AM Governance Annual Return

Area Meeting Governance Annual Return

BYM staff collect this information on behalf of Quaker Life Central Committee and Meeting for Sufferings. These committees are asked to report to Yearly Meeting annually on governance compliance throughout the Society of Friends in Britain. The information you share with us through this form will be viewed in full by staff to determine where additional support may be needed, and will be viewed in aggregate, with personal details removed by QLCC and Meeting for Sufferings. Personal details will only be shared in accordance with the BYM Data Policy, which is available from dataprotection@quaker.org.uk. Please go to this link to see the information you need to provide when completing the form https://www.quaker.org.uk/documents/area-meeting-annual-return-template-2024

"*" indicates required fields

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Basic information and regulatory compliance

Name of your Area Meeting * REQUIRED

Name of Clerk of Trustees * REQUIRED

First Last

Name of Co-clerk of Trustees (if you have one)

First Last

Email address for Clerk of Trustees * REQUIRED

Please provide one email address

Enter Email Confirm Email

Name of Treasurer * REQUIRED

First Last

Name of Co-treasurer (if you have one)

First Last

Email address for Treasurer * REQUIRED

Please provide one email address

Enter Email Confirm Email

Has your Area Meeting had individuals in the roles of Clerk of Trustees, Treasurer and Safeguarding Co-ordinator throughout your most recent financial year? * REQUIRED

Yes

If not, what arrangements have been put in place to hold the work associated with these roles?

Charity Registration number (if registered)

This question is only required for charities registered with the charity regulator for their country.

Financial year ending

Date that your most recent TARA was submitted to Charity Commission / OSCR on

This question is only required for charities registered with the charity regulator for their country.

Was this within the required timeframe for your regulator?

This question is only required for charities registered with the charity regulator for their country.

Yes

Not relevant

If required, have you submitted your TARA and completed a confirmation statement with Companies House? * REQUIRED

Yes

Not relevant

Date most recent TARA shared with Quaker Life via supportmeetings@quaker.org.uk * REQUIRED

Are your lists of Trustees up to date on your regulator’s websites (Charity Commission or OSCR, Companies House) * REQUIRED

Yes

Not relevant

Safeguarding

Name of Safeguarding Co-ordinator * REQUIRED

First Last

Email address for Safeguarding Co-ordinator * REQUIRED

Enter Email Confirm Email

Name of Deputy Safeguarding Co-ordinator (if relevant)

First Last

Is the AM registered with a safeguarding advisory agency such as 31:8? * REQUIRED

Yes

If yes, enter name of agency

Has all necessary role-holder safeguarding training been undertaken or scheduled? * REQUIRED

Yes

If not, please set out measures to be taken to correct this.

When was the AM’s safeguarding policy last reviewed by Trustees? * REQUIRED

Date of review

Does the AM have any contracts in place with any individuals, to ensure the safety of all? * REQUIRED

Yes

If yes, please provide details of the number of contracts. (Do not include any names or other personal details).

For example "One contract with registered sex offender in place since [date]."

Have there been any safeguarding issues or concerns within the AM over the last 12 months? * REQUIRED

Yes

If yes, did you contact the BYM Safeguarding Officer to discuss each of these?

Did you contact a specialist safeguarding advisory service to discuss these? * REQUIRED

Yes

If you dealt with any issues or concerns which the BYM Safeguarding Officer is not aware of, please provide outline details here.

Please do not add personal details. The BYM Safeguarding Officer may contact your Safeguarding coordinator to request further details.

Annual sustainability reporting

As per the request from Meeting for Sufferings (July 2018, Minute 17), BYM asks each area meeting to provide a statement on its activities and progress in becoming a low carbon community, and what future action is planned. To help us track progress across the yearly meeting, we ask Area Meetings to gather data from each Local Meeting and provide a measure of consumption / emission for the current and previous year. https://www.quaker.org.uk/documents/tara-sustainability-reporting-2023

What activities are you taking/have you planned? * REQUIRED

Please provide a measure of consumption/emission. * REQUIRED

Policies and Risk Management

Please let us know which of the following policies your AM has in place, and when these were last reviewed by trustees or the wider Area Meeting.

Safeguarding policy * REQUIRED

Yes

Safeguarding policy last reviewed on

Date of review

Data Protection policy * REQUIRED

Yes

Data Protection policy last reviewed on

Date of review

Code of conduct (employees and volunteers) policy * REQUIRED

Yes

Code of conduct (employees and volunteers) policy last reviewed on

Date of review

Health & Safety policy * REQUIRED

Yes

Health & Safety policy last reviewed on

Date of review

Fire Safety policy * REQUIRED

Yes

Fire Safety policy last reviewed on

Date of review

Investment policy (if relevant) * REQUIRED

Yes

Investment policy (if relevant) last reviewed on

Date of review

Complaints Procedure * REQUIRED

Yes

Complaints Procedure last reviewed on

Date of review

Hirings and Lettings policy * REQUIRED

Yes

Hirings and Lettings policy last reviewed on

Date of review

Risk Management. Does your Area Meeting regularly consider its key risks, and manage these through a risk register or similar system? * REQUIRED

Yes

Record Keeping

Are Trustees content that the Area Meeting is keeping records of necessary matters (Trustees and Area Meeting business meeting minutes, records of marriages and burials, records of property and investments held) securely? * REQUIRED

Yes

If no, please outline your concerns about record keeping in your Area Meeting.

Serious Incidents / Notifiable Events

Has your Area Meeting experienced any incidents which were reportable to either the Charity Commission or OSCR which you haven’t told us about elsewhere in this form in the last 12 months? * REQUIRED

Yes

If yes, did Trustees inform a staff member at BYM about this at the time?

Yes

If BYM staff are not already aware of this, please give us outline details of this serious incident or notifiable event, and a suitable contact email address

Contact email address for serious incident outlined above

Enter Email Confirm Email

QForms

Online forms and surveys from quaker.org.uk

AM Governance Annual Return

Area Meeting Governance Annual Return

Basic information and regulatory compliance

Safeguarding

Annual sustainability reporting

Policies and Risk Management

Record Keeping

Serious Incidents / Notifiable Events