use overdraft facilities or loan without the agreement of the trustees.
  2. Receipts (income)
3.1 All monies received will be recorded promptly in the cash analysis book and banked without delay (note this includes sundry receipts such as payment for telephone calls, photocopying etc). Illuminate Rotherhithe will maintain files of documentation to back this up.
  1. Payments (expenditure)
The aim is to ensure that all expenditure is on the charity’s business and is properly authorised and that this can be demonstrated.  The latest approved budget provides the cheque signatories with authority to spend up to the budgeted expenditure, not beyond it.
4.1 The Director will be responsible for holding the cheque book (unused and partly used cheque books) which should be kept under lock and key.
4.2 Blank cheques will NEVER be signed.
4.3 The relevant payee’s name will always be inserted on the cheque before signature and the cheque stub will always be properly completed.
4.4 No cheques should be signed without original documentation (see below).
4.5 IR will pay third parties only after events, activities and/or services provided to IR. The Treasurer would need to see original receipts for costs/expenses claimed by a third party (with a description of the receipt if not detailed thereon), and any member or trustee of IR, before processing and approving payments.  Also, third parties would need to provide detailed invoices, including itemised costs with a clear description of these costs, to the Treasurer for approval.
4.6 The Treasurer will make recommendations to the Board of Trustees and the Board would then approve payments to third parties, members and trustees. The Treasurer then actions payment.
4.7 The Treasurer will aim to process and recommend approval for payment within 24 days but no longer than 30 days.
4.8        There will be two signatories for cheques and invite another once the organisation is constituted and Board has more trustees.  IR will use online banking with one trustee (the Treasurer) to set up payments (BACs) and another trustee (the Chair) to authorise payments to recipients. Both trustees (minimum of two) have to be present to do online transactions.
  1. Payment documentation
5.1 Every payment out of Illuminate Rotherhithe’s bank accounts will be evidenced by an original invoice (never against a supplier’s statement or final demand). That original invoice will be retained by Illuminate Rotherhithe and filed.  The cheque signatory should ensure that it is referenced with:
Cheque number
Date cheque drawn
Amount of cheque
Who signed the cheque
5.2 The only exceptions to cheques not being supported by an original invoice would be for such items as advanced booking fees for a future course, deposit for a venue, VAT, etc.  Here a cheque requisition form will be used and a photocopy of the cheque kept.
5.3 Wages and Salaries. There will be a clear trail to show the authority and reason for EVERY such payment; e.g. a cheque requisition, asking for payment to an employee, the Inland Revenue, etc. All employees will be paid within the PAYE, National Insurance regulations.
5.4 All staff appointments/departures will be authorised by the trustees, minuting the dates and salary level. Similarly, all changes in hours and variable payments such as overtime, etc. will be authorised by the trustees.
5.5 Petty cash will always be maintained on the imprest system whereby:
Administration Worker is entrusted with a float as agreed by the trustees. When that is more or less expended, a cheque will be drawn for sufficient funds to bring up the float to the agreed sum, the cheque being supported by a complete set of expenditure vouchers, totalling the required amount, analysed as required.
5.6 Expenses / allowances. Illuminate Rotherhithe will, if asked, reimburse expenditure paid for personally by staff, providing:
Fares are evidenced by tickets.
Other expenditure is evidenced by original receipts.
Car mileage is based on local authority scales.
No cheque signatory signs for the payment of expenses to themselves.
  1. Cheque Signatures and cash cards
6.1 Each cheque will be signed by at least two people.
6.2 A cheque must not be signed by the person to whom it is payable.
6.3 Hole in the wall type cash cards will not be used and if issued by the bank they will be immediately cut in half.
  1. Other undertakings
7.1 Illuminate Rotherhithe does not accept liability for any financial commitment unless properly authorised. Any orders placed or undertakings given, the financial consequences of which are, prima facie, likely to exceed in total £ 1,000 must be authorised and minuted by the trustees. In exceptional circumstances such undertakings can be made with the Chairperson’s approval who will then provide full details to the next meeting of the trustees. (This covers such items as the new service contracts, office equipment, purchase and hire).
7.2 All fundraising and grant applications undertaken on behalf of the organisation will be done in the name of Illuminate Rotherhithe with the prior approval of the trustees or in urgent situations the approval of the Chairperson who will provide full details to the next trustee’s meeting.
  1. Other rules
    1. Illuminate Rotherhithe will adhere to good practice in relation to its finances at all times, e.g. when relevant it will set up and maintain a fixed asset register stating the date of purchase, cost, serial numbers and normal location.  Additionally, Illuminate Rotherhithe will maintain a property record of items of significant value, with an appropriate record of their use.