Step 4: Selection and appointment of trustees
By now you should have one or more potential trustees who have applied through your advertising process, or who have been nominated via your organisation’s rules. Check who is making the final decision on appointment or election. Is it a decision by members at the Annual General Meeting (AGM)? Can the trustee board decide between themselves? Is the appointment made by an outside organisation such as a local authority or church?
Keep it legal
Make sure you carefully follow the procedures for appointment or election as set out in your organisation’s governing document.
Have you checked that the new trustees are eligible? There may be something in your governing document which prevents someone from being a trustee of your organisation. There may also be legislation which disqualifies some people from being a trustee, because they are too young or because of a particular criminal conviction or bankruptcy or similar financial problems. Make sure you ask trustees to sign a declaration that they are eligible and willing to serve. If you have not got a suitable declaration you should develop one. Activity 7: Create a Trustee Eligibility declaration (.doc 2.56MB) will help you to create one. You may also want to consider using this form to confirm agreement on any key issues.
If your charity works with children or vunerable adults make sure your organisation seeks Criminal Records Bureau (CRB) and/or Independent Safeguarding Authority (ISA) checks on behalf of your trustees. See the Help and Support Section below for more information
Still haven’t found what you’re looking for?
If you have been through the process and still have vacancies, you need to review what you have done so far. Take a look at your role description to see if anything needs adding or removing. You may also want to reconsider your promotional activity and think again about how and where to promote your trustee opportunity.
You may also meet people who are not suitable for the trustee role, but may have valuable skills and talents to offer that will benefit your organisation in other ways. If this is the case let them know of other opportunities you may have for them to be involved in the work of your organisation. They will often be happy and feel valued to be asked to get involved, and in return you may get a valuable volunteer for your organisation.
Showing your appreciation
Everyone who has applied to become a trustee, no matter how suitable, should be thanked. This shows that your board appreciates the time and effort they have taken to show an interest in your trustee vacancy.
“I applied for a trustee position and never heard back from the organisation. It really knocked my confidence. It took months before I applied for a similar role again.”
Use Activity 8: Thank you email template (.doc 3.38MB) to send to all those who put themselves forward.
Help and support
• Charity Commission – CC30: Finding New Trustees: the ‘can anyone be appointed as a trustee’ section explains who can and cannot be a charity trustee.
• Independent Safeguarding Authority (ISA) - www.isa-gov.org.uk. The ISA has been created to help prevent unsuitable people from working with children and vulnerable adults. They do this by working in partnership with the Criminal Records Bureau (CRB) and other delivery partners.
• Governance and Leadership trustee and governance information centre www.ncvo-vol.org.uk/governanceandleadership
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