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The Friends of Chelmsford Museums

Registered Charity No. 1106243

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Policies

DATA PROTECTION POLICY

The Friends of Chelmsford Museums has a Data Protection Policy applicable to all their officers and volunteers to ensure compliance with the General Data Protection Regulations which came into force on 25 May 2018. Please view the next page to read the Data Privacy Notice.


EQUAL OPPORTUNITIES POLICY
The Friends of Chelmsford Museums (FCM) aims to ensure that all trustees, officers, honorary and substantive members and the general public are treated fairly.

This will be regardless of gender, sexual orientation, gender reassignment, marital or civil partnership status, race (including colour, nationality, ethnicity or national origin), disability, medical status, age religion or belief, political opinion, social or economic status, or ex-offender status.

Where there is a conflict between this Policy and the FCM Policy for the Protection of Children and Vulnerable Adults, the latter policy shall prevail.

Approved 5 September 2018
This policy will be reviewed every two years
Next review: September 2020

EVENTS POLICY
1. All events should be made under the auspices of the Events Sub-Committee. Individual Members may arrange events but these must be agreed by the Sub-Committee, who shall meet on a regular basis and, if necessary, recommend amendments to this policy to the main committee.
2. The Events Sub-Committee will report past and forthcoming events to each of the meetings of the main committee.
3. All events will be communicated to the Membership via the Newsletter or fliers contained in the same posting.
4. Members and non-members must pay the full cost on booking for each event according to the amount decided upon by the organiser. Places not taken up can only be re-allocated by the organiser.
5. A full refund will only be repaid if the member gives three weeks' notice of cancellation.
6. The notice of cancellation period may be reduced in the case of sudden illness of the member or close relative.
7. If members who have booked, fail to attend the event and no notification is received, no refund will be given.
8. Payment for the event should be made by cheque or cash and must accompany the application form.
9. A closing date for bookings should be shown on the booking form if appropriate.
10. The Booking Form should state that the 'Event Booking Terms and Conditions' are available on request from the organiser.
11. Places at an event will be allocated on a "first come, first served" basis. This will include non-Members who are friends of Members. They will be charged for events on the basis of the cost to Members plus a minimum of £2.00. Places are booked on receipt of payment.
12. If an event is over-subscribed, a reserve list will be compiled. If a cancellation is received every effort will be made to fill the place from the reserve list. If the place can be filled, some monies will be refunded. If Members find they cannot use their booking, they must notify the organiser who is the only person who can reallocate the place(s).
13. Some events may be for Friends Members only. This will be specified by the organiser in any advertising.
14. Events literature should also specify where there might be physical difficulties for some Members.
15. FCM visits, talks and social events should not clash with Museum events whenever possible.
16. If a speaker has to cancel, every effort will be made to recruit a substitute speaker to talk on the same subject. If a speaker cannot be found, a full refund will be offered.
17. If the venue becomes unavailable the event will be cancelled and members will be offered a full refund.
18. The events Sub-Committee will hire premises when necessary at their discretion but with the consent of two of the following: Chairman, Vice Chairman, Secretary or Treasurer.
19. Organisers of events, including those providing any refreshments for the event, must submit cheques and other payments, plus receipts for payments they have made, to the Treasurer on the form authorised by the Honorary Auditor. The organiser should keep one copy of the form for their own records.
20. The Events Sub-Committee will ensure that the public liability and indemnity insurance policy, covering Members taking part in events organised by the Friends, is renewed each year at the appropriate time until / if the main committee may decide otherwise.

EVENTS BOOKING TERMS AND CONDITIONS
1. Members and Non-Members must pay the full cost on booking for each event according to the amount decided upon by the organiser.
2. A full refund will only be repaid if the member gives three weeks' notice of cancellation.
3. The notice of cancellation period may be reduced in the case of the sudden illness of the Member or close relative.
4. Payment for the event should be made by cheque or cash and must accompany the application form.
5. A closing date for bookings should be shown on the booking form if appropriate.
6. The Booking Form should state that Members may request a copy of the ' Event Booking Terms and Conditions '.
7. Places at an event will be allocated on a " first come, first served " basis. This will include Non-Members who are friends of Members. They will be charged for the events on the basis of the cost to Members plus a minimum of £2.00.
8. Some events may be for Members only. This will be specified by the organiser in any advertising.
9. Events literature should also specify where there might be physical difficulties for some Members.
10. If a speaker has to cancel, every effort will be made to recruit a substitute speaker to talk on the same subject. If a speaker cannot be found, a full refund will be offered.
11. If the venue becomes unavailable, the event will be cancelled and a full refund will be offered.
12. If Members find they cannot use their booking, they must notify the organiser who is the only person who can reallocate the place/s.

Approved 15 June 2016
This policy will be reviewed every two years
Next review: December 2019

MEMBERSHIP POLICY
1. Subscriptions
Annual subscriptions are due on 01 March
Individual Membership - £10
Family Membership   - £15
Honorary Membership - £0
2. Family Membership is defined as one or two adults at the same address and any number of children under the age of 18. Family members over the age of 18 are entitled to vote with a maximum of two votes per family.
3. Honorary Membership will be awarded at the discretion of the Committee to Members who have given exceptional support to the organisation over a period of 5 years or more. Honorary Membership will be given for the lifetime of the recipient.
4. Gift Card Membership can be given at any time of the year with the same conditions as in Period of Membership below. Membership is activated on receipt by the Membership Secretary of the recipient's details and the relevant Membership fee.
5. Period of Membership Persons joining before the end of August will have up to 12 months Membership and must renew their subscription the following March. Persons joining after the end of August will have up to 18 months Membership. In effect, new members will have up to 6 months free membership.
6. Cancellation of Membership No refund of the Membership fee will be paid and no more Newsletters will be sent. If a Member dies and a refund of Membership fee is requested, then a full refund will be given.
7. Non-renewing Members If no Membership Form is received in response to the Spring Newsletter, a further Form will be sent with the Summer Newsletter. If there is no response by the end of June, the Membership Secretary will contact the Member and ascertain the reason.

If contact cannot be made and there is no response by the end of August, no further Newsletters will be sent and it will be presumed that continuation of Membership is no longer desired.

If the Member has not renewed by the AGM, they will not be entitled to vote and their details removed from Membership Lists.

Every reasonable effort will be made to retain Membership.
8. Changes in Subscription Fees are subject to 6 months notification given before the AGM and approved by vote. Change in Membership Fees would take effect from the following March.
9. Membership Responsibilities
1. Members must inform the Membership Secretary of any change of address.
2. Members paying by Bankers Order must notify the Membership Secretary of any cancellation of the Order.
3. Members signing the Gift Aid Declaration must inform the Membership Secretary if they cease to pay tax at the standard rate.

Approved 15 June 2016
To be reviewed December 2019 or as circumstances dictate.

POLICY FOR THE PROTECTION OF CHILDREN AND VULNERABLE ADULTS
The Friends of Chelmsford Museums (FCM) adhere to the safe working practices of Chelmsford City Council's Combined Safeguarding Policy (v3, 2015) Appendix 4, pages 27 and 28.
It is assumed that when members are involved with activities within the Museum and Sandford Mill, appropriate Risk Assessments will have been carried out by Museum staff.
See additional advice 'Safeguarding Advice for FCM Object Handling Table / Special Events at Chelmsford Museum and Sandford Mill.'

Approved 5 September 2018
This policy will be reviewed every two years.
Next review: September 2020.


 

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