Policies

Policies

New volunteer policy

1. Any person may ask to join a serve on a trial basis. Any trustee may accept their request.
2. Prior to a new volunteer joining a serve, an onboarding meeting must be held between a member and the volunteer, to include:
   1. Expected conduct on a serve;
   2. Health and safety information.
3. No volunteer on a trial serve will participate in the serve itself, but will observe and may ask questions.

Membership policy

1. Only members of Feed Fenland may participate as a server in Feed Fenland.
2. Any person who is interested in furthering Feed Fenland’s purposes may apply to any trustee to become a member.
3. Applications may be in writing or in electronic form.
4. Any trustee may accept the application and add the individual to the membership list.
5. Membership lasts three years and can be renewed.
6. Membership can be revoked by a simple majority of all trustees.

Delegation of authority policy

Only the board of trustees may enter into contracts on behalf of Feed Fenland.

Each year, the board of trustees will elect a Chair, a Secretary, and a Treasurer for a period of twelve months.

Reimbursement of expenses policy

1. All members are entitled to be reimbursed, without prior agreement, for out-of-pocket expenses which they legitimately incur as a direct or indirect contribution to the delivery of Feed Fenland’s objectives.
2. Documentary evidence of any expense must be sent to the Treasurer or Secretary before the request will be considered. In the absence of documentary evidence, a reimbursement form must be completed.
3. Expense requests will be considered and authorised by the Treasurer or Secretary.
4. Reimbursements will be made by bank transfer within 7 days of the request.
5. Any expense in excess of £100 will require prior agreement by the Treasurer and Secretary. 
6. Reimbursement requests will be denied only upon a reasonable belief that:
   1. The expense was not legitimately incurred, or
   2. The expense was not genuine, or
   3. The expense was manifestly disproportionate to its contribution to Feed Fenland’s objectives;
   4. Prior agreement was not given and the expenses exceeded £100.

Allergen and food hygiene policy

1. At each serve, there will be displayed a checklist confirming any of the 14 allergens present in the serve.
2. All work surfaces and equipment will be thoroughly cleaned and disinfected before each serve.
3. Each member or volunteer on a serve will sanitise their hands before handling the food.
4. Food to be used in serves will be cooked only in hygiene-rated kitchens by members with at least level 1 or hygiene certificates.
5. In the event of an allergic reaction:

1. Look out for hard breathing, swollen lips, collapsing.
2. Call 999.
3. Ask them if they carry an adrenaline pen.

Serve safety policy

1. There will be at least two members present at any given serve.
2. If any individual member feels unsafe or uncomfortable at a serve for any reason, they are entitled to immediately and with no explanation leave the serve. If this would leave only one member left at the serve, that member must also immediately leave along with any volunteer.
3. In such a circumstance, any food or equipment at the serve can be left there, with the following exceptions which must be immediately removed by the member leaving the serve:
   1. Knives and other sharp implements;
   2. Boiling water;
   3. Money.
4. A basic first aid kit will be brought to each serve.

Complaints policy

1. TBD
2. TBD 2 Formatting

The Feed Fenland constitution

1. Name

The charity’s name is Feed Fenland.

2. The purposes of the charity are:-

1. To relieve food insecurity in Fenland and the surrounding area by providing free food to any person who wants it.

2. To promote the practice of providing basic necessities to people within Fenland and the surrounding area without caveats or conditions.

3. To advance purposes 1) and 2) by means of voluntarily pooling the resources at the disposal of the community of Fenland and the surrounding area.

4. To work in partnership with other organisations within Fenland and the surrounding area whose work facilitates purposes 1) or 2).

3. Trustees

The charity is to be managed by a committee of trustees, elected by simple majority vote at the Annual General Meeting (AGM) of the charity.

If a trustee resigns, the remaining trustees may decide if it is necessary for the membership to elect a new trustee to replace them. If so, the remaining trustees must then call a general meeting for an election to be held.

There must at all times be at least three trustees. If the number falls below this minimum, the remaining trustee or trustees may act only to call a general meeting for a new trustee to be elected.

The number of trustees must not exceed 10.

4. Carrying out the purposes

In order to carry out the charitable purposes, the trustees have the power to:

1. raise funds and receive grants and donations

2. apply to funds to carry out the work of the charity

3. co-operate with and support other charities with similar purposes

4. do anything which is lawful and necessary to achieve the purposes

5. amend charity policies by simple majority vote, with amendments to be accepted or rejected by the membership at the next general meeting, by simple majority vote.

5. Trustee meetings

1. Trustees must hold at least 3 meetings each year. At their first meeting after each AGM they will elect a chair, treasurer and secretary by simple majority vote.

2. At least 3 trustees must be present at trustee meetings to take decisions. Minutes will 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. The trustees may make reasonable additional rules to help run the charity. These rules must not conflict with this constitution or the law.

6. Membership

The charity will have a membership. People who support the work of the charity and are aged 18 or over, can apply in writing to the trustees to become a member. Once accepted by the trustees, membership lasts for 3 years and may be renewed. The trustees will keep an up-to-date membership list.

The trustees may remove a person’s membership if they 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.

Any individual trustee may approve a membership application. Membership removal decisions must be made by simple majority vote at a trustee meeting.

7. General meetings

If the Trustees consider it is necessary to change the constitution, wind up the charity, elect a new trustee, 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 a majority of members.

All members must be given 14 days’ notice and told the reason for the meeting. Minutes must be kept.

Decisions as to winding up or changing the constitution require a two-thirds majority. Any other decision, including the election of new trustees, will be made by simple majority.

Winding up: any money or property remaining after payment of debts must be given to a charity with similar purposes to this one.

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.

8. Annual General Meeting – AGM

1. The AGM must be held every year, with 14 days’ notice given to all members, including a draft agenda.  Minutes must be kept of the AGM.

2. There must be at least 5 members present at the AGM.

3. Every member has one vote.

4. The trustees will present the annual report and accounts.

5. Any member may stand for election as a trustee. Trustees will be elected by simple majority vote.

6. Members will elect between 3 and 10 trustees to serve for the next year. Trustees will retire at each AGM but may stand for re-election.

7. Any amendments made to Feed Fenland’s policies must be ratified by simple majority vote at the next general meeting or AGM.

9. 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 expenses according to the reimbursement of expenses policy.

4. Money must be held in the charity’s bank account. All outgoing transactions not included in our reimbursement of expenses policy must be signed off by 2 trustees.

10. Setting up the charity

This constitution was adopted on the 11th October 2022 by the charity membership.The people whose signatures appear below 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.

BELOW IS A TEMPLATE FOR WHEN TRUSTEES IS FUFILLED

Signed Print name and address

Signed Print name and address

Signed Print name and address

Signed Print name and address

Signed Print name and address

Signed Print name and address