Council Policies and Procedures

Introduction.

The Charity Commission states that a charity’s trustee board is responsible for the governance of the charity and must run it in a way that complies with its governing document and the law. Our Governing Document is the SOFFAM Constitution, available to view here . The Charity Commission further requires that Charities must define and specify the policies and procedures that enable its Governing Body to carry out these responsibilities. Our Governing Body is the SOFFAAM Council, whose members are all trustees. This document defines the policies and procedures with which the trustees must comply.

Responsibilities of trustees

As defined in the Constitution, trustees are elected (or re-elected) to the Council every year. Guidance on the responsibilities of council members is provided here . Specific role descriptions for council members are defined here .

Finance and resources

The Society’s income is derived from membership fees, bank account interest, Gift Aid and from donations, also from the profits of talks. Policies for the administration of the Society’s funds are set by decisions by the Council. The Chairman is responsible for ensuring that any requests for funds from the FAAM, also for disbursement of funds for non-routine purposes, are made with the approval of a majority of Council members and fully recorded.

Apart from encouraging attendance at talks and visits, also advertising the benefits of Society membership among the public, the Society does not usually embark on active fundraising. The Society’s reserve funds are invested on behalf of the Society as directed by policy decisions at Council meetings. These decisions are based on a low-risk investment strategy, favouring fixed-term investments in reputable funds.

Data protection

The primary source of data held by the Society is the membership database. The Membership Secretary is aware of, and complies with, the requirements of the General Data Protection Regulations (GDPR). The database is maintained on a stand-alone PC owned by the Society.

Details of compliance with GDPR are to be found here

Expenses

Society members regularly attend public events, e.g., air displays, to promote the work of the society. The Society greatly values members’ voluntary support at these events and if requested will reimburse out of pocket expenses based on the guidelines outlined below. As the Society’s regular income (and its support to the FAAM) depends on the recruitment of new members, it is important that expenses arising from recruitment are kept to a minimum, so as not to outweigh the income from new membership.

Travel and Mileage Claims. SOFFAAM will, if requested, reimburse own car mileage to and from the event at a rate of £0.35 per mile. Volunteers choosing to use their own vehicle should ensure that their insurance covers travel to such events and (if appropriate) the transportation of other volunteers and/or promotional materials, e.g., leaflets, copies of Jabberwock. Do not carry any items for sale. SOFFAAM accepts no responsibilities in connection with transport arrangements. All volunteers using their own vehicles should ensure that the vehicle has a valid MOT certificate, if required.

Should a volunteer choose to use public transport to travel to an event, reasonable travel costs, e.g., bus fare, will be reimbursed to the volunteer by the society, based upon the submission of an expenses claim form and associated receipt.

Refreshments and Out of Pocket Expenses. It will be appreciated if volunteers provide their own subsistence for the day. However, SOFFAAM will reimburse volunteers for reasonable ‘out of pocket’ subsistence (i.e. refreshments) if requested. Receipts are required for any expenses incurred.

Accommodation. SOFFAAM will only reimburse accommodation costs in exceptional circumstances. Any such costs must be agreed in advance and in writing by both the Chairman and the Treasurer.

Submission of Claims. All ‘out of pocket’ expense claims are to be submitted on a SOFFAAM expenses claim form along with associated receipts. Mileage is also to be claimed on the SOFFAAM expenses form showing the start location and end location, along with the mileage and total claim being made.

Health and safety

The Society incurs some responsibility for members’ health and safety when they attend Society events, such as talks and visits. This responsibility is discharged as follows:

Talks. These are held in the premises of the FAAM, in auditoriums specifically designed for the purpose. Talks organisers are responsible for ensuring that the number of attendees does not exceed the authorised capacity of the venue and for making attendees aware of details such as the location of fire exits and procedures to respond to fire and other emergencies. The FAAM remains primarily responsible for the Health and Safety of Society members and visitors while on the premises.

Visits. The Society may organise transport (usually by coach) to other locations. The Visits Organiser is responsible for ensuring that the coach company is compliant with Government regulations for Public Service Vehicles and thus responsible for the safety of members while travelling. Members who choose to travel independently to the visit location are required to confirm that they do so at their own risk.

Social functions. The Society organises social events, such as a Christmas meal, to which all members are invited. The Visits Organiser is responsible for ensuring a suitable venue for such events. Travel to the event is at the attendees’ own risk.

External Events. The Society procures Public Liability insurance to cover members attending public events. The Society also provides a Risk Assessment to the organisers of such events.

Conflicts of interest

The two types of conflict of interest are financial and loyalty. The Society avoids such conflicts, as described below:

Financial. These happen when a trustee, or somebody connected with a trustee, gains financial advantage because of a decision reached by trustees. There is no conflict of interest in the payment of valid expenses to trustees. Also, with the approval of the Charity Commission, the Society may pay trustees for the provision of specified specialist services. The Society does not pay trustees any salary or other remuneration for carrying out their trustee role. This ensures that financial conflicts of interest are unlikely to arise.

Loyalty. Loyalty conflicts occur if a trustee’s loyalty to another person or organisation limits the trustee’s ability to make decisions that are best for the charity. The relatively small numbers of SOFFAAM trustees and their close working relationship, ensure that such conflicts of loyalty would quickly become evident. In any case, the conduct of decision-making in the Society, in the open forum of Council meetings, reduces the likelihood that individuals would be able to affect the conduct of the Society in this way.

Declaration. All trustees must be aware that they are responsible for declaring any conflict of interest and that this is implicit on every occasion at which decisions are made on Society policy.

Safeguarding

All charities are expected to have policies in place to protect people who encounter the charity from coming to harm, whether in person or on-line.

In person. Society members and others attend the Museum for talks and, as covered in the Health and Safety procedure above, this is deemed to be a safe and secure environment for people of all ages. One category of membership is for families, and these, including minors and young people, occasionally attend talks. In this case, these minors are in the care of parents or guardians. Trustees interact with the public in the outreach programme by explaining the Society’s purpose and encouraging those who show interest to become members. Trustees should be aware of the need to protect members of the public from any harm in this interaction.

On-line and General.  In all communication with fellow trustees, members and the public, trustees must apply the highest professional standards of communication.  Messages must be reviewed before sending for the potential to cause offence, and any explicit or implicit criticism of other individuals must be avoided.  Trustees must remember that offence is in the mind of the recipient even if not intended by the sender.

Campaigns and political activity

The Society’s sole purpose is to support the Fleet Air Arm Museum and we do not campaign on any subject. The editorial policy of the Society’s magazine is to scrupulously avoid political comment on defence or any other matter.

Social media

The Society maintains a presence on social media as part of Society outreach.  The Social Media Co-ordinator is responsible for ensuring that all entries are factual, non-contentious and do not risk harm or offence to others.  The nature of social media is that it is difficult to regulate third- party inputs, but the Society’s social media pages will be kept under review and any inappropriate entries removed immediately.

Engaging external speakers

The Society engages speakers from many backgrounds in support of its monthly talks. Subjects covered are those that interest our membership and tend to focus on aviation historical and military and commercial aviation matters. Subject matter is rarely contentious and avoids contemporary political events. The talks are summarised in the Society’s magazine and thus open to review by all members.

Issue 1: 2 Dec 2024