Application to become a Board Member

Please read the Role Description below before completing this form.

Personal details

Title:
First name(s):
Surname:
Address (for correspondence):
Postcode
Tel: Mobile:
Email:

Interest and motivation

  1. Please explain why you would like to apply to become a Board member of Mind Aberystwyth

Employment history and current status

  1. Please list below, details of employment history including your current position and employer or your current status, e.g. retired. (You may wish to attach a separate CV to the application form).

Relevant expertise

  1. Please provide any further information, including relevant memberships, skills, board level positions held, qualifications held or other relevant expertise which you feel may be relevant to this application

References

  1. Please supply us with the names and contact details of two referees that we may contact

Reference 1
Name:
Address:
Postcode:
Tel: (daytime)
Email:
Reference 2
Name:
Address:
Postcode:
Tel: (daytime)
Email:

DECLARATION
I declare that: (* please delete as appropriate):

  • I am / am not* an undischarged bankrupt
  • I have / have not* previously been removed from trusteeship of a charity by a Court or the Charity Commission
  • I am /am not* under a disqualification order under the Company Directors’ Disqualification Act 1986
  • I have / have not* been convicted of an offence involving deception or dishonesty (unless the conviction is spent)
  • I am / am not*, in the light of the above, disqualified by the Charities Act 1993 (Section 72) from acting as a charity trustee

I declare that the information I have given in support of my application is, to the best of my knowledge and belief, true and complete. I understand that if it is subsequently discovered that any statement is false or misleading, or that I have withheld relevant information my application may be disqualified or, if I have already been appointed that appointment may be revoked.

Signed______Date______

Thank you for completing this application form and for your interest in becoming a Board member of Mind Aberystwyth.

This form should be marked ‘Confidential’ and returned to Chair of the Board, Mind Aberystwyth, The Mill, Riverside Terrace, Mill Street, Aberystwyth, Ceredigion, SY23 1JB or

Please note that all data will be held in the strictest confidence and in compliance with the Data Protection Act of 1998 and will only be used for the purpose of Board member recruitment.

Role Description for Chair of the Board of Directors

Main tasks:

  1. To lead the Board of Directors in ensuring that it fulfils its responsibilities for the governance of the organisation by ensuring that the charity acts in accordance with its constitution and by managing its activities.
  2. To work in partnership with the Chief Executive and Executive Team helping them to achieve the mission of the organisation.
  3. To optimise the relationship between the Board of Directors and its staff/volunteers.

Directors

  • Work in close consultation with the Chief Executive and Executive Team to make recommendations on the composition of the Board of Directors, and future chairs of the Board (with a view to succession).
  • To work in consultation with the Chief Executive and Executive Team to recruit Directors with specific/relevant expertise.
  • To ensure that the Board of Directors annually reviews its structure, role, relationship to staff and implements agreed changes as necessary.
  • To define and keep under review selection and performance criteria for Directors.
  • Work with the Chief Executive and Executive Team to ensure that all trustees receive appropriate advice, training and information relating to their role.

Meetings

  • Work with the Chief Executive and Executive Team to develop appropriate and relevant agendas for meetings.
  • To chair meetings of the Board; see that it functions effectively and carries out its duties.
  • To monitor decisions taken at meetings are implemented.

General Management

  • To ensure that the Directors set strategy and policy objectives in the short, medium and long term in consultation with the Chief Executive and staff.
  • To ensure that appropriate resources (personnel, financial, material) are secured in order to achieve agreed goals.
  • To monitor progress of the organisation in light of its objectives.

Management of Staff

  • Work with the Chief Executive to define and apply assessment criteria for the most senior paid managers.
  • To support, monitor and review the work of the Chief Executive.
  • To ensure that the organisation has appropriate procedures, e.g.:
  1. To comply with current employment and equal opportunities legislation and good practice.
  2. To advertise, interview and select senior staff.
  3. To receive regular informal progress reports of the organisation's work through the Chief Executive and Executive Team.
  4. To reflect to the Board of Directors any concerns staff have in regard to the role of the Board, its sub-committees or members; to relate the concerns of the Board and other constituencies to the Chief Executive
  5. In consultation with the Chief Executive, to agree an annual calendar of meetings of the Directors and major events for the organisation.
  • Through the Chief Executive work to ensure regular written communications between the Board and the staff group, and in particular the senior managers.

Financial Management

  • With the Chief Executive, Chief Business and Finance Officer and other trustees to set the financial strategy of the organisation and ensure it is adhered to.
  • To ensure that the organisation's financial dealings are prudently and systematically accounted for, audited and publicly available.
  • To ensure that where appropriate monies are invested to the greatest benefit of the organisation within the constraints of the law.

Promotion of the Organisation

  • To serve as an additional promoter of the charity.
  • To promote the organisation to a wider audience of potential donors and beneficiaries.

NOTE: Some of the duties listed above may be delegated to other members of the Board.

Code of Governance

1 Introduction

1.1 A code of conduct for Board of Directors (trustees)ensures high standards and makes it clear how any potential conflicting interests are to be raised and dealt with.

1.2 This Code is based upon the ‘Seven Principles of Public Life’ produced by the Committee on Standards in Public Life (an independent advisory body to the Government) chaired by Lord Nolan.

1.3 In becoming a director of Mind Aberystwyth individuals are expected to abide by this Code of Governance in their work representing the organisation.

2 Selflessness

2.1 Directors of Mind Aberystwyth have a general duty to act in the best interest of Mind Aberystwyth as a whole. They should not do so in order to gain financial or other material benefits for themselves, their family, their friends or any other organisation they come from or represent.

3 Integrity

3.1 Mind Aberystwyth’s directors:

Should not place themselves under any financial or other obligation to outside individuals or organisations that might seek to influence them in the performance of their role.

As well as avoiding actual impropriety, should avoid any appearance of improper behaviour.

Should avoid accepting gifts and hospitality that might reasonably be thought to influence their judgement.

4 Objectivity

4.1 Mind Aberystwyth’s directors should ensure that decisions are made corporately in carrying out their role, including making staff and directors’ appointments, awarding contracts, recommending individuals for rewards and benefits or transacting other business.

5 Accountability

5.1 Mind Aberystwyth’s directors:

Have a duty to comply with the law on all occasions in accordance with the trust placed in them and in such a way as to preserve public confidence Mind Aberystwyth.

Are accountable for their decisions and actions to the public, funders, staff and service users. They must submit themselves to what scrutiny is appropriate to their role and to take appropriate action against trustees breaking this code.

6 Openness

6.1 Mind Aberystwyth’s directors:

Should ensure that confidential material, including material about individuals, is handled in accordance with due care in accordance with the confidentiality policy.

Should be as open as possible about their decisions and action that they take. They should give reasons for their decisions and restrict information only when the wider interest clearly demands.

7 Honesty

7.1 Mind Aberystwyth’sdirectors:

Have a duty to declare any interests relating to their director role and to take steps to resolve any conflicts that may arise. Where private interests of a director conflicts with their director duties, he/she must resolve this conflict in favour of the director’s role.

Must make relevant declarations of interest in the different circumstances and roles they play both within and outside Mind Aberystwyth.

8 Leadership

8.1 Mind Aberystwyth’s directors:

Should promote and support the principles of leadership by example.

Must respect the role of the Chief Executive.

Directors should work corporately at all times.

9 Conflicts of interest

Any director who has a financial interest in a matter under discussion, should declare the nature of his/her interest and withdraw from the room, unless he/she has a dispensation to speak.

If a director has any interest in the matter under discussion which creates a real danger of bias, that is, the interest affects him/her, or a member of his/her household, more than the generality affected by the decision: he/she should declare the nature of the interest and withdraw from the room, unless he/she has a dispensation to speak.

If a director has any other interest which does not create a real danger of bias, but which might reasonably cause others to think it could influence their decision, he/she should declare the nature of the interest, but may remain in the room, participate in the discussion, and vote if he/she wishes.

If in any doubt about the application of these rules, he/she should consult with the Chairperson.

It is recommended that director’s interests are listed in a register.

There is a policy for the Resolution of Conflict within the Board (see Appendix A)

10. Grievance within Board of Directors

It is important that if a director feels dissatisfied with any matter relating to their role as a director, that there should be an effective means by which such a grievance can be aired and where appropriate resolved.

There is a procedure for the Resolution of a Grievance (see Appendix B)

APPENDIX A

Resolution of Conflict within the Board

This policy applies to those involved in Mind's governance including directors, members of sub committees, advisory panels members and also includes senior staff (Directors and Chief Executive) and should be read in conjunction with the register and declaration of interests form.

Throughout the policy where 'Director' is noted this also includes other categories listed above.

Why we have a policy

Directors have a legal obligation to act in the best interests of Mind Aberystwyth, and in accordance with charitable law, Mind Aberystwyth’s Memorandum and Articles of Association, Guide for Members, Expenses policy and Payments to Service Users policy.

Conflicts of interests may arise where an individual's personal or family interests and/or loyalties conflict with those of Mind Aberystwyth. Such conflicts may create problems. They can

inhibit free discussion

result in decisions or actions that are not in the interests of Mind Aberystwyth

risk the impression that Mind Aberystwyth has acted improperly.

The aim of this policy is to protect both the organisation and the individuals involved from any appearance of impropriety.

The declaration of interests

Accordingly, we are asking directors to declare their interests, and any gifts or hospitality received in connection with their role in Mind Aberystwyth. A declaration of interests form is provided for this purpose, listing the types of interest you should declare.

To be effective, the declaration of interests needs to be updated at least annually, and also when any changes occur.

If you are not sure what to declare, or whether/when your declaration needs to be updated, please err on the side of caution. If you would like to discuss this issue, please contact the Chief Executive or Chairperson for confidential guidance.

Interests will be recorded on the register of interests, which will be maintained by the Chief Executive's office. The register will be accessible by staff in the Chief Executive's office and made available, if requested, to the Charity Commission.

Data Protection

The information provided will be processed in accordance with data protection principles as set out in the Data Protection Act 1998. Data will be processed only to ensure that directors and others involved in Mind Aberystwyth’s governance structures act in the best interests of Mind Aberystwyth. The information provided will not be used for any other purpose.

What to do if you face a conflict of interest

You should not be involved in decisions where you have a financial interest, directly affects a service that you, or a person you care for, receive(s) or which creates a danger of bias, ie where the interest may affect you or a member of your family more than in general. You should declare the nature of your interest and withdraw from the room, unless you are given a dispensation to speak. The same applies if you face a conflict for any other reason.

If you have any other interest which does not create a real danger of bias, but which might reasonably cause others to think it could influence your decision, you should declare the nature of the interest, but may remain in the room, participate in the discussion, and vote.

You may, however, participate in discussions from which you may indirectly benefit, for example where the benefits are universal to all users, or where your benefit is minimal.

If in any doubt about the application of these rules you should consult with the Chairperson.

If you fail to declare an interest that is known to Chief Executive and/or the Chairperson of Board, the Chief Executive or Chairpersaon will declare that interest.

Decisions taken where a director or member of staff has an interest

In the event of the board having to decide upon a question in which a director has an interest, all decisions will be made by vote, with a simple majority required. A quorum (six members) must be present for the discussion and decision; interested parties will not be counted when deciding whether the meeting is quorate. Interested board members may not vote on matters affecting their own interests.

All decisions under a conflict of interest will be recorded and reported in the minutes of the meeting. The report will record:

the nature and extent of the conflict

an outline of the discussion

the actions taken to manage the conflict.

Where a director benefits from the decision, this will be reported in the annual report and accounts in accordance with SORP 2000.

Managing contracts

If you have a conflict of interest, you must not be involved in managing or monitoring a contract in which you have an interest. Monitoring arrangements for such contracts will include provisions for an independent challenge of bills and invoices, and termination of the contract if the relationship is unsatisfactory.

APPENDIX B

Resolution of Grievance within the Board of Directors

Nothing in this procedure is intended to prevent you from informally raising any matter you may wish to mention. Informal discussion can frequently solve problems without the need for a written record. However, if you wish to raise a formal grievance you should normally do so in writing from the outset. Whilst we will give the same consideration to any grievance that you raise verbally, provided that you make it clear that you wish it to be treated formally.

You have the right to be accompanied at any stage by a fellow director who may act as a witness or speak on your behalf to explain the situation more clearly.

If you feel aggrieved at any matter, you should first raise the matter with the Chair of the Board, explaining fully the nature and extent of your grievance. You will then be invited to a meeting at a reasonable time and location at which your grievance will be investigated fully. You must take all reasonable steps to attend this meeting. You will be notified of the decision, in writing, normally within ten working days of the meeting including your right of appeal.

If you wish to appeal, you must inform the Chair of the Board. You will then be invited to a further meeting which you must take all reasonable steps to attend.

Following the appeal meeting you will be informed of the final decision, normally within ten working days which will be confirmed in writing