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From Paul Bramwell, Working Together Project
These are WTP's policies. Some of them are in the process of being updated because of changes in legislation etc. I hope you find them useful, and do ask if you want anymore information about why we do things in a particular way or what ever.
Just a couple of comments on the current policies:
CB's equal opps policy is just a statement of intent and also has no employment (recruitment and selection) policy either
The allocation of space policy is fine, but it doesn't have much about how groups are prioritised if groups are competing for space - how do you decide which group gets space?
The bird flu policy would be better if it was in relation to any situation that meant that CB was operating on very limited staffing.
From John Holmstrom, Brighton Housing Trust
- financial procedures. Separation of duties is a key principle for expenditure. This is problematic for organisations with small staff team. I would suggest procedure so 3 separate people to be involved, person requesting spend, person authorising spend and person signing cheque. This will put pressure on trustees to be involved with processing day to day expenditure. Policy should specify who can be cheque signatories. I would suggest Director/Board member up to £1,000. 2 Board members for over £1,000.
- asset management. 25 year financial forecast will need to rely on a survey. I think policy should be clear on qualifications/experience needed for surveyor.
- There should be a policy that a 5 year business or development plan is approved annually by the Board
- I would suggest policy that annual budget, business/development plan and 25 year asset management plan needs to be proactively communicated to members once passed by the Board.
- major contracts. I think £50K is much too high threshold for tender requirement. £3K is more appropriate. The need for consultants will depend on survey skills of CB staff. If CB does not have a qualified surveyor on its staff, then I would suggest contracts over £25K should have surveyor input. I would be interested on Mel Shad's view on this. I would suggest there needs to be an approved contractors policy, so that only fit contractors are invited to tender. There should be conflict of interest policy to ensure no family or other close relationship between CB staff/trustees and approved contractors.
- complaints procedure. This can be kept simple but I would add timescales by which each stage needs to be completed (14 days for stages 1 and 2, 28 days final stage but with proviso to extend with agreement of parties). I would add that all complaints should be reviewed annually by the Board
- disciplinary/grievance procedures. I am not expert here - please say if you would like to see BHT's policy and procedure. I think only Director should be able to suspend for gross misconduct not any line manager. Procedure should set out how trustees should deal with any grievance/disciplinary against the Director. I think the need for 4 warnings for minor matters seems a lot prior to dismissal. I would suggest there is policy where HR expertise/legal advice would be sought.
- licence agreement. I think rights of licensees should be altered so that CB can only terminate licence on grounds of breach of agreement, save where on 6 month notice where trustees have to give notice to all licensees to comply with loan covenant (I presume loan agreement requires CB to provide vacant possession in event of default on loan). This would be presumably in unlikely circumstance where CB faced insolvency. Lawyers to advise.
Notice periods should be longer. I would suggest an arrears policy which provides warning at 7 days that further non payment after 7 days will lead to 28 notice of termination. If persistent late payment is problem then, we might need a separate policy here. Strictness of this needs to be decided on in context of CB cashflow pressures.
3.1.2 of licence agreement breach of agreements needs expanding. I think immediate notice is draconian. Again 28 days unless there is a serious breach of health and safety with risk of serious harm to users/occupants where shorter notice can be given. Breach needs to be set out in writing, and period needs to be allowed to remedy breach (e.g. 28 days or shorter where serious H&S is breach), prior to notice being served.
There should be right of appeal to trustees on any notice of termination.
From Naima Nouidjem, Mosaic Black and Mixed Parentage Family Group
Comment on health and safety policy
Not sure this is the place but: the lack of electrical plugs is a condition which puts some organisations at risk by havin many PCs and appliances plug into one single socket. CB might want to fundraise for this issue to be sorted.
Comment on staff disciplinary procedure
Terrifying policy - all left to perception - CB needs a performance management system
Complaints procedure
1 Insert mediation process so that if unsatisfied with decision of trustees can still appeal
2 Put a time limit on process
3 Chair could be supported for decision making and hearing of the case
4 Step if complaint is about director? Is about chair?
Staff grievance procedure
In point two replace 'at this meeting' with 'within 7 days' (to have effective time)
CB should/could have an HR sub-committee not chaired by CB chair to protect integrity of chair and CB board.
Policy on allocation of space
Point 2 Not the case in practice
Point 3d Where does social enterprise sit?
Equal opportunities policy
Point 3 Race Amendment Act 2000
Point 3 Ageism
Point 7 Last appointment of consultant/contractor was not even done according to this policy
Policy on major contracts
Point 2 Against equality statement
