PENINSULA VETERANS’ CONSTITUTION 

Index

1. NAME

The name of this group is: Peninsula Veterans Herein referred to as Peninsula Veterans.

2. THE PURPOSES OF PENINSULA VETERANS ARE:

• The advancement of education of veterans, their families, by providing access to training, skills development, educational workshops, and awareness programmes related to the transition from military to civilian life, health and wellbeing.

• The advancement of citizenship and community development by promoting social inclusion, volunteering, and active participation among veterans and their families, and fostering community cohesion through initiatives that connect the veteran community with the wider public, thereby encouraging mutual understanding and respect.

2.1          Public Benefit Statement

Overview:

The charity’s purposes are directed toward the support, rehabilitation, and reintegration of military veterans and their families in Northern Ireland. This includes those in need due to isolation, physical or mental ill-health, disability, financial hardship, or social disadvantage resulting from or exacerbated by military service.

2.2. Identifiable Benefit

The charity provides clear and measurable benefits, including:

• Improved physical and mental wellbeing through access to counselling, peer support, and healthcare signposting.
• Reduced social isolation via community groups, mentoring, and peer networks.
• Enhanced quality of life for veterans and their families through, advocacy, and welfare advice.

These benefits are evidenced through service feedback, case studies, monitoring and evaluation data, and collaboration with other service providers.

2.3 Benefit to the Public

The charity’s services are open to all eligible veterans and their dependants in Northern Ireland, regardless of race, religion, gender, or background. By supporting veterans to become active, healthy, and engaged members of society, the charity contributes to safer, more cohesive communities. This has broader societal benefits, such as reduced pressure on public services and improved community relations.

3. No Undue Private Benefit or Harm

• Any private benefit (such as salaries for staff or payments to trainers) is incidental and reasonable in relation to delivering the charity’s purposes.
• The charity takes all necessary steps to ensure that its services do not cause harm and regularly assesses risks in line with safeguarding and data protection standards.
• All activities are transparent and accountable to the public, funders, and regulators.

3. CARRYING OUT THE PURPOSES

In order to carry out the purposes including the creation of "The Veterans Garden" and members' wellbeing space the Trustees and Management Committee of Peninsula Veterans have the power to:

• raise funds, receive grants and donations
• organise events and functions to achieve the proposes above
• apply funds to carry out the work of the Management Committee
• co-operate with and support other charities with similar charitable purposes
• do anything which is lawful and necessary to achieve the purposes of Peninsula Veterans.

4. MANAGEMENT OF PENINSULA VETERANS

(1)            Peninsula Veterans will be directed by a Board of Trustees who will oversee the appointment of a sub-group of Peninsula Veterans members, herein referred to as the Management Committee. The management committee will be appointed at the Annual General Meeting (AGM) of Peninsula Veterans.

(2)         Trustees The board of trustees shall consist of 5 Trustees. New Trustees may be nominated and voted for at the AGM or any EGM called for that purpose.

1. A quorum of Trustees is 3/5 (three fifths)
2. A Trustee may also hold a position on the Management Committee

(3)         The Management Committee shall have the following positions:

• A chairperson
• A Vice-Chair
• A secretary
• A treasurer.
• A membership Secretary
• A least two additional positions (can be appointed by Peninsula Veterans at the Peninsula Veterans AGM)

(4)         A Management Committee member must be a paid-up member of Peninsula Veterans.

(5)         A Management Committee member may not appoint anyone to act on his or her behalf at a meeting of the Management Committee.

(6)         No one may be appointed as a Management Committee member if he or she would be disqualified from acting as such under the provisions of clause 5.

(7)         The Management Committee have the power to make decisions that progress the purposes of Peninsula Veterans provided that such decisions are not contrary to the direction or the Trustees or the Charities Act (Northern Ireland) 2008 (or any statutory re-enactment or modification of that provision);

5. DISQUALIFICATION AND REMOVAL OF TRUSTEE OR MANAGEMENT COMMITTEE MEMBER

A Trustee or Management Committee member must cease to hold office if he or she:

(1)          is disqualified from acting as a Trustee if to do so would contravene the 2001 Trustees Act NI (or any statutory re-enactment or modification of that provision) or acting as a Management Committee Member by virtue of section 86 of the Charities Act (Northern Ireland) 2008 (or any statutory re-enactment or modification of that provision);

(2)         ceases to be a paid-up member of Peninsula Veterans;

(3)         in the written opinion, given to the Trustees or Management Committee, of a registered medical practitioner, treating that person, has become physically or mentally incapable of acting as a Trustee or Management Committee member and may remain so for more than three months;

(4)         resigns as a Trustee or Management Committee member by notice to the Committee (but only if at least two Management Committee members will remain in office when the notice of resignation is to take effect); or

(5)         is absent without the permission of the Trustees or Management Committee from all their meetings held within a period of six consecutive months and the Trustees or Management Committee members resolve that his or her office be vacated.

6. 6. MEMBERSHIP

(1)          Peninsula Veterans shall have a voluntary membership consisting of all paid-up members of Peninsula Veterans. membership lasts while the member remains a paid-up member of Peninsula Veterans. The Membership Secretary of the Peninsula Veterans Management Committee will keep an up-to-date membership list.

(2)         The membership list must detail:

• The full name of the member
• The full address of the member
• A contact telephone number (if available)
• An email address (if available)

(3)         The Trustees or Management Committee may remove a person’s membership if they believe it is in the best interests of Peninsula Veterans.  The member has the right to be heard by the Membership Committee before the final decision is made and can be accompanied by a friend.

(4)         Membership fee shall be £5.00 per month and or as agreed annually at the AGM. A Motion to increase the fee must be submitted with the notice of the AGM.

• Members who are not paid up are excluded from using any of the Peninsula Veteransfacilities or services including "The Veterans Garden" until such times as outstanding membership fees are up to date.
• Members wishing to use the facilities of the Peninsula Veteranslocated within "The Veterans Garden" must abide by the separate rules pertaining to the use of "The Veterans Garden"

7. ANNUAL GENERAL MEETING - AGM

• The AGM must be held every year, with 14 days’ notice given to all members of Peninsula Veterans telling them what is on the agenda. Minutes must be kept of the AGM.
• Every member of Peninsula Veterans has one vote.
• The Trustees must ensure proper presentation of the annual report and accounts.
• Any member may stand for election as a Trustee or member of the Management Committee. All Peninsula Veterans members standing for election must be proposed and seconded by a fully paid-up member
• Members must elect a minimum of between 3 and 5 Management Committee members to serve for the next year. The Management Committee must retire at the next AGM but may stand for re-election.

8. MANAGEMENT COMMITTEE MEMBER MEETINGS

• Management Committee must hold at least 4 meetings each year. At their first meeting after the AGM, they will fill the positions of the Management Committee positions i.e., chair, treasurer, and secretary.  Management Committee may act by a majority decision of a quorum.
• At least 3 Management Committee members (forming a quorum) must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.
• A meeting of the Management Committee may be held either in person or by suitable alternative virtual means agreed between the Management Committee in which all participants may communicate simultaneously with all other participants.
• If Management Committee members have a conflict of interest, they must declare it and leave the meeting while this matter is being discussed or decided.
• During the year, the Management Committee may appoint up to 2 additional Management Committee members. They must stand down at the next AGM but are eligible to stand for election at the AGM.
• The Management Committee may make reasonable additional rules to help run the Management Committee. These rules must not conflict with this constitution the law or anything tht would invalidate Peninsula Veterans as a charity.

9. WRITTEN RESOLUTIONS

• A resolution in writing signed by a quorum of the Management Committee on a matter will be as valid and effectual as if it had been passed at a meeting of the Management Committee duly convened and held and may consist of several documents in like form each signed by one or more Management Committee members. The date of a written resolution will be the date on which the last Management Committee members entitled to vote signs.
• A resolution that is approved by email in accordance with this clause will be as valid and effectual as if it had been passed at a Management Committee member meeting duly convened and held, provided the following conditions are complied with:
• A quorum shall be that as determined by 8 (2) of this constitution or as may be proposed and amended by motion at the AGM.
• such a resolution must be presented by email or other means to all Management Committee members entitled to vote on the matter.

• Following receipt of all responses on any resolution, the Recipient shall circulate a further email to all of the Management Committee confirming whether the resolution has been formally approved by the Management Committee in accordance with this clause.
• The date of a resolution shall be the date of the email from the Recipient confirming formal approval.

10. MONEY AND PROPERTY

(1)           Money and property must only be used for the Peninsula Veterans' purposes as defined in Section 1 (a 1) and Section 2 (a 1-5) inclusive in this constitution.

(2)         The Committee Treasurer must keep accurate and up-to-date accounts.  The most recent annual accounts can be seen by any member of Peninsula Veterans or authorised body on request.

(3)         Trustees or Management Committee members cannot receive any money or property from the Committee, except to refund reasonable out-of-pocket expenses, unless permitted by law.

(4)        Money must be held in the name of the Peninsula Veterans bank account.  All cheques must be signed by 2 appropriate Management Committee members that are Authorised Bank Signatories. Cheque signatories cannot be related individuals.

(5)         All expenditures must be approved in advance by a quorum of the Management Committee in advance, with the exception of utility bills such as electricity, or the expenditure of petty cash for tea coffee milk etc.

(6)        A petty cash account to be kept by the Peninsula Veterans Treasurer for the purchase of incidentals such as tea, coffee, milk, biscuits, etc. All expenditures must be supported by a receipt.

(7)         All expenditures or payments of funds must be supported by an invoice or receipt. All invoices and or receipts to be held by the treasurer to support expenditure.

(8)        The accounts for Peninsula Veterans are to be independently examined each year. The account period running from 1^st January – 31 December yearly.

11. GENERAL MEETINGS 

If the Trustees or Management Committee deem it necessary to change the constitution or wind-up Peninsula Veterans, they must call a General Meeting so that the membership can make the decision.  Management Committee members must also call a General Meeting if they receive a written request from the majority of members.  All members must be given 14 days’ notice and told the reason for the meeting.  All decisions require a two-thirds majority of members attending.  Minutes must be kept.

• Winding up - any money or property remaining after payment of debts must be given to a charity with similar purposes that also support the purposes of Peninsula Veterans.
• Changes to the Constitution - may be made at the AGM or an Emergency General Meetings providing that:

1. No change can be made that would make the organisation no longer compatible with the purposes of Peninsula Veterans as defined above.
2. no amendment or change can be made to the constitution of Peninsula Veterans that would cause the organisation to cease to be a charity at law.

• Management Committee members may also call a General Meeting to consult the membership.

12. SETTING UP THE COMMITTEE

This constitution was adopted on 05 August 2025

Peninsula Veterans are registered with the NI Charities Commission Number NIC110620

PENINSULA VETERANS EQUAL OPPORTUNITIES AND DIVERSITY POLICY 

Equal Opportunities Policy

Objectives

The purpose of this policy statement is to proclaim and emphasise the commitment of PENINSULA VETERANS to equal opportunity for all staff.

It affirms that PENINSULA VETERANS management will rigorously observe the principles and actively pursue the objectives set out in the discharge of their responsibilities so that the policy is fully implemented. The policy will ensure that unlawful discrimination of any kind is not shown towards any volunteer applicant

PENINSULA VETERANS is an Equal Opportunity Employer. This means that PENINSULA VETERANS does not permit unlawful discrimination of any kind against any person on grounds which include gender, sexual orientation, marital status, religious belief or political opinion, race or disability. Unlawful discrimination is defined as treating a person less favourably than others are, or would be treated in the same or similar circumstances.

To this end, PENINSULA VETERANS will:

(i) fulfil its responsibility towards its volunteers and the communities in which it operates;

(ii) recognise and to the best of its ability, fulfil its legal obligations under the Fair Employment (Northern Ireland) Acts 1976 and 1989; the Equal Pay Acts (Northern Ireland) 1970 and 1984; the Sex Discrimination (Northern Ireland) Orders 1976 and 1988; the Disabled Persons (Northern Ireland) Employment Acts 1945 and 1960; the Disability Discrimination Act 1996; the Race Relations (Northern Ireland) Order 1997 and other relevant legislation. It is noted that the existence of law cannot of itself ensure that any policy of non-discrimination will work effectively. This will be achieved only if volunteers at all levels examine critically their attitudes towards other individuals and to ensure that no trace of discrimination is allowed to affect their judgment.

Volunteers should be aware of the forms which unfair discrimination can take, guard against them and avoid any action which might influence others to discriminate unfairly.

(iii) There must be no direct discrimination against any eligible person, whether in recruitment, training, promotion or in any other way. Direct discrimination means treating a person less favourably in such areas as gender, marital status, religion etc.

(iv) Similarly, there must be no indirect discrimination which occurs where a requirement or condition is applied equally, but is of such a nature to lack sufficient relevance to the job and may be perceived to be unfavourable for

particular groups, in that a considerably smaller proportion of the group can comply with it.

(v) It is the policy of PENINSULA VETERANS that all eligible persons shall have equal opportunity for employment on the basis of their merits and abilities which are appropriate to the job. PENINSULA VETERANS will review periodically its selection criteria and procedures to fulfil this aim.

(vi) PENINSULA VETERANS will implement the measures for monitoring perceived religious affiliation of volunteer applicants and further monitor the gender, marital status and disability status of these persons.

(vii) This policy will be clearly communicated to all management and staff, and it should also be made known to potential applicants. All existing members of staff will receive a copy of this statement, and its contents will be reflected as appropriate. It will also be made clear to potential applicants through marketing advertisements that PENINSULA VETERANS is an Equal Opportunity Employer.

Responsibilities:

1. PENINSULA VETERANS will ensure that no volunteer receives less favourable treatment on grounds which include gender, sexual discrimination, marital status, religious belief or political opinion, race or disability. PENINSULA VETERANS will ensure that sources of job applicants, such as advertisements, are non-discriminatory.
2. Vacancies will be advertised in as wide a variety of ways as is practicable, in order to ensure that all potential applicants are informed.
3. Specific responsibility for the practical application of this policy falls upon PENINSULA VETERANS Strategic Management Committee professionally involved in management, recruitment, training and employment administration.
4. Specific responsibility for ensuring the introduction and implementation of an action programme designed to consolidate and, where necessary, improve PENINSULA VETERANS's procedures in the interests of Equal Opportunity and Fair Employment rests with the Personnel & Finance Committee.
5. All PENINSULA VETERANS volunteers have a responsibility to accept their personal involvement in the practical application of this policy.
6. PENINSULA VETERANS will take all appropriate disciplinary action (including dismissal) against any volunteer who is found to have contravened PENINSULA VETERANS's Equal Opportunities Policy

Peninsula Veterans are registered with the NI Charities Commission Number NIC110620

DATA PROTECTION POLICY

Introduction

In the course of your volunteering, you may come into contact with or use confidential information about volunteers, clients, customers and suppliers, for example, their names and home addresses.  The Data Protection Act 1998 contains principles affecting employees’ and other personal records.  Information protected by the Act includes not only personal data held on computers but also certain manual records containing personal data, for example, employee personnel files that form part of a structured filing system.  The purpose of this policy is to ensure you do not breach the Act.  If you are in any doubt about what you can or cannot disclose and to whom, do not disclose the personal information until you have sought further advice from PENINSULA VETERANS Secretary

You should be aware that you are personally accountable for your actions and you can be held criminally liable if you knowingly or recklessly disclose personal data in breach of the Act.  A serious breach of data protection is also a disciplinary offence and will be dealt with under the PENINSULA VETERANS disciplinary procedure.  If you access another volunteer’s personnel records without authority, this constitutes a gross misconduct offence and could lead to your summary dismissal.

The Data Protection Principles

There are eight data protection principles that are central to the Act. PENINSULA VETERANS and all volunteers must comply with these principles at all times in their information-handling practices.  In brief, the principles say that personal data must be:

1. Processed fairly and lawfully and must not be processed unless certain conditions are met in relation to personal data and additional conditions are met in relation to sensitive personal data. The conditions are either that the employee has given his consent to the processing, or the processing is necessary for the various purposes set out in the Act.  Sensitive personal data may only be processed with the explicit consent of the employee and consists of information relating to:

• Race or ethnic origin.
• Political opinions and trade union membership.
• Religious or other beliefs.
• Physical or mental health or condition.
• Sexual life.
• Criminal offences, both committed and alleged.

2. Obtained only for one or more specified and lawful purposes, and must not be processed in any manner incompatible with those purposes.
3. Adequate, relevant and not excessive in relation to the purposes for which it is processed. The Network will review employees’ personnel files on a regular basis to ensure they do not contain a backlog of out-of-date or irrelevant information and to check there is a sound business reason requiring information to continue to be held.
4. Accurate and, where necessary, kept up-to-date. If your personal information changes, for example you change address or you get married and change your surname, you must inform the secretary as soon as practicable so that PENINSULA VETERANS   records can be updated.  PENINSULA VETERANS cannot be responsible for any such errors unless the volunteer has notified PENINSULA VETERANS of the relevant change.
5. Not kept for longer than is necessary. PENINSULA VETERANS will keep personnel files for no longer than six years after a volunteer has left PENINSULA VETERANS   Different categories of data will be retained for different periods of time, depending on legal, operational and financial requirements.  Any data which PENINSULA VETERANS decides it does not need to hold for a particular period of time will be destroyed after approximately one year.  Data relating to unsuccessful job applicants will only be retained for a period of one year.
6. Processed in accordance with the rights of employees under the Act.
7. Appropriate technical and organisational measures must be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, data.  Personnel files are confidential and are stored as such in locked filing cabinets.  Only authorised volunteers have access to these files.  For a list of authorised employees, please contact Sandra Henderson PENINSULA VETERANS Secretary.  Files will not be removed from their normal place of storage without good reason.  Data stored on memory sticks, discs, portable hard drives or other removable storage media is kept in locked filing cabinets.  Data held on computer is also stored confidentially by means of password protection, encryption or coding and again only the above employees have access to that data.
8. Not transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection in relation to the processing of personal data.

Volunteer’s consent to personal information being held

PENINSULA VETERANS holds personal data about its volunteers and, by signing your Operational Team Handbook, you have consented to that data about you being processed by the PENINSULA VETERANS for any purpose related to your continuing volunteering. Agreement to PENINSULA VETERANS processing your personal data is a condition of your volunteering.  This includes giving your consent to the PENINSULA VETERANS using your name, photograph experience in its marketing or promotional material, whether in hard copy print format or online on the PENINSULA VETERANS social media website.

PENINSULA VETERANS also holds limited sensitive personal data about its volunteers and, by signing this policy, you give your explicit consent to our holding and processing that data, for example sickness absence records, particular health needs and equal opportunities monitoring data.

Volunteer’s rights to access personal information

Under the Act, employees have the right on request to receive a copy of the personal data that PENINSULA VETERANS holds about them, including personal data held on personnel files that form part of a relevant filing system, and to demand that any inaccurate data held be corrected or removed.  They also have the right to seek compensation where damage and distress have been caused to them as a result of any breach of the Act by PENINSULA VETERANS

Volunteers have the right, on request:

• To be told by PENINSULA VETERANS whether and for what purpose personal data about them is being processed.
• To be given a description of the personal data concerned and the recipients to whom it is or may be disclosed.
• To have communicated in an intelligible form the personal data concerned, and any information available to PENINSULA VETERANS as to the source of the data.
• To be informed in certain circumstances of the logic involved in computerised decision-making.

Upon request, PENINSULA VETERANS will provide you with a statement regarding the personal data held about you.  This will state all the types of personal data PENINSULA VETERANS holds and processes about you and the reasons for which they are processed.

Exemptions

There are a number of exemptions from the data protection regime set out in the Act, for example:

• Confidential references that are given, but not those received by PENINSULA VETERANS from third parties. Only designated office bearers can give PENINSULA VETERANS references.  Confidential references will not be provided unless PENINSULA VETERANS   is sure this is the employee’s wish.
• Management forecasts and management planning (including documents setting out management plans for an employee’s future development and progress).
• Data which is required by law to be publicly available.
• Documents subject to legal professional privilege.

Volunteers’ obligations in relation to personal information

If, as part of your volunteering duties and responsibilities, you collect personal information about employees or other people such as clients or customers, you must comply with this policy.  This includes ensuring the information is processed in accordance with the Act, is only processed for the purposes for which it is held, is kept secure and is not kept for longer than necessary.  You must also ensure you comply with the following guidelines at all times:

• Do not give out confidential personal information except to the data subject. In particular, it should not be given to someone, either accidentally or otherwise, from the same family or to any other unauthorised third party unless the data subject has given their explicit prior consent to this.
• Be aware that those seeking information sometimes use deception in order to gain access to it. Always verify the identity of the data subject and the legitimacy of the request, particularly before releasing personal information by telephone.
• Where PENINSULA VETERANS provides you with code words or passwords to be used before releasing personal information, for example by telephone, you must strictly follow PENINSULA VETERANS requirements in this regard.
• Only transmit personal information between locations by fax or e-mail if a secure network is in place, for example, a confidential fax machine or encryption is used for e-mail.
• If you receive a request for personal information about another volunteer, you should forward this to the secretary, who will be responsible for dealing with such requests.
• Ensure that any personal data which you hold is kept securely, either in a locked filing cabinet or, if it is computerised, it is password protected so that it is protected from unintended destruction or change and is not seen by unauthorised persons.
• Do not access another volunteer’s records without authority as this will be treated as gross misconduct and it is a criminal offence.
• Do not write down (in electronic or hard copy form) opinions or facts concerning a data subject which it would be inappropriate to share with that data subject.
• Do not remove personal information from the workplace with the intention of processing it elsewhere unless this is necessary to enable you to carry out your job duties and has been authorised by your line manager.
• Ensure that, when working on personal information as part of your job duties, when away from your workplace and with the authorisation of your line manager, you continue to observe the terms of this policy and the Act, in particular in matters of data security.
• Ensure that hard copy personal information is disposed of securely, for example, cross-shredded. 

Compliance with the Act is the responsibility of all employees.  Any questions or concerns about the interpretation of this policy should be raised with the PENINSULA VETERANS Coordinator

Peninsula Veterans are registered with the NI Charities Commission Number NIC110620

PENINSULA VETERANS

FINANCIAL PROCEDURES POLICY

In accordance with PENINSULA VETERANS Constitution, all Members have a legal responsibility for the financial management of the Organisation.  The Constitution state that the Treasurer must keep proper accounts and records of the finances of the Members s.

1.     Purchasing/Expenditure Procedures

The purchase of goods/services by any Members  on behalf of the PENINSULA VETERANS must adhere to the following procedures:

• For purchases below £100 eg stationery, postage, refreshments, room hire, etc approval must be sought by email from and given by Office Bearers (there should be no self-certification) before goods/services are purchased.
• Where goods/services cost between £100 - £500 approval must be sought in advance and given by two Members s, who should be cheque signatories. Names should be recorded in the minutes of a committee meeting.
• For approved purchases in excess of £500 quotations will be required (see quotation section of procedures).

2. Management Committee Out of Pocket Expenses

Members s may be reimbursed for approved ‘out of pocket’ expenditures ie refreshments for meetings, mileage (out of Borough on behalf of Members s), stationery, etc up to a maximum of £100.

• See above in respect of purchasing procedures.
• To reclaim all approved purchases Members s/Village Representative members must complete an ‘Agreed Expenditure Claim Form’ attaching original receipts; this form must be signed by two Members s to approve payment.

3.     Quotations

Where necessary for purchases detailed in the amounts below written specifications and quotations should be acquired.  The quotations will be approved on the basis of best value.

In cases of grant-aided funding being provided, Members s must comply with all the letter of offer quotation conditions where applicable.

4.     Cash Payments System

In exceptional circumstances cash payments may be necessary ie, the Supplier will not accept cheques or debit card payments.  In these cases, the following procedures may be used for small purchases up to £500 per event (if the event is grant aided this must be clarified with the funder if acceptable) no petty cash is held:

• Permission for cash payments must be sought, in the first instance, from the Treasurer and they should be provided with full details of cash requirements and reasons.
• Treasurer will present to the Members s at Committee meeting a full breakdown of proposed cash payments costs and complete Cash Payment Request Form, this should be authorised by two Members s, also a note of approval should be recorded in the minutes of the meeting.
• If approved, Treasurer will make a withdrawal from the bank account and pass to the relevant Members who is responsible for the project.
• All Members s in receipt of cash for project payments must ensure that they obtain invoices/receipts of payment.
• Relevant Members must complete and sign a Cash Payment Receipt Form and attach all original invoices/receipts and give them to the Treasurer at a meeting of Members s.
• Treasurer must ensure any unspent monies are lodged back into the bank account.

5.     Bank Mandates and Account Signatories

An account shall be opened in the name of Peninsula Veterans at a bank to be approved by the Committee into which monies received on behalf of Peninsula Veterans shall be paid.  The bank mandate (list of unrelated bank account/cheque signatories) will always be approved and minuted by the Committee.

The Members s will not use any other banks or financial institutions or use overdraft facilities or invest speculatively unless authorised, approved, and minuted by Committee.

The Treasurer and two other unrelated Members s of the Committee are authorised cheque signatories for the Members s.

Cheques

The following procedures must be adhered to in respect of all cheques issued:

• Each cheque must be signed and authorised by two of the three signatories.
• Before signing the cheque each signatory should ensure that full back-up documentation is provided ie invoices and quotations if applicable.
• Cheques should never be pre-signed by one signatory, thus effectively allowing payments to be made on one signature.

Bank Account Transfer (BACS)

In the current paperless climate many companies will not accept cheques, therefore the Members s will put in place a system for payment of invoices by BACS.

• Each authorised signatory for the bank account should hold in a secure place and keep confidential their User ID and passcode for the account.
• Each bank transfer for payment of an invoice must be authorised by two of the three signatories.
• Before completing the transaction each signatory should ensure that full paperwork is in place and that they have a copy of the invoice for payment and bank details of supplier for payment to be made.

Pre-payment Card

As above, many companies will not accept cheques or BACS payment therefore the Members s will put in place a system for payment of invoices by Pre-payment Card.

• A debit bank card will be acquired for the Members s and approval must be obtained from the Members' s/Committee members at the Committee meeting for expenditure on the card.
• Two of the three bank account signatories will be required to transfer money from the bank account onto the debit card up to a maximum amount of £100. In exceptional circumstances this amount may be altered upwards by agreement of the majority of Members s at a Committee meeting, this should be noted in the minutes.
• To ensure openness and transparency, the debit card will not be held by the signatory that receives the bank statement (Treasurer) but instead held in a lockable box by either of the two other bank account signatories. The names will be detailed and minuted at a Committee meeting.  This therefore will allow the Treasurer to keep an independent check on expenditure on the debit card.
• All requests for payments by the Pre-payment Card must adhere to Section 1 above.

6.     Receipts/Invoices

• When goods are received, the invoice should be matched to items/goods/services purchased.
• The receipt/invoice should be an original and detail:
  • Date of invoice;
  • Details of goods/services received, including price and VAT;
  • Name, address and telephone number of supplier;
  • VAT number, if applicable.
• The receipt/invoice is checked for accuracy by Treasurer then processed for payment or goods received cheque reconciliation.
• Members ‘Out of Pocket’ Expenses and Cash payments received should come with associated documentation, ie Cash Payment Claim Form.

7.     Fundraising and Donations

As PENINSULA VETERANS is set up as a not for profit organisation there are times the Members s will be organising fundraising activities and charitable donations, in these instances Members s must ensure:

• The collection of cash charitable donations should be overseen and administered by a minimum of two unrelated Members s, who should at the end of the fundraising event count and record details of all cash received, and both Members s must sign and date the record.
• The receipt of cheque donations should in all instances be made out to PENINSULA VETERANS.
• Cash and cheque donations along with all paperwork should be given to the Treasurer for lodgement into the bank account.

8.     Bank Reconciliation

Bank reconciliation should be carried out monthly and is vital as it gives the Members s a true position at that moment in time.

• The Treasurer is responsible for the bank reconciliation.
• The bank statement should be reconciled to the accounts spreadsheet monthly. A tick should be placed beside the matching figures on the bank statement and the accounts books.

9.     Financial Reporting

The following table shows the financial reports required to be prepared by the Treasurer and approved by the Members s together with the timetable and forum for presentation.

10.     Fraud

PENINSULA VETERANS is committed to the prevention of fraud and the promotion of an anti-fraud culture. PENINSULA VETERANS operates a zero-tolerance attitude to fraud and requires members s, volunteers, and staff to act honestly and with integrity at all times, and to report all reasonable suspicions of fraud.  PENINSULA VETERANS will investigate all instances of actual, attempted, and suspected fraud committed by members s, volunteers, staff, consultants, suppliers, and other third parties and will seek to recover funds and assets lost through fraud. Perpetrators will be subject to disciplinary and/or legal action.  This policy is endorsed and supported by the Member's

Introduction

The purpose of this statement is to give the PENINSULA VETERANS policy on fraud and set out our responsibilities for its prevention. It also refers you to the Fraud Response Plan, which outlines the action to be taken if you discover or suspect fraud.

PENINSULA VETERANS requires staff at all times to act honestly and with integrity and to safeguard the resources for which they are responsible. Fraud is an ever-present threat to these resources and hence must be a concern of all members of staff.

What is Fraud?

The term fraud is used to describe a whole range of activities such as deception, bribery, forgery, extortion, corruption, theft, conspiracy, embezzlement, misappropriation, false representation, concealment of material facts and collusion. Generally, however, fraud involves the intention to deceive a person or organisation in order to obtain an advantage, avoid an obligation or cause loss.

The term also includes the use of information technology equipment to manipulate programs or data dishonestly, the theft of IT equipment and software, and the intentional misuse of computer time and resources.

PENINSULA VETERANS Attitude to Fraud

PENINSULA VETERANS Members take the most serious view of any attempt to commit fraud by members s, volunteers, members of staff, contractors, their employees, and agents acting on behalf of the PENINSULA VETERANS, and others. Anyone involved in the impropriety of any kind will be subject to disciplinary action, including prosecution, if appropriate. PENINSULA VETERANS treats attempted fraud as seriously as accomplished fraud.

Responsibilities

The Members s of PENINSULA VETERANS is responsible for:

• developing and maintaining effective controls to help prevent or detect fraud;
• carrying out vigorous and prompt investigations if fraud occurs;
• taking appropriate disciplinary and/or legal action against perpetrators of fraud;
• ensure that agreed procedures are followed;
• has a duty to ensure that public funds, the PENINSULA VETERANS reputation, and its assets are safeguarded;
• should alert the Chairperson where they believe the opportunity for fraud exists because of poor procedures or lack of effective supervision;
• has a responsibility to report details of (a) any suspected or actual fraud, or (b) any suspicious acts or events, to the Chairperson; and
• assist in any investigations by making available all relevant information and by co-operating in interviews.

Fraud Response Plan

PENINSULA VETERANS has prepared the following fraud response plan which can act as a checklist of actions and a guide to follow in the event of fraud being suspected.

The Chairperson should be informed of any suspected fraud and will identify two unrelated Members s (who are not bank account signatories) who will oversee any fraud investigation.  Their role will be to:

• Establish facts without alerting the suspected perpetrator.
• Maintain confidentiality.
• Make an immediate and detailed record of everything reported.
• Take steps to minimise any immediate further losses.
• Initiate a detailed investigation to establish substance to the allegation.
• Secure any evidence.
• Report back to the Chairperson.
• If substantiated Chairperson will inform Members s and grant-aid bodies, etc and the Police.
• Agree if further investigation is required and who will undertake it.

Peninsula Veterans are registered with the NI Charities Commission Number NIC110620

PENINSULA VETERANS SAFEGUARDING AND WELFARE POLICY

Purpose

This policy sets out Peninsula Veterans’ approach to safeguarding and promoting the welfare of children and vulnerable adults and vulnerable adults. It applies to all aspects of our work and to everyone working/volunteering for Peninsula Veterans, including permanent and temporary employees, contractors, and self-employed contracted inspectors.

Strategic context

Peninsula Veterans’ strategy is underpinned by 3 core principles regarding its core clients:

• Mutual respect
• Equality
• Accountability and transparency

This means that everything we do that involves children and vulnerable adults must have proper safeguards in place and that we regulate and inspect these policies to ensure we have effective procedures for keeping children and vulnerable adults safe from abuse, neglect and exploitation.

Definitions

Peninsula Veterans uses definitions of the term ‘safeguarding’ from statutory guidance.

Safeguarding children and vulnerable adults is defined in Working/volunteering together to safeguard children and vulnerable adults as:

Protecting children and vulnerable adults from maltreatment

preventing impairment of children and vulnerable adults’ health or development

ensuring that children and vulnerable adults are growing up in circumstances consistent with the provision of safe and effective care

taking action to enable all children and vulnerable adults to have the best outcomes

Safeguarding vulnerable adults is defined in the Care and Support statutory guidance issued under the Care Act 2014 as:

protecting the rights of adults to live in safety, free from abuse and neglect

people and organisations working/volunteering together to prevent and stop both the risks and experience of abuse or neglect

people and organisations making sure that the adult’s wellbeing is promoted including, where appropriate, taking fully into account their views, wishes, feelings, and beliefs in deciding on any action

recognizing that adults sometimes have complex interpersonal relationships and may be ambivalent, unclear or unrealistic about their personal circumstances and therefore potential risks to their safety or well-being

Recruitment

Peninsula Veterans conducts safe recruitment checks on everyone who works/volunteers for us. All roles will require an Access NI Disclosure and Barring Service (DBS) check and references before the individual joins us. Some individuals may be subject to an enhanced DBS check and a check of social media because their role may bring them into regular contact with children and vulnerable adults.

Anyone working/volunteering with Peninsula Veterans, either internally or from outside the organisation, will need to show an understanding of safeguarding that is relevant to the role that they are engaged in.

Expectations of Volunteers

Everyone working/volunteering/volunteering for Peninsula Veterans has a responsibility to familiarise themselves with this safeguarding policy and the procedures that go with it. They must maintain a proper focus on the safety and welfare of children and vulnerable adults in all aspects of their role.

Anyone who works/volunteers for Peninsula Veterans must inform the committee if they or any adult living in their household become(s) the subject of an allegation involving a safeguarding concern or abuse against a child or vulnerable adult. If anyone is in doubt whether the situation or allegation is relevant, they should:

refer to the definitions of safeguarding and protection of vulnerable adults

seek advice from a committee officer

Safeguarding training

Peninsula Veterans’ is committed to ensuring that everyone who works/volunteers for us understands their safeguarding responsibilities and keeps their knowledge up to date. All staff/volunteers and contractors must confirm that they have received and read this policy within 3 months of taking up a position and after that at 3-yearly intervals. There will also be regular refresher training on safeguarding children and vulnerable adults, including specific areas of risk and safeguarding practice.

Acting on safeguarding concerns

Any allegations of misconduct towards children and vulnerable adults by those working/volunteering for Peninsula Veterans’ will be fully investigated by a panel of no less than 3 Committee officers. At least two of that number must have proper safeguarding training. On completion of the investigation statutory bodies and or agencies may be informed as appropriate.

We all have a responsibility to make sure that concerns about children and vulnerable adults are passed to the agency that can help them without delay.

If anyone is concerned that a child or vulnerable adult is at risk of being abused or neglected, they should not ignore their suspicions and should not assume that someone else will take action to protect that person.

External concerns about children and vulnerable adults should be referred to the children and vulnerable adults’ social care department of the local authority where the child lives. Similarly, concerns about vulnerable adults should be referred to local authority adult services.

If anyone working/volunteering for Peninsula Veterans’ is in any doubt about what to do, they should consult a committee officer.

Anyone working/volunteering for Peninsula Veterans’ who has concerns about the behavior of a colleague must always raise this with a committee officer as quickly as possible.

Learning and improving

We are determined to keep improving our knowledge and understanding of how best to protect children and vulnerable adults and vulnerable adults. We will review our own practice regularly to check that we are placing the right emphasis on safeguarding in our work.

We will conduct in-depth reviews of our actions in cases where children and vulnerable adults suffer serious harm while under the care of providers that we regulate or inspect, and where these cases raise questions about Peninsula Veterans’ practice that need to be examined. The main purpose of the reviews is to learn lessons about when our systems need to improve to protect children and vulnerable adults better in the future. We will also promote a culture in which we are able to highlight and review near misses to learn and improve our practice.

Peninsula Veterans are registered with the NI Charities Commission Number NIC110620

PENINSULA VETERANS' PRIVACY POLICY

Privacy Policy 

At Peninsula Veterans we respect your privacy and aim to comply with the latest data protection regulations. This policy explains how we collect and handle data relating to website visitors. Please note that this policy may be altered in the future. It was last updated on 7 April 2023.

Who collects the information?

The information is being collected by Peninsula Veterans, and the person responsible for handling data is the website owner who can be contacted via email at admin@peninsulaveterans.org

How do we collect information?

Information can be collected in the following ways:

• If you contact us via our enquiry form.
• If you sign up to our mailing list.
• If you email us directly.

Anonymous data (relating to your computer/device, not to you personally) is also collected whenever someone merely visits one of our web pages. This uses the Google Analytics service (see below), and it involves the use of cookies (see below).

What information is collected?

For enquiries we will only collect the minimum information required for the purposes of being able to contact you and make an accurate record of enquiry.

The anonymous data relating to website traffic is limited to details of the device or connection being used to access our website (including the IP address of your computer, the country the connection is made from, the browser, etc.) and a record of the pages visited, plus the time spent on each page.

How is your data used?

When you contact us, make an enquiry your data is used solely for corresponding purposes i.e., if your query requires a response. We will not pass your contact details and other personal data to a third party.

Some data will also be used for internal record keeping (e.g., for the accounts that we are legally obliged to maintain), and to help us assess how to improve the services that we offer.

Anonymous data collected from cookies is used purely to compile statistics regarding the website traffic so that we can judge how well the website is performing. The data is collected and the statistics are compiled using the Google Analytics service. Click for general information about how Google's services impact your privacy, or click for the Google Analytics privacy policy.

Who has access to your information?

We will not sell or rent your information to third parties.

We will not share your personal information with third parties for marketing purposes. Personal information will only be given to a third party when we are legally obliged to do so.

Anonymous data derived from cookies may be shared with third parties, but only for technical purposes, not marketing ones.

Your consent

We may contact you for marketing purposes by email, but only about the services Peninsula Veterans offer, you have specifically requested us not to do so. If you wish to request that you do not receive such emails please use our contact form to let us know.

How you can access and update your information

The accuracy of your information is important. If you change your email address, or if you believe any of the other information, we hold is inaccurate or out of date, please email us via our contact form  or write to us at the address detailed above. We will promptly correct any information found to be incorrect.

You have the right to ask for a copy of the information we hold about you, and this will be sent to you in electronic format free of charge.

Your right to restriction

You may choose to restrict the collection or use of your personal information in the following ways:

• Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for marketing purposes;
• If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at [email address];
• If you do not want Google Analytics to compile anonymous statistics about the interaction between your device and our website, you can download and install the Google Analytics Opt-Out Browser Add On.

Your right to be forgotten

Data will only be stored for as long as it is needed. Unnecessary data will be erased.

The security of your information

When details such as your name and email address are submitted via a contact form or email, this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information using industry best practise, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.

Payment security

We currently do not provide an online service that allows you to pay for any services or membership, we may provide you with our Bank Details in order for you to make an electronic payment. We do not store or process credit card details or debit card details on any of our systems; instead, we may PayPal, which is a secure online payment gateway to process credit card payments and debit card payments on our behalf.

Breach notification

If we hold records of your personal data and we become aware of a data breach, we will endeavour to inform you of this within 72 hours.

Links to other websites

Our website contains links to other websites of interest. You should note that we do not have any control over those websites, and so cannot be responsible for the protection and privacy of any information which you provide whilst visiting them.

Users under 18 years of age

Any user under 18 years of age must have their parents'/guardians' consent to use our website. Users without this consent are not allowed to provide us with personal information.

Cookies

A cookie is a small file sent to your computer's hard drive by a web page that you visit. Cookies allow web applications to recognise your device (not you personally) as you move from one page on the site to another, or if you revisit the site within a certain period of time. If you express a preference on a web page, for instance, that preference can then be recalled in the future. A cookie in no way gives us access to other files on your computer or to any other of your device's functions.

We use traffic log cookies to compile statistics about the popularity of pages on our site and about how people have arrived here. This helps us improve our website. We only use this information for statistical purposes.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies; however, you can usually modify your browser settings to decline or block cookies if you prefer.

What to do if you don’t want cookies to be set

If you prefer, it is possible to block some or all cookies, or even to delete cookies that have already been set; but you need to be aware that some functions of the website might become inoperable.

• If you use the Internet Explorer browser, find out more info HERE.
• If you use Firefox, see the information HERE.
• If you are using Safari, see HERE.

if you are using an alternative, please contact the browser suppliers web site for assistance

Acceptance of these terms

By using our website, you signify your acceptance of the terms of our privacy policy. If you do not agree to the terms of our privacy policy, please do not use our website. Your continued use of our website following the posting of any changes to our privacy policy will mean that you accept those changes.

Peninsula Veterans Dated 7 April 2023

Peninsula Veterans are registered with the NI Charities Commission Number NIC110620

PENINSULA VETERANS HEALTH AND SAFETY POLICY

Part 1:

Statement of intent

This is the health and safety policy statement of: peninsula Veterans:

Our Health and Safety Policy is to:

• Prevent accidents and cases of work-related ill health or accident
• Manage Health and Safety risks at our Veterans Garden
• Provide clear instructions and information and adequate training to ensure all members of Peninsula Veterans are competent to engage in activities.
• Provide appropriate personal protective equipment
• Consult with members on matters relating to their health and safety
• Provide and maintain safe equipment
• Ensure safe handling and use of substances
• Maintain safe and healthy working conditions
• Implement emergency procedures including evacuation in case of fire or other significant incident.
• Review and revise this policy as appropriate and as necessary at least annually

Part 2: Responsibilities for health and safety

1              Overall and final responsibility for health and safe is all committee members, and members of peninsula veteran

2            All peninsula veterans committee members, members, visitors, guests and contractors are expected to and should:

• co-operate with peninsula veterans committee officers on health and safety matters; •
• take reasonable care of their own health and safety
• Ensure that appropriate training has been completed BEFORE the use of any powered tools or garden machinery
• report any and all health and safety concerns to an appropriate person (any Peninsula Veterans committee member).

Part 3:  Arrangements for health and safety Risk assessment

Risk Assessment

1. Appropriate risk assessments will be completed and filed for individual activities at the Veterans Garden Shed i.e., use of power tools and equipment and manual handling activities.

Training

2. Appropriate training shall be given prior to any member of person using power tools or garden equipment. This will include instruction on each piece of equipment and the mandatory use of personal protection equipment appropriate to the tool being used. A register of members trained will be kept in the Veterans Garden Shed.  Updated training will be given on change of activities or machinery.

Review

4. A register of members trained will be kept in the Veterans Garden Shed. Updated training will be given on change of activities or machinery.

Updates

5. All members of Peninsula veterans will have the opportunity to contribute to this health and safety policy as matters arise and when this policy is under review

Peninsula Veterans are registered with the NI Charities Commission Number NIC110620