Leicestershire & Rutland Bridleways Association Constitution
(As amended by the Annual General Meeting, DD/04/2012)
The organisation shall be called "The Leicestershire & Rutland Bridleways Association" (hereinafter referred to as "the Association").
2.1 To preserve and improve and where possible extend the Counties' bridleways and byways
2.2 To work towards the establishment and publicising of a network of bridleways, byways, tracks and quiet roads, including permissive routes, that will enable horses to be ridden (and driven wherever possible) away from traffic.
2.3 To endeavour to ensure that the needs of the horse and rider are considered in any planning approvals for new roads, housing or other developments, country parks or recreational provision.
2.4 To encourage riders in, and inform them about, the responsible use of the network so that the Counties' rights of way, recreational and permissive routes, and the land they pass over are respected, and also to promote good road safety practice.
3.1 To receive and disburse monies for the purpose of achieving the aims of the Association.
3.2 To work or consult with the British Horse Society, the County, Unitary, District and Parish Councils in the Counties as well as farming, conservation, access and leisure organisations and any other national, regional or local bodies, to achieve the Association's aims.
3.3 To negotiate with landowners and others for the creation or extension of permissive bridleways for use by the public generally or exclusively by Association members.
3.4 To make charitable donations
3.5 To employ staff or consultants as necessary for the purposes of the Association and to pay honoraria to officers.
3.5 To hold social, educational and fund-raising events, including Rides, for members and others.
3.6 To do all such lawful things as shall further the aims of the Association
4.1 Membership of the Association shall be open to all persons who subscribe to its aims and who have paid the subscription for the current calendar year.
4.2 Members who have not renewed by 31st March shall be deemed to have resigned and can no longer claim any benefits of membership.
4.4 Membership shall also be open to bodies or groups (hereinafter described as "bodies" or "body") operating in all or part of the two counties who subscribe to the Association's aims.
4.4.1 Such bodies must have at least two individuals in membership of the Association under Section 4.1 prior to application and during the period of their membership of the Association.
4.4.2 Such individual members shall continue to have full rights as set out in this Section.
4.4.3 The application for membership shall be accompanied by any document setting out the aims of the body and shall be approved by the Executive Committee.
4.4.4 There shall be no membership fee for such bodies but their membership shall be subject to annual ratification by the Executive Committee at its first meeting after any General Meeting when the address for correspondence shall also be confirmed.
4.4.5 The body shall not have voting rights at General Meetings.
4.4.6 The body shall ensure that a representative attends the relevant Area Meeting(s) of the Association. The representative shall have a vote.
4.4.7 The body shall exchange with the Association any newsletters, records of meetings and other material that enables both sides to be aware of the other's activities and policies.
4.4.8 The Executive Committee may invite a representative of the body to attend a meeting or meetings. The representative shall not have a vote.
4.4.9 The body shall not directly benefit from any benefits the Association derives from its own memberships or affiliations and its members who are not members of the Association are not entitled to any benefits given to members of the Association.
5.1 The Conduct of Meetings
5.1.1 shall be governed by Rules of Procedure, which shall be made by the Executive Committee and be available either on the Association's website or by application to the Honorary Secretary.
5.1.2 Provided that a majority of the Executive Committee has agreed, all meetings, including Annual but not Extraordinary General Meetings, may be conducted by postal or electronic means, or a combination, provided that not more than two such meetings are held in succession.
5.2 Annual General Meeting
5.2.1 The Association shall hold an Annual General Meeting each year between 1st February and 31st May. At least fourteen days’ notice of such Meeting, setting out the business to be transacted, shall be given to all members.
5.2.2 The quorum shall be 20 members or 10% of the membership, whichever is the less. If a properly convened Annual General Meeting remains inquorate twenty minutes after the time specified for its commencement the matters reserved to the Annual General Meeting shall devolve on the Executive Committee.
5.2.3 The Meeting shall conduct the business specified in the Rules of Procedure, such other business as the Executive Committee puts before it and the following business:
5.2.3a Seek nominations for and appoint the Chair, Secretary and Treasurer of the Association who shall be members of the Executive Committee for the coming year. The offices of Treasurer and Secretary shall not be held by the same person.
5.2.3b Seek nominations for and appoint the Executive Committee which shall serve until the close of business at the following Annual General Meeting
5.2.3c On the recommendation of the Executive Committee a General Meeting may appoint a Patron, a President, or Vice-President(s). Such appointments shall normally be for a fixed term of years.
5.3 Extraordinary General Meetings
5.3.1 Extraordinary General Meetings may be called by the President, the Chair, by a majority vote of the Executive Committee, or may be requisitioned in writing by twenty members. The requisition shall be served on the Secretary and shall set out details of the business to be transacted.
5.3.2 An Extraordinary General Meeting shall be called by the President or the Chair or Secretary for the time being if there are two inquorate Annual General Meetings in succession, in order to carry out the business of an Annual General Meeting.
5.3.3 The rules as to notice applying to Annual General Meetings shall also apply to Extraordinary General Meetings and, where the meeting results from receipt of a valid requisition by members, such notice shall be sent out within twenty-one days of receipt of the requisition.
5.3.4 The business may not be devolved to the Executive Committee.
5.4 Executive Committee
5.4.1 The Committee shall endeavour to ensure that the Association conducts its activities to the highest legal and ethical standards and has a duty to scrutinise the policies, ACTIVITIES and publications of the Association in this regard.
5.4.2 The Committee shall be responsible for the day-to-day running of the Association and may incur and discharge financial commitments on its behalf.
5.4.3 At its first meeting after the Annual General Meeting, the Committee shall appoint or re-appoint from within the Committee one or more Vice-Chairs, and from within the Committee or by co-option such of the following and other officers as it deems necessary to facilitate the work of the Association and the achievement of its aims. Membership Secretary Press and/or Publicity Officer Rides Programme Organiser Web Manager or Editor and appoint or re-appoint the chairs of any standing sub-committees of the Executive Committee.
The Executive Committee may appoint such standing and ad hoc sub-committees as it deems necessary from within and without the membership of the Committee and the Association and shall set their terms of reference.
5.6 Area Meetings
5.6.1 To encourage active participation in achieving the aims of the Association all members shall be invited to Area Meetings which shall be open to all riders.
5.6.2 Each Area may propose to the next General Meeting a representative to serve on the Executive Committee. Such a representative, if elected on to the Committee, is eligible to be an officer.
6.1 The funds of the Association shall only be applied to further its aims, except as may be provided in the Constitution
6.2 The financial and membership year of the Association shall be the calendar year.
6.3 The Executive Committee shall:
6.3.1 decide the current subscription for, and any benefits of, membership.
6.3.2 authorise the appointment of bankers for the Association's business
6.3.3 appoint the authorised signatories for the Association's cheques from within the Committee's membership. All payments from the Association's accounts must be signed by two such signatories or the Committee may authorise alternative arrangements providing a similar or greater level of supervision.
6.3.4 ensure that the Treasurer keeps account of the Association's transactions and makes a report to each meeting of the Committee, as well as preparing and presenting annual accounts to the Annual General Meeting.
The Association shall be dissolved if a resolution to that effect is approved by a simple majority vote at a properly convened and quorate General Meeting and details of the proposed dissolution were given in the notice of the meeting. Any provisions for postal or electronic ballots shall not apply to such a General Meeting. On dissolution any balance of funds shall be donated to organisations whose aims most nearly correspond to those of the Association and there shall be no distribution of residual funds to members.
8. Amendments to Constitution
The Constitution shall be amended if a resolution to that effect is approved by a simple majority vote at a properly convened and quorate General Meeting and details of the proposed amendments were given in the notice of the meeting.
LRBA Safeguarding Policy
LRBA is affiliated to the British Horse Society (BHS) which is a Member Body of the British Equestrian Federations (BEF). The BEF Policies apply to everyone within the BEF and its Member Bodies who collaborate through the Safeguarding Action Team (SAT). This is responsible for ensuring Safeguarding is embedded within Equestrian sport by developing a Federation-wide strategic overview of Safeguarding. Each Member Body, eg BHS, has their own Safety Officer who is a member of the SAT and has responsibility for safeguarding matters relating to their own members, eg LRBA, officials, staff and volunteers. It is therefore mandatory for LRBA to adopt the BEF’s Safeguarding Policies which can be viewed on their website: www.britishequestrian.org.uk.
• LRBA aims to safeguard all persons involved with LRBA events; organisers, marshals, stewards, riders and their companions.
• LRBA recognises that riding is a risk sport but aims to provide events which are enjoyable in an as safe as possible environment.
• LRBA expects that everyone taking part in an LRBA Event will treat all persons involved with respect, as Safeguarding is everyone’s concern.
LRBA Safeguarding Actions
• LRBA has produced targeted Safeguarding Policies on Children and Young Persons, Adults at Risk and a Photography Policy which are pertinent to LRBA Events.
• LRBA follows the advice given by BHS on Safeguarding at BHS Events. A representative of LRBA attends BHS Training on Safeguarding. Training on Safeguarding is delivered to LRBA Members.
• LRBA follows the advice given by BHS on Health and Safety at Events. The BHS has produced a Safeguarding Plan, a Risk Assessment and a procedure to follow in the case of an incident. These are contained in the Ride Organisers File.
• LRBA has a comprehensive list of Ride Rules. Every Ride Entrant must acknowledge they have read these and the Bridleway Code, and agreed to abide by them, signing the Ride Entry Form. Every Ride Entrant must leave an Emergency Envelope with the Ride Organiser at each event. This is confidential and gives details who to contact / what should be done in the case of an incident. These are returned or destroyed at the end of the event.
• The Ride Organiser gives a written account of the Ride to the Rides Co-ordinator so that LRBA can continue to improve good practice.
E-safety Good Practice
• The LRBA website does not store members’ information; contact addresses for committee members are given as organisational, not personal emails.
• The LRBA Facebook page has 2 Moderators to check and post content. It does not store personal data.
• Information given by members on joining LRBA is held on a database by the Membership Secretary for Administration. Executive Committee members and Ride Organisers can request relevant information for administrative purposes only.
LRBA Protection Policy
LRBA Children and Young People Protection Policy
The Association is required to have a Children and Young People Protection Policy. Children/Young People are defined as those under the age of 18 (the Children’s Act 1989). All children and young people are entitled to a duty of care and to be protected from abuse.
Participation in LRBA activities:-
General: The Association will endeavour to keep children/Young people (hereinafter referred to as Minors) safe whenever they participate in LRBA activities. They are most likely to participate in Rides but may attend other events. Where the parent or guardian (hereinafter referred to as “the parent’) is with the Minor, it is the parent’s responsibility to protect the Minor. In the unlikely absence of the parent the Association has a greater degree of responsibility to the Minor and will refer to the Emergency envelope left by the Parent for instructions on who is to be contacted regarding the Minor.
On Rides:- Minors will not be allowed to do our Rides or attend any other of our events on their own. It is one of our Ride Rules that Minors MUST have a named adult with them to ensure that everyone complies with our Bridleway Code and BHS Safeguarding Policies.
a) The parent MUST sign the Ride Entry Form for the Minor, initial the name of the accompanying rider and complete the Under 18 section.
b) The Ride Organiser cannot be asked to find an adult companion rider for a Minor. Only parents can approve such companions.
c) Minors who present themselves at a Ride on their own, and without parental authorisation to ride with a specified adult companion, will not be allowed to ride.
Photographs at Rides and Events
Photographs taken at our Rides and Events are displayed on our Website or Facebook page at the discretion of the Website Editor or Facebook Moderator. In recognition that photographs on websites and social media can be a source of abuse, the Association excludes photographs of Minors. LRBA’s Photograph Policy is available to view on our website.
LRBA Policy on Adults at Risk
LRBA takes its Policy on Adults at Risk from the British Equestrian Federations Policy. It is a generic policy overarching all types of equestrianism and which can be viewed on www.britishequestrian.org.uk. Adults at Risk (hereinafter referred to as AR) include those with disabilities of all types, both physical and mental, learning disabilities, in a vulnerable situation, or suffering from trauma. These may be permanent, temporary, or in the case of LRBA the result of an incident occurring during an LRBA activity. LRBA regards AR as any adult involved or participating in an LRBA activity including Ride entrants, their companions, their drivers, Ride Organisers, stewards and marshals.
• LRBA considers that safeguarding adults is everyone’s responsibility and would expect that everyone attending an LRBA event, both on the Organising team and as participants, would treat all adults with dignity and respect.
• LRBA Events are inclusive, all adults have the right to be protected from abuse and poor practice.
• Riding is a risk sport and LRBA is committed to providing an enjoyable and safe environment for participants at its events.
• LRBA considers that is better to take action before any harm to AR occurs as far as is reasonably possible.
To fulfil this aim LRBA has the following Protocols and procedures in place.
• LRBA provides training on Safeguarding at its Ride Organiser meetings.
• A thorough Risk Assessment is conducted before every LRBA event, including Rides, and lodged in the appropriate place.
• All Ride Entrants MUST sign the declaration to say that they have read and agreed to abide by the Ride Rules and follow the advice in section 9: “Any rider with a medical condition or rare blood group etc should carry this information on them during the Ride. It is the rider’s responsibility to ensure that they and their horse are fit enough to take part in an LRBA Ride. If there are factors that would impede your ability to follow stewards’ instructions, could you please notify the Organiser when checking in.”
• All Ride Entrants MUST leave an Emergency Envelope with the Ride Organiser containing details of who to contact and what should be done, in the event of an incident.
• All Ride Organisers have a Protocol pack containing information on what to do, what not to do, and who to contact within the LRBA/BHS Safeguarding structure together with the necessary phone numbers, in the event of an incident.
• There is an Accident Book in the Organisers’ Ride Kit with instructions on how to complete the relevant pages.
LRBA Policy on General Data Protection Regulations (GDPR)
Preface. The GDPR came into force on 18th May 2018. It replaces the Data Protection Act (DPA) and is more protective to the data subject (the individual); for example explicit consent is required from the data subject for an organisation such as LRBA to hold personal information about them. All members were informed of what information LRBA holds about them and why in Newsletter no. 94, September 2018, which can be viewed in the Archive section of the LRBA website www.bridleways.com.
The Executive approved a Data Protection Policy encompassing the requirements of the GDPR in February 2018 (minute 5; 5th February 2018). It was AGREED that we would adopt this new policy but keep it under review, especially with respect to data destruction, as the GDPR takes hold. Two pages of background based on a Webinar attended by the honorary secretary are attached as an appendix. The Data Protection Officer is at present the honorary secretary.
LRBA DATA PROTECTION POLICY
1) This policy is produced by the DPO appointed by the Executive Committee of the LRBA; it is approved by that Committee and reviewed from time to time by them. It can be seen on the Constitution Page of the LRBA Website.
2) We only hold and process personal data about our members a) with their explicit consent and b) for purposes connected with the day to day operations of the Association.
3) The data held includes names, addresses, email addresses, phone numbers, plus information volunteered about where horses are kept and ridden and responses to questionnaires, which is mainly used, and essential, for the Network Improvement part of LRBA’s work. For members under the age of 18, date of birth data are kept so that, when they become adults, their own email address can be used and they can be charged fees at adult rather than child rates.
4) Data are retained beyond the year in which membership ceases as members often rejoin and their previous membership number is given back to them. When a member so requests, the DPO shall ensure that all relevant records are expunged. In the event of the Association ceasing to operate, all personal membership data will be destroyed.
a) Email addresses of lapsed members remain on LRBA’s emailing list because it is often used to warn horse owners/riders of problems and issues of interest as well as ‘open to all’ LRBA meetings such as our Area Meetings.
5) The Association NEVER transfers personal data in bulk to any other body, in the UK or abroad. If it is necessary to provide contact between a member, or a group of members, and any other person or organisation, this MUST always be done by contacting the member(s) first and asking them to communicate with the other person/body, or via other channels such as our website or Newsletter. For communication within the Association, and occasionally with people outside, there are two situations that occur:– a message to a wide(r) group on a new topic, or continuing communication with an individual or a small group on an existing issue. Generally communication is by email, but in some instances by letter.
a) Emails to a group of members MUST be done by putting all members’ email addresses into the ‘blind copy’ box unless it is a very small group who already know that the other(s) is/are already involved with the issue being discussed. LRBA will be put in the Subject box. Making it clear that the whole group has received the communication can avoid unnecessary cross-checking
b) In letters (or similar) making it clear that a larger group is being addressed but not giving names or, for a small group known to each other, a short list of “cc”s by name only, in the traditional manner.
c) Care must be taken to ensure that private discussions do not get inadvertently widened by sending a reply or forwarding to a wider group. Anyone wishing to bring others into the discussion should ask permission first from the original communicator.
6) Data sets are kept securely on those personal computers, authorised for the purpose by the DPO, of Executive Committee members who need such information to execute their role.
7) The Executive Committee has agreed that long established members from whom explicit GDPR permission has been requested on several occasions but not received, shall be retained on our mailing lists so long as they pay their annual subscriptions.
LRBA Archives Policy
These comprise the formal records that a well-run organisation needs to keep to prove that it runs itself in a bona fide manner over time. Advice from the Charities Commission (see revised Guidance paper on Decision Making) indicates that a detailed evidence trail for any decision significant enough to be queried, is essential. It would also act as an archive from which the bones of any history of the Association could be written.
1. Signed copies of all Executive Committee and General Meeting Minutes. Signed by the Chair of the Meeting that approves them as a true record, with any amendments inserted prior to signing. It shall be the duty of the Hon. Sec for the time being to ensure that the signed copy, incorporating any corrections/amendments agreed at the meeting, is obtained, preferably before the end of the meeting at which the minutes are approved. The Hon. Sec shall be responsible for making and keeping this file and handing it to any successor when they leave office, or to the Chair if there is no designated successor. The Chair shall be responsible for ensuring that, in any gap between Hon Secretaries, this and the other records below are maintained.
2. A clean set of ALL the papers for each Executive Committee and General Meeting, whether circulated in advance or tabled so that the basis for the discussions in the signed minutes can be tracked wherever feasible. This requires an extra copy of all tabled papers to be provided for Records purposes. It shall be the duty of the Hon. Sec for the time being to ensure that the full set is assembled, including printing out any papers sent electronically. Any Officer mailing out papers for a meeting shall ensure that a printed set is provided for the Records and that these are with the Hon. Sec at the start of the meeting. The Hon. Sec shall be responsible for this file, as per para 1 above.
3. A clean copy of Area Meeting Notes held under 2 shall be kept by the Networks Officer.
4. A clean set of Policies, dated at the meeting at which original approval was given and at each revision, shall be kept by the Honorary Secretary.
5. The original signed copy of the Annual Accounts for each year signed by the Auditor. The Hon Treasurer for the time being shall keep these in a file which shall be handed on to successor Treasurers. The Chairman and Hon Secretary should have photocopies in case they are asked to produce this information during the year.
6. The current and enough previous Certificates of Insurance to cover any incident potentially or actually leading to a claim, showing our Public Liability cover. The Hon. Sec. holds these. Each Ride Organiser should be sent a copy of the current Certificate with the administrative papers for their Ride in case they need to show it to landowners. The renewal date is now 1st January but the certificate arrives from BHS some time later, so it is essential that this year’s Certificate is with the Organiser of the first Ride.
7. The current Constitution and Rules of Procedure.
8. A printed copy of each issue of the Newsletter, ideally with any standard enclosures such as Renewal Forms and Ride Programmes. (The Newsletter Editor has a file with 2 copies of each Newsletter but not necessarily with all the enclosure. The theory was that 1 copy might go to the Copyright Library at the British Library or alternatively to the County Record Office. Newsletters from January 2015 are in the archive section of the website.)
9. These Records shall be kept as paper copies in files under the control of the Officers designated above or of the Hon Secretary for the time being and shall be handed on to their successors and ALSO be kept as a suite of electronic files. The duties of the Hon. Secretary in 1 and 2 above may be transferred to a Minutes Secretary if such an Officer is appointed.
LRBA Website Policy
The Leicestershire and Rutland Bridleways Association (LRBA) website www.bridleways.com or www.bridlewayslrba.org exists to
1. Publicise the activities of, and information about, LRBA for the benefit of its members and other riders. Entry forms for rides, membership forms and other items of LRBA business can be found on the website
2. Provide information to help riders improve all aspects of riding in the countryside, usually known as 'hacking out'.
3. Inform non-members about LRBA activities to encourage them to join; to welcome and inform those from neighbouring areas; and to encourage best practice
4. Make information about relevant non-LRBA activities available
5. Permanent which includes the constitution, website policy, bridleways code and guidelines and other policy and advisory notes as agreed from time to time by the Executive Committee
6. Annually updated which includes forms (membership, ride entry, etc.), ride advice and rules, ride guidance manual, minutes of the Annual General Meeting, etc. but not Executive Committee minutes.
7. Regularly updated which includes list of contacts; dates of, and information about, Annual General Meeting and Area and Other meetings; Rides Programme; etc.
8. News which include temporary closures, campaigns, warnings about theft, etc.
9. Archive which includes Newsletters and other material as agreed from time to time by the Executive Committee
10. The guiding principle for whether to include non-LRBA information on the website is that the information should be relevant to LRBA members and MUST be in some way related to equine activities involving bridleways in or near to Leicestershire and/or Rutland. This is likely to include
a. Equine rides or other events arranged by organisations with a similar ethos to LRBA (such as BHS, neighbouring Bridleways Associations, Endurance GB) within about 30 miles of the boundaries of Leicestershire or Rutland
b. Equine rides / events arranged by other organisations if they do not clash, actually or closely, in date or location with similar LRBA events.
c. Charitable events designed to raise funds for activities that support or underpin LRBA activities such as the Air Ambulance, Injured Riders Fund, the BHS Access Fighting Fund, etc. Charitable events not related in some degree to the aims of the LRBA will not be publicised.
d. Non-LRBA rides and similar events, regardless of organisation, will NOT be publicised on the website if, in the opinion of the Web Editor in consultation with the Chair (Secretary or Treasurer if the Chair is unavailable) the event might not be organised and run to the standards of safety, signage and awareness of the needs of others that hold for LRBA events.
Advertisements, Links and News
11. Paid advertisements, whether from LRBA members or from other people or organisations, are not accepted
12. The website may include LINKS to organisations encompassed in 10 above but not to organisations outside this scope without express agreement of the Executive.
13. Reciprocal links with appropriate organisations may be set up by the web editor provided that they fall within the remit of 10 above
14. News about non-LRBA events shall be prioritised in the following order
a. inside the counties of Leicestershire and Rutland or within "reasonable" distance i.e. a 30-mile 'penumbra' around them
b. fund-raising events that support equestrian-relevant charities, eg Injured Riders Fund, Air Ambulances
c. fund raising events that are not equestrian
d. events that are relevant to the recreational rider rather than 'professionals'.
e. not any on dates that clash with LRBA events (and preferably not with the Other Rides that LRBA has already supported by publicising)
16. A Web Editor's Report will be a standing item on the Agenda of the Executive Committee. Web policy and content shall be reviewed in depth at least annually
LRBA Planning Responses Policy
Planning Application Responses: Bridleway Surface Specifications
When land is developed BWs can be diverted, created or given a new surface. LRBA has been urging Leicestershire County Council to stipulate that on multi-user routes:
1) The width provided should be at least 5metres (16-17 feet) - as recommended by BHS - particularly where the route will have boundary fencing, to make both use and maintenance easier. This has largely been achieved.
2) where a strengthened surface is to be provided it should:
a) not be tarmac, which is urbanising, slippery in many conditions, and unkind to feet (both horse and human). There are now alternatives, such as shredded & bonded tyres which are slightly flexible, water-permeable, and likely to be as maintenance free for as long as tarmac, and may perform better on a number of counts.
b) be split 50-50, right and left, rather than the traditional strip down the middle with 2 narrow verges.
This has the following advantages:
i) It makes choice of surface to use easier for the different user types.
ii) It makes passing other users easier as they tend to go on to the 'other' surface instead of dividing to both sides.
iii) Also indicates to maintenance crews that protruding side vegetation must be trimmed to a greater height on the grass/horse side than on the other. Trimming 1 side rather than 2 should result in cost savings.
LRBA National Incidents Policy
This policy is designed to set out the principles to guide LRBA in coping with events such as the 2020 Coronavirus (Covid-19) pandemic.
1. Actions taken will be primarily determined by consideration of Health, Safety and Welfare of people and horses rather than by the financial consequences of the actions.
2. Actions, such as preserving social distancing and avoiding contact shall be in accord with current Government policy and will therefore evolve in time.
3. Actions shall be consistent with current BHS advice and with advice from and requirements of other pertinent stakeholders such as Local Authorities and landowners, and again will evolve with time.
4. The Executive Committee will modify or cancel events such as Rides, Area and General Meetings if they deem it necessary to comply with points 2 and 3 above.
5. The Executive Committee shall decide on how to deal with any financial consequences of actions taken, such as the cancellation of rides or Personal Protection measures for organisers and volunteers.
6. The Ride and other Rules will be modified if necessary to ensure that volunteers such as Area Meeting Convenors, Ride Parking Stewards, etc. have sufficient authority to issue instructions to participants and to act to ensure compliance.
7. Other LRBA policies will be reviewed to ensure compatibility with this new policy.
LRBA Protocols Policy
This new policy subsumes 5 earlier policies – Procedures on Policies and Guidance; Tabled papers at Executive Committee meetings; Area Meetings Policy; and Working by Email guidance. There are also earlier guidance notes on Food Safety and the Charity Commission’s Advice on Decision Making.
1. Charity Commission Advice to Trustees
Making decisions is one of the most important parts of the trustee (Executive Committee Member) role. Some decisions are simple and straightforward, others can be complex or far reaching in their consequences. Making decisions doesn't have to be daunting. Here are some principles you can follow. As a trustee, you can take advice about the law, finance, property, and so on. But the decisions you make in the end are down to you and your fellow trustees.
When you make decisions about your charity, you must:
• Act within your powers
• Act in good faith, and only in the interests of your charity
• Make sure you are sufficiently informed, taking any advice you need
• Take account of all relevant factors
• Ignore any irrelevant factors
• Manage conflicts of interest
• Make decisions that are within the range of decisions that a reasonable trustee body could make in the circumstances
Following these principles will help you to make sure you’re acting within your powers (the things your Constitution allows you to do) and your charity’s aims. Some decisions don’t work out as intended. Trustees don’t have to see into the future, but they should follow sound principles and make informed decisions.
If something goes seriously wrong, we or the courts may look into the way you made the decision. We don’t expect you to be legal or technical experts, but we will consider what you could have reasonably known or found out when you made the decision. It's not for us to say whether we agree with your decision, but you will need to show that you have followed the decision making principles. See more Govenment information by clicking here.
So it is important that crucial decisions have an ‘evidence trail’ – clear and comprehensive minutes of discussions, clear notes of any meetings with advisors, copies of any advice or evidence the committee was asked to read, and also email discussions are included in the archives relating to the work of the Executive.
2. Procedure on Policies and Guidance
The Chair, the Hon Secretary or another member of the Executive Committee may think a policy is needed and can draft a document for discussion, or the Executive may request that a policy be formulated.
a. The first draft should have the date and authors name at the bottom and should be saved as v1.
b. The author should consult the Chair or another member before sending the draft for discussion by the Exec. members. Changes can be shown by tracked changes for Executive Committee members accustomed to this facility and saved as v2, v3 etc so a detailed history can be followed if needed.
c. The draft may be discussed at a Committee meeting or by email.
d. The final draft needs to be approved at a Committee meeting, at which time an updated list will be included in the agenda papers. Any suggested amendments that are AGREED will be incorporated into the final draft by the honorary secretary who will then get Committee approval for the final version which is then lodged in the Policies file. Copies will be emailed to each Executive member
e. The date of final approval shall be shown at the front of the final text.
f. Annually at the July meeting the honorary secretary will include on the agenda policies that may need revising with an updated list of all policies, so that the Executive may also approve the unrevised policies.
3. Tabled papers at Executive Committee meetings.
One copy for each member is needed, plus one for the archive. Currently we are 8 members, so full attendance would require 9 copies. Tabled papers should be emailed to absentees after the meeting to ensure their set of Exec papers can be completed. To prevent papers being lost or mis-filed, it is suggested that tabled papers should be no less than A5 size – however brief the text.
4. Area Meetings Policy
The purpose of Area Meetings is to give an opportunity, spring and autumn, for members and any other riders to discuss:
• Past and new problems on individual rideable tracks
• Discuss and hear about any potential developments that could affect riding in the area either adversely or positively
• Wider issues that might affect riding either locally or nationally.
• Any other issues that attendees wish to raise.
Riders can attend whichever Meeting is most convenient for them; they do not have to attend their ‘proper’ Meeting. The original pattern of 7 meetings has now been reduced to 5: Blaby & Harborough; Charnwood; Melton; Rutland; with Hinckley & Bosworth and NW Leicestershire being held jointly but alternately in each area’s meeting place. Extra meetings can take place as necessary.
Most of the Meetings are chaired by the Networks Officer. Most of the Meetings have a Note-taker, otherwise the Notes are taken by the Networks Officer. Meetings are scheduled with reference to the diaries of both the Officer and the Note-takers, plus venue availability. The schedule has to be fixed in time for the first Meeting to take place about 4 weeks after the Newsletter containing the dates goes to press (giving about 3 weeks warning to every member). Generally, the aim is to have no more than 1 meeting per week and that Area Meetings should not take place in bank holiday weeks or the week of an AGM. Evening Ride dates should also be avoided. Scheduling even 5 meetings can be very complicated, especially the April/May series.
Most items in the Notes should have an Action attached to them, and the person responsible for the action indicated by initials. Various highlightings are used to indicate types of action. Grey is used for “action by all riders” as this can be retained in black-on-white printing. Notes are agreed with the Networks Officer, who shall not amend the notes without consultation with the note-taker, then emailed to those who were present for any omissions or corrections. Ideally this process is completed within two weeks of the Meeting.
They are then emailed by the Networks Officer to all the members known (or assumed) to ride in that Area. They are asked to comment, but most particularly to check up and report on any problems. A printed copy is also sent with the next Newsletter to all the members in the Area. A few printed copies are available at the following Meeting. Members unable to attend are asked to send apologies and/or reports on any problems
5. Working by Email.
To simplify life for busy volunteers, the following guidance is suggested.
a. Keep an eye out (at least once a week?) for emails and make time to read and respond. But see i below.
b. If there is a deadline for response, put it in the Subject line (so we know when it's too late!)
c. Respond using the same Subject line. If you're responding to 2 separate subjects, send 2 replies.
d. Make sure you reply to ALL the points in the email. The ones that arouse your passionate interest may not be the only crucial ones!
e. It helps - especially if there's been a time gap - if you use "Reply" rather than "Create" as that usually returns the original email as well as your response.
f. Consider who needs your reply - the whole Committee (in which case use 'Reply All') or just the 'author' (use 'Reply'). Don't fill up other people's Inboxes unnecessarily. Recipients need to consider, and respect, the addressees of any email to which they are replying – do not spread a private response. If necessary start a new email string under the same (or corrected) Subject.
g. If you change the subject PLEASE change the Subject line or, better still, create a new email. It prevents duplication and makes 'filing' at the other end so much easier.
h. If something technical doesn't work for you, e.g. responses in colour in the body of the email come out in black & white, please say so. We can then work out a 'lowest common denominator' baseline so none of us are excluded by our technical limitations.
i. If you're going to be away for some time (more than a week?) or your life is in more than usual turmoil please let us know so we're not left looking for a reply that's not coming. It puts a duty on the rest of us to make sure we respond, especially where a majority is needed for a formal Executive Committee decision.
j. Care must be taken to ensure that private discussions do not get inadvertently widened by sending a reply or forwarding to a wider group. Anyone wishing to bring others into the discussion should ask permission first from the original communicator.
6. Food Safety
All food handlers must read and understand this sheet before starting work. If necessary these should be explained by a qualified member of staff.
Keep yourself clean and wear clean clothing Always wash your hands thoroughly:
• Before handling food
• After visiting the toilet
• After handling raw foods or waste
• Before starting work
• After every break
• After blowing your nose
Tell your supervisor, before commencing work, of any skin, nose throat, stomach or bowel trouble or infected wound. YOU ARE BREAKING THE LAW IF YOU DON'T.
• Ensure cuts and sores are covered with a waterproof, high visibility dressing. Avoid unnecessary handling of food
• Do not smoke, eat or drink in a food room and never cough or sneeze over food
• If you see something wrong tell your supervisor Do not prepare food too far in advance
• Keep perishable goods either refrigerated or piping hot
• Keep the preparation of raw and cooked food separate When reheating foods ensure it gets piping hot
• Clean as you go and keep all equipment and surfaces clean
I have read and understood all of the things above.
Signed (staff member):
This is based on a template designed originally by Oxfordshire County Council.
LRBA Photography Policy
LRBA believes that photographs taken at our Rides provide useful publicity and are liked by members. Views of the countryside taken on LRBA Rides are welcome. However there are restrictions on the type of photograph showing people that LRBA can publish on its Website, Newsletter or Facebook page. The General Data Protection Regulations require explicit and direct permission from each person shown in a published image. To comply with this LRBA does not publish photographs that show people’s faces or publish names.
1. Our Safeguarding Children and Young People Protection Policy precludes publication of photographs of Minors. It is not always possible to ascertain the age of a person in a photograph therefore all senders of photographs must state that the subjects in the photographs are over 18 years old. If there is uncertainty the photograph will not be published.
2. Website. Only photographs for publicity purposes, selected by the Web Editor, will be displayed on the Website. Only photographs of over-18 year olds wearing hi-viz will be shown. The Web Editor will apply the conditions stated in the opening paragraph.
3. Facebook. Photographs from LRBA Rides may be submitted to the Facebook Moderator. Only photographs of over 18 year olds wearing hi-viz will be shown. The Moderator will apply the conditions stated in the opening paragraph.
4. Newsletter. It has not been our custom to generally use photographs in the Newsletter. If a photograph is to be used the Editor will follow the Protocols detailed in the preceding paragraphs.
5. Persons whose photographs are displayed for achievements are likely to be named but only if explicit written permission has been granted by that person.
6. LRBA has no control over individuals, whether members or not, who take photographs at its events and subsequently publish them privately.
LRBA Ride Rules Policy
To read the lattest LRBA Ride Rules, please click here.