Introduction
This document outlines the expected conduct for individuals serving as Board of Trustees (BOT) or members serving as co-opted members of the executive committee of BUDS UK. Adherence to the following values and responsibilities is crucial for maintaining the integrity and effectiveness of our charity.
1.0 General Conduct
Honesty and Integrity
Trustees and co-opted members must act with honesty, integrity, and good judgment. This may include seeking professional advice on matters beyond their expertise.
Best Interests
All actions should be in the best interests of BUDS UK.
Respect
Mutual respect is paramount. Communication should be courteous, respectful, and free from abusive language or name-calling.
2.0 Accountability and Responsibility
Financial and Legal Responsibility
Trustees and co-opted members must uphold their financial and legal duties and take responsibility for their successes and failures.
Treasurer's Duties
The Treasurer must maintain accurate records of all financial transactions and present a report at BOT meetings and the AGM.
Annual Reflection
Trustees and co-opted members should conduct an annual reflection of their activities, submitting a report to the board and presenting it at the AGM for discussion.
Financial Transactions
All financial transactions must be official, with funds deposited directly to responsible organizations or agreed recipients. Receipts must be filed appropriately.
Transparency
Members have the right to request project details and funding processes in writing or at the AGM.
Investigations
Any ongoing investigations by HMRC, regulatory bodies, or police must be reported to BUDS UK. The BOT will decide on appropriate actions, including possible suspension or termination, to protect the charity's reputation.
3.0 Independence
Independence in Conduct
Trustees and co-opted members must act independently, especially regarding assets, property, and legal obligations.
Avoiding Impropriety
They must avoid financial or other obligations that could influence their duties and refrain from any improper behaviour.
No Personal Gain
Trustees and co-opted members should not seek financial or other benefits for themselves or connected persons.
Gifts and Hospitality
Any gifts or hospitality received must not exceed £10 and must be declared to the Board.
4.0 Roles of the Board of Trustees
Understanding Roles
Trustees should understand and perform their roles and responsibilities to the best of their abilities.
Time Commitment
Trustees should commit adequate time to their roles, preparing for and participating in meetings and events.
5.0 Meetings
Attendance and Contribution
Trustees and co-opted members should aim to attend all meetings, contribute effectively, and respect the Chairperson's authority.
Fair Discussions
Discussions should be fair and open-minded, with decisions made in the best interests of BUDS UK.
Independent Perspective
Trustees should provide an independent perspective to enhance decision-making and ensure contributions are informed and impartial.
6.0 Volunteers and Employees
Support and Conduct
Trustees and co-opted members should support volunteers, employees, and contractors, serving as role models in conduct.
Respect and Fairness
They should work considerately and fairly, respecting diversity and avoiding offense.
Role Boundaries
Respect the distinction between board and co-opted members, volunteers, and employees, ensuring effective and cohesive work relationships.
7.0 Legal Requirements and Policies
Compliance
Trustees and co-opted members must act in accordance with the charity's governing document and comply with all applicable laws.
Confidentiality
Sensitive board matters must remain confidential unless it is necessary to inform the Charities Regulator or other statutory bodies.
Conflict of Interest
Abide by the charity's conflict of interest policy and ensure the conflict of interest register is updated.
Policy Adherence
Follow all BUDS UK policies, including those on equality, diversity, safeguarding, health and safety, bullying, and harassment.
Expense Claims
Ensure that claims for out-of-pocket expenses are made according to agreed procedures.
8.0 Breach of Standards
Trustees or co-opted members found in breach of the Code of Conduct will meet with the Chairperson or a special subcommittee to assess their suitability for the role. Continued breaches will result in warnings and possible suspension or termination from the charity. The Board of Trustees should review this Code of Conduct at three-year intervals or as appropriate.