Group Governance Documents and Policies
Important guidelines to follow
All Group and Network activities are subject to oversight by Icon's Board of Trustees, who have THE overall legal responsiblity for Icon.
With this in mind, ensuring all Group and Network activities comply with Icon's formal Governance Policies is the most important part of Committee administration to ensure Icon remains a smooth-running ship for everyone.
Below you'll be able to find information on the following topics.
- TOR for Groups
- Group Chairs Forum
- Finance Policy
- Social Media Policy
- Voting Policy
- GDPR for Groups
- Thank you gifts policy
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The Terms of Reference for Icon's Groups sets out the relationships between Groups and Icon's Board of Trustees, and outline the responsibilities this involves.
Icon's twice-yearly Chairs Forums provide the means for all Groups and Networks to communicate directly with the Chair of the Board of Trustees, and to discuss and comment on the latest corporate developments and strategic initiatives. The Forum also provides an opportunity for Groups and Networks to put forward their ideas for discussion by the Board of Trustees as appropriate, and to allow Group Chairs to share learning. All Group and Network Chairs are invited to attend, or send a delegate. The Forum operates in accordance with the Group Chairs Forum Terms of Reference as agreed by the Board of Trustees.
For more on this, liaise with the Head of Membership.
Download: Finance Policy for Icon treasurers
The Institute of conservation (Icon) recognises and encourages the use of and participation in social media as a key communication tool for remaining active, aware and fully engaged with both our prospective and current members, as well as non-specialist supporters. We want to encourage and empower our staff and members to make effective and appropriate use of social media by providing the right tools and advice to participate in and enhance our positive social media presence.
The policy is intended to provide an overview of the appropriate use of social media accounts representing Icon, and outlines how to clearly identify professional and personal accounts. Use of social media on behalf of Icon must comply with this and other relevant policies.
Download: Social Media Policy
Membership application and renewal forms allow all Icon members to self-select two Groups in which they will have full voting rights.
Icon’s Data Protection Policy sets out the ways in which the organisation collects, processes and stores personal data, and provides the relevant basis under the GDPR for each.
From a Groups standpoint, there should be little to worry about here – as personal data of all members is stored securely in the Icon office and is not distributed.
The use of Eventbrite for Group events, mandated by Icon's auditors, ensures that sensitive data such as credit card numbers is handled securely and safely without the need for Group Committee members to worry about any protected information finding its way onto Committee hard drives.
Alongside this, the Iconnect system ensures that all Group Communications can be sent using up-to-the-minute information while ensuring sensitive personal details are not distributed.
For full details, check out Icon's Data Protection Policy
Icon relies on the efforts of a very wide range of volunteers. About 400 members undertake voluntary work for Icon each year. The essence of volunteering is that it is unpaid and as a charity it would not generally be appropriate to reward volunteers for their contribution.
Nevertheless, the Trustees recognise that at times it may be appropriate to show appreciation to an individualfor an exceptional contribution by giving a small gift. Our auditor advises us thus: ‘Have a policy and procedure to followto ensure gifts are only given appropriately and are not material, i.e.It is a gesture. Gifts should never be cash or cash equivalents (i.e. Not a gift card). A bunch of flowers or box of chocolates would not be unreasonable.’
For full details, review the Thank you gifts policy.