CONSTITUTION OF SPRINGFIELD CLUB FOR YOUNG PEOPLE
NAME
1. The club shall be known as Springfield Club for Young People (SCYP).
3. Springfield shall have the power to affiliate to any body whose objects may be of benefit to its membership
4. Monies raised by or on behalf of Springfield shall only be applied in furtherance of the objectives of the club.
OBJECTIVES
The objectives of Springfield shall be:
- To operate in the ward of Springfield (covering additional areas under Hackney Council and beyond) and support young people to develop volunteering initiatives that address community needs and, in benefiting others, provide them with a sense of citizenship and community responsibility.
- To encourage the involvement of young people from all sections of the community (especially those who are at risk of social exclusion) and ensure that all have equal opportunity to participate regardless of gender, religious and ethnic background, disability or sexual preference (or any other factor that may result in discrimination and prejudice).
- To foster and develop increased learning and development opportunities for young people by empowering them to contribute, steer initiatives and lead their own youth-led projects.
- To build strong relationships with organisations that share our aims, thereby further increasing the capacity of young people to build on their skills and aptitudes for their own personal growth and their community’s long term success and development.
- To generate in young people a sense of responsibility and ownership for the projects they undertake to maximise the potential of young people to develop their sense of citizenship and involvement in their communities.
MEMBERSHIP
5. Membership shall be open to any young person that falls inside the agreed criteria arranged by members of staff and agreed by the Management Committee
6. It shall be a condition of membership that members at all times conduct themselves in a reasonable manner whilst on the club premises and at club events or activities arranged by club staff. Any member may be excluded for a fixed period agreed by members of staff for breach of this condition or for any other conduct contravening the objects of Springfield. The club leader or members of staff will carry out the action of exclusion or banning after agreement of the Management Committee.
CONDUCT OF BUSINESS
7. Voluntary members of staff selected by the Club Leader shall conduct the business of Springfield. A selection process agreed by the Management Committee will be incorporated to achieve this and set out in the club’s operational policy document. The Club Leader will arrange a team of individuals that will carry out the business of events on each night of the week to meet the club’s objectives.
8. The club shall be governed by a Management Committee consisting of not more than 15 members or less than 8 members. All members of the Management Committee shall be trustees of the club. Representatives of appropriate outside organisations may be asked to attend meetings from time to time
9. The Management Committee will appoint from among its members: a Chairperson, Deputy-Chairperson, Honorary treasurer also an Honorary Secretary who may or may not be a member of the committee
10. At each Annual General Meeting, which shall consist of a Chairperson, Deputy-Chairperson, Treasurer, Secretary and not less than four other members of the Management Committee. They may also appoint a President and Vice-President
11. The Management Committee shall also appoint an honorary auditor
12. The Management Committee shall prepare annually a report of the club’s activities and a statement of Accounts which must be independently audited
13. Election or removal of officers or Committee members may only be carried out at an Annual General Meeting of the Management Committee. The Management Committee may temporarily fill any vacancy arising among the officers of the Club from members of staff or parents within Springfield until the next Annual General Meeting of the Management Committee.
MANAGEMENT COMMITTEE MEETINGS
15. The Management Committee shall meet as necessary and not less than six times in each year. Minutes of meetings shall be available to any Springfield members upon request and members may attend Management Committee meetings by invitation. Any member attending may speak but not vote.
ANNUAL GENERAL MEETINGS
16. The Committee shall call an Annual General Meeting of the Club each year in the month of September. Not less than fourteen days’ notice of the Annual General Meeting shall be given to all members.
At this meeting:
- the Club Leader shall present an annual report of the Club;
- any sub-committees shall present an annual report and accounts of their activities;
- the Treasurer shall present the audited accounts of the Club for the previous year;
- members of the Management Committee and Auditor for the next year shall be elected;
- any proposals by Members of the Management Committee submitted to the Secretary in writing not less than seven days in advance of the meeting shall be discussed.
QUORUM
17. The quorum for Committee Meetings of the Management Committee shall be one-third of its elected membership or four members whichever is the lesser.
NOTICE OF MEETINGS
18 Notice of all meetings will be sent by any of the following; post, to residential address, email, or fax and shall include the date, time and place of the meeting and an Agenda of matters to be discussed.
19. The Management Committee may appoint such sub-committees as may be required to carry out the activities of the club. The Management Committee shall agree in advance the terms of reference of any sub-committee, which may then act and apply any finance raised by itself or on its behalf only within those terms.
20. All sub-committees shall keep proper accounts of income and expenditure, and a proper record of all meetings, and shall report on them or deliver them up as required by the Management Committee.
21 The Management Committee may dissolve any sub-committee whereupon the accounts, records and assets, financial and otherwise of the sub-committee shall pass into the hands of the Management Committee.
DUTIES OF OFFICERS
22. THE CHAIRPERSON (or in his/her absence the deputy-Chairperson or other Committee Member) shall conduct the meetings of the Club.
23. THE TREASURER shall open and maintain a banking account in the name of the club The Treasurer and one or two other Management Committee members nominated by the Management Committee as signatories shall sign all cheques. The Treasurer shall keep proper accounts of income and expenditure and report on them or deliver them up as required by the Management Committee. A qualified accountant shall audit such accounts appointed by the Management Committee at the Annual General Meeting.
24. THE SECRETARY shall be responsible for the convening of all meetings and the giving of the prescribed notice to members. She/He shall ensure that a proper record is kept of all meetings of the club its Management Committee and sub-committees in the form of minutes; and shall deliver up such records as required by the Management Committee. The Secretary shall permit the minutes to be examined on receipt of not less than 7 days notice by any members of the club.
25. Any members of club or members of the Management Committee delegated to represent the Club in consultation with any other body shall act on the instructions of the Management Committee and shall report back to the following Management Committee meeting.
26. Any proposal to alter this Constitution must be submitted to the Secretary of the Club not less than 28 days before the meeting at which it is to be discussed. Not less than 14 days notice shall be given of such a meeting, together with the wording of the proposed alteration(s). Any alteration shall require the approval of two-thirds of those present and voting at the meeting.
Adopted by Springfield Club for Young People on 8th June 2009 at the Management Committee meeting.
Signed on behalf of the Management Committee:
Name …………………………………………………………………
Position …………………………………………………………………
Date …………………………………………………………………
Springfield Club for Young People’s Policy on Safeguarding Young People and Children
Introduction and Recommendations
This policy was drawn up with close reference to the document “ Safe from Harm”, which was prepared by the Home Office (1993 ) as a code of practice for safeguarding the welfare of children and young people ( up to the age of 16 ) in voluntary organisations in England and Wales.
The policy supports and reinforces “The Children Act (1989)”. It is applicable to all workers, staff and volunteers.
The policy is designed to encourage the development of good practice in Springfield Club for Young People to prevent the physical, emotional and sexual abuse of children and young people while they are in the care of the Club. The policy is also intended to protect those who work with children and young people from unfounded accusations or from behaving in ways which may be well-intended but inadvisable.
The policy consists of:
A. - Policy Statement
B - Procedures
C - Guidelines for the Implementation of the Procedures
A. Policy statement
As one of its major activities Springfield Club for Young People seeks to serve the needs of children and young people, promoting a sense of wholeness of life. In doing so Springfield Club for Young People takes seriously the welfare of all children and young people who come into its premises or who are involved in its activities. It wishes to prevent any physical, sexual or emotional abuse of children and young people and to this end recognises its responsibility to implement, maintain and review the following procedures.
B. Procedures
1. To plan the work of the Club so as to minimise situations where the abuse of young people or children may occur.
2. To introduce a system whereby young people or children may talk to an independent person. Refer young people and children to specialist agencies where necessary.
3. To give all staff and volunteers clear roles.
4. To give supervision as a means of protecting children.
5. To ask all workers to complete an application form.
6. To explore applicants experience of working or having contact with children and young people before appointment.
7. To confirm with groups/organisations, who work with children and young people and who wish to hire Springfield premises, that they undertake to follow the Home Office code of practice “Safe from Harm”.
8. To implement and issue guidelines to all workers with children or young people on how to deal with abuse and to give training on the use of these guidelines. These guidelines and training to include :
· a reminder of the worker’s duty, both to prevent abuse and to report any abuse discovered or suspected
· guidance on what constitutes abuse and how to recognise it
· specific instructions on who to inform if abuse is disclosed or discovered
· where identified, the name and address/number of the contact person ( see procedure 2) in case it should be suspected that the abuser is someone holding a position of responsibility within Springfield Club for Young People
· some indication of what might happen if the abuse is reported
· guidance on how to support the abused child or young person
C. Guidelines for the implementation of the procedures
Plan the work of the Club so as to minimise situations where the abuse of young people or children may occur.
· Arrange that, as far as possible, a worker is not left alone with a child or young person where there is little or no opportunity of the activity being observed by others. This may mean groups working within the same large room or working in an adjoining room with the door left open. This good practice can be of as much benefit to the adult as to the child or young person.
· When meeting with a children and young people individually off the premises, workers will take reasonable measures to ensure the safety of the young person and themselves, informing relevant people.
· Where possible have two workers present with a group.
· If there is only one activity taking place in the Club at least two workers must be present.
· Never take a group off the premises with fewer than two adults.
· Think about the use of premises. For example, do not expect children or young people to have to walk along a dark, unsupervised path in order to enter the Club.
· Where children and young people have to be transported by car or minibus arrange, as far as possible, to have more than one passenger in the vehicle.
Referral System
Wherever possible staff will deal with incidents and disclosures within the organisation. When an incident is more serious a referral or reporting of the information will take place. Such agencies could be Southwark Social Services, Childline, NSPCC, CCPAS or the Police Child Protection Unit.
Give all staff and volunteers clear roles.
· Abuse of children and young people is most easily concealed where there is confusion amongst adults about roles and responsibilities. Springfield staff should have a job description, which include their responsibilities for the protection of children and young people.
· Volunteers should also have a clear idea of what is expected of them, as outlined in the Volunteer Contract and induction and training.
Use supervision as a means of protecting children and young people.
· Regular opportunities should be made for workers to meet together to review and plan their work, to share their experiences, to receive training and to talk about their relationships with the children and young people. Special attention should be paid to any situation in which a child or young person is being either highly favoured or harshly treated as these could be signs of abuse.
· When possible, leaders of groups should take opportunities to observe those for whom they are responsible as they work with children and young people.
All workers must complete an application form.
All staff and volunteers need to fully complete an application form and provide referees.
· References will be sought, in writing, for all workers. It will be made clear that the person will be working with children and young people and that views on their suitability for this work which are being invited. If replies are vague or ambiguous it may be necessary for them to be followed up in person or by telephone.
· All situations which involve with children and young people are exempt from the Rehabilitation of Offenders Act 1974. This means that all convictions which relate to children and young people, however old, must be declared. Information about other criminal convictions must also be given, as these may be relevant to the suitability of the person.
· A determined, convicted abuser may well tell a lie. It is for this reason that a reference should be obtained. If the volunteer has moved frequently from one (voluntary) job/organisation to another it would be advisable to find out why.
· CRB checks should always be carried out on all who work with children or young people. Due to the fact that sometimes CRB checks take a long time to be processed, while the check is moving through the system the person will be allowed to work at Springfield, but will never be left in an unsupervised situation, with no co-worker.
Explore applicant’s experience of working or having contact with children and young people before appointment.
· More time talking with a worker before appointment will give the opportunity to find out about the candidate’s contacts with children and young people. These may be through previous work in the Springfield, through family contacts, through work with a voluntary organisation or in other ways. If there is any doubt about the suitability of the volunteer this should be explored further through searching questions.
Confirm with groups/organisations, who work with children and young people and who wish to use Springfield premises that they undertake to follow the Home Office code of practice “Safe from Harm”.
· It is recommended that when contemplating hiring out Springfield premises to groups/organisations whose work involves children and young people that the following clause be added to licenses: “The Licensee confirms that he/she is familiar with the Home Office code of practice “Safe from Harm”, has an understanding of it and undertakes to follow the code of practice contained therein in relation to work with children and young people under the age of 16 years”.
Kinds of abuse
· Physical, where children and young people receive physical hurt or injury.
· Sexual, where adults seek sexual gratification by using children and young people.
· Emotional, where children and young people are harmed by a constant lack of love and affection, or threats, taunting etc.
The following may be signs of abuse:
· Physical abuse, unexplained injuries or those which have received no medical attention, hidden injuries, signs of neglect.
· Sexual abuse, allegations made by the child or young person, pre-occupation with sexual matters, sexual activity through words, play or drawings, severe sleep disturbances with fears and phobias, being sexually provocative with adults.
· Emotional abuse, regression in behaviour, nervousness, sudden under-achievement, inappropriate relationships with peers/adults, attention-seeking, running away/stealing/lying, looking uncared for.
N.B. Physical abuse and neglect are difficult to hide. Sexual abuse can be almost impossible to identify and prove. Many symptoms of distress can point to abuse but there may be other explanations.
It is important, therefore, that the above signs are not taken as indications that abuse has taken place. They should make us stop and think, but not necessarily jump to conclusions.
If you suspect abuse:
· Do not delay.
· Consult with the person to whom you are responsible for work with children and young people, the Springfield Child Protection Officer – Stephen Herbert, or another appropriate person.
· Contact the statutory services responsible for child protection in your area, i.e. Social Services, or NSPCC or the Police.
Be aware that in every area there are procedures for investigating cases where a child is at risk. The Social Services Department has the main responsibility and will normally set up a Case Conference carried out by social workers and police. You may be asked to attend, either to give information or to support the parent/family. It is important to clarify in what capacity you have been invited and how you want to be seen by the family, i.e. as a member of the Conference or as a support.
If a child or young person wants to talk about abuse:
· Accept what the child or young person says, keeping calm and looking at them directly.
· Let them know that you need to tell someone else, do not promise confidentiality.
· Even when a child or young person has broken a rule they are not to blame.
· Be aware that the child or young person may have been threatened.
· Never push for information.
· Reassure the child or young person they were right to tell you and you believe them.
· Let the child or young person know what you are going to do next and that you will let them know what happens.
· Make notes as soon as possible, writing down exactly what was said and when he/she said it. Record dates and times of these events and keep the hand-written record.
Introduce a system whereby young people and children may talk with an independent person.
· Arrange for a person to be available for children and young people to talk to if they feel that they have been abused in any way. The person should be totally independent of the activities of the children and young people but should be someone to whom they could relate. It may be necessary or appropriate to ask someone from a different organisation to undertake this role.
· If this is done the appointed person must be given clear, written guidelines as to what action to take to stop any abuse disclosed by a child or young person, otherwise they may unwittingly permit the abuse to continue. It is strongly recommended that contacts should be by telephone rather than one-to-one.
· Consider ways of letting the children and young people know that such a person is available for them to talk to. For instance :
Display their telephone number where children and young people will see it, along with an unthreatening message e.g. “Want someone to talk to? Ring.......” Warn the person that there may be calls which have nothing at all to do with abuse. This is not a commitment to be taken lightly, but may be of great benefit in the general pastoral care of children and young people.
· Other ways of meeting the guideline could be:
To display the number of Childline or a similar organisation on a notice board which is regularly seen by children and young people.
To make sure that all adults working with children and young people know the name of a suitable person with whom they could put the child or young person in contact, or to whom they could turn for help.
Consider the need also to provide opportunities for workers to talk to independent people about any difficulties or anxieties in relation to their work
