Governance Policy

1. Purpose of This Policy
This Governance Policy sets out how the Heacham Club Charity is managed, how decisions are made, and how trustees discharge their legal duties. It provides a clear framework for accountability, compliance, and stewardship of charitable assets.

2. Governance Principles
The Charity is governed according to the following principles:
• Legality – All actions must comply with charity law, the 1921 Scheme, and the Trustee Act 1925.
• Integrity – Trustees act solely in the interests of the Charity and its beneficiaries.
• Transparency – Governance decisions are recorded, published where appropriate, and open to scrutiny.
• Accountability – Trustees are collectively responsible for the Charity’s conduct and outcomes.
• Stewardship – Assets are protected, maintained, and used only for charitable purposes.

3. Governing Instruments
The Charity operates under:
• The 1921 Scheme (current governing document)
• Trustee resolutions and minute book entries
• Any future Replacement Scheme approved by the Charity Commission
Trustees must ensure all governance actions remain within the powers granted by these instruments.

4. Trustee Roles and Responsibilities
Trustees are responsible for:
• Ensuring compliance with charity law and regulatory guidance
• Making decisions collectively and recording them formally
• Managing and protecting charitable property
• Publishing governance documents and notices
• Engaging with the Charity Commission where required
• Acting with reasonable care, skill, and diligence
Ex officio roles are recorded as vacant unless formally filled.

5. Decision Making and Meetings
• Decisions are made by majority vote at properly convened trustee meetings.
• All decisions must be recorded in the minute book.
• Urgent decisions may be taken by written resolution and entered into the record.
• Conflicts of interest must be declared and managed appropriately.

6. Record Keeping and Documentation
The Charity maintains:
• A complete minute book
• A register of trustees
• Governance documents and policies
• Regulatory correspondence
• Public notices archive
Documents intended for public access are published on the Charity’s website.

7. Compliance and Review
Trustees will review this policy annually or following any significant governance change. Updates will be recorded and published where appropriate.