Trustee - Application Pack Closing date 31st July 2019

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Trustee Application Pack Contents

1. Welcome from the Chair and Chief Executive

2. About the Charity – The Mare and Foal Sanctuary

3. Trustee Role Description

4. Application Form 5. Equal Opportunities Monitoring Form

6. Trustee Eligibility Checks

7. Further Information

Please complete your application and return to our recruitment partner, Jackie Dawkins at Shine Charity Recruitment (jackie@shinecharityrecruitment.co.uk)

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1. Welcome from the Chair of Trustees Dear Applicant,

I hope that when you have read this information pack you will feel as inspired as I do about the future of The Mare and Foal Sanctuary.

The Mare and Foal Sanctuary is the largest equine charity in the South West peninsula, dedicated to the rescue, rehabilitation and rehoming of horses and ponies in need. Based in Devon, we have 6 sites, including a visitor centre with an active programme of events.

You would be joining us as a Trustee at an exciting time. An ambitious and visionary 5 year strategy to expand our work was approved in 2019. We have a well-established, collaborative Board of Trustees and a dedicated, passionate workforce.

We are seeking trustees with the following specialist areas of expertise: HR/ Legal Finance

We would welcome an application from you if you: Have proven experience in one of the above areas. Appreciate the commitment and role of a trustee. Are a strategic thinker, with ability to identify high level opportunities and risks. Have the ability to identify stakeholders, manage critical relationships and develop strong

networks. Have good communication skills and would enjoy working as part of a close trustee board.

Closing date for applications: 31st July 2019

Best wishes

Liz Gaffer, Chair of Trustees

2. About the Charity – The Mare and Foal Sanctuary

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We own more than 650 horses and ponies and six farms in Devon, including our Beech Trees Veterinary and Welfare Centre. Most of our horses are cared for at loan-homes away from the Sanctuary, but we maintain ownership to safeguard their futures and carry out regular home checks to make sure they are happy and healthy.

As well as caring for our horses’ day to day, we hold a programme of equestrian and non-equestrian events. Our new Education and Therapy team is also developing a range of Equine Assisted Learning and Therapy programmes.

To help us maintain a steady income we have charity shops in the South and East Devon areas. In addition to our regular full and part-time staff we benefit from a very helpful core of volunteers both in the stables and in the shops, without whom we could not operate.

We also work proactively with other equestrian groups and charities as well as the local and national media to raise awareness of equine welfare issues. In 2010 we were accepted into the National Equine Welfare Council (NEWC) and our Chief Executive is a member of the Chief Executives of National Equine Councils group. We are very fortunate to have actor John Nettles and broadcaster Angela Rippon CBE, both of whom have a long association with Devon and horses, as our patrons.

Locations

The Mare and Foal Sanctuary currently operates across sites in Devon:

Honeysuckle Farm (Newton Abbot) – Head Quarters and Rehabilitation Centre. Beechtrees (Newton Abbot) – veterinary and welfare centre, used for quarantine of new equines. Coombe Parke (Totnes) – Visitor Centre and equine rehabilitation site. South Manor (nr Newton Abbot) – Retirement Centre for those horses and ponies that cannot be

rehomed. Upcott Park (near Holsworthy) - ex-dairy farm with 130 acres dedicated to larger herds for

rehoming. Yelverton (SWEP) – South West Equine Protection is a smaller charity which merged with Mare and

Foal Sanctuary in 2018, now renamed as the Yelverton yard. 5 Charity shops – in Babbacombe, Bovey Tracey, Kingsbridge, Newton Abbot and South Brent – and

a retail hub warehouse in Newton Abbot. Olympus Business Park (Newton Abbot) – our Fundraising Team base.

For more information please visit our website: www.mareandfoal.org

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3. Trustee Role Description The following role description should be read in conjunction with the Duties and Responsibilities of a Trustee details which is included in this information pack. For an electronic copy please visit the Charity Commission website "The Essential Trustee": https://www.gov.uk/government/publications/the-essential-trustee-what-you-need-to-know-cc3

Role description: Job title: Trustee

Location: Board of Trustee meetings are usually held once every 2 months at the Headquarters at Honeysuckle Farm, Newton Abbot. Very occasionally interim meetings are necessary. Trustees are also invited to attend events at the Sanctuary’s other locations within Devon throughout the year.

Summary of the role: Trustees have responsibility for overseeing the direction and performance of the Mare & Foal Sanctuary. Our Trustees are guardians of the charity’s assets and are responsible for their use and security. Trustees are also responsible for the standard of governance and ensuring the charity meets all legal and regulatory requirements.

Full details of responsibilities are overleaf.

Qualifying Criteria 18 years or olderDBS clearance will be sought by the Mare & Foal Sanctuary

Estimated time required Attendance at Board once every 2 months at the Headquarters at Honeysuckle Farm, Newton Abbot and at occasional interim meetings. Trustees are expected to strive to attend all Board meetings, preferably in person, but conference call facilities are available when personal attendance is not possible.

Approximately 1 hour a week reading preparation and for decisions outside of trustee meetings.

Where possible, joining a Committee of the Board would be of benefit to the charity. These are held twice a year.

Our Commitment to You An induction programme once you have accepted the roleAny additional training you need for the role of trusteeA report on the outcome of the work of the charityTravel expenses to Trustee meetings

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Key Responsibilities:

Together with other Trustees, to hold the Charity ‘in trust’ for current and future beneficiaries, in particular:

1) To ensure that the Charity has a clear vision, mission and strategic direction and is focused on achieving these.

2) To be responsible for the performance of the Charity and for its corporate behaviour.3) To ensure that the Charity complies with all legal and regulatory requirements.4) To act as guardians of the Charity’s assets, both tangible and intangible, taking all due care over

their security, deployment and proper application.5) To ensure that the Charity’s governance is of the highest possible standard.

Duties and Tasks:

To work in partnership with other Trustees and the Chief Executive.

1) To ensure that the Charity has a clear vision, mission and strategic direction and is focused on achieving these:

To ensure that the Charity has a clear vision, mission and strategic plan that have been agreed by the Board and that there is a common understanding of these by Trustees and staff.

To ensure that the business, operational and other plans support the vision, mission and strategic priorities.

To ensure that the Chief Executive’s annual and longer term objectives and targets support the achievement of the vision, mission and strategic priorities.

To ensure that Board and operational policies support the vision, mission and strategic priorities. To ensure that there are effective mechanisms:

- To listen to the views of current and future beneficiaries;- To review the external environment for changes that might affect the Charity;- To review regularly its strategic plans and priorities.

2) To be responsible, with the other Trustees, for the performance of the Charity and for its corporate behaviour:

To agree with the Chief Executive the method for measuring objectively the progress of the Charity in relation to its vision, mission, strategic objectives/priorities, business plans and annual targets, and to receive regularly reports on the performance of the Charity.

To ensure that the fundamental values and guiding principles of the Charity are articulated and reflected throughout the Charity.

To appoint the Chief Executive, to set her/his terms and conditions and to ensure that the Charity invest in the Chief Executive’s continued professional development.

To receive regular reports from the Chief Executive on progress towards agreed strategic priorities. To hold the Chief Executive to account for the management and administration of the Charity. To ensure that the Chief Executive receives regular, constructive feedback on his/her performance in

managing the Charity and in meeting his/her annual and longer term targets and objectives. To ensure that the Chief Executive develop a learning organisation and that all staff, both paid and

unpaid, review their own performance and regularly receive feedback. To articulate the values of the Charity. To agree Board policies.

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To ensure that there are mechanisms for beneficiaries, employees, volunteers, other individuals, groups or organisations to bring to the attention of the Trustees any activity that threatens the probity of the Charity.

3) To ensure that the Charity complies with all legal and regulatory requirements: To be aware of, and to ensure the Charity complies with, all legal, regulatory and statutory

requirements. To maintain familiarity with the rules and constitution that govern the Charity, to ensure that the

Charity complies with its governing instruments and to review the constitution regularly. If the Charity has powers to delegate, to agree the levels of delegated authority, to ensure that these

are recorded in writing by means of minutes, terms of reference for Board committees and sub-committees, job descriptions for honorary officers, Trustees and key staff, etc., to ensure that there are clear reporting procedures which are also recorded in writing and complied with.

To ensure that the responsibilities delegated to the Chief Executive are clearly expressed and understood, and directions given to him/her come from the Board as a whole.

4) To act as guardians of all the Charity’s assets, both tangible and intangible, taking all due care over their security, deployment and proper application.

To ensure that the Charity has satisfactory control systems and procedures for holding in trust for the beneficiaries all monies, properties and other assets and to ensure that monies are invested to the maximum benefit of the Charity, within the constraints of the law and ethical and other policies laid down by the Board.

To ensure that the major risks to which the Charity is exposed are reviewed annually and that systems have been established to mitigate or minimise these risks.

To ensure that the income and property of the Charity is applied for the purposes set out in the governing document and for no other purpose, and with complete fairness between persons who are properly qualified to benefit.

To act reasonably, prudently and collectively in all matters relating to the Charity, and to always act in the best interests of the Charity.

To be accountable for the solvency and continuing effectiveness of the Charity and the preservation of its endowments.

To exercise effective overall control of the Charity’s financial affairs and to ensure that the way in which the Charity is administered is not open to abuse by unscrupulous associates, employees or volunteers; and that the systems of control are rigorous and constantly maintained through regular evaluation and improvement in the light of experience.

To ensure that intangible assets such as organisational knowledge and expertise, intellectual property, the Charity’s good name and reputation etc are properly valued, utilised and safeguarded.

To know on a continuing basis the condition of the land owned by the Charity, if its boundaries are being encroached upon, what can be done with it and how it is or should be used.

To ensure that all income due to the Charity is received and that all tax benefits are obtained and all rating relief due is claimed.

5) To ensure that the Charity’s governance is of the highest possible standard. To ensure that the Charity has a governance structure that is appropriate to a Charity of its

size/complexity, stage of development, and its charitable objects, and that enables the Trustees to fulfil their responsibilities.

To reflect annually on the Board’s performance and your own performance as a Trustee. To ensure that the Trustee Board has the skills required to govern the Charity well and that it has

access to relevant external professional advice and expertise. To ensure that there is a systematic, open and fair procedure for the recruitment or co-option of

Trustees. To ensure that there are succession plans for the Chair and Chief Executive.

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To participate in individual and collective development and training of Trustees. To abide by the code of conduct for Trustees. To ensure that major decisions and Board policies are made by the Trustees acting collectively.

Terms of appointment: Trustees are appointed by the Board of Trustees. The Board will elect Trustees for co-opted membership and thereafter confirm full membership at the next AGM subject to satisfactory performance.

A third of the membership is expected to retire at each AGM with the longstanding members retiring and being re-elected. A Trustee can only stand for a maximum of three three-year terms (9 years) before having to retire for a minimum of one year. The Mare and Foal Sanctuary is committed to supporting its Trustees and provides a thorough induction to the organisation and role. You will be expected to attend regular training events relevant to the role, as necessary. Whilst the role is unpaid, reasonable expenses are payable in line with Mare and Foal Sanctuary’s standard expenses policy.

Person Specification:

We are seeking trustees with the following specialist areas of expertise: Veterinary or equine sciences Marketing and Communications - preferably voluntary sector HR/ Legal Finance

We would welcome an application from you if you: Have proven experience in one of the above areas. Appreciate the commitment and role of a trustee. Are a strategic thinker, with ability to identify high level opportunities and risks. Have the ability to identify stakeholders, manage critical relationships and develop strong

networks. Have good communication skills and would enjoy working as part of a close trustee board.

An interest in progressing animal welfare An understanding of financial accounts Team player Confident in expressing informed opinion to enable consensus decision making

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Declaration:

I have received, reviewed and fully understand the Trustee Role Description. I further understand that I am responsible for the satisfactory execution of the essential functions described therein, under any and all conditions as described above:

Name:Signature:Date:

Please now complete the Application Form on the following pages.

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4. Trustee Application Form

Personal Details:Title: (Please circle)

MR MRS MISS MS OTHER:

Forename(s):

Surname:

Full Name at Birth:(If different to above)

Telephone No: Home: Mobile:

Current Address:

Post Code:

Nationality:

Are you legally entitled to work in the UK?YES NO

Are you over the age of 18?YES NO

Do you have any criminal convictions (other than spent convictions under the Rehabilitation of Offenders Act 1974)? If yes, please give details:

YES NO

This role requires travel to meetings. Please confirm you can travel by confirming you have a full clean driving license and access to a vehicle? YES NO

Have you ever worked for The Mare and Foal Sanctuary before?If yes, please give details: YES NO

Employment Details: (please give a brief history)Name & Address of Employer:

Dates: Position Held & Main Duties: Reason for Leaving:

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Voluntary/Unpaid experience: (please give a brief history)Name & Address of Organisation:

Dates: Position Held & Main Duties: Reason for Leaving:

Membership of Professional Bodies:Name & Address of Establishment: Qualifications & Results: Date:

Please list any relevant qualifications you hold:Details of qualifications: Date:

References:REFERENCE 1: REFERENCE 2:

Name: Name:

Position: Position:

Company Name: Company Name:

Address: Address:

Telephone Number: Telephone Number:

Relationship to you: Relationship to you:

Can we approach this reference before an offer is made? YES NO Can we approach this reference

before an offer is made? YES NO

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Skills:The Board of Trustees as a whole must possess the skills listed below and therefore will be seeking specific skills to support any skills gaps. Candidates are not expected to possess all or any given number of skills. Please mark the specialist skills / experience you possess at the level you consider your knowledge to be.

Key: 1 = no skills 5 = very experiencedSkills: Experience (in yrs): 1 2 3 4 5

Charity Governance

Education

Equestrian

Equine Management

Equine Welfare

Event Management

Financial Management

Fundraising

Land/Property Management

Legal

Marketing

Public Relations

Retail

Change management

Charity/voluntary management

Private sector management

General management

IT

HR and recruitment

Institutional funding

Joint ventures/ partnerships

Monitoring and performance

Strategic Planning

Working with volunteers

Risk Management

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Personal Statement:After reading the Trustee Role Description and Person Specification, and after having considered the duties and responsibilities of a Trustee, please provide a personal statement that covers the following:

your reasons for applying for this role and what you hope to bring to the charity in fulfilling it. to what extent you have the skills and experience for the post. Your experience need not have

been gained in paid employment and may include special interests relevant to the post. It is important that you provide evidence of your achievements by giving examples to support your application.

If you are handwriting your application, please use further paper if required.

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Declaration:

1. I confirm that the information given in this Trustee Application Form is complete and accurate. I understand that any false information or deliberate omissions will disqualify me from employment or may render me liable to summary dismissal. I undertake to notify The Mare and Foal Sanctuary immediately of any changes to the above details.

2. I understand and agree that the information I provide on this form will be held by The Mare and Foal Sanctuary and used by the organisation to process my application for trusteeship. My information will not be used for any other purpose by The Mare and Foal Sanctuary, and will not be passed onto any other third party without my permission.

3. I understand and agree that the information I provide on this form will be processed and retained in accordance with the current Data Protection Act.

Name:Signature:Date:

Please now complete the Equal Opportunities and Diversity Monitoring Form on the following pages.

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5. Equal Opportunities and Diversity Monitoring Form

To ensure that our procedures do not discriminate we ask everyone to complete an Equal Opportunities and Diversity Monitoring Form. This form will be separated from your application form and treated in the strictest confidence.

Please note that we will not use this information as part of the recruitment selection process. The information you provide will be used for statistical purposes only. It will help us to fulfil our commitment to equal opportunities and diversity if you would complete all sections of the form. The information given will be used in compliance with the requirements of the current Data Protection Act.

Surname

Forenames

Position Applied for : TRUSTEE

Date of Birth:

How did you learn about this vacancy? Agency (please specify)

Mare and Foal Sanctuary employee / volunteer/ Trustee (please give name)

Newspaper or journal (please specify)

Speculative enquiry

Other (please specify website, if applicable)

Disability:The Equality Act defines a disabled person as anyone who has, or has had, a physical or mental impairment which has a ‘substantial’ and ‘long term effect’ on their ability to carry out normal daily activities.Taking the above information into account, do you consider yourself to be disabled? (please circle)

YES NO

If ‘Yes’ please provide details below. Please indicate any arrangements which would facilitate a more comfortable interview if you are short-listed:

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Ethnic origin: (please tick relevant box and specify if appropriate)

A White British Irish Any other white background (please specify) B Mixed White and black Caribbean White and black African White and Asian Any other mixed background (please specify) C Asian or Asian British Indian Pakistani Bangladeshi Any other Asian background (please specify) D Black or Black British Caribbean African Any other black background (please specify) E Chinese or other ethnic group Chinese Any other (please specify)

Religion: (please tick relevant box and specify if appropriate)

Buddhist Christian Hindu Jewish Muslim Sikh No religion Other (please specify)

Age: (please tick relevant box)

18 – 24

25 – 34

35 – 44

45 – 54

55 – 64

65 and over

Gender: (please tick relevant box) 17

Male Female Transgender Male Transgender Female Other (please specify)

Prefer not to say Sexual Orientation: (please tick relevant box)

Heterosexual Bisexual Homosexual Other (please specify) Prefer not to say

Support Needs:We want to help you work in the best environment you can. If you feel that is any way that we can better assist you, please tell us about any support needs you require below:

Declaration:

I understand and give my consent that the information I provide on this Equal Opportunities Monitoring form will be processed and retained in accordance with the current Data Protection Act. I understand that the information provided on this form will not be used as part of the selection process: Name:Signature:Date:

Please now complete the Trustee Eligibility Check on the following page.

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6. Trustee Eligibility Check

In order to check your eligibility to become a Trustee for The Mare and Foal Sanctuary please declare that you are not prevented from acting as a Trustee because you:

have an unspent conviction for one or more of the offences listed here: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/731084/010818_Disqualification_Reasons_Table_v2.pdf

have an IVA, debt relief order and/or a bankruptcy order have been removed as a trustee in England, Scotland or Wales (by the Charity Commission or Office

of the Scottish Charity Regulator) have been removed from being in the management or control of any Body in Scotland (under

relevant legislation) have been disqualified by the Charity Commission or are a disqualified company director are a designated person for the purposes of anti-terrorism legislation are on the sex offenders register have been found in contempt of court for making (or causing to be made) a false statement have been found guilty of disobedience to an order or direction of the Charity Commission

The Mare & Foal Sanctuary will also carry out a Disclosure and Barring Service check (DBS check) before you are appointed. In conjunction with this we will also ask you to sign a Charity Commission Trustee Eligibility and Responsibility Form.

Declaration:

By completing and signing below, you declare that you do not have any disqualifications (as listed above) that could prevent you from acting as a Trustee:

Name:Signature:Date:

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7. Further Information

The following information can be provided on request. Please contact nicola.pavey@mareandfoal.org .

Financial Statements

Articles of Association

You may also find it useful to read:

"The Essential Trustee" by Charity Commission. For an electronic copy please visit this website: https://www.gov.uk/government/publications/the-essential-trustee-what-you-need-to-know-cc3

Please complete this Trustee Application Pack and return to our recruitment partner, Jackie Dawkins at Shine Charity Recruitment (jackie@shinecharityrecruitment.co.uk)

On behalf of the Mare and Foal Sanctuary thank you for your interest in becoming a Trustee, and thank you for taking the time to complete this Trustee Application Pack.