Staff & Trustee Code of Conduct

It is the responsibility of staff & trustees to:

  1. Act within the governing documents and the law – being aware of the contents as it applies to TransLeeds.
  2. Act in the best interests of TransLeeds as a whole – consider what is best for the organisation and its beneficiaries and avoiding bringing TransLeeds into disrepute.
  3. Manage conflicts of interest effectively – registering, declaring and resolving conflicts of interest.  Not gaining materially or financially unless specifically authorised to do so.
  4. Respect confidentiality – understanding what confidentiality means to practice for TransLeeds, board and the individuals involved with it.
  5. Have a sound and up-to-date knowledge of TransLeeds and its environment – understanding how TransLeeds works and the environment within which it operates.
  6. Attend meeting and other appointments or apologise if not – considering other ways of engaging with the organisation if regularly unable to attend staff or trustee meetings. Both staff & trustees are expected to attend at least one support group per month.
  7. Prepare fully for meetings and all work for TransLeeds – reading papers, querying anything you don’t understand and thinking through issues in good time before meetings.
  8. Actively engage in discussion, debate and voting in meetings – contributing positively, listening carefully, challenging sensitively and avoiding conflict.
  9. Act jointly and accept a majority decision – making decisions collectively, standing by them and not acting individually unless specifically authorised to do so.
  10. Work considerately and respectfully with all – respecting diversity, different roles and boundaries, and avoiding giving offence.

Staff & trustees are expected to honour the content and spirit of this code.

Grievance Procedure

Grievances must be made to one of the trustees in writing.  This can be done though email or any of TransLeeds’ social media accounts.

Anonymous reports will be considered with the same weight, though the trustees may have difficulty taking action to resolve the grievance and responding.

All grievance reports must include the following :

  • Who the grievance is in regards to
  • An outline of the grievance
  • Any supporting evidence eg screenshots

What happens next?

  1. A trustee will acknowledge receipt of the grievance in writing
  2. The trustees will investigate the grievance.  The trustees will endeavour to keep the reporter anonymous throughout the investigation.  If the trustees need to disclose the reporter’s identity, they will seek permission in advance. Depending on the nature of the report, the trustees may temporarily suspend the person under investigation until the process  is complete. If a trustee is the subject of the grievance, or has a conflict of interest, they will be excluded from participating in the investigation.
  3. At least three of the trustees will meet to discuss the grievance and decide on appropriate action.

 

Possible Outcomes

  • Written warning
  • Temporary suspension from support spaces and/or social events and/or online spaces.
  • Permanent expulsion from support spaces and/or social events and/or online spaces.

 

Disclosure & Safeguarding Policy

Disclosure Policy

TransLeeds staff will do their utmost to protect the confidentiality of its service users at all times.

TransLeeds staff may be  required to share confidential  information with each other. Therefore, any information shared with one member of staff may be disclosed to other staff members.

Confidential information will never be shared outside of the staff network except in rare cases, such as information relating to criminality or risk of life.

 

Safeguarding Policy

The purpose of the Safeguarding Policy is to protect as many of TransLeeds service users as possible.

Safeguarding will arise from issues related crisis, homelessness, and poverty as well as issues affecting vulnerable service users with complex needs such as mental health, disabilities, neurodiversity, elderly, BAME, faith, or sexuality.  This is not an exhaustive list.

 

Safeguarding Book

Staff members record all safeguarding issues in the Safeguarding Book. In the book, the following must be recorded:

  • Date
  • Name of staff member entering the record
  • The specific issue and important details
  • Action being taken by staff

Names of service users will be substituted with initials to protect confidentiality.  The entry will be signed by all staff members present.

Any risk to service users by other service users or staff will be treated in the same way as the Grievance Procedure.

 

Venues

All venues will be selected with safeguarding in mind. Staff will make all reasonable attempt to ensure venues are inclusive and safe for everyone.

A staff member will always be available at TransLeeds events.

Financial Policies & Procedure

  1. Basic Policies

    1. There are at least two trustees, including the Director and the Treasurer, who are signatories to TransLeeds’ bank accounts.
    2. Trustees are not paid for their services as trustees though can be paid by TransLeeds for specialist services provided to third parties that are inline with TransLeeds’ objectives.
    3. All money and assets are used solely to pursue the objects of TransLeeds as set out in its constitution.
    4. Full, accurate accounting records are kept securely for at least seven years.
    5. Bank accounts are operated properly and cheques are signed by the Director.
    6. Cheques are not signed without details of the amount of the payment and the purpose for which it will be spent.
    7. All payments are backed up by source documents, such as receipts, invoices or bills.
    8. The Treasurer is responsible for keeping TransLeeds accounts in order and will hold all source documents.
    9. All grant money is spent in accordance with the terms on which it was awarded.
  2. Charitable Collections

    1. All charitable collection efforts conform with the Code of Fundraising Practice.
    2. All persons performing charitable collections are familiar with the Codes of Practice in the Street Fundraising Rulebook.
    3. All cash collected is stored in a secure container (ie collection box).
    4. All persons performing charitable collections are clearly identifiable as a representative of TransLeeds;
      1. They will wear shirts with TransLeeds logos.
      2. They will have identification cards approved by the Director.
      3. Collection boxes will be clearly labelled with TransLeeds’ logo.
  3. Collection Boxes
    1. Collection boxes are the responsibility of the Treasurer.
    2. At least two staff members or trustees, including the Treasurer, must be present when collection boxes are opened for cashing up.
    3. Security stickers are used on collection boxes after they have been sealed and won’t be removed or intentionally damaged until it is time for cashing up.
    4. All cash from collection boxes is recorded and swiftly deposited in TransLeeds’ bank account without deducting expenses.

 

TransLeeds Constitution

  1. Name
    The charity’s name is TransLeeds
  2. The Purposes Of The Charity Are:
    To support the transgender, non-binary and gender non-conforming community in Leeds and Yorkshire.
  3. Trustees
    The charity shall be managed by a committee of trustees who are appointed at the Annual Gender Meeting (AGM) of the charity.
  4. Carry Out The Purposes
    In order to carry out the charitable purposes, the trustees have the power to:

    1. raise funds, receive grants and donations
    2. apply funds to carry out the work of the charity’s co-operate with and support other charities with similar purposes
    3. do anything which is lawful and necessary to achieve the purposes
  5. Membership
    The charity shall have a membership. People who support the work of the charity and are aged 18 and over, can apply to the trustees to become a member. Once accepted by the trustees, membership lasts for 1 year and may be renewed. The trustess will keep an up-to-date membership list.The trustees may remove a person’s membership if the believe it is in the best interests of the charity. The member has the right to be heard by the trustees before the decision is made and can be accompanied by a friend.
  6. Annual General Meeting – AGM
    1. The AGM must be held every year, with 14 days notice given to all members telling them what is on the agender. Minutes must be kept of the AGM.
    2. There must be at least 3 members present at the AGM.
    3. Every member has one vote.
    4. The trustees shall present the annual report and accounts.
    5. Any member may stand for election as a trustee.
    6. Members shall elect between 3 and 10 trustees to serve for the next year. They will retire at the next AGM but may stand for re-election.
  7. Trustee Meetings
    1. Trustees hold at least 3 meetings each year. At their first meeting after the AGM, they will elect a chair, treasure and secretary. Trustees may act by majority decision.
    2. At least 3 trustees must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.
    3. If trustees have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.
    4. During the year, the trustees may appoint up to 2 additional trustees. They will stand down at the AGM.
    5. The trustees may make reasonable additional rules to help run the charity. These rules must not conflict with this constitution or the law.
  8. Money and Property
    1. Money and property must only be used for the charity’s purposes.
    2. Trustees must keep accounts. The most recent annual accounts can be seen by anybody on request.
    3. Trustees cannot receive any money or property from the charity, except to refund reasonable out of pocket expenses.
    4. Money must be held in the charity’s bank account. All cheques must be signed by 1 trustee.
  9. General Meetings
    If the Trustees consider it is necessary o change the constitution, or wind up the charity, they must call a General Meeting so that the membership can make the decision. Trustees must also call a General Meeting if they receive a written request from the majority of members. All member must be given 14 days notice and told the reason for the meeting. All decisions require a two thirds majority. Minutes must be kept.

    1. Winding up – any money or property remaining after payment of debts must be given to a charity with similar purposes to this one.
    2. Changes to the Constitution – can be made at AGMs or General Meetings. No change can be made that would make the organisation no longer a charity.
    3. General Meeting – called on written request from a majority of members.
    4. Trustees may also call a General Meeting to consult the membership.
  10. Setting Up The Charity
    This constitution was adopted on 25th September 2017 by the people whose signatures appear below. They are the first members of the charity and will be the trustees until the AGM, which must be held within one year of this date.
  11. Signed by :
    Sophia Thomas
    Oliver Thompson
    Nicholas Walton
    Natasha Handle