Scunthorpe and District Choral Society

Equal Opportunities and Diversity Policy

 

The Scunthorpe and District Choral Society is committed to ensuring that no person receives less favourable consideration than others in the selection, appointment, training and promotion of people paid or unpaid for their work for or membership of the Society on the grounds of:-

  • Age
  • Appearance
  • Background
  • Caring responsibility
  • Disability
  • Gender reassignment [transgender]
  • Geographic location
  • HIV status
  • Marriage/civil partnership status
  • Past criminal convictions
  • Personality
  • Political Affiliation
  • Pregnancy/Maternity
  • Race
  • Religion and belief (or having no belief)
  • Sex (gender)
  • Sexual Orientation
  • Socio Economic status
  • Trade Union Membership/Affiliation

[This is not an exhaustive list]

The Society will work to promote good equal opportunities practice within its organisation and adopt an effective system to monitor its practice with regard to ensuring equality of opportunity.

The Society will positively ensure that our services to the community reflect our Equal Opportunities Policy by ensuring that people representing our organisation understand and operate our Equal Opportunities Policy

The Committee is responsible for the implementation and monitoring of this policy and ensure that it is made known to all those people involved with the running of the Society.

This policy will be reviewed every two years.

Adopted by the Committee on 7th December 2017.

Reviewed and approved 3rd December 2019

 

Scunthorpe and District Choral Society

Safeguarding Vulnerable Adults

Prevention of Abuse or Exploitation

This document has been drawn up in line with North Lincolnshire Council’s policy and procedure on the Safeguarding of Vulnerable Adults which was based on the “No Secrets” document published by the Department of Health in March 2000.

It is the policy of the Scunthorpe and District Choral Society to safeguard the welfare of vulnerable adults by protecting them from abuse, exploitation or significant harm.  

The committee will appoint a designated person to be responsible for these issues – Nina Torr.

 Vulnerable adults are people who are over 18 years of age and are getting or may need help and services to live in the community. Vulnerable adults may be unable to take care of themselves and unable to protect themselves from harm or exploitation by other people. 

Vulnerable adults may include people who:

  • are elderly and frail
  • have a mental illness including dementia or a personality disorder
  • have a physical or sensory disability
  • have a learning disability
  • have a debilitating physical illness
  • have HIV or Aids
  • are substance abusers

 If any members of the society have concerns that a vulnerable adult has suffered or is at risk of suffering significant harm, they must share concerns with the designated person who will take the appropriate action.  

 There are several categories of abuse.  These include

  • Physical
  • Sexual                                                                                                           
  • Psychological or emotional
  • Financial or material
  • Neglect or acts of omission
  • Institutional
  • Discriminatory
  • Self-harm
  • Inhuman or degrading treatment

 through deliberate intent, negligence or ignorance.

All allegations and incidents of abuse must be followed up promptly and the details of any allegation of abuse, neglect or other harm and of action taken in response recorded.

North Lincolnshire Council’s Adult Social Services must be informed of any allegations or incidents of abuse unless it is thought that a crime has been committed in which case the matter should be reported to the police.

If anyone suspects a person is suffering from abuse:

  • Listen
  • Take any necessary immediate action such as calling emergency services
  • Clarify the bare facts of the abuse
  • Explain to the person reporting the alleged abuse that you must report it
  • Get consent to share the information
  • Inform the designated person
  • Reassure
  • Preserve evidence
  • Record what has happened
  • Do not promise to keep a secret
  • Do not ask leading questions

The designated person should

  • Check the facts are significantly clear
  • Ensure the victim’s immediate needs are being met, i.e. that they are in no immediate danger and urgent medical assistance has been sought if necessary
  • If a criminal offence is suspected or alleged report matter to the Police
  • Ask the victim of the abuse for permission to make a referral
  • Make a referral  (see the procedure below)

 

Procedure for making referral

This can only be made with the consent of the vulnerable adult unless there are grounds for overriding consent such as the victim is unable to give valid consent or it is matter of public interest, for example where others may be at risk.

  • Referrals should be made to North Lincolnshire Council’s Safeguarding Adults Team (24 hours) – 01724 297979     (email: safeguardingadults@northlincs.gov.uk
  • Or the police if there is a suspicion of a criminal offence.  
  • Preserve any evidence which may support any investigation – although any significant welfare needs of the adult must be given priority

This policy will be reviewed every two years.

 The committee adopted this policy on 7th December 2017.

 Reviewed and approved 3rd December 2019

 

Scunthorpe and District Choral Society

Health and Safety Policy and Procedure

Responsibilities of the Trustees

 The Trustees of Scunthorpe and District Choral Society will seek to ensure the health and safety of choir members and of any other persons who may be affected by activities that the choral society may engage upon.  

To achieve this objective the following actions will be taken:

  1. As far as is reasonably practicable the Society will provide adequate control of all health and safety risks arising from its activities
  2. The Committee will nominate a person to undertake hazard and risk assessments of all planned activities and to liaise with operators of facilities used by the society for meetings, rehearsals or performances to ensure that shared responsibilities for health and safety are understood by all parties and that measures are adequate to control foreseeable risks.
  3. Risk assessments will consider issues of access and egress, stewarding and crowd control, fire and emergency plans, lighting and electrical safety, trip hazards, staging and seating, chemical and other hazards, manual handling and contact with heat and hot water, and any other concerns that may be relevant.
  4. Risk assessments will be regularly reviewed and any new venues, practices and equipment will generate the need for revision.
  5. Outcomes of risk assessments will be shared with the committee and plans will be made to counter any unacceptable risks.
  6. The Committee will ensure members are competent to do their tasks and provide them with adequate training or briefing. 
  7. All committee members should maintain awareness of the potential for risks to affect members and others and take responsibility for bringing any matters noted to attention.
  8. The Committee will review any accidents or incidents affecting safety or health and put appropriate measures in place where necessary to prevent recurrence.
  9. This policy will be reviewed, revised and formally adopted by the committee every two years.

Responsibilities of all Members

Organisational responsibility for health and safety rests with the trustees of the society. However all members have an obligation to ensure their own safety and to ensure their actions do not create risks for others. 

Members should:-

  1. Co-operate with the committee’s direction in any matters affecting health and safety.
  2. Adhere to any safety rules for the building in which a rehearsal or concert is held.
  3. Not interfere with anything provided to safeguard their health and safety or that of others
  4. Take reasonable care of their own health and safety
  5. Report all health and safety concerns to a member of the committee

 Adopted by the committee on 14th January 2020

 

Scunthorpe and District Choral Society

Reserves Policy

Reason for having a policy

The Society believes a policy is needed so that it can be confident that the level of financial reserves matches the needs of the Society.

The Society could be holding reserves which are too high or too low for its needs.

 If the reserves are too high the Society is retaining funds without justification and the funds should be spent.  If funds remain in the Society’s hands the current users and beneficiaries (actual or potential) are not being as well-served as they could be.

The funds must be kept high enough to cover forthcoming financial commitments and protects the Society from the risk of insolvency or serious disruption to its work.

Calculating the amount to keep in reserve

 In assessing the amount of reserve, the Committee will take the following points into account:-

  • Its forecasts for levels of income in future years, taking into account the reliability of each source of income and the prospects for opening up new sources
  • Its forecasts for expenditure in future years on the basis of planned activity
  • Its analysis of any future needs, opportunities, contingencies or risk – the effects of which are not likely to be able to be met out of income if and when they arise;  and
  • Its assessment, on the best evidence reasonably available, of the likelihood of each of those needs etc arising and the potential consequences for the Society of not being able to meet them.

The committee will review the levels of funds to be held in reserve and this policy every two years.

Adopted by the Committee on 7th December 2017

Reviewed and approved 3rd December 2019

 

Scunthorpe and District Choral Society
Safeguarding Children

The Society believes that it is always unacceptable for a child or young person to experience abuse of any kind and recognises its responsibility to safeguard the welfare of all children and young people, by a commitment to practice which protects them.

 The committee will appoint a designated person to be responsible for these issues on its behalf.  It is not the responsibility of the society to undertake enquiries. 

 There are several categories of abuse including neglect, physical injury, sexual harm and emotional harm.

If anyone suspects a child is suffering from significant harm they should report the matter to the designated person – Nina Torr.

 If a child tells you about abuse by someone else you should record what you hear, let the child be freely heard, not promise to keep a secret and not ask leading questions.

 The designated person should make a referral to North Lincolnshire Council’s Children’s Services by telephoning 01724 296500  - 24 hours or the police on 0845 6060222/999.

 If possible, the following information should be ready:-  Full name of child, date of birth, home address, details of siblings, names of persons with parental responsibility and details of the concerns.

 If a member of the society is concerned about how another (adult) member of society is treating a child/children they should inform the designated person of their concerns and or contact North Lincolnshire Council’s Children’s Services or the police (as above).

Suggested code of behaviour when involved with children:-

 If anyone suspects a child is suffering from significant harm they should report the matter to the designated person – Tessa Cotterill.

If a child tells you about abuse by someone else you should record what you hear, let the child be freely heard, not promise to keep a secret and not ask leading questions.

The designated person should make a referral to North Lincolnshire Council’s Children’s Services by telephoning 01724 296500  - 24 hours or the police on 0845 6060222/999

If possible, the following information should be ready:-  Full name of child, date of birth, home address, details of siblings, names of persons with parental responsibility and details of the concerns.

If a member of the society is concerned about how another (adult) member of society is treating a child/children they should inform the designated person of their concerns and or contact North Lincolnshire Council’s Children’s Services or the police (as above).

Suggested code of behaviour when involved with children:-

Do: Treat everyone with respect, respect a young person’s right to personal privacy, avoid situations that compromise your relationship with young people and are unacceptable within a relationship of trust, remember that someone else might misinterpret your actions, no matter how well-intentioned and recognise that caution is required even in sensitive moments 

Do Not:  Have any inappropriate physical or verbal contact with children, or any that could be considered inappropriate, jump to conclusions about others, show favouritism to any individual, make suggestive remarks or gestures, even in fun, let suspicion, disclosure or allegation of abuse go unrecorded or unreported, rely on your good name to protect you, believe “it could never happen to me”

If members of the society are involved with children whilst involved with the society no child shall be subject to physical restraint unless restraint of the kind employed is the only practicable means of securing the welfare of the child.  

Should the occasion arise that a member of the society is working directly with children they should have enhanced DBS Checks with checks against the DBS Children’s Barred List.

This policy will be reviewed every two years.

This Policy was adopted by the committee on 7th December 2017 

Reviewed and approved 3rd December 2019

 

Scunthorpe and District Choral Society

Data Protection and Privacy Policy

Scunthorpe and District Choral Society takes its obligations under the General Data Protection Regulations seriously.  We will not disclose any personal information about a member or friend to anyone except as wet out in this policy or required by law.

This does mean that except as noted we cannot disclose any other members or friends personal contact details or a member.

The facilitate effective management of the society and organisation of event, it is necessary for the society to collect and hold the following personal information relating to members.  Items with an asterisk (*) will also be collected and held for Friends:

Name*

Address, including post code*

Telephone number*

Email address*

Voice part*

Height

Age (in bands)

Specific requirements (e.g. accessibility)

Emergency contact name and telephone number

Such details as are required for the society to reclaim gift aid on donations, if applicable*

In addition, the society will ascertain whether members wish to be contacted by the society on social media, and whether they wish to be on a mailing list to receive emails about other local artistic groups.

The General Secretary will act as the data controller for information collected from members.  The Friends’ Secretary will act as the data controller for information collected from Friends.  Information will only be disclosed to others as required for the effective running of the society.  As a base, data will be shared in accordance with the table in the appendix to this policy, although from time to time it may be necessary to share data more widely.

Members and Friends will from time-to-time by asked to up-date their details.  Old data and data belonging to former members or Friends will be destroyed when it is no longer required.

 

Chair and Vice Chair

Treasurer and Assistant Treasurer

Chorus Master

Concert Secretary

Membership Secretary

Librarian

Seating Plan Co-ordinator

Name

Y

Y

Y

Y

Y

Y

Y

Address

Y

Y

 

Y

Y

Y

 

Telephone

Y

Y

 

Y

Y

Y

 

Email

Y

Y

 

Y

Y

 

Y

Part

Y

 

Y

Y

Y

 

Y

Height

 

 

 

 

 

 

Y

Age band

 

Y

 

 

 

 

Y

Specific requirements

Y

 

 

Y

Y

 

Y

Emergency contact

 

Y

 

Y

Y

 

 

Gift aid

 

Y

 

 

 

 

 

Social media

 

 

 

 

Y

 

 

Mailing list

 

 

 

 

Y

 

 

 

This policy will be reviewed every three years.

Reviewed and re-approved 3.12.19