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Governance & Procedures

HOW TO LIVE WELL WITH HIV

Saturday, May 25, 2019.

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Governance & Procedures

This document is still in the process of being re-written

Mission Statement

The Bloomsbury Network educates patients and those close to them about the latest advances in HIV care and treatment. We support people to live well with HIV and are committed to challenging stigma, ignorance and misinformation, wherever they are found.

Board of Trustees.

The Bloomsbury Network is headed by a voluntary board of 8 trustees, one of whom is elected Chair by the trustees.

The trustees are responsible for the general control and management of the Charity and have ultimate responsibility for directing the affairs of the charity, ensuring that it is solvent, well-run, and delivers the charitable outcomes for the benefit of the public for which it has been set up.

The trustees meet at least once a year and use their skills, knowledge and experience for the benefit of the charity to ensure that:

  • the Charity complies with charity law and with the requirements of the Charity Commission as regulator
  • the Charity prepares reports on what it has achieved and Annual Returns and accounts as required by law
  • the Charity does not breach any of the requirements or rules set out in its governing document – the Constitution.
  • that the Charity remains true to the charitable purpose and objects set out in the Constitution

The Honorary Treasurer is responsible for monitoring the financial administration of the charity and reporting to the board of trustees, in compliance with the governing document and liaising with the Charity’s accountant for the preparation of the annual accounts.

The Honorary Secretary supports the Chair in the smooth running of the Board of Trustees and the Steering Committee by ensuring that meetings are effectively organised and minuted and by maintaining effective records.

Taking of decisions by the Board of Trustees

Any decision may be taken either:

  • at a meeting of the charity trustees agreed by a majority of all the charity trustees with the Chair having the casting vote; or
  • by resolution in writing or electronic form agreed by a majority of all of the charity trustees,

Such a resolution shall be effective provided that

  • a copy of the proposed resolution has been sent at the same time to all of the charity trustees – or as near as reasonably practicable
  • the majority of all of the charity trustees has signified agreement to the resolution in a document or documents.

Delegation by the Board of Trustees

The charity trustees may delegate any of their powers or functions to a committee or

committees, and, if they do, they shall determine the terms and conditions on which the delegation is made. The charity trustees may at any time alter those terms and conditions, or revoke the delegation.

The Board of Trustees delegates the day to day running of the Bloomsbury Network to the Steering Committee.

Steering Committee

The steering committee consists of people who are either patients of the Bloomsbury Clinic or work as patient representatives at the Bloomsbury Clinic and therefore have specialist knowledge and expertise to offer the Charity.

The Steering Committee is headed by the Chair of the Bloomsbury Network, the Co-ordinator/Administrator responsible for administration, fundraising, organising events and the Treasurer to offer financial advice

The Steering Committee members meet four times a year and use their specialist knowledge and expertise to inform the choice and nature of events such as the evening forums, workshops, courses, social events, newly diagnosed courses and outreach. They may also choose to facilitate or help to facilitate these events.

Members also help to promote the Charity on social media and to make suggestions to the Board of Trustees on a range of issues including fund-raising, marketing and new areas of potential growth.

They are also required to provide feedback on the number of events, the reaction to these events and numbers of attendees or participants.

For further information contact admin@bloomsburynetwork.co.uk

The Bloomsbury Network Constitution

The following is a summary of the Constitution of the Charity – which is available in its entirety by clicking on the link.

Objects

The Bloomsbury Network is for the public benefit, to preserve and protect the good health of people living with HIV, particularly those attending the Bloomsbury Clinic, but not excluding others living with or affected by HIV, by providing information,

advice, and raising awareness of issues pertaining to living with HIV and its associated co-morbidities, primarily but not exclusively through:

  • educational forums that promote community education via presentations from specialist speakers and discussion of the latest developments in clinical, legal and psycho-social issues pertaining to living with HIV
  • courses and workshops that disseminate information, challenge misconceptions, alleviate stigma and promote the development of individual capabilities, competencies, skills and understanding, in particular but not exclusively for those newly diagnosed
  • community and social events that alleviate isolation and promote the development of self-management skills as well as psychological and physical well-being.

Powers

The Bloomsbury Network has the power to do anything which is calculated to further its objects or is conducive or incidental to doing so.

Benefits and payments to charity trustees and connected persons

  • A charity trustee or connected person may take part in the normal trading and¬†fundraising activities of the charity on the same terms as members of the public.
  • A charity trustee or connected person may enter into a contract for the supply of services, or of goods that are supplied in connection with the provision of services, to the Charity where that is permitted in accordance with, and subject to the conditions in, sections 185 to 188 of the Charities Act 2011.

Conflicts of interest and conflicts of loyalty

A Charity Trustee must:

  • declare the nature and extent of any interest, direct or indirect, which he or she has in a proposed transaction or arrangement with the charity or in any transaction or arrangement entered into by the charity which has not previously been declared
  • absent himself or herself from any discussions of the charity trustees in which it is possible that a conflict of interest will arise between his or her duty to act solely in the interests of the charity and any personal interest (including but not limited to any financial interest).
  • Any charity trustee absenting himself or herself from any discussions in accordance with this clause must not vote or be counted as part of the quorum in any decision of the charity trustees on the matter.

Liability of members to contribute to the assets of the CIO if it is wound up

If the Charity is wound up, the members of the Charity have no liability to contribute to its assets and no personal responsibility for settling its debts and liabilities

Accounting records, accounts, annual reports, register maintenance

The charity trustees must comply with the requirements of the Charities Act 2011 with regard to the keeping of accounting records, to the preparation and scrutiny of statements of account, and to the preparation of annual reports and returns.

The statements of accounts, reports and returns must be sent to the Charity Commission, regardless of the income of the Charity, within 10 months of the financial year-end.

The charity trustees must comply with their obligation to inform the Commission within 28 days of any change in the particulars of the Charity entered on the Central Register of Charities

Financial governance

All facilitators and administrators understand that they are working to a strict budget.

The Bloomsbury Network employs an accountant and a book-keeper whose role is to keep a record of all income and expenditure. This record is the basis for the accounts which are sent to the Charity Commission.

The Bloomsbury Network has a bank account with two signatories – for cheques and other financial transactions. There is also a debit card which may be used by the signatories and the lead facilitator of the newly diagnosed course. Any use of the debit card must be recorded in the relevant file and accompanied by receipts for goods or bank receipts if withdrawing cash.

Invoices for facilitating courses or other events must include a personal tax reference to prove that the facilitator is self-employed and paying tax. No facilitator or administrator is an employee of the Bloomsbury Network.

For security purposes there is no online banking and the bank card is not contactless.

Rules

The charity trustees may from time to time make such reasonable and proper rules or byelaws as they may deem necessary or expedient for the proper conduct and management of the Charity, but such rules or bye laws must not be inconsistent with any provision of this constitution.

Disputes

If a dispute arises about the validity or propriety of anything done by the Charity under this constitution please email in the first instance: Chair@bloomsburynetwork.co.uk

 

To view the Bloomsbury Network Constitution in its entirety

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