Chesterfield Canal Trust - official website

CCTL is committed to providing a healthy and safe environment for all our visitors including children. The wellbeing of children is considered as part of the Trust’s health and safety management process.

Children will be protected from physical, emotional or sexual abuse to the best of our ability whilst using the Trust’s resources.

Child Protection is the responsibility of everyone and the Chesterfield Canal Trust will ensure this Child Protection Policy is communicated to all volunteers.

The Trust defines children and young people as persons under the age of eighteen years. Those aged under fourteen years are regarded as needing a higher degree of protection than those aged fourteen to seventeen. CCTL is committed to the protection from harm of those children and young people who are engaged in activities under the Trust’s direct control. It is envisaged, however, that it will be CCTL facilities and the Chesterfield Canal (the Canal) together with its surroundings which will be a resource for teachers and other adults responsible for groups of children and young people to use.

Most children and young people visit the Canal in school groups or with a responsible adult. (This adult is henceforth referred to as the child’s or young person’s carer.) They may visit, for example, to use the Trust’s trip boats or to take part in an organised educational programme/ children’s activity organised by a third party e.g., Tapton Lock Visitor Centre. The Trust’s policy is never to take the place of the child’s or young person’s carer.

The primary responsibility for the care of children using the Trust’s facilities rests with the adult carer. The Trust, however, seeks to ensure that its activities and policies also afford as much protection as is reasonably practicable.

The welfare of children is paramount and any suspicion or allegation of abuse will be taken seriously. All CCTL volunteers and members have a responsibility to raise any concerns or suspicions that may arise.

Designated Child Protection Officer

The Board of Trustees of the Chesterfield Canal Trust will nominate a responsible Trust member as "Child Protection Officer". This role may be combined with other roles as the Trustees see fit. As Child Protection Officer they will:

Exercise oversight of the Child Protection Policy; recommending updating of the policy as is appropriate given changes in national legislation.

Be the designated Person to whom reports of allegations or suspicions of abuse should be directed.

Maintain a list of appropriate supporting organisations which can assist with Child protection (see Appendix A).

Ensure that the members and volunteers of the Chesterfield Canal Trust and those using the Trust’s resources & facilities or attending Trust events are aware of the policy and procedures of the Trust.

The Designated Child Protection Officer will be required to undergo a CRB check as a pre-requisite for holding the post.

Policies and Procedures

To protect both children and its volunteers CCTL will apply the following policies and procedures:

Treating children with dignity and respect;

Working in an open environment avoiding unobserved secluded locations or situations;

Requiring its volunteers to be good role models particularly by not using offensive language, not making sexually suggestive comments, and by not smoking or drinking alcohol in the presence of child or young person visitors;

Making first aid treatment the responsibility of the responsible carer (Noting that the Trust has first aid equipment & supplies available at all times on its trip boats and at its events);

Ensuring that no child or young person takes part in its Santa Special trips unless accompanied by a responsible carer and visits Santa in full view of the carer;

Avoiding the following unacceptable practices both for the protection of children and young people and the safeguarding of CCTL members:

spending excessive time with individual young people;

taking children or young persons home;

engaging in rough play or games of physical contact;

being closeted in a toilet or a private room or space with an individual child or young person;

performing tasks of a personal nature that the child or young person can do for her/himself or with the assistance of a carer;

refraining from physical restraint, other than to prevent danger to the child or young person or others, damage to property, or to prevent a criminal offence or serious anti-social behaviour.

Whilst the Trust acknowledges that some of its volunteer members may have been the subject of external Criminal Record Bureau (CRB) checks it does not consider it necessary for such checks to be routinely carried out for its volunteers as a child or young person using the Trust’s facilities will at all times be the responsibility of an adult carer.

Where any concern is raised by a member of the public, a child / young person visitor or by a member of the Trust it will be formally recorded and reported (see reporting procedure) to the designated Child Protection Officer.

This Child Protection Policy is actively reviewed by the Trustees of the Chesterfield Canal Trust on a continuous basis as information becomes available.

Procedure for reporting allegations or suspicions of abuse

Concerns are expressed

Record and Report (as detailed below)

Transmit to designated CCT Child Protection Officer (see above)

CCT Child Protection Officer to assess "Is this a serious concern?" If

No Then identify training or practice issues which led to concern
Refer back to volunteer and or appropriate personnel.

Yes Report and Record then…

CCT Child Protection Officer to contact designated Child Protection Officer of school/ relevant organization/ Social Services or Police

Possibly Seek advice from designated officer of school / relevant organisation or Social Services

Reporting Procedure (information to be collected)

In any case where an allegation is made, or someone in the Chesterfield Canal Trust has concerns, a record should be made. Details must include, as far as practical:

Name of child or young person.

Age.
Home address (if known)
Date of birth (if known)
Name/s and address of parents or persons with parental responsibility.
Telephone numbers if available
Is the person making the report expressing their own concerns, or passing on those of somebody else? If so, record details.
What has prompted the concerns? Include dates and times of any specific incidents.
Has the child or young person been spoken to? If so, what was said?
Has anybody been alleged to be the abuser? If so, record details.
Who has this been passed on to, in order that appropriate action is taken? e.g. school, designated officer, social services etc

Note: It is of the greatest importance that all actions (verbal or written) no matter how seemingly trivial MUST be recorded during this process.

Basis of Policy and Procedure

This policy is compiled using best practice and source material from NSPCC ("Writing a child protection policy: resources for organisations" and Volunteering England "Example Child Protection policy 2006")

Approved by the Trustees 22.08.07

Review History: Last Full Review November 2006

Supporting Contacts (To be updated by CCT CPO)

Bassetlaw Social Services
Retford, Worksop etc

Chesterfield Social Services – Duty Social Worker

Chesterfield Child Protection Team

NSPCC Helpline (24 hour freephone) - 0800 800 500

Police

Retford
Worksop
Killamarsh,
Eckington
Chesterfield

Chesterfield Canal Trust Limited: Child Protection Policy Version 1.5

Chesterfield Canal Trust Volunteer Policy

1. Background

(a) The Chesterfield Canal Trust Ltd

The Chesterfield Canal Trust Ltd (CCT), is a charitable company run entirely by volunteers, incorporated in July 1997. In 1998 it took over the assets of the former Chesterfield Canal Society (founded 1976). We have over seven hundred members. Details of the society’s and trust’s achievement are described in our book ‘The Chesterfield Canal’

(b) Aims

The aims of the Trust are to promote the full restoration and appropriate development of the Chesterfield Canal, and to campaign for the construction of the Rother Valley Link, a navigable waterway to join the Chesterfield Canal to the Sheffield and South Yorkshire Navigation.

2. Purpose of the Volunteer Policy

We believe that volunteers have an important role to play in achieving these aims, and we are committed to involving all kinds of people and making sure they get the best out of the experience.

The purpose of the policy is to provide overall guidance and direction to volunteers. The policy is intended for internal management guidance only, and does not constitute, either implicitly or explicitly, a binding contractual or personnel agreement.

3. Management of the Trust

The Trust has a Board of Trustees who are elected at the Annual General Meetings, which normally take place in March.

The Trust is managed in accordance with the Memorandum and Articles of Association, a copy of which can be loaned from the company secretary.

In addition, the Trust is guided in its business by the Companies Acts of 1985 and 1989, and the Charities Act 1993.

The range of activities of the Trust is supervised by Section Heads who are responsible for discrete areas of our work, eg running a trip boat or the voluntary working party. A trustee is identified as having responsibility for oversight of a specific area of the Trust's work, and act as first point of contact with the section heads and work teams for these areas.Section heads and their teams are regularly invited to Trustees' meetings for updates and to consider proposals for future action, and are invited to include a report of their work in the chairman's annual report.

4. Participation in the Trust’s activities through the Action Group

The Action Group is a regular meeting open to all the membership and is held to discuss the Trust’s business All members are encouraged to attend and propose items for discussion. Non-members are welcome at these meetings, but may not vote. Items are referred to the Trustees and vice versa for consideration.

Members or teams representing various aspects of the Trust's work are invited to trustees' meetings annually to raise any issues and review progress.

At the time of writing (August 2004) Action Group meetings are held at The Markham Arms Dorset Drive Brimington Chesterfield at 7.30pm on the second Wednesday of alternative odd months.

Cost of membership varies from time to time. See separate leaflet.

The Trust has a policy of continually reviewing its aims, activities and expenditure and relies on its membership to assist in this process.

5. Volunteer opportunities

We have a wide range of volunteer opportunities to suit people with different backgrounds and experience. These include:

Campaigning in support of our aims, and to prevent harmful development to the canal and its corridor

Carrying out practical restoration and conservation work

Running two passenger trip boats on the canal

Surveying, engineering and design work

Organising events to publicise the canal

Promoting responsible use of the canal

Running a sales stand at national, regional and local events

Taking our exhibition to different locations in the region

Providing a slide show for local audiences

Organising a social programme for members

Writing, publishing and distributing our award-winning members' magazine 'Cuckoo'

Keeping a photographic record of the canal, its wildlife and its restoration2

Encouraging historical research into the canal

Writing, distributing and selling new publications about the canal

Designing, publishing and distributing promotional material

Organising fund - raising activities

Representing our views on planning issues affecting the canal

Seeking sponsorship and donations

Researching, publishing and leading walks along the canal

Helping to improve access and interpretation.

It is clear that within this list there is the opportunity for everyone to get involved and help to 'make a difference'. Although volunteers often bring with them appropriate skills, qualifications and experience, we are committed, within the available resources, to offering encouragement, training and support to enable volunteers to extend their skills or acquire new ones.

6. Policies and procedures.

(a) Recruitment and selection of volunteers

We have no formal procedures for recruitment and selection of volunteers. We recruit volunteers through a variety of mainly informal channels - visits to our worksite, trip boats and events, and through our publicity and occasional appeals. In addition new members are invited to complete a tick list indicating which areas of our work, if any, they would like to become involved in.

We encourage potential volunteers to gain ‘hands on’ experience in the area of their choice before making a commitment, and subject to their suitability. Volunteers must disclose details of any medical condition or disability which might limit their capacity to contribute.

All volunteers must be members of the Chesterfield Canal Trust.

(b) Conduct of volunteers

All volunteers, in whatever capacity they are involved, act as ambassadors for the Canal Trust, and as such the highest standards of behaviour are expected. Any volunteer whose behaviour is judged not to meet these standards, or which may threaten the health and safety of fellow volunteers or members of the public, may have their membership withdrawn.

We do not wish anyone to be denied the opportunity of volunteering for financial reasons. Accordingly genuine and agreed expenses incurred in volunteering, eg travel, can be reimbursed on production of a receipt and on completion of an expenses form. Check with your Section Head before you claim. A form may be had from the section heads.

See our Volunteer Expenses Policy for details (copy can be had from the company secretary)

If you are unemployed you can still claim benefits while you are a volunteer. Ask at your local benefits office if you are not sure. It is recommended that you tell your Benefits Agency if you are volunteering.

(d) Equal opportunities

We welcome volunteers from all sectors of society, ethnic groups or religions.

(e) Training

Training is ‘on the job’ and volunteers must be advised by their Section Head or deputy. We expect volunteers to identify their previous experience or qualifications, if any. Volunteers are encouraged to attend appropriate training sessions arranged by various providers, as resources allow.

Accredition can sometimes be gained from education providers for volunteering. Ask at your local college.

(f) Health and Safety

Generally speaking, volunteers are not covered by Health and Safety legislation in the same way as employees. However the Trust accepts a duty of care to ensure a healthy and safe working environment, and that our work practices do not cause harm to our volunteers or members of the public.

Strict adherence to our Health and Safety guidelines are particularly important on our volunteer work party and in our trip boat operations. The Section Heads will acquaint you with appropriate procedures.

A copy of the Trust’s Health and Safety policy is available from the company secretary.

(g) Insurance

Volunteers are covered by the Trust’s insurance while on Trust business, and public liability insurance is included, but only if they are paid up members of CCT. Be sure to renew your membership promptly.

Our insurance covers members between the age of 17 and 73. Volunteers who have not reached the age of 18 must have the written consent of a parent or guardian prior to volunteering.

Be sure to check with your car’s insurers if you are using your car on Trust business.

(h) Timesheets

All volunteers should complete timesheets (available from Section Heads), detailing time spent on Trust activities. They should be completed at least four times a year and sent to either the appropriate section head or CCT vice-chairman. Timesheets are necessary for calculating match funding in grant bids and their completion has resulted in many additional thousands of pounds grant aid for the restoration.

Agreed by the Trustees October 2004

Health & Safety

Instructions for those working on the

Chesterfield Canal Trust Volunteer Working Party.

TO BE DISPLAYED ON SITE AT ALL TIMES.

1. Hard hats conforming to BS 5240 must be worn by all members at all times.

2. Only those between the age of 16 and 70 are permitted to join working parties. Those outside these limits are not covered by our insurance and will not be allowed on site.

3. Lifting equipment (including barrow hoists) can only be operated by persons aged 21 or over.

4. Only those who have received training and who hold a Waterway Recovery Group authorisation card are allowed to operate plant or vehicles.

5. Alcohol will not be allowed on site.

6. A First Aid kit is available on site. Make sure you know where it is.

7. The IWA Practical Restoration Handbook 'Waterway Restoration Societies' Guide to Health and Safety' published in 1997 is available on site and from the Site Works Organiser. The Directors of the Chesterfield Canal Trust endorse this publication. All members of the volunteer working party are expected to read the relevant sections of this and be guided by its requirements and recommendations. The sections on pages 4 - 8 are particularly important, and a copy is available for each volunteer.

8. If in doubt about any aspect of site work or safety ASK the Site Organiser! Do not guess, or take risks or short cuts.

9. All volunteers must sign on and off as they enter and leave the site on the sheet provided.

10. You MUST follow the Site Works Organiser's instructions at all times, and sign to say that you have received a copy of pages 4-8 above, and agree to abide by its contents, and by the contents of this notice. Failure to follow safety instructions will result in your being barred from site.

Draft to be discussed by the Directors of the Chesterfield Canal Trust and the Action Group at their June 1999 meetings.

(Based upon previous notice agreed by the Chesterfield Canal Society in 1996)

Confirmed by Trustees 25.06.02

Policy on Spending Arrangements for Trustee’s meeting November 27th 2000

Revised after discussion 27.11.00
Submitted to trustees’ meeting 23.01.01 and agreed.

Following discussion at the Action Group meeting 10 July 2000 based upon a draft circulated by the chairman, the following arrangements are proposed for confirmation at this trustees’ meeting.

Annual budget process

All section leaders are asked to submit a budget forecast to the treasurer by 31st July for the year beginning October 1st. These will be considered at the trustees’ September meeting.

An approved budget, agreed by the trustees, will be returned to the section leader, and this will regulate spending for the section for the year.

Managing the budget

Section leaders must ensure that their spending limit is not exceeded.

When agreed, section leaders can spend the money on routine items as agreed in their forecast without further reference to the trustees. Major expenditure (usually capital items) which need specific agreement before purchase, will be indicated by the trustees on the returned budget sheet at the beginning of the financial year. Subsequently the trustees’ approval must be gained before any commitment to spend on major items is made.

Section leaders must ensure that money is spent only on the agreed items.

Members of a section must not spend money for their section without first consulting with the section leader.

Receipts must be obtained to support all expenditure.

Any expenditure of over £100 must normally have at least two quotations.

Unbudgeted spending

Any unanticipated spending that may legitimately occur during the year, must be authorised in advance by the trustees, usually by phone.

(a) Amounts of up to £250 may be authorised by the treasurer alone, although he may wish to consult other trustees. If the treasurer is not available, any one trustee may be consulted, but the first call should be to the treasurer.

(b) Amounts of over £250 must be agreed by a majority of trustees, one of whom must be the treasurer.

Emergency items

Occasionally it is necessary to expedite expenditure, eg as a response to vandalism. In such genuine emergencies up to £100 may be spent without the treasurer’s approval.

Keith Ayling
28.10.00
Revised 28.11.00
Agreed 23.01.01