Quaker Stewardship supports trustees and other meeting role holders in the service of their meetings by producing guidance and other documents, and also by their Link Friend Scheme.

Support for Quaker trustees

    Resource

    Handbook for Trustees of Quaker meetings

    This handbook, produced by Quaker Stewardship Committee, focuses on trusteeship in a Quaker context, primarily Quaker meetings. Published June 2014, currently under review.

    Trustee Declaration of EligibilityTrustee Declaration of Eligibility[QUOTE-START]

    Trustees must be well-grounded in the life and concerns of the meeting for which they act. […] Just as they care for the life of the meeting, the meeting should support and uphold them and their work.

    - Quaker faith & practice 15.07

    [QUOTE-END]

    Area meeting report and accounts

    All area meetings and certain other bodies within Britain Yearly Meeting should send their annual report and accounts to Quaker Stewardship Committee via Helen Griffith (contact details at the bottom of this page) (Qfp 4.10m)

    Quaker Stewardship Committee has produced the following documents to help Trustees produce their reports (available from Helen Griffith, contact details at the bottom of this page):

    Safeguarding

    Area meeting trustees are responsible for safeguarding in their local meetings, and at area meeting events. It is good practice to have a lead trustee for safeguarding (otherwise this falls to the clerk of trustees), and an annual report to trustees about safeguarding. Each area meeting appoints a safeguarding co-ordinator, and many have a deputy. Support and resources are available on the safeguarding co-ordinator page and new model documents will be available in early 2019. Each area meeting is strongly encouraged to take out membership of Thirtyone:eight (formerly known as the Churches Child Protection Advisory Service), who provide support Quaker meetings with expert advice and resources. They also offer a service to review the area meeting's safeguarding policies and procedures (see contacts on the main Safeguarding page).

    Trustees' and Treasurers' News

    Keep up-to-date with advice and information for trustees (and treasurers), including upcoming training courses provided by Woodbrooke, by reading Trustees and Treasurers' News. This is emailed to clerks of area meeting trustees on publication via the Friends House database. Helen Griffith (contact details at the bottom of this page) can also add other interested trustees to her email list to receive the News.

    The Treasurers' page has the last few issues available.

    Charitable registration

    Area meetings have to register with the Charity Commission when their income rises about £100,000 a year (unless their income is over £100,000 for one year only due to exceptional circumstances.

    Those with an annual income under this figure will have to register later (currently expected to be March 2021).

    Documents in the list below are available from Helen Griffith (contact details at the bottom of this page) or through the link given;

    Charity schemes

    Area meetings who register as charities should also set up a scheme to combine the area meeting with its various trusts, including property trusts ("specie" land). This means that the accounts from these trusts can be included in the area meeting's accounts as restricted funds. It is also an opportunity to update some aspects of old trusts.

    If an area meeting is considering selling some property, then it should check whether the property is specie as the Charity Commission needs to be consulted. If an area meeting is planning to change the use of some property it should check whether the deeds allow this. Helen Griffith (contact details at the bottom of this page) can arrange for someone to check property deeds held by Friends Trusts Ltd. If the use of the property laid down by the deeds is no longer practicable then the Charity Commission is usually very helpful.

    We are having to reconsider Scheme clause 9(5) relating to Friends Trusts Ltd. If you are working on a scheme, please do not finalise it until we have sorted this out. Please contact Helen Griffith (contact details below) if this affects you so she can keep you up-to-date with developments.


    Trustees and Treasurers Conference 29-31 March 2019

    Here are links to handouts, etc, following the Trustees and Treasurers Conference held 29-31 March 2019.

    Model policies for Area Meetings

    The Simpler Meetings Project is sourcing and producing a series of model policies which can be adapted and adopted by area meetings. As new model policies are published, they will be publicised in Trustees' and Treasurers' News, and periodically to Clerks of Area Meeting Trustees.

    Contact Jonathan Carmichael JonathanC@quaker.org.uk.

    Available now on the Quakers in Britain website:

    Employment – as part of the Employers' resource and template documents, on the Employers and wardens page:

    • Employee data protection policy
    • Disciplinary and capability procedure
    • Grievance Procedure
    • Sick absence procedure
    • Whistleblowing procedure
    • Equal Opportunities
    • Bullying and Harassment

    Reserves

    Advice on drawing up an area meeting reserves policy (pdf) and Reserves policy presentation (pdf) given at Annual Conference of Treasurers 2017

    Ethical investment

    See BYM's ethical investment policy on the BYM Trustees' page. This could be adapted for an area meeting.

    Data Protection

    A model Privacy Policy is on the Data Protection page

    A model Data Protection Policy is under development.

    Under development currently:

    • Safeguarding – will appear on the Safeguarding page
    • Health & Safety – will appear here
    • Risk management – will appear here
    • Data Protection – will appear on the Data protection page

    A larger group of model policies will follow, in conjunction with a project being undertaken by the London Quaker Property Trust.

    Other documents of interest to trustees

    Available through link given:

    Training and events

    Other useful pages for area meeting trustees on this website

    Header image © Richard Oliver 2014

    Contact us

    Helen Griffith
    Supporting Quaker Stewardship Committee
    020 7663 1161
    heleng@quaker.org.uk