CSSC TYNE. WEAR & NORTHUMBERLAND AREA POLICIES
TYNE, WEAR & NORTHUMBERLAND AREA
POLICIES of
CSSC TYNE, WEAR & NORTHUMBERLAND AREA ASSOCIATION
Owner: Chairman of TWN Area
(David Wells)
Deputy: Secretary of the TWN Area
(Honore Blenkinsop)
CONTENTS
VERSION AND CHANGES 4
1. GENERAL 7
2. GENERAL FINANCIAL DECISIONS (not dealt with elsewhere below) 7
3. REWARDS Error! Bookmark not defined.
4. SPORT 9
4.1 General 9
4.2 Teams 9
4.3 Individuals 10
4.4 Travel & Subsistence 10
5. SOCIAL 11
5.1 General 11
5.2 Bottom-Up (BU) Policy 12
5.3 Organisation of Events and Administration of the Area’s Corporate Deals & Memberships 12
5.4 Children Policy 14
6. HEALTH AND WELLBEING/LIFELONG LEARNING 14
7. PRIZE DRAWS 14
8. ANNUAL MEMBERSHIPS and CORPORATE TICKETS 14
9. CARAVAN 15
10. ASSOCIATE MEMBERS 15
11. TERMS OF REFERENCE 16
11.1 Management Committee (MC) 16
11.2 Sports and Social sub-Committee (SSC) 16
11.3 Finance sub-Committee (FC) 16
11.4 Sub-Committees 16
11.5 Vacancies 16
12. ROLES AND RESPONSIBILITIES 16
12.1 Chairman 16
12.2 Secretary 17
12.3 Treasurer 17
12.4 Publicity Officer 17
12.5 Membership Secretary 17
12.6 Vice Chairman 17
12.7 Assistant Secretary 17
12.8 Assistant Treasurer 17
13. ROLES AND HOW ELECTED, NOMINATED, FORMED 19
14. POLICY MATTER NOT COVERED BY THESE POLICIES 19
Appendix 1 CSSC Code of Conduct – Sporting & Social Events 20
APPENDIX 2 Digital etiquette 21
APPENDIX 3 Ordinary Common subsidy levels from 1st January 2014 22
Appendix 4 “Bottoms up” common subsidy levels from 16 October 2015 to 31 December 2015 and from 1 January 2016 23
APPENDIX 5 Annual memberships/health & wellbeing/lifelong learning subsidy levels from 1 January 2014 24
APPENDIX 6 Common organisers’ reward levels from 1 October 2013 25
Appendix 7 REGIONAL COMMON SUBSIDY POLICY 26
DOCUMENT CONTROL
VERSIONS AND CHANGE
‘v’ Date / MAIN REASONS FOR CHANGE / Location22/07/16 / Pg9 Section 3 et al – Changes to recognition policy
Pg25 Appendix 6 - change of wording from ‘reward’ to ‘additional subsidy’ / Original held by DW
07/10/16 / · 2.21 official reimbursements changed from quarterly to 6 monthly in June and December.
· 2.27 added for data security purposes “All sensitive files and spreadsheets must be password protected.”
· 2.28 added for data security purposes “All home PCs should have anti-virus protection installed.
· 3.2 added that the volunteer recognition awards will be recommended by the working group at the away day.
· Section 4 related to Sport, teams, individuals - costs incurred for travel & subsistence when representing the Area at national events, which is now no longer relevant as we pay a contribution to the Region so Areas are no longer helping Regional teams in National events – this is in line with the National travel policy.
· 4 heading changed as only refers to local teams
· 4.1 the full section deleted as not now relevant in line with the National travel policy.
· 4.2 and subsections now renumbered to 4.1 as necessary.
· 4.2.2 deleted now covered by national travel policy.
· 4.3 – the full section deleted as no longer relevant all payments made in line with National travel policy.
· 4.4 – the full section deleted as no longer relevant all payments for travel and subsistence are made in line with National travel policy.
· 5.1 an Area subsidy is now only paid for events organised by a member of the Area, we do not subsidies events organised by the Regional or national CSSC, due to changes in national policy.
· 5.1.2 Not keen on paying up front costs in case business goes bust etc. Happy to pay a deposit and settle by cheque on the day or after the event. Inserted “Any upfront cost must have SSC/Triage authority.”
· 5.2 Bottom-up (BU) Policy – claims including local travel costs were proving difficult to administer. There were problems in quantifying the amounts and it was impossible to show who had incurred the costs i.e. member or guest. It was resolved to exclude local travel expenses unless they are integral to the event e.g. Mystery Beer Festival. As a result the wording at 5.2.5 amended.
· 5.3.7 amended to reflect that payment is by BACs, not cheque
· 5.3.8 (ii) deleted as we no longer receive cheques for banking.
· 5.3.8 (iii) renumbered to (ii).
· 5.3.9 –“For cheque events” deleted section as we no longer receive payment by cheque.
· 5.3.9 – removed “For Bacs payment events” – as only method of payment.
· 7.2 updated as per discussions and to clarify
· 7.3 deleted as cup fixtures not offered.
· 7.4 – 7.8 (incl.) renumbered as necessary.
· Appendix 3 – 6 subsidy levels increased – see below under budget.
· Lifelong Learning/Health & Wellbeing Subsidy levels from 1 January 2017 increased to 50% of cost up to a maximum of 2 times annual membership fee per annum.
· Appendix 7 removed as subsidies no longer paid by the area. / Original held by DW
17/01/17 / · 2.27 updated as per discussion and to clarify
· 2.29 new policy included / Original held by DW
2
V20170127
CSSC TYNE. WEAR & NORTHUMBERLAND AREA POLICIES
1. GENERAL
1.1 The CSSC Tyne, Wear & Northumberland Area Association (TWN) will offer membership benefits to any CSSC member who works or lives within any of the NE, SR1-7 or TD12 & 15 postal districts or chooses to be a CSSC TWN member.
TWN will allow all CSSC members to participate in TWN events. Membership is deemed to begin as soon as the application for membership is submitted. In addition, members employed within the Area immediately prior to retirement and linked members of CSSC TWN members will have the option to remain or to be a member of the Area even if they live outside its boundaries.
1.2 Complaints – the Sports & Social sub-Committee (SSC) has delegated powers to answer complaints. If the complainant wishes to pursue their complaint further, they can take it to the Management Committee (MC) of the Area and, if dissatisfied with the decision of the MC, they can formally appeal to the MC and then to CSSC Region and, if still dissatisfied, the MC of CSSC National.
2. GENERAL FINANCIAL DECISIONS (not dealt with elsewhere below)
2.1 The Area will have a current account and a deposit account.
2.2 Maximisation of interest should be maintained and approval to transfer funds between accounts obtained from an Officer of the Area (other than the Treasurer or Assistant Treasurer).
2.3 No cash payments are allowed (either income or expenditure). Wherever possible BACs payments should be encouraged.
2.4 The Area may choose to have a pre-loaded credit card.
2.5 If, on behalf of the Area, an individual uses their own resources to pay for goods or services then, subject to the provision of appropriate receipt(s), he/she can reclaim the cost from the Finance Committee (FC) provided that the agreement of the FC to the expenditure had been obtained by e-mail beforehand.
2.6 All costs must be agreed in advance.
2.7 Day subsistence payments will not be payable to CSSC TWN Area members
2.8 Re-imbursement of expenses will only be considered if receipts are produced.
2.9 All business cheques will be made payable to the specific business name as shown on an invoice and not to a named person.
2.10 Members of the FC can use internet banking to a limit of £500 per transaction. Transactions over £500 must be authorised by a second FC member.
2.11 Acknowledgement of cheques should be obtained from outside companies/ businesses, e.g. NUFC, SAFC, Newcastle Brewery, etc.
2.12 The FC shall have the discretion to settle claims where the actual expenses vary from what was estimated by up to 10%.
2.13 All appropriate measures should be taken by the Area to risk assess events run by third parties to guard against insolvency of the third party provider becoming an issue. However, if an event fails because of insolvency, the Area may be liable.
2.14 A financial report should be issued to the SSC and MC a week before each meeting.
2.15 Accounts should be audited at Year-End (January/ February).
2.16 Monthly bank reconciliations will be completed and available for audit on an Excel spreadsheet.
2.17 Bank or postage charges for unpaid cheques or insufficient postage from members will be passed on to the members. Where there are two members or more in any given month then charges will be apportioned accordingly. Any failures to reimburse will be referred to the MC for consideration.
2.18 MC and SSC expenditure should be noted in the accounts and visible to all Area members.
2.19 All expenses, regardless of the amount, are to be paid by someone other than the claimant.
2.20 If required, reimbursement of expenses will be paid to any committee member for official duties of CSSC TWN Area (full receipts to be provided).
2.21 All small recurring official reimbursements will be made in June and December. Out of pocket expenses will only be paid on an exceptional basis and all such claims must be approved by two FC members before they are incurred, e.g. for meals.
2.22 Where large purchases of £500 or more are required, e.g. PCs or laptops, the prior approval of the MC is required. The MC may agree to provide volunteers with PCs or laptops to assist them with work undertaken on behalf of CSSC TWN – only documents relating to CSSC business to be saved on TWN’s PCs and laptops.
2.23 The FC will hold a register of the Area’s assets – to include identification details, purchase price and its likely zero value date.
2.24 The Area’s Depreciation Policy for assets will take account of reasonable usage rather than industry standard, i.e. replacement will be ‘when necessary’ and not automatically when depreciation reduces the value of any asset to zero.
2.25 Any FC member should be notified by e-mail or telephone of any valuables that are being sent to them via the post or courier.
2.26 For security and data protection purposes, as soon as the payment for an event, together with any related spreadsheet, are received safely by the relevant FC member, the event organiser should be instructed by the FC to delete any bank details from their copy of the Event Summary Sheet and any other references to the bank details that they may hold, including within the contents of or attachments to e-mails.
2.27 All sensitive files and spreadsheets containing financial details must be password protected.
2.28 All home PCs should have anti-virus protection installed
2.29 All payers must follow the CSSC TWN payers guidelines
3. ORGANISER & VOLUNTEER RECOGNITIONS
Committee Members and Bottom up administrator
3.1 The Area MC may decide to pay a token amount per month to cover additional expenses for heating/lighting, computer use etc. when working from home.
3.2 The amount will be recommended by a Working Group and ratified by the MC at the away day on an annual basis but will be based on the amount of time taken to undertake their duties at their own expense.
3.3 The Working Group will be set up to consider the amount of expenses due which will be based on criteria and evidence obtained to justify any amount agreed. A full audit trail should be provided to the Treasurer for the year-end accounts.
3.4 Committee members and administrators will be able to claim actual expenses incurred whilst undertaking their voluntary duties – e.g. travel to and from volunteers meetings + expenses for paper/telephone/printing cost.
3.5 Committee members and administrators will not be entitled to any form of financial reward or honoraria.
Event Organisers
3.6 Where applicable the SSC may approve an additional subsidy for the Organiser of an event based on the sliding scale (see Appendix 6).
3.7 However where the total subsidy would exceed the cost of the event, it will be capped at the cost of participation.
3.8 This subsidy will be paid on an event by event basis and will be part of the event budget.
3.9 In addition, organisers can claim any out of pocket expenses incurred in organising the event.
Example 1: Organiser arranges theatre trip where tickets cost £30, subsidy is £14 per person. 26 members book the event - reward would have been £12 – organiser will receive £26 subsidy (£14 normal member subsidy and £12 additional organiser subsidy).
Example 2: Organiser arranges theatre trip where tickets cost £30, subsidy is £14 per person 51 members book the event - reward would have been £25, but now capped – organiser will receive £30 subsidy (£14 normal member subsidy and £16 additional organiser subsidy, as capped at cost of ticket).
Christmas party/ other events where there is no benefit to the organiser / Volunteers
3.10 Organisers of Christmas parties or other events where a subsidy is not directly discernible will be rewarded accordingly to the value of the reward previously offered (as per Appendix 6).
3.11 Prize Draw Administrators (PDA) of season tickets will be entitled to a pair of tickets per season to a home game of their choice.
3.12 Subject to availability, as a reward, the Prize Draw Overseer (PDO) will be entitled to select one Prize Draw ‘prize’ in each of the years of their appointment following the Area’s AGM.