Governance

 Charity Number: 1172343 

Trustees: Members of the Charitable Incorporated Organisation 

Finance and Insurance Policy 

The Treasurer will present the report and accounts of the charity for the preceding year to the Annual Meeting, which is held in May each year. It is essential that there are adequate internal financial controls over the charity’s assets and their use and these are a necessary feature of any well-run organisation. Because of the special characteristics of the charitable sector, they play an essential part in helping to show potential donors and beneficiaries that the charity’s property is safeguarded, and that its management is efficient. 

Accounting practice and day to day controls: 

Blyth Woods accepts and implements the guidance provided by the Charity Commission Internal Financial Controls for Charities (CC8) and its operations and finances are managed in accordance these: 

  • • Blyth Woods Trustees are under a duty to ensure that they 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 year-end accounts and returns are sent to the Charity Commission within 10 months of the financial year end. 
  • • Our current account is a Community account with NatWest Bank and all monies in, including direct debits and standing orders are paid into and out of this. 
  • • A Business Reserve account with NatWest Bank is used to hold funds to earn interest and money is transferred periodically to and from the current Community account as required. 
  • • A NatWest Liquidity Manager 35 day notice account is an investment account earning higher interest rates for funds not likely to be required in the short term. Funds moving to and from this will go via the Community account at NatWest Bank. 
  • • Two Trustees sign each cheque or authorize any on-line payments with the bank. 
  • • NatWest Debit cards are only issued to the Treasurer and Chairman and there is a payment limit of £50 on card transactions. 
  • • Records are kept in AceMoney computer accounting system. 
  • • Receipts and payments sheets are kept up to date and are itemised into several categories to provide a constant check on income and expenditure. 
  • • Bank statements are reconciled monthly. 
  • • A Treasurer’s report is given at each Blyth Woods Trustees meeting. 
  • • Monies raised at fundraising events are counted by at least two people before banking. 
  • • The year-end accounts are checked by a competent independent person. 
  • • The Charity’s annual report and year end account are formally approved by Trustees at the Annual Meeting and they are provided with copies along with the general public. 
  • • New Trustees are to be given a copy of the latest accounts on appointment, together with other essential documents such as the governing document (The Constitution). 

Controls over purchases and expenditure 

The Blyth Woods Trustees are responsible for: 

  • • ensuring checks are in place to confirm that purchases have been properly authorised, and that goods or services ordered have actually been received. 
  • • all expenditure of charitable funds and accounting for how the charity’s funds have been applied. 

Insurance 

Blyth Woods has Public Liability and Trustees Indemnity insurance through Zurich Insurance plc. 

Adopted by Blyth Woods Trustees August 2023 

Blyth Woods

General Data Protection Regulations (GPDR) Policy

 

 This Data Protection Policy has been drawn up to conform with the statutory requirements of the General Data Protection Regulations (GDPR) which came into force on 25th May 2018. 

Consideration has been given as to how, as data controllers of Blyth Woods, the Trustees record information about Friends, volunteers, villagers and outside contractors. This data includes the retention of names, addresses, and e-mail information so that communications can be applied in the most efficient manner. 

Blyth Woods conforms to the requirements of the GDPR and the Trustees declare that any personal data held, will not be sold, hired, lent or in any way be employed in an unauthorised manner. 

Images taken at events may be stored or posted on our website for use as promotional material. The general public attending such events will be advised and invited to inform a Blyth Woods trustee if they do not wish to be photographed. 

Data will be retained in a safe and secure manner only at the express approval by opting IN. Bank details given will not be kept. Personal data can be inspected, modified or be removed from our records at any time by emailing blythwoods1@gmail.com or by letter c/o the Blyth Woods mail folder in the Village Hall. Data will not be retained for those opting OUT. 

Adopted 20th February 2023