Core Governance & Compliance Policy

B Young Stars – Updated June 2025

1. Introduction to B Young Stars

B Young Stars is a charitable organisation working to improve the academic, physical, and emotional development of children and young people in the Woolwich area. We offer personalised learning programmes in core subjects such as English, Maths, and Science to complement and support the school curriculum. Our mission is rooted in the belief that every young person deserves equal access to high-quality education and positive opportunities for growth, regardless of background or ability.

We operate from Woolwich Common Youth Club and deliver our services in a nurturing, inclusive environment. In addition to academic support, we promote physical wellbeing, teamwork, and resilience through structured sports and enrichment activities.

This policy sets out the key principles and practices that ensure our charity is governed ethically, legally, and in alignment with our mission.

2. Governing Document / Constitution

Legal Status and Charitable Purpose

• B Young Stars is a registered unincorporated charity, meaning it does not have a separate legal identity from its trustees, and its operations are governed by a Constitution.
• The Constitution includes a clearly defined charitable purpose in line with the Charities Act 2011: “to advance education and promote the development of children and young people through supplementary education and recreational activities.”
• The charitable purpose restricts how income and assets may be used — only to further our stated mission and benefit the public.

Trustee Roles and Legal Duties

• Trustees must act within their powers, promote the charity’s success, and manage resources prudently.
• Legally, trustees are required to:
  • Act in the charity’s best interests.
  • Avoid conflicts of interest.
  • Ensure compliance with the law and with the Charity Commission’s rules.
  • Act with reasonable care and skill.

Organisational Structure and Membership

• The Constitution outlines:
  • Eligibility and rights of members (if applicable).
  • How General Meetings are held and how votes are cast.
  • Processes for appointing, retiring, or removing trustees.
• Membership (if in place) is open to individuals committed to the charity’s purpose and is not tied to service users.

Meetings and Decision-Making

• The charity must hold an Annual General Meeting (AGM) to approve accounts and elect trustees.
• Trustee Board meetings must meet a quorum, typically a minimum of 3 trustees or one-third of the board (whichever is greater).
• Decisions must be recorded in minutes and stored securely.

Financial Management

• The Constitution mandates that financial transactions must:
  • Be authorised in accordance with financial controls.
  • Be reported regularly to trustees.
  • Be subject to independent scrutiny if required by law.
• Trustees are responsible for ensuring the charity has proper financial systems in place, including an annual budget, reserves policy, and recordkeeping.

Amendments and Dissolution

• The Constitution can only be amended with a supermajority vote at a General Meeting, typically 75% approval.
• If the charity dissolves, any remaining assets must be transferred to another organisation with similar purposes.

3. Conflicts of Interest Policy

Definition and Examples

A conflict of interest arises when a person’s personal, professional, or financial interests conflict with their duties to the charity. Conflicts can be real, potential, or perceived. Examples include:

• A trustee’s relative is hired as a paid tutor for the programme.
• A volunteer is also on the board of another youth charity competing for the same funding.
• A staff member offers external private tuition to participants outside of B Young Stars.

Registering Interests

• All trustees and senior personnel must complete a declaration of interests form upon appointment.
• This form records any: Employment or consultancy positions; Relationships to other organisations; Family ties to other staff or suppliers; Ownership or investments in relevant businesses.

Managing Conflicts

• At the start of each Board meeting, members must declare any conflicts related to the agenda.
• If a conflict is declared: The person must leave the room during the discussion; They may not vote on the matter; The conflict and how it was managed are minuted.
• Where appropriate, trustees will seek external legal advice to manage complex conflicts.

Transparency Measures

• An annual review of all declared interests is conducted.
• Conflicts registers are stored securely but may be made available to the Charity Commission upon request.
• Trustees are trained to recognise and respond to both actual and potential conflicts of interest.

4. Risk Management Policy

Purpose

This policy ensures that B Young Stars takes a proactive and systematic approach to identifying, assessing, and mitigating risks that could threaten our work, people, or reputation.

Risk Categories and Examples

1. Operational Risks: Loss of a key staff member; Technology failure.
2. Financial Risks: Fraud or financial mismanagement; Overdependence on a single funding stream.
3. Compliance Risks: Non-compliance with safeguarding regulations; Data protection breaches.
4. Reputational Risks: Negative media coverage; Service users publicising complaints.
5. Environmental Risks: Fire, flood, or severe weather; Public health emergencies.

Risk Register and Matrix

• Risks are logged in a central risk register, categorised by type and assessed using Likelihood (1-5) and Impact (1-5).
• Each risk is assigned a RAG rating (Red/Amber/Green).
• Each entry includes: Mitigation actions, Person responsible, Date for review.

5. Data Protection & Privacy Policy (GDPR-compliant)

Purpose

This policy ensures that all personal data collected, processed, stored, or shared by B Young Stars is managed in full compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Types of Data We Collect

• For Service Users: Full name, DOB, gender, school, educational needs, emergency contacts, consent forms.
• For Staff and Volunteers: Contact details, DBS information, employment history, payroll info.
• For Donors and Partners: Name, address, donation history, Gift Aid declarations.

Lawful Bases for Processing Data

We process data under: Consent, Legal Obligation, Legitimate Interest, Contractual Obligation, and Vital Interests.

Data Subject Rights

• Request access to personal data (Subject Access Request).
• Request corrections or deletion.
• Object to processing.
• Request data portability.
• Lodge a complaint with the Information Commissioner’s Office (ICO).

Security Measures

• Electronic Data: Stored on password-protected devices and cloud systems with encryption.
• Paper Records: Locked in filing cabinets in staff-only areas.
• Access Controls: Only authorised individuals can access sensitive data.

Breach Response Protocol

• Staff must report suspected breaches immediately to the Data Protection Lead.
• Breaches are logged, investigated, and reported to the ICO within 72 hours if necessary.

6. Document Retention Policy

Retention Schedule

Secure Disposal

• Paper Records: Cross-shredded and disposed of in confidential waste bins.
• Digital Files: Permanently deleted from secure systems, with backups overwritten.

7. Whistleblowing Policy

Provides a safe, confidential route for staff, volunteers, trustees, or stakeholders to raise concerns about suspected wrongdoing or malpractice without fear of retaliation. We comply with the Public Interest Disclosure Act 1998 (PIDA).

• Concerns acknowledged within 5 working days.
• Full investigation completed within 20 working days.

8. Complaints Policy

Committed to addressing concerns promptly and fairly. Stage 1: Formal submission in writing. Stage 2: Investigation by designated trustee (response in 20 working days). Stage 3: Appeal in writing within 10 working days (final decision in 15 days).

9. Code of Conduct (for Staff, Volunteers, and Trustees)

Defines professional and ethical standards. All individuals must act honestly, uphold values of inclusivity, respect boundaries, and avoid harmful behavior. Professional behaviour, appropriate dress, and confidentiality are mandatory. Breaches may result in warnings, suspension, dismissal, or referral to the Charity Commission.

10. Trustee Induction and Training Policy

Ensures trustees are prepared for legal and strategic responsibilities. Induction packs include Constitution, Core Policy, and Financials. Mandatory training (Safeguarding, Finance, GDPR, EDI) must be completed within three months of appointment.

11. Equality, Diversity, and Inclusion (EDI) Policy

B Young Stars is committed to a culture of equity and respect. We protect against discrimination based on Age, Disability, Gender identity, Marital status, Pregnancy, Race, Religion, Sex, and Sexual orientation. Implementation includes differentiated instruction, physical accessibility, and culturally responsive content.

12. Appendix: Reference Links and Resources

• UK GDPR Overview – https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/
• Public Interest Disclosure Act – https://www.legislation.gov.uk/ukpga/1998/23/contents
• Essential Trustee (CC3) – https://www.gov.uk/government/publications/the-essential-trustee-what-you-need-to-know-cc3
• NSPCC Safeguarding Guidance – https://learning.nspcc.org.uk/safeguarding-child-protection
• HMRC Record Keeping – https://www.gov.uk/running-a-limited-company/company-and-accounting-records
• Charity Governance Code – https://www.charitygovernancecode.org/en
• NCVO Trustee Resources – https://www.ncvo.org.uk/help-and-guidance/governance/trustee-learning/
• Equality Act Guidance – https://www.equalityhumanrights.com/en/equality-act