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#NeverMoreNeeded
We are asking you to help us make a video celebrating what organisations are doing in Cambridgeshire.
The idea is to have each charity say a couple of sentences about who they are and what they’ve been up to, and then the video will end with a link to the Cambridgeshire Coronavirus Community Fund and the #NeverMoreNeeded. As each charity appears on screen, we will also display their website.
The wonderful Karen Cann has offered her expertise to make this happen. She has made a sample with her children for what we want you to do and you can see this on the CCVS website here.
We think it is also important to document this period in history and how charities have adapted and helped people, and to show people why small charities are #NeverMoreNeeded
We know many of you will be very busy at the moment, but if you’d like to take part we only need a tiny bit of footage from you, it should only take a few minutes. If we have too much footage then the video will be too long and not hold people’s attention. This task could be outsourced to a volunteer if you’re snowed under?
You can find full instructions on how to take part on the CCVS website and please contact Karen if you would like any more help.
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Trustees have never had so much to think about
- You may have to have furloghed staff
- You may be rushing to meet new demand
- You may be looking at new online ways to deliver services
- You may be worried about where the money you need will come from
Our online networking meeting for trustees is a chance to share information and concerns and get advice and support from the CCVS team.
If you have any topics you would like us to discuss you can let us know in advance. Please email christine@cambridgecvs.org.uk
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Join our Online Meetups for charities and community organisations
For organisations working in:
Cambridge City and South Cambs: 18 May at 11:00am
Fenland: 19 May at 11:00am
You are very welcome to join us.
Let us know in advance if there are any specific issues you would like to raise. Details are in the booking information.
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Trustees may need to consider making changes to their governing framework to be able to manage their organisations effectively in the current situation and beyond.
Holding virtual meetings
Charity trustees may choose to conduct some trustee meetings by electronic means unless their governing document specifically prohibits it.
The courts have decided that a valid meeting normally consists of people who can both see and hear each other for example, by using video conferencing or internet video facilities. This definition will apply where a charity’s governing document gives no other definition of a meeting.
The exception to this is meetings of members of companies – the Companies Act allows electronic meetings where members are able to speak and vote.
If your charity is a CIO (Foundation or Association) and you used the model governing document, this already allows for meetings to be held by video or telephone conferencing. Model documents can be found on the Charity Commission website here
Even where a charity’s constitution does not make provision for virtual meetings the Charity Commission is taking a pragmatic view. The extract below is taken from its Coronavirus (COVID-19) guidance for the charity sector:
In the current situation, it is becoming increasingly difficult to hold face-to-face meetings. Some charities have clauses in their governing documents that allow them to meet virtually or to use telephone facilities, so we advise trustees to check their governing document and see if they can make amendments themselves to facilitate changes as to how or when meetings are held.
Where there is no such clause in your governing document and you decide to hold meetings over the phone or using digital solutions, we will understand but you should record this decision and that you have done this to demonstrate good governance of your charity.
CCVS guidance is to think about how you might continue to hold meetings in a prolonged period of social distancing and how to be more flexible in a future beyond the present crisis.
In the first instance: Where your governing document does not have any clauses about virtual meetings, agree a resolution to use video conferencing or internet video facilities and record this in your minutes. If you do not have video conferencing, then agree a resolution to use telephone conferencing until the present social distancing measures are relaxed.
Longer term: agree a resolution to amend your constitution/governing document to allow virtual meetings. Not only will this allow you to ready for any future crisis, but it will allow you to be flexible, having virtual meetings instead of all face to face meetings. This may have the added benefit of encouraging people to become trustees for your organisation with this flexibility.
The Commission recommends you have at least one face-to-face meeting of all the trustees each year.
Read the Charity Commission guidance on how to make changes to your charity’s governing document. This guidance sets out:
- When to change your charity’s governing document
- Changes you can make yourself
- Changes the commission needs to approve
- How to bring changes into effect
Delegating powers to sub- committees
Trustees are required to act in person and any decisions affecting the charity must be made by the trustees acting together. If your governing document gives you the power to do so, you may delegate authority to a sub-committee of your board for a particular aspect of the charity’s work, or delegate authority to a task group or committee whose members need not necessarily all be trustees.
However, any decisions made by such groups remain the responsibility of the whole board of trustees. The terms of reference and reporting back procedures of any committees, sub-committees or task groups should be laid down in writing and agreed by the board of trustees.
A scheme of delegation sets out the authority delegated by the trustee board to sub committees, other volunteers or staff under the powers of the Constitution. It indicates where further details of the delegations may be found. The scheme of delegation empowers and enables timely and effective action by volunteers and staff working in partnership for the benefit of the charity and its beneficiaries. It also ensures that trustees are able to fulfil their legal and constitutional duties, through levers which enable them to delegate, monitor and if necessary, withdraw the delegated authority if it is considered in the interests of the charity and its beneficiaries.
This item is taken from the NCVO Knowhow site which has further guidance on setting up subcommittees including model terms of reference and schemes of delegation.
If you would like further advice and guidance on amending your constitution or if you have any questions about the roles and responsibilities of trustees please get in touch with us at CCVS.
Email us at enquiries@cambridgecvs.org.uk and we can arrange a phone or skype call.
Good Practise for virtual board meetings
Good boardroom practices are even more necessary for virtual meetings than for face
The Chartered Governance Institute has produced guidance on the legal and practical issues for virtual board or committee meetings.
This covers the following key issues:
The choice of the right communication channel is vital - if the technology does not
work well the meeting will be harder to run, will likely last for longer than is optimal and
will be less effective. An audio call or telephone conference will be less risky but a video
conference is more engaging if you can get it to work well.
Virtual meetings need to be well structured and avoid unnecessary complexity - It
is entirely possible to hold an effective meeting by virtual means. However, it should be structured more simply than a face to face meeting and should recognise the constraints of
technology. If necessary, the board has alternative ways to make decisions.
Preparation is key.
The Chair will need additional techniques to run an orderly meeting, allowing
adequate debate and obtaining the sense of the meeting.
“Ground rules” for participants should be circulated to all those joining the
meeting in good time beforehand.
Clear instructions on accessing the meeting system or app are essential - Not
all participants will be familiar with the technology. Give everyone clear instructions in
advance about how to access and use the meeting app and offer individual practice calls if
necessary.
The guidance covers alternatives when face-to-face meetings aren’t possible – or the technology fails. It also includes additional notes to help the chair and company secretary with their roles both before and during the meeting.
An expert’s insight on chairing online board meetings
Monday 11 May 12:30 - 1:30 pm
This online peer surgery is organised by the Association of Chairs and will be led by Simon Wilson, Chair of Trustees with Relate. Simon also chairs the board of New Outlook, a housing association specialising in supporting people with sight loss
The session will introduce practical advice on how to chair formal governance meetings using Zoom and similar videoconferencing platforms. Participants will have the opportunity to discuss good practice and share experiences of effective (and less effective) virtual meetings.
The session will be held over the online platform, Zoom, enabling you to see the expert and others joining the session face to face.
This session is open to those who are Association of Chairs members or who have registered with the free Beacon Programme. This free programme is aimed at Chairs and Vice Chairs of smaller charities in England with an annual income of under £1 million.
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Everyone from the Charity Commission down is advising charities on the importance of reviewing finances and operations in the light of the impact of the COVID-19 crisis.
We want to help you find your way through key guidance so that you can identify the core considerations for your charity and set out some practical steps to help you review your cash flow management and look for ways to minimise costs and protect income while still supporting your beneficiaries.
The workshop will be run as a small, interactive group facilitated by CCVS CEO Mark Freeman and CCVS Finance Officer Alistair Barry.
If you have specific queries or topics you would like to raise please send them to mark@cambridgecvs.org.uk. We will be sending joining instructions after you register.
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Financial support for village halls and community buildings
Expanded Retail Discount (ERD)
Most village and community halls should be eligible for 100% business rate relief in 2020/21 through the Expanded Retail Discount, which is available to places of public assembly.
All local authorities are working on issuing revised bills showing the correct relief entitlement, there is no need to make a claim.
Full information is available here
Retail, Hospitality and Leisure Grant (RHLG)
One-off grants are available for businesses in the retail, hospitality or leisure sector including community buildings.
The Grant is:
£10,000 for premises with a rateable value up to £15,000, or
£25,000 for premises with a rateable value over £15,000 and less than £51,000. If your premises has a rateable value of £51,000 or over then you are not eligible for this scheme.
You can find your rateable value at the Valuation Office Agency (VOA) website, by entering the hall’s postcode or rating reference here
To access the grant, you will need to complete and return the application form your local (rating) authority sends to you.
If you are managing a village hall or community building and would like further advice and guidance on this issue then please get in touch with Lisa Chambers at Cambridgeshire Acre:
lisa.chambers@cambsacre.org.uk
Small Business Grant Fund developments
The Government has announced that an additional £617 million of grant funding will be made available for distribution by Local Authorities. This additional fund is aimed at small businesses with ongoing fixed property-related costs. Local Authorities are being asked to prioritise businesses in shared spaces, regular market traders, small charity properties that would meet the criteria for Small Business Rates Relief (something proposed by CTG to BEIS officials here), and bed and breakfasts that pay council tax rather than business rates. But local authorities may choose to make payments to other businesses based on local economic need.
The allocation of funding will be at the discretion of local authorities. Businesses must be small, under 50 employees, and they must also be able to demonstrate that they have seen a significant drop of income due to Coronavirus restriction measures. There will be three levels of grant payments. The maximum will be £25,000. There will also be grants of £10,000. Local Authorities will have discretion to make payments of any amount under £10,000. It will be for councils to adapt this approach to local circumstances.
While this funding is at the discretion of local authorities, this is a welcome announcement for small charities that should ensure some are able to access funding that has unattainable to date. Charities are encouraged to contact their Local Authorities ASAP to demonstrate their need for this funding.
Community Interest Companies
Understandably, CICs are concerned about the business and community impact of the Coronavirus (COVID-19) outbreak. The Regulator’s approach to registration and regulation will be as flexible and pragmatic as possible during this period.
The CIC Regulator has issued COVID guidance including guidance on what filings can be done online, advice for CICs that have been unable to provide normal services and meet their community benefit requirements and signposting to Government and other support CICs may eligible for.
Working from home
Many people are working from home and the Charity Tax Group have produced some useful guidance on which expenses are taxable if your employee works from home due to coronavirus which can be found here.
UK SAYS NO MORE has teamed up with Boots UK to launch Safe Spaces in their pharmacies across the UK
Victims of domestic abuse will be able to access the consultation rooms in Boots UK pharmacies, where they will be able to contact specialist domestic abuse services for support and advice. The scheme is in response to the desperate situation facing many victims who are isolating with perpetrators during lockdown, and who may be restricted from reaching out to friends, family, co-workers or support services whilst at home.
By creating this Safe Space in Boots UK pharmacies, we hope many will be able to safely access support whilst following Government guidelines. Learn more about the Safe Spaces scheme here
Weekly Surgeries for VCSE Sector by Shadow Minister
Rachael Maskell, Shadow Minister for Voluntary Sector and Charities will hold weekly surgeries for the voluntary and community sector. The surgeries will provide a chance for organisations to share their experiences of the current crisis and the support they will need to continue to provide services to their communities.
To book an appointment please email rachael.maskell.mp@parliament.uk.
Wild in the City explores the role of nature and open spaces during lockdown
Wild in the City are building a picture of the role that parks and open spaces have played within our lockdown experience and the impact of nature on our well-being, by running a survey.
They would like to capture as much information as possible during lockdown.
Please help by completing this survey
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WEA online courses
The WEA would like to offer you the opportunity to socialise online through a range of activities and courses from the comfort of your own home. Find out more here.
All courses and activities are free, however, we are asking for a suggested donation to help further support our work in ensuring learning is delivered to the most vulnerable at this difficult time.
Women and Gambling-Related Harm – FREE online training – multiple dates available
GamCare is a national provider of free information, advice and treatment for anyone affected by problem gambling. There are around 500,000 problem gamblers in the UK, up to 20% of whom are women. For every person who has a problem with gambling, up to 10 other people can be affected, and women are disproportionately at risk of experiencing gambling-related harm. Gambling-related harm can include debt, relationship difficulties, housing issues, gender-based violence, health problems, depression and anxiety, feelings of isolation, and suicidality.
Our FREE training is usually offered face-to-face, but we now have a 1.5 hour session which we are delivering online via Zoom. Individuals can register to attend the training at their convenience, using a mobile phone, tablet, or laptop.
During the training session, we will talk about gambling-related harm, risk factors, impacts, and how to identify and support people affected. Learn about our treatment network and how to refer clients to treatment services. This training is essential for any professionals who work with women and families.
Details of dates and how to book are here
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Supporting staff and volunteers through traumatic situations
NAVCA members have reported that they are receiving calls from people who are really struggling with their mental health, and in some cases are considering taking their own lives.
In a recent blog post NACVA has gathered together and adapted material from the BMA, Freedom from Torture, and the Helplines Partnership and we have signposted to free online training packages from the Zero Suicide Alliance.
You can read the blog here.
Bereavement Support
A leaflet listing the main services across the Cambridgeshire and Peterborough area and national organisations that offer bereavement support can be found on the Keep your head website here
Give us your feedback on care
The offices of the Care Quality Commission are closed but staff are available by phone or email and it’s important that they continue to receive your feedback on care services that you have used or work in.
You can use our give feedback on care service to let us know about your experience of care - good or bad. You can also use it to share a concern about a service you work for.
Our chief inspectors released a joint statement with the National Guardian for the NHS which explains the importance of health and social care staff speaking up if they see something that isn't right.
Take part in COVID-19 research
University College London is running a study into the psychological and social effects of Covid-19 in the UK.
This study aims to identify how the news about coronavirus is affecting people, whether people are having to isolate, and their experiences of isolating. It aims to inform understanding about the effects of social isolation measures on people's mental health. The findings will be used to help develop ways to support people psychologically and socially during this outbreak. Participation is open to people over the age of 18 living in the UK and is entirely voluntary. You do not have to be in isolation to take part.
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Need skills urgently to support your charity’s efforts?
Connect to the right people, skills and resources to support your response to COVID-19.
Volunteering Matters has issued a call to businesses who want to support charities through volunteering their skills, services and logistical support.
We know how much the charity and voluntary sector has already done in response to the COVID-19, and how much will continue to be required in the coming weeks and months. So we’ve launched this appeal on behalf of sector.
We can help connect your charity with the businesses who have come forward to support charities with their skills and expertise.
So far skills and support offered from businesses include:
- Business planning
- Project management
- IT expertise– to help create online collaboration platforms or support for those working from home
- Logistics, such as vehicle supply.
- Press and media support
- Legal advice
Go to the website for more information and to complete an enquiry form.
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BBC Children in Need Emergency Essentials Programme (UK)
The BBC Children in Need Emergency Essentials Programme which supports children and young people up to the age of 18 living with severe poverty as well as additional pressures such as domestic violence, disability or poor health in the family is currently open for applications from referral organisations that will be able to apply for grants on behalf of families or young people.
The fund will cover the purchase of critical items such as:
- Gas or electric cookers
- Essential household items
- Furniture and kitchen equipment
- Children’s beds and bedding
- Washing machines, Fridges and freezers
- Baby equipment
- Clothing in exceptional or emergency situations
Applications must be completed by a registered referrer who is part of an organisation that is supporting the family or young person and capable of assessing their needs. The referrer’s organisation should also be able to administer and supervise the grant on behalf of the BBC Children in Need Emergency Essentials Programme.
The Emergency Essentials Programme is currently operating as normal and aims to process applications within 10 working days.
Cadent Foundation
Charities and community groups can apply for individual grants of between £100 and £100,000 as a new foundation, funded by the UK’s biggest gas network Cadent, opens its first window for applications.
Cadent Foundation will have between £5m to £7m to be distributed every year to organisations based in North West England, the Midlands, South Yorkshire, East of England and the North London area. This is the UK footprint of Cadent, the company which manages the 80,000 miles of gas mains in those areas, as well as providing a 24/7, year-round gas emergency service.
These funds will support:
People – projects that help alleviate suffering and hardship of people in vulnerable situations
Environment – projects that will help protect and preserve the environment
Communities – projects that provide a better and healthier community to live in and use
Research and Innovation - projects that help eliminate harmful emissions and support sustainable energy (grants in this area will only be made through partnership arrangements).
Information about eligibility and how to apply are on the website here
Power to change: support for community businesses
Power to Change, the independent trust that supports community businesses in England, is launching up to £12 million of emergency support to provide both immediate and medium-term help for community businesses facing a loss of trading income during the coronavirus crisis.
The crisis has highlighted the vital role that community businesses play in reviving local assets, protecting the services that people rely on, and addressing local needs.
The new emergency support includes:
- £7 million in rescue funding for community businesses, offering grants up to £25,000 to contribute towards trading income losses incurred between April and June 2020. This first pot of funding is available to current and previous Power to Change grantees, and to community businesses which are members of Power to Change’s strategic partners – Co-operatives UK, Locality and the Plunkett Foundation – all of whom played a key role in designing this response.
- £5 million in recovery funding, to be made available later this year, based on learning from the first pot to help community businesses rebuild and recover strongly from the crisis.
Read more on the website
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Exciting job opportunities at CWRC!
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Cambridge Women's Resources Centre runs women’s centres in Cambridge and Peterborough. We are looking for two support workers to join our dynamic team! Both centres are looking to fill a 21 hour per week support worker role. If you or someone you know would be a good fit, please apply.
Please visit our website for the application form and person specific details.
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