Hertford and Hitchin Monthly Meeting

Terms of Reference for Trustees       9 June 2007

 

  1. These Terms of Reference are established by minute 57.07 of Hertford and Hitchin Monthly Meeting and may be revised by the Monthly Meeting in session.  They are to be understood by reference to the Governing Document and to Quaker Faith and Practice (the Book of Christian Discipline), and do not undermine Monthly Meeting’s primacy in ordering Monthly Meeting’s affairs.

    This version of the Terms of Reference is related to the initial requirements of appointing Trustees and registering as a charity, and future revision is expected.

  2. Trustees are appointed by Monthly Meeting in session.  To maintain continuity when possible (ie not replacing all the Trustees as the same time), appointments and re-appointments will be made at times during any given triennium. To start this rolling programme, some initial appointments will be for 1 or 2 years.

  3. The Governing Document describes who is eligible to be a Trustee (and how a Trustee ceases to be a Trustee), how long trustees can be appointed for, the powers of Trustees, basic rules for Trustees meetings, and basic reporting requirements laid on Trustees.

  4. Meetings of the Trustees shall be conducted in the manner of a Quaker meeting for worship for business.  Minutes shall be kept, and shall be indexed.

  5. The Trustees are responsible for the legal ordering of the Monthly Meeting's activities, in particular the financial, legal, safety, and property aspects. These activities may be carried out directly by the Trustees, or by subcommittees established by the Trustees, or by other Monthly Meeting bodies, including the constituent meetings, in accordance with the requirements of the governing document.

    The legal responsibilities of the Trustees include:
    Compliance with:

    • Charity law, including preparing / submitting financial and other reports
    • Employment
    • Child Protection etc
    • Fire and Safety
    • Data Protection and related areas
    • any other relevant legislation and regulations
    Prudence:
    • ensuring solvency, using funds and assets wisely and correctly,
         and avoiding undue risk
    • ensuring that the Monthly Meeting’s affairs are well-run and efficient,
         including getting external professional advice when appropriate.

  6. Following initial appointments, Trustees should:

    1. consider what training the Trustees require, and how to get it

    2. review the structure of Monthly Meeting bodies (other than the constituent meetings) and advise Monthly Meeting of any restructuring which is thought to be appropriate, particularly with respect to activities carried out by these bodies for which the Trustees are ultimately responsible

    3. review these terms of reference and the number of Trustees and advise Monthly Meeting of any revision thought to be required

    4. start a review of the operations of the constituent meetings and other Monthly Meeting bodies with the aim of recognising and acting on any significant deficiencies (a report on the state of the constituent meetings is in preparation)

    5. create and maintain the documentation which describes the operations of the Trustees

    6. as a matter of urgency following the adoption of the Governing Document, delegate to the constituent meetings (and any other relevant bodies) the running of the bank accounts which they already have, and any other specific powers required in order that the meetings and other bodies can continue their current activities

    7. following the adoption of the Governing Document, complete the process of registering as a charity

    8. maintain a register of Trustees’ service and advise Monthly Meeting in advance of Trustees becoming ineligible to continue service