Scottish Council for Voluntary Organisations

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We’d like to know a bit more about your organisation so we can tailor the questions to suit you

Your name

Your email

Your organisation

What is your organisation's charitable status?

Charity Non-charity

What is your organisation's legal structure?

SCIO Company Trust Unincorporated Other

Do you have any staff?

Yes No

Do you have any members?

Yes No

What is your organisation's income?

Small (Under 25k) Medium (25k-100k) Medium-Large (£100k-£1m) Large (Over £1m)

Does your organisation operate locally, nationally or internationally?

Local National UK Wide International

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Organisational purpose

Everyone on your board needs to be clear about why you exist and the difference you want to make. You need, collectively, to be clear about your organisation purpose, know what your vision, mission and priorities are, and share a set of values to guide your work and frame your decision making.

Key principles

A well-run board is clear about the purpose and values of the organisations and how it will achieve its aims.

As the board, we are ultimately responsible for directing the activity of our organisation and its stated purpose.

Find out more about the behaviours and principles of good governance in the Scottish Governance Code (opens in a new window).

Questions

All of our trustees are clear about our organisation's purpose.

Yes No Don't know

All of our activities are consistent with our organisational purpose and the needs of our beneficiaries.

Yes Partially No Don't know

Our governing document is available for reference at board meetings.

Yes No Don't know

Our governing document sets out the minimum and maximum number of trustees required.

Yes No Don't know

Our governing document contains a realistic quorum figure.

Yes No Don't know

We regularly review our governing document to make sure it's fit for purpose.

Yes No Don't know

We keep consistent minutes that record attendance, decisions and actions, and are approved in line with the rules set out in our governing documents.

Yes Partially No Don't know

We have an asset register which is regularly reviewed.

Yes No Don't know

Every year we produce an easy to access annual report detailing our organisational purpose, accounts and activities.

Yes No Don't know

As a board we regularly consider the sustainability and effectiveness of our organisation and the pros and cons of collaboration or merger.

Yes No Don't know

We regularly assess whether other organisations are fulfilling similar purposes to ours more effectively, and, if so, would consider winding up our organisation.

Yes No Don't know

As trustees we recognise that everyone has the right to fairness, respect, equality, dignity and autonomy.

Yes No Don't know

We ensure our organisation complies with relevant equalities legislation and guidance.

Yes No Don't know

We regularly refer to the principles of equality, diversity and inclusion during decision making.

Yes No Don't know

Leadership

As a trustee, it’s vital that you understand your role and responsibilities to act in the best interests of your organisation and its beneficiaries. You need to be clear about the boundaries of your role, and make sure you focus on oversight and strategy, not day-to-day activities.

Good leadership includes a focus on equality, diversity and inclusion, and has ways of ensuring accountability.

Key principles

A well-run board is clear about its role and responsibilities and provides strategic direction in line with the organisation’s purpose, vision and values.

As the board, we are here to lead our organisation, and we are individually and collectively responsible for our decisions. We need to make sure our organisation has a clear strategy to achieve our purpose.

Find out more about the behaviours and principles of good governance in the Scottish Governance Code (opens in a new window).

Questions

We have a written statement outlining our mission, values and objectives. This underpins all our work, activities and culture, and all board decisions.

Yes No Don't know

Our trustees have written role descriptions and a clear understanding of their legal responsibilities and powers.

Yes No Don't know

Our trustees understand their duties and responsibilities under the Charities and Trustee Investment Act (Scotland) 2005.

Yes No Don't know

Our directors understand their duties and responsibilities under the Companies Act 2006.

Yes No Don't know

Our trustees value collective decision making and understand they're all equally accountable for decisions made and their outcomes.

Yes No Don't know

Our trustees all understand and are familiar with The Scottish Governance Code for the Third Sector.

Yes No Don't know

Our trustees are committed to being open and transparent in our governance.

Yes No Don't know

We have a Code of Conduct that all trustees sign up and adhere to which outlines expected standards of behaviour.

Yes No Don't know

We have a strategy to engage with our stakeholders about how we're governed, and our values, work and achievements.

Yes No Don't know

Our board receives regular reports about our organisation's activities, assets and resources, and progress against targets.

Yes No Don't know

Our board has the tools and knowledge to evaluate our impact.

Yes No Don't know

Our board focusses on strategy, performance and assurance, rather than operational matters.

Yes No Don't know

Our board and senior staff work in harmony and are clear about their respective roles.

Yes No Don't know

We have a scheme of delegation consistent with our governing document that sets out what powers or functions our board has delegated to other committees, staff or volunteers.

Yes No Don't know

We have clear terms of reference for any sub-committees.

Yes No Don't know Not applicable

We provide clear role descriptions for our volunteers.

Yes No Don't know Not applicable

We provide job descriptions for staff.

Yes No Don't know

We have a statement of intent that outlines our commitment to promoting equality, diversity and inclusion through our organisation.

Yes No Don't know

We regularly incorporate the PANEL principles of Participation, Accountability, Non-discrimination, Empowerment and Legality when engaging with stakeholders.

Yes No Don't know

We regularly review and assess the organisation's actions, policies and values to ensure that they are in line with the principles of equality, diversity and inclusion.

Yes No Don't know

We have an Equality, Diversity and Inclusion policy which all board members, staff and volunteers are aware of, and how it relates to their work. This is reviewed periodically.

Yes No Don't know

Board behaviour

Board behaviour, both collectively and individually, can have an impact on an organisation’s reputation and success. As trustees, you need to understand the importance of collective decision making and proactively manage any conflict of interest or imbalances of power.

Key principles

A well-run board, both collectively and individually, embraces and demonstrates mutual respect, integrity, openness and accountability.

We understand that our behaviour can have a far-reaching effect and is fundamental to our organisation’s reputation and sustainability. We need to make sure our behaviour is consistent with our organisation’s vision and values.

Find out more about the behaviours and principles of good governance in the Scottish Governance Code (opens in a new window).

Questions

We provide public access to our governing document and annual report.

Yes No Don't know

We have an accessible list of the names of our trustees.

Yes No Don't know

All of our communications display our name as entered on the Scottish Charity Register and our Scottish Charity Number.

Yes No Don't know

All of our communications display our company's registered number, office address, and where it's registered

Yes Partially No Don't know

We have clear policies on expenses, hospitality and gifts.

Yes No Don't know

We have a clear policy on the payment of trustees, in line with our governing document.

Yes No Don't know

Our board, staff and volunteers have taken part in diversity training and understand their responsibilities in this area.

Yes No Don't know

Our services and information are accessible.

Yes No Don't know

We recruit and employ our staff fairly and in accordance with equalities legislation, paying staff at least the Scottish Living Wage.

Yes No Don't know

We are clear about who our beneficiaries and key stakeholders are, eg through a register of members, records of service users, details of funders.

Yes No Don't know

We communicate effectively with stakeholders and provide them with opportunities to contribute their views on key issues.

Yes No Don't know

We provide clear information about membership eligibility and participation, and the role of members in the governance of our organisation.

Yes No Don't know

We have an easily accessible and transparent complaints process.

Yes No Don't know

Our board receives a regular report on the number and type of complaints received.

Yes No Don't know

If engaged in fundraising, our complaints handling process is in line with guidance from the Code of Fundraising Practice

Yes No Don't know Not applicable

We make time and space for trustees to discuss issues of 'conflicts of interest' and 'conflicts of loyalty' and have developed a policy that we all adhere to.

Yes No Don't know

Our trustees declare all relevant interests that could conflict with their role in a register of interests. This is updated annually.

Yes No Don't know

We have conflicts of interest as a standing item on the agenda, with any declared conflicts of interest included in the minutes.

Yes No Don't know

Our board meetings are chaired effectively and all trustee voices are heard equally.

Yes No Don't know

Our meetings have an open culture of trust and support, and a safe space to challenge. This is evidenced in our minutes.

Yes No Don't know

Our trustees understand and value what it means to have true diversity on a board.

Yes No Don't know

We do not allow one person, or a group of individuals, to take over control of our organisation.

Yes No Don't know

Our board has considered how environmental challenges and sustainability could affect our mission and impact.

Yes No Don't know

Control & Risk Management

Control and effective risk management is essential to good governance. Trustees are there to safeguard their beneficiaries, the assets, and the reputation of their organisation. They need strong controls in place to do this.

To do this, you need to know your legal, regulatory and contractual responsibilities. You need to regularly review and update policies and procedures, and have ways to identify and assess both risks and opportunities.

Key principles

A well-run board will manage risk, maintain control and make effective decisions to direct and oversee the progress and performance of the organisation.

As the board, we should put in place appropriate structures, financial controls, policies, and procedures. These will help our organisation to identify and manage risks and opportunities in line with its purposes and values, our governing document, and relevant legal and regulatory requirements.

Find out more about the behaviours and principles of good governance in the Scottish Governance Code (opens in a new window).

Questions

Our trustees understand their responsibilities and ensure our organisation meets its legal, contractual and regulatory obligations and any constitutional requirements.

Yes No Don't know

Our trustees ensure that policies and procedures and reporting arrangements are regularly maintained and reviewed (eg our internal governance, safeguarding, cyber resilience, fundraising and financial controls).

Yes No Don't know

Our trustees understand that cyber resilience is a board responsibility and cyber risk should be managed as part of business risk.

Yes No Don't know

We ensure that there are processes and procedures in place to make sure that beneficiaries and others who come into contact with our organisation are safeguarded.

Yes No Don't know

Our trustees have a clear understanding of their powers as outlined in our governing document.

Yes No Don't know

Our trustees are provided with board reports that are timely, concise and factual, and clear about the decisions that are needed.

Yes No Don't know

Our accounts are externally audited or independently examined and made publicly available.

Yes No Don't know Not applicable

We analyse the risks and opportunities facing our organisation, have a risk management policy and a risk register which is regularly reviewed.

Yes No Don't know

We monitor and evaluate our organisation's performance against plans and budgets, and make sure they are in line with our organisation's purposes, strategic aims and resources.

Yes No Don't know

We make sure that any agreements, contracts and partnership working are in line with our organisation's interests and values, and are regularly reviewed.

Yes No Don't know

Trustees can access independent advice and support when necessary to fulfil our legal responsibilities.

Yes No Don't know

We fundraise ethically and in line with our organisation's purpose and values, with a fundraising strategy consistent with regulations and guidance on fundraising that complies with the Code of Fundraising Practice.

Yes No Don't know Not applicable

We regularly review our organisation's legal and governance structure to ensure it is fit for purpose and provides appropriate protection for our organisation, trustees and stakeholders.

Yes No Don't know

We make sure there are effective financial controls in place and that we receive clear information so we can monitor our organisation's financial position.

Yes No Don't know

All of our trustees understand their collective financial responsibilities.

Yes No Don't know

Our organisation's activities and spending are in line with our governing document.

Yes No Don't know

Any investments are properly and prudently managed.

Yes No Don't know

We ensure fair employment practice in our organisation.

Yes No Don't know

Effectiveness

An effective board is one where the trustees understand their role, powers and duties, and their organisation’s values and purposes. The trustees’ role is to set and monitor the strategic direction of their organisation.

A board should regularly review the skills, experience and performance of its trustees. You should have a clear succession plan and a process for open and transparent trustee recruitment to ensure diversity and representation on your board. New trustees should have a thorough induction and the board should continually develop their skills and experience.

Key principles

A well-run board understands its role, powers and duties, and works collectively and proactively to achieve its organisational purpose.

As the board, we should work together as a team, with an appropriate range and balance of skills and experience, to continually improve the governance of our organisation.

Find out more about the behaviours and principles of good governance in the Scottish Governance Code (opens in a new window).

Questions

We understand our organisation's values and purposes, legal structure and governing documents, and make sure we act in line with them.

Yes No Don't know

We set and monitor the strategic direction of our organisation.

Yes No Don't know

We regularly review the skills, experience and performance of our board.

Yes No Don't know

We develop and improve our board's capability through ongoing support and training.

Yes No Don't know

We have a clear plan and process in place for replacing trustees when their time on the board comes to an end, which is linked to the strategic direction of our organisation.

Yes No Don't know

Our trustees are appointed, resign or retire according to our governing document.

Yes No Don't know

Our trustees have fixed terms of office.

Yes No Don't know

Our board size is effective and manageable.

Yes No Don't know

We keep a list of all trustees' names and addresses, when they came into office and when they resign.

Yes No Don't know

Any trustee changes are detailed in our Trustees Annual Report.

Yes No Don't know

We keep an accurate and up to date register of members and directors and inform Companies House of any changes to our directors.

Yes No Don't know

We identify and put into practice, opportunities for diversity and representation on our board through an open and transparent recruitment process, based on our values.

Yes No Don't know

We advertise board vacancies beyond pre-existing connections, using a range of advertising methods.

Yes No Don't know

New trustees understand their role and the time commitment required and receive a full induction which includes a copy of our governing document and the Scottish Governance Code.

Yes No Don't know

New trustees are linked with an existing trustee to act as a mentor.

Yes No Don't know

The board asks for references from prospective trustees before appointment.

Yes No Don't know

Prospective trustees sign a declaration to confirm they are not disqualified from being a trustee.

Yes No Don't know

All trustees know what is expected of them at meetings and what information they will be given.

Yes No Don't know

Our board agendas are clearly planned to allow discussion on key strategic issues.

Yes No Don't know

Our board papers are written in plain English.

Yes No Don't know

We have a Governance Calendar which details dates of meetings, away days, training events, AGM, etc.

Yes No Don't know

We seek feedback from board members on good governance and board culture.

Yes No Don't know

We provide flexibility regarding the format and timings of board meetings based on board members' needs.

Yes No Don't know

We allow enough time and support for discussion and maximum participation by all trustees at our meetings.

Yes No Don't know

All our meetings are quorate.

Yes No Don't know

Our governing document sets out rules for making decisions in an emergency or when our meetings are not quorate.

Yes No Don't know

Our chair has support, training and access to advice.

Yes No Don't know

We have an annual meeting of members in line with our governing document to report on our activities.

Yes No Don't know

We identify and put into practice, opportunities for diversity and representation on our board.

Yes No Don't know

We value the lived experience as an asset for potential board members.

Yes No Don't know

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We’d like to know a bit more about your organisation so we can tailor the questions to suit you

Organisational purpose

Key principles

Leadership

Key principles

Board behaviour

Key principles

Control & Risk Management

Key principles

Effectiveness

Key principles

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We’d like to know a bit more about your organisation so we can tailor the questions to suit you

Organisational purpose

Key principles

Leadership

Key principles

Board behaviour

Key principles

Control & Risk Management

Key principles

Effectiveness

Key principles