Policies and Procedures 

Reviewed annually before the AGM.

These have been drafted for  1st discussion / decision at the November 2018 Trustee meeting


Lead Trustee : John Fuller

Last Review 22 November 2018 

Adopted subject to it being made clear that John Fuller is the first point of contact for Safeguarding Issues.



We recognise Safeguarding is everyone’s responsibility.

This policy is designed to

  • protect children from maltreatment
  • prevent impairment of children’s health and development
  • ensure that children grow up in circumstances consistent with the provision of safe and effective care and
  • take action to enable all children to have the best outcomes

As a charity working with children we only do so by providing volunteers in support of the Hampshire Music Service, as such we follow their procedures and practices as guided by the Hampshire Music Service designated lead (John Fuller) with approval of the LEA Hampshire Music Service CPLO (Helen Walton).

Disclosure and Barring checks are carried out by the LEA when it is necessary for volunteers directly supervising children.

As general examples

  • Volunteers putting out chairs for a concert, serving refreshments, staffing stalls or selling raffle tickets would not ordinarily require a DBS check.
  • Volunteers on residential courses, First Aiders or supervising children would require a DBS check.


All Volunteers will be provided  INFORMATION FOR EVENT VOLUNTEERS  before each event including some Safeguarding guidance and on the day role specific verbal briefings / training as required.


<<<<When reading the attached Child Protection: Briefing Sheet for Volunteers working with Hampshire Music Service, please bear in mind the first point of contact for any concerns is locality lead John Fuller   >>>>


We will also follow the national guidance contained within

Working together to Safeguard Children

Comment Received for Discussion at February 2018 Trustee Meeting.

Summary : Recent Government Guidance states that a 'Manager' in an organisation can authorise under specific circumstances people who have not been checked through the DBS process to supervise children. Full Submission here.

DW / JF have reviewed this point.

"It is clear that this should not affect our policy as the relevant manager would be the HMS Safeguarding lead and not the charity or trustees, therefore this guidance does not change our policy, which  already covers this guidance and leaves the decision making process with HMS."

Relevant extract.

'Disclosure and Barring checks are carried out by the LEA when it is necessary for volunteers directly supervising children.'

PROPOSED  for discussion at February Trustee Meeting.

As a charity working with children we only do so by providing volunteers in support of the Hampshire Music Service, as such we follow their procedures and practices as guided by the Hampshire Music Service designated lead (John Fuller) with approval of the LEA Hampshire Music Service CPLO (Helen Walton).

{ 'If a volunteer has a concern about a particular pupil they should follow the Hampshire Music Service Safeguarding Procedures, including discussing the concerns with the designated safeguarding lead.' Source  - The Prevent Duty: Departmental advice for schools ... - …}


Lead Trustee

John Fuller

Conflict of Interest

Lead Trustee : Secretary

Last Review

22nd November 2017.




All Trustees will strive to avoid any conflict of interest between the interests of the charity on the one hand, and personal, professional, and business interests on the other. This includes avoiding actual conflicts of interest as well as the perception of conflicts of interest.

The purposes of this policy is to protect the integrity of the charity's decision-making process, to enable our stakeholders to have confidence in our integrity, and to protect the integrity and reputation of staff, volunteers and committee members.

Examples of conflicts of interest include:

1               A Trustee who is also on the committee of another organisation that is competing for the same funding.

2               A Trustee who has shares in a business that may be awarded a contract to do work or provide services for the organisation.

Upon appointment each Trustee will make a full, written disclosure of interests, such as relationships, and posts held, that could potentially result in a conflict of interest. This written disclosure will be kept on file and will be updated as appropriate.

In the course of meetings or activities, Trustees will disclose any interests in a transaction or decision where there may be a conflict between the organisations best interests and the committee members best interests or a conflict between the best interests of two organisations that the committee member is involved with.

After disclosure, I understand that I may be asked to leave the room for the discussion and may not be able to take part in the decision depending on the judgement of the other committee members present at the time.

Any such disclosure and the subsequent actions taken will be noted in the minutes.

This policy is meant to supplement good judgment, and Trustees should respect its spirit as well as its wording.

(Add link to Disclosure of Interest Form) 

Comments, Compliments and Complaints

Lead Trustee : 

Chair and Secretary

Last Review 22/11/2017 

Not yet adopted  to be discussed at the February 2018 Meeting.


It is our policy to learn from our endeavours and behaviours and to provide a process through which people may inform of us how well we are performingas individuals and as a charity.  

Let us know how we're doing through comments, compliments, and complaints.

The Friends of Basingstoke Area Youth Orchestras and Choirs makes every effort to provide a high standard of service and to treat all Group users equally and fairly. We continuously try to improve our services and we value any feedback that will help us to do this.

Trustees will review all comments, feedback and complaints, and our feedback procedures on an annual basis. This helps us to develop the services that work best for you, so please let us know what you think. Where appropriate we report on user feedback at our AGM.

Compliments and Comments:

If you are happy with the service or have any comments we would love to hear from you. There are couple of ways you can do this: either speak to one of our Trustees, volunteers, a Hampshire Music Service conductor or email friendsofbayoc@gmail.com


We also want to know if there is any part of our service that you are unhappy with. We take all feedback seriously and we will take action when appropriate to do so. All complaints will be dealt with in a timely and professional manner. Please note that the Group may publish the replies given to any queries raised, but will respect the confidentiality of the individuals concerned.

How to make a complaint: The first thing to do if you are unhappy about any aspect of our services is to bring this to the attention of one of the Trustees or volunteers. They will try to resolve your concerns immediately. If you are unhappy at the way you have been treated by one of the Trustees / volunteers please contact the Chair or Secretary of the charity.

If you cannot or do not wish to make a complaint in person, you have the option of emailing us.

What you can do to help us deal effectively and quickly with your complaint: Contact us as soon as possible giving clear details so we can endeavour to resolve the issue by completing our Comments, Compliments and Complaints form. Specify clearly what aspect of the Group service you wish to make the complaint about.

Including the following details will help us to effectively and quickly investigate your complaint:

· The specific area, service or resource to which the complaint applies.

· Your name and contact details: this is essential, as we will not investigate anonymous complaints.

· Outline the nature of your complaint as precisely as possible, this will help us to investigate further and hopefully to resolve the issue. Please include details such as the place and time the incident occurred.

· Please let us know if you have already reported the complaint, and if any action was taken previously.

Please note that we endeavour at all times to treat our users with respect, and we expect the same standards of behaviour from them.

What we promise to do to help resolve your complaint:

Your complaint will be dealt with in a professional and confidential manner.

Your complaint will be assigned quickly to the most appropriate person to deal with the complaint, who will investigate the matter fully and communicate regularly with you until the issue has been resolved.

We work in close partnership with Hampshire Music Service and where appropriate after initial consideration your complaint may be passed to Hampshire Music Service to be investigated.  

If this occurs you will be informed and our investigation will end. 

How and when we will respond:

We will acknowledge any complaints within 14 working days of receipt.

You will receive a full response to your complaint within 28 working days.

Contact details:

E-mail: friendsofbayoc@gmail.com

Website: www.bayo-hampshire.org.uk


Lead Trustee: Treasurer

Last Review: 22/11/2017

Not yet adopted  to be discussed at the February 2018 Meeting.

Proposed Policy

Our Policy is that the charity will not have any direct employees. We may however from time to time pay a person or business to provide services as properly authorised by the trustees.

Examples of such arrangements could include, but not be limited to:

  • Recording of concerts and production of media.
  • Design or production of publicity material.
  • Funding to the Hampshire Music Service to employee a person to temporarily provide extra services in line with our aims and objectives. 
  • Auditing of accounts.
  • Composition of Music 

This document provides a framework for dealing with any financial transactions on behalf of The Friends of BAYOC.

This in turn will ensure we have the correct internal financial controls and procedures in place to enable us to function as responsibly as a charity.

The aims of the internal financial controls are:

• To protect all individuals and assets

• To identify and manage risk of conflicts of interest, loss, theft or fraud

• To ensure that financial reporting is robust and of sufficient quality

• To ensure that we comply with law particularly relating to finance.


One of the most important financial monitoring activities is budgetary control, ie monitoring The Friends of BAYOC financial performance against a budget.

Proper estimates of income and expenditure need to be made for each area of The Friends of BAYOC activities for each financial year up to a maximum of 3 years in advance.

From this information the overall budget should be agreed by the Trustees before the start of the financial year to which it relates.

Reviewing Finances at Trustee meetings

Trustees will review income and expenditure against the budget during trustee meetings at least 3 times per year. and use this to determine how we use and commit future funds.

The financial information provided for each review meeting should include details of The Friends of BAYOC financial position and performance.

The financial information should be sent to each Trustee before each meeting and would include:

• A comparison of budget to actual figures. 

• An explanation of variances between forecasts and what has actually happened

• Details of closing bank balances

• List of all payments made since last meeting

• Details of current stock holding of blouses, shirts & ties bysize

 The meeting should set aside specific time within the agenda for discussion of financial matters and allow committee members to raise any issues or concerns.


The following will ensure we have the correct procedures and controls in place to ensure that all income is accurately handled, recorded and banked as quickly as possible. When handling income at a public or fundraising activity the following internal controls should be adhered too:

• Cash Floats are signed for upon receipt from the Treasurer via a receipt book

• Where possible two people should be involved in handling and recording the money received and complete a Cash reconciliation sheet. On any occasion that only one person receives and handles cash on behalf of The Friends of BAYOC , the individual should be a known trustworthy supporter, preferably a committee member or director. 

• Floats and income for activities are labelled and accounted for individually

• Cash and cheques are banked as soon as possible without deduction of expenses

• Individual records are maintained of all membership fees including The BAYOC 100 Club subscriptions collected on an annual basis

• Records are maintained for individual activities in sufficient detail to identify gross receipts or takings and costs incurred

• Review annually at the AGM:

  • Membership fees
  • BAYOC 100 Club Subscriptions
  • Shirt fees


The following will ensure that we have the correct procedures and controls in place to ensure that only necessary authorised purchases are made and that funds exist within approved budgets to meet the expenditure.

• The Charity will manage its own cash deposits and has nominated a list of authorised signatories, two of which are required to sign instructions to the deposit taking institution.

• Set annual authority levels (Appendix 3) for the Chairman and the Treasurer of The Friends of BAYOC and the BAYO Pyramid Head which should be reviewed annually at the AGM

• All orders, payments and expenses on behalf of The Friends of BAYOC must be pre authorised at a committee meeting and recorded in the minutes of that meeting. In exceptional/ emergency situations the Chairman and the Treasurer of The Friends of BAYOC and the BAYO Pyramid Head can place orders and make payments but must adhere to the procedures as determined by the Authority Levels.

Committee Member Expenses

Under £100 Chair and Treasurer to authorise.  

Over £100 Trustees via email to authorise. 

Purchase of goods and services. 

Under £500 Chair and Treasurer to authorise.  

Over £500 Trustees via email to authorise. 

• All invoices received should be made out to The Friends of BAYOC and will be checked against the agreed budget – additional spending outside agreed budgets should be authorised following the above procedure. 

• All expenses incurred on behalf of The Friends of BAYOC should be detailed on The Friends of BAYOC Expense Claim Form (Appendix 4) and sent to the Chairman for Authorisation, who will then forward to the Treasurer for prompt payment. This should include details of the claim and must include receipts for all expenditure. In exceptional circumstances where no receipt is available full details must be included on The Friends of BAYOC Expenses Claim Form and alternative proof of payment must be provided to confirm amounts.

Where possible, to minimise The Friends of BAYOC cash payments, reimbursements should be made by Cheque or BACS transfer. Payments Cheques – Although the use of cheques to make payments is diminishing with the use of electronic payments, cheques continue to be used and it remains important that payments are only made for expenditure properly authorised and incurred by The Friends of BAYOC.

The following should be adhered to:

• Ensure cheque books are kept in a secure place

• Review bank mandates and authority levels annually

• Prohibition on the signing of blank cheques

• Prompt recording of payments in cash books including details of cheque number, nature of the payment and the payee

• Obtaining documentation to support the validity of the payment including relevant invoices and confirmation that the goods or services have been received.

Payments in cash should be kept to a minimum due to the greater risk that handling cash presents and the difficulties that can arise in establishing correctness and control over cash transactions.

• Cash payments for small amounts only up to a maximum value of £20

• Cash should be paid out of a petty cash float specifically kept for such payments, and not from incoming cash or by way of direct withdrawal from the bank account

• Details of payments should be entered in a petty cash book

• Supporting documentation & completion of The Friends of BAYOC Expenses Claim Form for the cash payment should be authorised as for other payments

• The maximum balance of the petty cash in hand should not exceed £100, and the records & cash should be kept securely at all times Banking Controls and procedures

• Cheque and cash receipts should be promptly recorded in the accounting records

• Cheques and cash should be banked regularly and promptly

• Cheques and cash not banked on the day of receipt should be placed in a safe or locked cash box

• Funds should normally be banked gross without deduction for costs or expenses Annual Accounts & Independent External Auditing/Scrutiny Following the end of the financial year, 31st August, the accounts should be balanced and closed off. They should then be independently audited by an appropriate person in time for The Friends of BAYOC Annual General Meeting in October.

Investment Policy and Attitude to Risk

The Charity holds financial assets to fund expenditure and maintains a reserve and assets should be invested to minimise risk.

The Charity's assets will be held in cash or near cash investments denominated in sterling

The Charity's cash balances will be deposited with institutions with a minimum rating of A.  


Financial Control Procedures and investment policy

Lead Trustee - Treasurer

Review Date 22/11/2017

Not yet adopted  to be discussed at the February 2018 Meeting. 


It is recognised that the nature of volunteering opportunities will vary greatly from at one end fixed roles and commitments, to at the other carrying out a single function on one occasion.

Likewise the training and checks required will vary dependent upon role.

We will offer relevant training or guidance internally or through external providers.

As a charity working with children we only do so by providing volunteers in support of the Hampshire Music Service, as such we follow their procedures and practices as guided by the Hampshire Music Service, who will also be responsible for DBS checks.

We will maintain a secure list of volunteers.

  • Our primary list will be maintained online through signup.com with a paper back up, and printed list available to Trustees showing who has been DBS checked or has specific skills ie: First Aid, Food Hygiene, PAT testing etc., to enable better use of volunteers.
  • Volunteers can add or remove themselves from our lists and there will be an annual review of the list to ensure it is current.
  • Data will be kept securely and only shared internally for the purpose of organising events and communicating information, and  in accordance with the EU General Data Protection Regulations 2016. (ADDED).
  • Health and Safety and Safeguarding Guidance will be sent to volunteers signing up for events.
  • Events needing support will be created on Signup.com
  • Volunteers can select roles online on the event page or can be added manually by organisers.

Benefits of using SignUp.com

  • Centralised list accessible 24/7 365 days per year.
  • Instant data on volunteer take up for organisers
  • Printable reports and sign in sheets
  • Simplified contact between the organisation and volunteers.
  • Active volunteers receive requests for help first.
  • Statistics are available for AGM and charity commission on volunteer numbers.
  • Control of role allocation - We can ensure volunteers only carry out roles suitable for their level of Training, Experience or DBS Clearance.


Lead Trustee: Chair and Glenn Walton 

Last Review: Not yet adopted  to be discussed at the February 2018 Meeting.