Now that Covid-19 restrictions have eased, The Charity Commission is urging charities to update their governing documents if they intend to continue having telephone or virtual meetings, and this isn't already stated in the document.
You are required to:
- Check your governing document to see whether you are permitted to hold online, telephone or hybrid meetings. If this is not permitted, and you wish to do so, you should now amend your governing document as soon as possible.
- If it is not possible to amend your governing document, you should:
- Regularly consider the wider risks and implications of holding meetings (or postponing or cancelling meetings), in breach of the charity’s rules:
- Consider requesting advice or authorisation from the Commission for your actions:
- Keep careful records of your decisions and the reasons for them, demonstrating that you have considered all alternatives:
- Ensure that you are following all other rules governing your charity’s meetings.
- If any decisions have been taken at meetings held contrary to the charity’s rules, you should now take steps to authorise those decisions.
More detailed guidance on how to alter governing documents and what to do if you can't make changes to your charity's rules on meetings, can be found on the government website.
You can also take a look at this guidance note from The Chartered Governance Institute on Good Practice for Virtual Board and Committee Meetings.