Curious about the VASA Board?
Dear Volunteer,
If you are reading this handbook, you are either considering becoming a member of VASA's Board, or you have already been accepted as a Board Member (also called a Trustee or Director).
I hope the information here helps you to understand:
What kind of organisation Voluntary Action South Ayrshire is
What its vision and mission statements are, and What types of work it does
You will also find:
What is expected of you as a Board Member, and
How you can expect to be supported as a Board Member
Thank you for considering sharing your time and energy to support VASA.
We hope to welcome you to the VASA Board soon!
Best wishes,
Linda M Muir Chair Person, VASA Board
Section 1 ALL ABOUT VASA
Voluntary Action South Ayrshire
A Company Limited by Guarantee (SC253334) and a Registered Scottish Charity (SC028234),
Mission Statement – WE MAKE HELP HAPPEN
Our vision is an improved life for all in South Ayrshire
Background
Established originally in 1998 as SALVO, then Volunteer Centre South Ayrshire and finally as VASA, VASA is the Third Sector Interface (TSI) for South Ayrshire. It is known as a TSI and is part of the TSI Scotland Network, which supports the Third Sector across Scotland.
What is a Third Sector Interface?
A Third Sector Interface (TSI) provides a single point of access for support and advice for the Third Sector within local areas. There is a TSI in every local authority area.
The key functions of the TSI are to help area in the following ways:
Building Capacity
Source of Knowledge
Connecting partners
Voice of the Sector
History of the TSI Network
In March 2008, Scottish Ministers created and funded a network of Third Sector Interfaces in each of the 32 Local Authority areas.
The key functions of VASA as a TSI are to help the Third Sector (Community Groups, Registered Charities, Community Interest Companies and also Social Enterprises) in the following ways:
a. Advancement of citizenship and community development
b. Advancement of health
c. Promotion of Equality and diversity
The TSIs are supported by grant funding from the Scottish Government to carry out their main functions. Many are also funded by their local Health and Social Care Partnership (HSCP), other bodies. Some also generate income via services / products.
Contacting VASA
Everyone can contact VASA! You can -
Find us on facebook - @vasaayr
Visit our website - www.voluntaryactionsouthayrshire.org.uk
Follow us on Twitter - @VASouthAyrshire
Or contact our Chief Officer by email: marie@vasa.scot or phone: 07889 405 021 or 0800 432 0510
For general enquiries, email enquiries@vasa.scot or call 0800 432 0510
Qualifications
VASA is proud to hold nationally recognised quality standards including Investing in Volunteers (IIV) and Volunteer Friendly.
Key Partners
Currently, VASA’s key partners include: The Scottish Government Health and Social Care Partnership
South Ayrshire Council
Community Planning Partnership Members
Skills Development Scotland
NHS Ayrshire and Arran
Fire and Police Service, Ayrshire Chamber of Commerce
Ayrshire College
Strathclyde Transport
University of the West of Scotland
Care Scotland and the community groups, charities, community interest companies, Social Enterprises and the communities in which we work.
VASA's Role
VASA’s purpose is to support the growth of the Third Sector to best meet local need.
VASA represents the Third Sector at many of the strategic partnership meetings, and feeds back via fortnightly bulletins to all the organisations belonging to the local Third Sector. We also feed back to the national Third Sector forums that run throughout the year.
VASA Staff
VASA has a strong, committed and skilled workforce who ensure that our Strategic Plan, set by the Trustees, is delivered to best meet local need. The team is led by the Chief Executive Officer.
A team of around 20 staff carry out a wide range of duties including delivery of core and other services, coordinating volunteers, communicating with partners, clients and organisations, offering updates and training relevant to the Third Sector.
VASA is split into two sections. The first delivers the Core Services and the second delivers a range of Services/projects to meet local need.
1. Core Services
Core Services are funded by the Scottish Government. They also receive a small amount of funding from the local authority, the Community Planning Partnership (CPP) and the Health and Social Care Partnership. VASA has the following Core staff:
Chief Officer - Responsible for strategic and operational delivery, they also ensure the business maintains a respected profile and continues to deliver on the Core remit for all our stakeholders.
Deputy Chief Officer - responsible for managing staff and resources. Training comes under their remit, and the management of VASA’s social enterprise service delivery.
Capacity Building & Services Manager – responsible for managing staff and resource to ensure the delivery of capacity building activity.
Representation and Networking Strategic Lead - responsible for the effective and on-going engagement and representation of Third Sector partners through strong networking and meaningful Forum activity.
Volunteering Involvement Organisation Officer – responsible for the development and growth of volunteering within Volunteering-Involving Organisations. This includes all aspects of volunteering management and best practice volunteering systems.
Office Lead Support – responsible for VASA’s communication, compliance with Health and Safety regulations, maintenance of staff records, support to the CEO, and accounting.
Admin Support – offers support to both the Strategic Lead Representation and Networking and Capacity Building Services Manager, covering clerical tasks.
Volunteering Promotion and Development Officer – responsible for “Selling” and promoting the benefits of volunteering to the people of South Ayrshire over the age of 12.
2. Service Delivery
VASA’s second section is funded by either contract, funding grant or income generation.
For example, the following services are currently being delivered as part of our contract with the Health and Social Care Partnership.
South Ayrshire Lifeline
This is a local access point for information on activities, support groups and crisis telephone numbers for clients and the general public.
Telephone Befriending Service
This service connects lonely/socially isolated people with a friendly listener for a regular chat. It’s is delivered/coordinated by part time staff plus around 70 volunteers.
Out and About / Mix and Match Service
This helps to connect older people back into the community in either a oneto-one or group setting (walking group).
Footcayr
An affordable toenail cutting service delivered in 2 clinics across South Ayrshire. This is a true Social Enterprise which is financially self-funded, creating employment and offering a much needed service to the community.
Food Pantry
A membership-based provision that offers an alternative to the use of food banks. For a small fee per week, customers get access to food, offering choice and dignity as well as nutritional value as customers shop from all food categories, including fruit & veg, dairy, meat, and so on.
Living Well
A self-management programme offering those with a long-term condition the tools to help them manage those conditions. Delivered in small groups and now face-to-face.
An Additional Note
As the needs and priorities of local communities change from year to year, so the allocation of funding (and therefore staffing posts) varies to address those needs. This means the functions and staffing of VASA are continuously adapting to change.
Section 2
TRUSTEES ARE VOLUNTEERS
VASA's Board is made up of a number of Trustees, all of whom are volunteers.
It is important that the individuals named as Trustees are familiar with the duties and liabilities associated with their role which is why new Board members go through an induction process, and receive Trustee training from time to time.
What can you expect as a volunteer Board Member?
On the social side, VASA holds a Volunteer Thank You event annually. You are included in this. It is an ideal time for the Trustees to meet the volunteers who help deliver some of the day-to-day services.
Volunteer, staff and Trustee events are held regularly so that Trustees can get to meet the VASA staff and volunteers, and find out what they do on a daily basis.
On the entitlement side, during your time as a Trustee, you can expect:
To feel valued, supported and respected
To have a clear understanding about your role and how it contributes to VASA strategy.
To receive an induction that enables you to understand what to expect during your volunteering and know what is expected of you
To have access to training, resources or equipment to enable you to fulfil your role.
To receive formal recognition for your volunteering contribution, a reference which reflects positive contributions associated with your time with us as a Trustee
To know that personal information held about you will only be shared with VASA staff members on a ‘need to know basis’ and will be stored in compliance with data protection legislation.
To be reimbursed for agreed out of pocket expenses associated with your role.
What does VASA expect from you?
During your time as a volunteer Trustee, you are expected:
To respect the trust placed in you and to use any information you are given with discretion. You must adhere to confidentially agreements
To be respectful of the background, circumstances, beliefs and capabilities of all people you come into contact within your role of a trustee
Section 3
WHAT DO TRUSTEES DO?
What are you volunteering to do?
The VASA Board meets either by zoom or in person on a monthly basis on a Monday evening for approximately two hours. Short-life working groups are sometimes set up to support new initiatives or to work on governance documents. For example, one longer term position of support is for a board member is to be part of the Volunteer Management Team which meets once a month to ensure VASA is maintaining its volunteer support and compliance to meet the Investor In Volunteer
(IIV)
standards. Ideally board members should attend at least 70% of meetings per year.
Trustees are there to set the organisation’s strategy and to ensure the organisation’s activities reflect that strategy. Board members are part of the organisation. They have formal powers and responsibilities, which are detailed in the governing document, and backed up by law.
If things go wrong, it’s the trustees who will be called to account, but we are insured against this. You need to be aware of this, and act in the best interests of the organisation and its beneficiaries, following all requirements outlined in law and regulation. This is sometimes referred to as the need for ‘due diligence’.
Trustees' Roles
Set and maintain the vision, mission and values of the organisation. Develop direction, strategy and planning. Ensure the organisation has the structure and resources for its work. Establish policies and procedures to govern organisational activity, including guidance for the board, volunteers and staff. Establish systems for reporting and monitoring. Manage risk and ensure compliance and accountability with the governing document, external regulators and the law.
Make certain that the financial affairs of the organisation are conducted properly and are accurately reported.
Section 4
WHAT GOVERNANCE IS, AND HOW IT WORKS
Governance
Basically, ‘governance’ sums up what the Trustees
How we work is based on The Scottish Governance Sector.
The Governance Check Up encourages trustees
Section 5
SIGNING UP AS A TRUSTEE
When you are ready to sign up as a Trustee, you will be asked to sign the agreement below.
Board Member Agreement
Charity trustees must ensure that Voluntary Action South Ayrshire complies with the provisions of Charity Law and with the requirements imposed by other relevant legislation or regulators, for example:
Health and safety law and regulations
Company law in the case of charitable companies
Data protection law
Employment law
Charity trustees as a body are collectively or corporately responsible for all the activities of the charity. This means that all charity trustees are equally accountable for their organisation.
The Act requires charities on the Register to supply certain information to OSCR (eg, charity details on the Scottish Charity Register; reporting to OSCR; financial record keeping and reporting; fundraising; providing information to the public). Compliance with this requirement is a statutory duty, and it is central to the new regulatory regime.
I,______________________, understand that as a member of the Board of Directors of Voluntary Action South Ayrshire, I have a legal responsibility to ensure that the organisation continues to pursue its objectives as set out in its governing documents. I believe in the purpose and the mission of the organisation, and I will act responsibly and prudently as its guardian. As part of my responsibilities as a board member:
1. I will interpret the organisation's work and values to the community, represent the organisation, and act as a spokesperson.
2. I will attend a minimum of 70% of board meeting, committee meetings, and special events, unless prior consent of the Board has been agreed, or unless circumstances out with my control prevent me from doing so. In such a case, I will explain, and endeavour to keep the Chair informed of the situation.
3. I will actively participate in one or more awareness raising/training activities per year.
4. I will excuse myself from discussion and votes where I have a conflict of interest.
5. I will stay informed about what’s going on in the organisation. I have the right to request information. I will participate in and take responsibility for making decisions on issues, policies, and other matters relating to my duties as a Charitable Company Trustee.
6. I will work in association with staff and other board members as partners toward the achievement of the organisation’s goals.
7. If I don’t fulfil these commitments to the organisation, I will expect the Board Chair to call me and discuss any issues or concerns that may prevent me from making this commitment.
8. Due to the type of work undertaken by Voluntary Action South Ayrshire staff, I agree to register as suited to work with children and ‘Protected Adults’ as required under Protection of Vulnerable Groups legislation.
9. I agree to inform VASA of any relevant conviction or change of circumstances that may arise that mean I am not/no longer eligible to be a Board member.
In turn, the organisation will be responsible to me in the following ways:
1. I will receive full induction training. I will also receive or be given access to any training which might enable me to understand on-going changes in the structure of the organisation, any expansion or business plan objectives, and updates on charity governance as required.
2. I will be sent a yearly organisational budget in March plus quarterly financial reports (which will be discussed at corresponding at board meetings) and an update of organisational activities that allow me to meet the "responsible Trustee" standards of the law. I will try to understand enough about these reports to be able to make informed decisions.
3. Opportunities will be offered to me to discuss with the Chief Officer and the Board Chair the organisation's programmes, goals, activities, and status; additionally, I can request such opportunities. I will be aware of the future direction of the organisation, and play a full part in my capacity as a board member, through my support and guidance as a trustee of the organisation.
4. Once a year, the staff will give a presentation on their roles and achievements the previous year and outcomes for the coming year.
5. The organisation will help me perform my duties by keeping me informed about issues in the sector and field in which we are working (at monthly board meetings and also via emails form the chief officer and fortnightly VASA bulletin) and by offering me opportunities for professional development as a board member. If I need clarification about any aspect of my role I will be able to access the relevant information, or be guided where to find the answers to my questions.
6. Board members and staff will respond in a straightforward fashion to questions that I feel are necessary to carry out my legal responsibilities to this organisation. Equally, if I am uncertain about any aspect of my role, I undertake to ask the necessary questions.
THE NEXT STEPS Section 6
If you decide that being considered as a Trustee for VASA is the opportunity for you, then please email marie@vasa.scot for a full application pack.
This will include:
VASA’s recruitment, selection and induction policy
An application form
A criminal conviction form with supporting guidance
A code of conduct
A request for a pen picture for our website
A Declaration of Interest form
The Chief Officer will then arrange an informal meeting for you with the Chair and themselves, at a time to suit everyone.
When this process is successfully completed, you will be welcomed into our organisation. You will receive full induction and be introduced to your mentor who will offer support if or when you need it.
Thank you so much for expressing your interest in becoming involved in VASA.
