Structure Governance and Management
The governing documents of NCVS are its memorandum and articles of association.
Voluntary and charitable organisations with involvement in the Nottingham or surrounding areas may apply
to the Trustees for affiliated membership, which gives them the right to vote at the annual general meeting
and to nominate a person to sit on the Trustee Board. There is no affiliation fee but most members also
subscribe for 'Snippets' the regular information document for Voluntary and Charitable organisations.
The procedure for appointing new trustees is set out on page 3. There may be times when the Chief Executive
or the Trustees encourage candidates they deem suitable to put their names forward for election. Nottingham
City Council has the right to send a representative to attend Trustee meetings. Once appointed the trustees
have an induction session which includes a discussion with the Chief Executive on NCVS's activities and
on the Trustee's particular interests, the receiving of information on the rights and responsibilities of
company directors and trustees, a copy of the trustees' handbook which details both NCVS's structure and
procedures, and an introduction to the key staff members. In addition new trustees are consulted on training
needs. Once in post trustees are encouraged to take a liaison role with a particular department or service.
Relevant training opportunities are publicised to Trustees and all Trustees are encouraged to participate.
Organisation and Management Structure
The organisation structure is intended to ensure both proper decision making and consultation with staff
and volunteers at all levels
- Board of Trustees/ Company Directors: The Board of Trustees acts as both the Charity Trustee
Board and the Board of Directors. It has ultimate responsibility for NCVS and oversees its strategic direction.
In addition it approves an annual budget for the senior management to work to and reserves to itself approval
of capital expenditure, approval of expenditure significantly outside the budget, approval of new large
projects and the appointment of senior managers. During the year it monitors performance and reviews the
quarterly management accounts. Board meetings are attended by the Chief Executive and the Deputy Chief Executive.
Other staff are asked to present on their projects or department from time to time. The Trustees have an
annual meeting to consider strategy.
- Finance sub committee of the Board: The sub committee consists of the Chair, the Treasurer and
certain other Board members. The Chief Executive, the Deputy Chief Executive and the Finance Manager also
attend. The sub committee provides expert advice to the Board on financial matters and compares in detail
quarterly management accounts with the budget.
- Senior Managers' Meeting: The Chief Executive, the Deputy Chief Executive and the Finance Manager
meet regularly. They implement the strategy decided by the Board, develop the services provided by NCVS
and facilitate staff links with the Board. They also evaluate the performance of each service prior to formal
reporting and external accountability.
- Staff Meeting: This is the major link with the Chief Executive and senior managers for all staff
and volunteers. Board and management decisions are reported and informal consultation is undertaken.
- Team and Thematic Meetings: A number of thematic working groups meet to develop and take
forward cross service work. Some larger services also have team meetings on a regular basis.
The management structure of NCVS is that the Chief Executive is focused on external relationships with the
City Council, other infrastructure bodies, both national and local, and voluntary and charitable organisations;
and the Deputy Chief Executive on internal management. However in practice they work closely together. Each
department head and project leader (one of whom is responsible for each of NCVS's activities) reports in
the first instance to the Deputy Chief Executive.
Affiliation
To facilitate its objectives and gain as much input from elsewhere as possible, NCVS is affiliated to various
other organisations including:
National Association of Voluntary and Community Action (NAVCA),
National Council for Voluntary Organisations (NCVO),
Volunteering England,
Engage East Midlands,
Charity Finance Directors' Group
Nottinghamshire Association of Voluntary Organisations (NAVO)
East Midlands Employment Relations Forum
East Midlands Equality & Diversity Network
NCVS also seeks to influence the policies and decisions of relevant national bodies.
Risk
The Trustees have considered risks to the organisation and have drawn up a schedule for the monitoring and
reporting of key risks. Management reports, based on a prearranged schedule, are prepared for the Board
on the specific risks identified. The Board reviews the schedule of risks annually.