Wycombe Centre
A National Trust Association
Updated and approved on 24 March 2017
1. NAME
The name of this National Trust group (being an unincorporated association) is Wycombe Centre.
2. OBJECTIVES
To act as a local centre for furthering the work of the National Trust by:
a) Bringing the charitable aims of the National Trust to the notice of the residents of the High Wycombe area;
b) Recruiting new members for the National Trust and raising money for its appeals;
c) Making membership of the National Trust more enjoyable and effective and
d) Any other lawful activities in pursuit of the above.
3. MEMBERSHIP
a) Centre membership is open to any person who has completed the required application procedure, prior to the subsequent approval of the application by the Centre's Committee and who demonstrates an interest in furthering the charitable aims and work of the National Trust as well as actively helping the Centre to raise money for its appeals.
b) A member may resign at any time from the Centre but the unused part of the member's subscription will not be refunded.
c) The Committee shall have the power to decline an application for membership or to expel a member, provided that the Committee shall be unanimous in favour of such action and the reason has been communicated to the person concerned. An aggrieved applicant or member shall have the right of appeal to an Annual or Extraordinary Meeting of the Centre.
d) Where a subscription is not paid within 60 days of it falling due, the relevant member shall automatically cease to hold, but may reapply for, membership.
e) Every member is entitled to attend and vote at the Annual General Meetings and at Extraordinary General Meetings and is eligible to serve on the Committee.
4. SUBSCRIPTIONS
a) Subscriptions are due on the first day of January and are payable within 60 days, after which period membership automatically lapses. Paid-up members of other centres moving into the area and wishing to join the Wycombe Centre are welcome to do so for the remaining period of their current membership on production of the relevant membership card.
b) a two-tier level of annual membership and meeting charges will be reviewed annually. Any recommendation by the Committee will be approved at the Annual General Meeting.
5. FINANCE
a) The Treasurers shall keep proper accounts to show the income and expenditure of the Centre. These accounts are to be examined and presented to the Centre's Annual General Meeting. An examiner, who is not a member of the Committee, shall be appointed annually at the Annual General Meeting. The financial year shall run from 1st January to 31st December.
b) All monies collected by the Centre shall be made payable to the National Trust Wycombe Centre and not to an individual.
c) All funds must be paid into the Centre's bank accounts within a reasonable time of receipt. Cheques must be signed by at least two officers or, in their absence, other Committee members who are authorised signatories.
d) The Centre's funds shall be applied only in furthering the objectives and shall in no circumstances be paid to or for the benefit of any Centre member.
e) All funds collected on behalf of the Centre must be made payable to the Centre and not to any individual Centre or Committee member.
f) All of the Centre's surplus funds shall in due course be given to the National Trust.
g) The Committee shall ensure that the Centre's funds are disbursed in accordance with this Constitution and the current edition of the National Trust Handbook.
6. COMMITTEE AND COMMITTEE MEMBERS
6.1 The Committee
a) The Committee shall consist of a Chairman, Vice-Chairman, Honorary Secretary and Honorary Treasurer, all to be known as the Officers. Additionally, not less than 5 other Committee Members (then number being decided by the Committee).
b) All Officers and other Committee Members shall serve a term of one year expiring at the end of the next AGM following their election. They shall be eligible for re-election to the particular office held or to another Committee position for not more than four additional annual terms but at the end of the fifth term shall be ineligible for re-election till the next AGM. In such circumstances, he/she may continue as a Committee member only if a motion to relax this requirement in a particular case, signed by at least ten Centre members, has been circulated as part of the Agenda and approved at the AGM.
c) The Committee may co-opt a member to fill a vacancy and to hold that position until the AGM following his / her appointment. They may be re co-opted or elected to the Committee.
d) The Committee shall appoint two of its members to the post of Assistant Secretary and Assistant Treasurer to deputise for and assist in the duties of Secretary and Treasurer respectively.
e) Nominations for Officers and members of the Committee, duly proposed and seconded, should be sent to the Secretary at least fourteen days before the Annual General Meeting and must have the consent of the nominees. In the absence of such nominations, these may be accepted from the floor of the meeting.
f) The Committee's proceedings shall not be invalidated by any vacancy or defect in the appointment or qualification of any Committee member.
g) No one shall be eligible to be a Committee member if he / she is not a Centre member.
h) A member of the National Trust staff may, by invitation, attend Committee meetings but not vote.
6.2 General
A Committee member shall cease to hold office if he / she:
a) Is absent without the Committee's permission from all of its meetings for six months or more and the Committee resolves that his / her office be vacated.
b) Ceases to be a Centre member or resigns by notice in writing to the Chairman or Secretary.
c) Has his / her Committee membership terminated for a fair and proper reason following the same procedure as for termination of the Centre membership set out in clause 3 c).
7. COMMITTEE MEETINGS
a) Meetings are to be convened as agreed by the Committee. Five members shall constitute a quorum, provided that at least one of the Officers is among those present.
b) Voting shall be by simple majority, the Chairman to have a second or casting vote.
c) The Committee shall meet as and when they decide, but not less frequently than five times in twelve months.
d) The Committee may appoint sub-committees for special purposes as thought fit; these sub-committees may exist only as shall be determined by the Committee.
e) The Committee shall ensure that the Objectives of the Centre are met and that the Constitution is adhered to.
f) The Secretary shall keep full minutes of the Committee meetings (recording those present and all resolutions and their outcomes). All minutes shall be approved and signed by the Chairman at the next Committee meeting. The minutes shall be available (on reasonable notice) for inspection by any Centre member.
g) The Chairman must sign the Letter of Affiliation to the National Trust.
8. ANNUAL GENERAL MEETINGS
The Annual General Meeting must be called within three months of the end of the financial year, and at least twenty-one days notice must be given in writing to all members. The Chairman or Vice-Chairman shall take the chair. The following business shall be transacted:
a) To receive reports on Centre activities.
b) To receive an examined statement of the accounts.
c) To elect Officers and other members of the Committee.
d) To appoint an independent examiner of the accounts who shall not be a member of the Committee.
e) To approve the Committee's recommendations for the donation of any surplus Centre funds raised during the preceding financial year to specific National Trust appeals, projects or properties.
f) To consider any other business.
9. EXTRAORDINARY GENERAL MEETINGS
a) An Extraordinary General Meeting may be convened by the Committee at any time for the transaction of particular business.
b) If 50 members or ten percent of the paid-up membership (whichever is the smaller) shall notify any of the Officers that they wish an EGM to be convened, stating in the notice the particular business to be transacted, the Committee shall, within 21 days of that notice having been received by the Officer, convene an EGM.
c) 21 days' notice of an EGM shall be notified, together with an agenda, to all members. No business other then that specified in the notice shall be transacted.
10. CONDUCT OF MEETINGS
a) At any Committee Meeting or General Meeting those present, in the absence of the Chairman or Vice-Chairman, shall elect one of its number to take the chair.
b) Resolutions must be proposed and seconded, and may be passed by a simple majority of those present.
c) Voting at all General Meetings shall be by ballot or show of hands. The Chairman shall have a second or casting vote if necessary.
d) Every paid-up member shall have one vote on any proposition at a General Meeting.
e) Ten percent of the paid-up membership, or 50 paid-up members (whichever shall be fewer), shall constitute a quorum at all General Meetings.
f) The Secretary shall keep minutes of all meetings (see also 7 f).
g) All other arrangements for holding and conducting General Meetings not specified by the law of this Constitution, may be decided by the Committee.
11. NOTICES
Any notice to be sent to any Centre member shall be in writing and sent by the Secretary or the Committee through the post in a prepaid envelope addressed to the Member at their last known address, or delivered by hand. Any notice sent by post shall be deemed to have been delivered within 3 days of posting, or by hand on the same day.
12. ALTERATION OF THE CONSTITUTION
The Constitution may only be amended:
a) By a resolution (for which prior written consent has been obtained from the National Trust) passed by not less than two-thirds of the Centre members present and voting at a General Meeting, the notice having included the wording of the proposed alteration.
b) On written notice from the National Trust specifying the alteration to be made (which shall become effective from the time of receipt by the Chairman or Secretary of the Centre).
c) The Committee shall promptly send to the National Trust a copy of any amendment made under clause 12.
13. DISSOLUTION OF THE CENTRE
The Centre may be dissolved at a General Meeting duly called for that purpose, with at least 21 days' notice having been given to Centre members, when the resolution must be passed by at least two-thirds of those present. Any remaining assets, after all outstanding debts have been paid, shall then pass to the National Trust.
14. INDEMNITY
a) Committee Members may collectively and separately be indemnified out of Wycombe Centre funds in respect of any claims arising from the Centre's affairs provided that no Committee Member shall be so indemnified against any liability arising from his / her breach of trust or duty.
b) If the Centre wishes, it may pay a premium for trustee indemnity insurance to cover the liability of the Committee or any Committee Member for any inadvertent breach of trust or duty.
15. GUESTS
Members may introduce guests at such functions as the Committee shall decide and shall pay such visitors' fees as the Committee may determine.
16. VISITORS
Visitors may attend a maximum of 3 meetings before being required to join the Wycombe Centre
THE ABOVE CONSTITUTION WAS UNANIMOUSLY APPROVED BY THE MEMBERSHIP AT THE WYCOMBE CENTRE'S ANNUAL GENERAL MEETING ON 24 MARCH 2017.
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1. Introduction
The National Trust Wycombe Centre (hereinafter referred to as NTWC) is an organisation working to promote the aims and objectives of the National Trust and to raise funds for the National Trust.
The NTWC recognises that individuals and groups may be discriminated against on a number of grounds. It is committed to working towards the elimination of all forms of discrimination in its own work and practices.
2. Purpose
This policy aims to outline NTWC's commitment to ensuring equality of opportunity and equal treatment to everyone who is involved with the NTWC or uses its services, and to provide guidance on anti-discriminatory practice. The NTWC actively seeks to be an open and welcoming group to all members and potential members without exception or qualification.
3. Scope
The policy applies specifically to discrimination and equality of opportunity in respect of 'protected characteristics' as defined in the Equalities Act 2010, specifically:
i) Age
ii) Disability
iii) Race
iv) Gender
v) Religious or cultural beliefs
vi) Gender reassignment
vii) Marital and civil partnerships
viii) Sexual orientation
ix) Pregnancy and maternity
It also encompasses those principles as set out in other relevant legislation including the:
i) Rehabilitation of Offenders Act 1974
ii) Sex Discrimination Act 1975
iii) Gender Reassignment Regulations 1999
iv) Race Relations (Amendment) Act 2000
v) Disability Discrimination Act 1995
vi) Protection from Harassment Act 1997
4. Responsibilities
The Committee of the NTWC has overall responsibility for the effective operation of the policy and will bring its existence to the attention of all members, providing training as and when necessary. The Committee is also responsible for noting the details of any alleged breaches of this policy and the consequent actions taken.
All members have a duty as part of their involvement with the NTWC to ensure that they do practise or tolerate discrimination and that the policy works in practice. Discrimination may take several forms not necessarily limited to the following:
DIRECT DISCRIMINATION: this occurs when a person treats another less favourably because of a protected characteristic.
INDIRECT DISCRIMINATION: this occurs when an apparently neutral provision, criterion or practice that applies to everyone puts people with a protected characteristic at a particular disadvantage.
HARASSMENT: occurs when unwanted behaviour to a protected characteristic has the purpose or effect of violating someone's dignity or creating an intimidating, hostile, degrading' humiliating or offensive environment. It covers a wide range of behaviour including spoken or written words, imagery, physical gestures, jokes or pranks. It can be a series of incidents over time or a serious one-off incident.
VICTIMISATION: occurs when someone is treated less favourably because they have made, intend to make or support someone else to make a complaint about discrimination.
Members of the NTWC are expected to be kind to and show respect for other members and people providing goods and services to the NTWC.
5. Complaints Process
5.1 All Equality and Discrimination concerns will be dealt with on a formal basis. The Plaintiff shall raise the concern formally and in writing, marking the enveloped "Private & Confidential" and sending it to the Chairman of the NTWC. The Chairman will acknowledge receipt of the concern in writing, normally within 7 days of receipt.
5.2 The Chairman will issue a reference number to the concern and open a case file which will contain copies of all appropriate documentation.
5.3 The Chairman in consultation with at least 3 other members of the Committee will investigate the concern raised.
5.4 Within a reasonable time frame - normally 21 days - the Chairman will write to the Plaintiff with the results of the investigation and any actions taken or to be taken.
5.5 If the Plaintiff id dissatisfied with the outcome of the investigation, they will have the right to have their concerns heard by a panel comprising at least 3 members of the Committee. The Plaintiff will be advised of the date, time and venue of the panel meeting and will be invited to attend, when they may speak in support of their case if they so wish.
If attending personally, the Plaintiff will have to the right to be accompanied by a friend or advocate to help resent their case.
5.6 The panel members will evaluate the evidence presented and decide by a majority vote whether or not a breach of policy has occurred. If the concerns are not upheld, the reasons will be stated.
5.7 The decision of the panel will be final.
5.8 The case file will be updated with all outcomes (including panel meetings) and details of any actions taken to prevent a recurrence of the breach of policy. All case files will be stored securely for a period of not less that 5 years.
6. Organisational Learning
At each Committee Meeting of the NTWC, the Chairman will inform the Committee of the number and nature of all formal potential breaches of policy, the outcomes (if settled) and any actions taken to prevent a recurrence.
Annually, consideration will be given by the Committee to the implications of concerns received. These considerations will be fed into the planning and management of future meeting and events as part of the NTWC's self-evaluation.
1. Introduction
The National Trust Wycombe Centre (hereinafter referred to NTWC) is committed to protecting the personal data of its members in compliance with applicable data protection laws and regulations. No personal information is held about any individuals supplying goods or services to the NTWC.
This policy outlines how the NTWC collects, uses, stores and protects personal data. It also details what personal data is held.
2. Scope
This policy applies to all members who handle personal data on behalf of the NTWC. This is limited to Committee Members of the NTWC, in particular, the Membership Secretary.
3. Data Collection and Use
The NTWC collects personal data only for legitimate administrative reasons including but not limited to member communication and member refunds. The NTWC does does make personal membership data available to any other organisation, including the National Trust centrally and any other supporter organisation affiliated to the National Trust. Personal information gathered in relation to diversity and/or safeguarding issues may be shared with outside agencies as decided on a case-by-case basis and with the consent of the member concerned.
Personal data is processed lawfully, fairly and transparently in accordance with applicable laws.
The NTWC ensure that the data collected is relevant, accurate and limited to what is intended for the intended purpose.
4. Data Held and Sources of Data
The core data held for each member is as follows:
With the exception of Bank Account data, the information is obtained from the annual membership application forms completed by members and those people seeking to join the NTWC.
Bank account information is recorded from direct requests made to the members concerned; generally such requests being made by e-mail or from cheques provided by members as payment for goods and services obtained by them.
Additionally, confidential, detailed and accurate records of all safeguarding concerns and breaches of the NTWC's Diversity and Inclusion Policy will be stored together with the outcomes of those concerns and breaches.
5. Legal Basis for Processing
The NTWC process personal data based on one or more of the following legal grounds:
6. Data Storage and Retention
Personal data in electronic format is stored securely using appropriate technical and organisation measures on the personal computer of the Membership Secretary of the NTWC. The data is held in files which are password protected and all data is regularly backed-up to secure storage. Paper membership application forms on which the data is based are held securely within the office of the Membership Secretary of the NTWC.
Personal data is retained only for as long as is necessary to fulfil the purposes for which it was collected, unless otherwise required by law.
When data is no longer required, it is either securely deleted (electronic format) or physically destroyed (hard copy format). In practice, this means that the electronic version of a member's personal data will be held for no longer than one year following the year in which their membership ceased. Paper membership application forms will be destroyed at the end of the membership year to which they relate.
7. Data Security Measures
The NTWC implements appropriate security measures to prevent unauthorised access, disclosure, alteration or destruction of personal data.
Access to personal data is restricted to authorised Committee Members of the NTWC, typically the Chairman and Membership Secretary.
8. Data Subject Rights
Members of the NTWC as Data Subjects have the following rights regarding their personal data:
Requests to exercise these rights should be submitted in writing to either the Chairman or Membership Secretary of the NTWC.
9. Data Transfers
As stated in Section 3 of this policy, the personal data of any members will not be shared with any other organisation or individual.
10. Data Breach Management
In the event of a data breach, the NTWC will undertake immediate action to contain and assess the breach.
If required by law, affected individuals and regulatory authorities will be notified as soon as is practically possible.
A detailed incident report will be prepared and submitted to the Management Committee of the NTWC which will determine what corrective measures will be implemented.
11. Compliance and Review
Annually, the Management Committee of the NTWC will review this policy to ensure compliance with applicable laws and best practices.
12. Members' Responsibilities
If the personal circumstances of a member of the NTWC changes part-way through a membership year and the member's personal data is no longer up-to-date, the member has a duty to notify the NTWC in writing of the relevant changes. The notification shall be submitted to either the Chairman or Membership Secretary.
Introduction
The National Trust Wycombe Centre (hereinafter referred to as NTWC) is committed to safeguarding adults in line with national legislation and relevant national and local guidelines.
The NTWC will safeguard adults by ensuring that our activities are delivered in a way which keeps all adults safe.
The NTWC is committed to creating a culture of zero-tolerance of harm to adults which necessitates: the recognition of adults who may be at risk and the circumstances which may increase risk; knowing how adult abuse, exploitation or neglect manifests itself and being willing to report safeguarding concerns.
The NTWC is committed to best safeguarding practice and to uphold the rights of all adults to live a life free from harm form abuse, exploitation and neglect.
Policy Statement
The NTWC believes everyone has the right to live free from abuse or neglect regardless of age, ability or disability, sex, race, religion, sexual orientation, marital or gender status. The NTWC is committed to creating and maintaining a safe and positive environment for its members and those providing goods and services to the NTWC.
The NTWC acknowledges that safeguarding is everyone's responsibility and is committed to prevent abuse through safeguarding the welfare of all adults involved in its activities, either directly or indirectly.
Actions taken by the NTWC will be consistent with the principles of safeguarding ensuring that any action taken is prompt, proportionate and that it includes and respects the voices of the adults concerned.
Purpose
The purpose of this policy is to demonstrate the commitment of the NTWC to safeguarding adults and to ensure that everyone involved in the NTWC is aware of:
Scope and Limitations
This policy and associated procedures apply to all individuals involved in the NTWC including its members and Committee and to all concerns regarding safety of adults whilst taking part in our organisation and in its activities.
That said, this policy recognises that the NTWC is run by non-paid volunteers who have no specific counselling experience, has no premises and that attendance at functions be they meetings, coffee mornings or events is not obligatory for any member, including those on the Management Committee. All members are free to pick and choose attendance. It follows, therefore, that the scope of this policy is primarily focussed towards ensuring that no safeguarding issues occur to any member whilst participating in an NTWC activity or, if such an issue does occur, procedures exist for it to be reported and dealt with in an appropriate manner. The NTWC accepts no responsibility for either identifying or following-up on any safeguarding violations adversely affecting members and which occur outside of an organised NTWC activity.
Commitments
In order to implement this policy, the NTWC will ensure that:
Relevant Legislation
Safeguarding adults is covered by:
Additionally, the practices and procedures within this policy are based on the legislation and guidance detailed within the Care Act 2014. The principles of this Act are:
EMPOWERMENT - people being supported and encouraged to make their own decisions and informed consent
PREVENTION - it is better to take action before harm occurs
PROPORTIONALITY - the least intrusive response appropriate to the risk prevented
PROTECTION - support and representation for those in greatest need
PARTNERSHIP - local solutions through services working in their communities
ACCOUNTABILITY - accountability and transparency in delivering safeguarding
Definition of an Adult at Risk
An adult at risk is an individual aged 18 years or over who:
Abuse and Neglect
Abuse is a violation of an individual's human and civil rights by another person or persons. It can occur in any relationship and may result in significant harm to, or exploitation of, the person subjected to it. Any type of abuse may occur as a result of deliberate intent, negligence, omission or ignorance.
Within England, as defined in the Care Act 2014, the following types of adult harm and abuse are identified:
Abuse may be carried-out by:
Often, the perpetrator is known to the adult and may be in a position of trust and/or power.
Signs and Indicators of Abuse and Neglect
A member of the NTWC may confide to another member that they are experiencing abuse inside or outside of the organisation's setting. Similarly, others may suspect that this is the case.
There are many signs to suggest that someone is being abused or neglected. They include but are not limited to:
Person-centred Safeguarding
The legislation recognises that adults make choices which mean that part of our well-being can suffer at the expense of another. Similarly, adults can chose to risk their personal safety. None of us can make these choices for another adult.
The concept of 'person-centred safeguarding' means engaging the person in a conversation about how to respond to their situation in a way that enhances their involvement, choice and control as well as improving their well-being and safety. The NTWC is committed to this concept and will work to support members to achieve the outcomes they want for themselves. The member's views, wishes, feelings and beliefs will be taken into account when decisions are made about what actions, if any, to take.
If a member has difficulty in making their views and wishes known, then they can be supported or represented by an advocate.
Recording and Information Sharing
The NTWC recognises its obligations to comply with the Data Protection Act and the General Data Protection Regulations. To that end, it has its own Data Protection Policy. Processing information about safeguarding issues involves record keeping. Records relating to safeguarding concerns will be accurate and relevant. They will be stored confidentially and safely with access only to those with a need to know.
Sharing information, with the right people, is central to good practice in safeguarding. Those with a 'need to know' do NOT automatically include the person's spouse, partner, child or carer. Information will only be shared with family and friends with the consent of the member affected by the safeguarding issue.
There may be situations where the person impacted by a safeguarding issue does not want the details to be passed to an appropriate outside agency, perhaps fearing repercussions. In such situations, the NTWC will contact the local authority and explain the situation WITHOUT providing personal details about the person at risk or the person causing harm.
Any decision to share or not share information with an external person or organisation will be recorded together with the reasons for that decision.
The legislation gives the lead role for adult safeguarding to the local authority.
Safeguarding Lead
The safeguarding lead within the NTWC will be the duly-elected Chairman. If the member impacted by a safeguarding issue arising from a NTWC activity wishes to involve another member of the Committee or a general member in the discussion, they are free to make that request. However, the involvement of that other Committee member or general member will be entirely at their discretion.