Operating Policy

Operating Policy

1. Introduction
Nore Barn Woods is owned by HBC and licensed to Chichester Harbour Conservancy. FONBW was established in 2002 to allow local volunteers to work with these bodies to improve the management of the woods. The aim of FONBW is to conserve the character of the woods, whilst improving sympathetically some of the dereliction.

FONBW is currently authorised by HBC to manage Nore Barn Woods South.

2. Policy
This Policy Document was compiled by the FONBW Committee in Oct 2005. This Operating Policy defines how FONBW intend to be organised.

Constitution
A draft Constitution was tabled at the meeting of 14.11.02.

Publicity
Publicity will be focussed on keeping the members informed, and raising the profile of FONBW with public bodies (eg HBC) and councillors. Publicity will not be used to attract additional visitors to the woods. An article will be submitted to the EMS at least yearly. A website will be maintained. Approximately 3 newsletters a year will be distributed to members.

Meetings
An AGM will be held annually between 21st April and 21st June. Committee Meetings will be held approximately monthly.

Work Days
Work Days will be held during the period October – May, approximately one morning a month. Unscheduled Work Days may be held during the Summer months, as required.

Financial
The Treasurer shall open a Bank Account in the name of FONBW. The group’s Financial Year will run January to December. The Treasurer shall be responsible for applying for Grants.
The Treasurer shall also be responsible for providing an annual account which should be prepared and submitted to the Committee no later than the March meeting of the following year. The approved accounts to be posted on the website by the end of April. If the revenue in any one year exceeds £1000, then some form of audit needs to be implemented.
The Treasurer shall report on financial status at each Committee meeting.

Subscriptions
Membership shall be open to anyone paying the subscription (currently £2 pa per household).
The membership year shall be January to December. If a member joins in the last quarter of a calendar year then membership shall run until December the following calendar year.

Insurance
Public Liability Insurance for the group shall be held. This is likely to be the major expenditure for the group (£160 pa?).

BTCV
In order to benefit from the Public Liability Insurance offered by this organisation, FONBW will affiliate to BTCV. This currently costs £25 pa.

Training Courses
BTCV and others run regular Training Courses, and as a minimum it is proposed that 2 members will have attended the First Aid, Leadership and Risk Assessment courses.

Tools
Basic Tools may be purchased.

Health and Safety
Standard Risk Assessments have been prepared for Tree Felling etc. These must be reviewed every 2 years. A member of each Working Party must be trained in First Aid, see "Training Courses". A First Aid kit and mobile phone must be carried on Work Days.

Committee
A Committee shall be formed to run the group on a day-to-day basis.
The Committee shall consist of a Chairperson, Secretary, Treasurer, and four other members, all of which shall be elected annually. Each Committee member shall have a vote. The Chairperson shall have the casting vote, if there is not a majority.
Further people may be co-opted as required for their expertise, but are not entitled to vote on the committee.
(This Committee section requires a change to the Constitution, which could be proposed at the 2006 AGM.)

Job Descriptions
Chairperson: Call meetings as required. Lead meetings. Set policy and direction.
Secretary: Compile an Agenda for meetings, minute the meetings. Distribute minutes.
Treasurer: Open and maintain a Bank Account. Bookkeeping of the finances. Raise Grant applications.
Membership Secretary: Maintain a register of members. Collect subscriptions when due.
Fund Raising Co-ordinator: Organise fund raising events.
Publicity Co-ordinator: Implement the Publicity policy.

Contact with HBC
A formal point of contact with HBC shall be appointed.

(This policy was accepted at the Committee meeting dated 18.10.05)