Trustee Application Pack
Transcript of Trustee Application Pack
Trustee Application Pack
Bringing big hearts and bright minds together with
horses, ponies and foals to create a better future
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We are looking for people from a diverse range of backgrounds to join The Mare and Foal Sanctuary as Trustees to help make a real difference to the lives of horses, ponies and people Becoming a trustee Becoming a trustee means you have one of the most important and inspiring roles within the charity. With the Chief Executive, you set the direction and priorities of The Mare and Foal Sanctuary and are ultimately responsible for ensuring it achieves its aims. Our Chief Executive Sarah Jane Williamson has created an ambitious and visionary five-year strategy to expand our work:
“We’re looking for professional volunteers to become trustees to support me in leading this often underestimated charity and make a real difference to horses, ponies and people.
“We’re known for our work to rescue horses and
ponies which have been abandoned, neglected or abused and for the non-judgemental welfare outreach we offer to people struggling to care for horses and ponies for many different reasons. We're less well known for how much we collaborate locally and nationally with the RSPCA and larger equine welfare charities.
“We also provide alternative education and training through equine assisted learning,
therapeutic riding and outdoor learning in nature with our rescued horses and ponies for children, young people, families and adults. We’re relatively new entrants as a provider of these services for people, but we’re already growing our reputation nationally and internationally for this work. This is thanks to our equine centred approach and its emerging positive impact on the people who come to connect with our rescued horses and ponies.
“We also undertook sustainability benchmarking in 2020 and have a clear sustainability action
plan. As a landowner, The Mare and Foal Sanctuary is committed to exploring more sustainable and holistic ways to manage our land for the benefit of the natural world. We are restoring some of our traditional, biodiverse hay meadows and grasslands, ensuring our sites are a habitat for insects and wildlife alongside our rescued equines.
“I hope that the ways that we’re benefiting equines, people and the natural world will appeal to
a broader range of people who may now consider joining us as trustees to help develop our charity’s future.”
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Our commitment We are committed to developing a diverse board and wish to recruit trustees from a wide range of backgrounds including young people, people from minority and ethnic communities, people with disabilities and people who have lived experience of the difference that horses and ponies or outdoor learning can make to other people’s lives. We are embracing the evolution of remote working and welcome home-based trustees who can commit to at least one in-person visit each year.
The benefits to you The benefits of becoming a trustee are not only in the interests of our charity. As an individual, it is an excellent personal development opportunity for you. These are just some of the benefits:
• Contributing your skills and expertise to a cause that is important to you
• Playing a fundamental role in the strategic development of the organisation
• Gaining valuable experience and learning new skills within a leadership role
• Challenging yourself by applying your skills in a different environment
• Gaining non-executive board experience in a supportive, developmentally focused culture
• Learning from other trustees and gaining new insights from seeing how others respond to
situations and make decisions.
If needed, we will support you to negotiate time for your trustee work with your employers to align
this voluntary work with your professional development. We would request that you inform your
employers prior to applying.
Kacey and Queenie
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Welcome from Liz, the Chair of Trustees
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.
You would be joining us as a Trustee at an exciting time. An ambitious
and visionary five 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
to join us as specialist, co-opted advisors to our Board, with a view to
becoming future Trustees:
• Fundraising and income generation
• Marketing, public relations and digital transformation
• Community engagement and development, health and social care, mainstream or
alternative education and learning.
• Academic research
• Finance, accountancy or legal with an interest in strategy and governance
We would welcome hearing from you if:
• you have skills and proven expertise in one of the above areas
• you want to develop your strategic skills and gain valuable experience at Board level
• you have good communication skills and would enjoy working as part of a close trustee
board to extend your professional networks
These are voluntary roles, with expenses reimbursed. Board meetings take place during
afternoons on alternate months. You may be able to agree time to attend as part of your
professional development plan.
For an application pack or to arrange an informal chat on the work of the charity please email
Best wishes
Liz Gaffer
Chair of Trustees
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Sammy
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Interested?
If interested, The Mare and Foal Sanctuary welcomes your interest. As well as the opportunity to
meet with our existing Trustees, a full induction programme awaits with the opportunity to visit our
sanctuaries in Devon.
This is a voluntary role with no renumeration. However, reasonable expenses are reimbursed for
any travel associated with attending board meetings and development sessions.
For more information, visit www.mareandfoal.org/become-a-trustee or contact Nicola Pavey on
01626 355969 or by email: [email protected] to arrange an informal chat.
About Us
The Mare and Foal Sanctuary rescues horses and ponies that have been abandoned, neglected
or abused.
We also ensure that horses and ponies have a sanctuary for life. Most horses and ponies are
given care for life through our network of knowledgeable carers. Those horses and ponies with
more complex needs are cared for in our peaceful sanctuaries.
Our work is focused in the South West but as part of the National Equine Welfare Council we
collaborate locally and nationally with the RSPCA and larger equine welfare charities. Our Chief
Executive is a member of the Chief Executives of British Equine Charities group.
The number of horses and ponies requiring crisis intervention continues to grow. We are now
taking in more groups of horses and ponies at once from difficult and complex rescue situations.
These groups are coming in with higher levels of need for specialist care and longer recovery
times.
The Mare and Foal Sanctuary was founded on the principles that horses and ponies, as sentient
beings and close companions of humans over the centuries, have a value and a purpose. They
deserve our kindness and care.
Our equine assisted learning programmes enable people to connect with horses and ponies.
Caring for ponies outside in nature is good for our health, happiness and wellbeing.
We educate people of all ages in how to care for horses to prevent future welfare issues.
We know how to make a difference to other people’s lives through horses, having lived experience
of how they’ve made a difference to ours. We are the only UK equine rescue charity that is a
Federation member of HETI, Horses in Education and Therapy International.
We rely entirely on donations and some legacy gifts to carry out our work. To help us maintain a
steady income we have charity shops in South and West Devon. 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.
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Milestones • 1988 - Our charity was founded by Rosemary Kind
• 1992 - We registered as a charity
• 2018 - Sarah Jane Williamson became Chief Executive
Horses and ponies • 1,012 equines rescued since 1988
• 627 equines currently on loan to knowledgeable carers or in our sanctuaries
• 19 equines requiring admission to the sanctuary last year (2020)
• 164 owners received advice and support – resulting in positive welfare outcomes
• 1,772 hours of equine assisted learning to children and young people in our pilot year
Our sites • Honeysuckle Farm, Newton Abbot – Headquarters and Rehabilitation Centre.
• Beech Trees, Newton Abbot – veterinary and welfare centre, used for quarantine of new
equines.
• Coombe Park, Totnes – Equestrian and Education Centre.
• Upcott Park, Holsworthy - ex-dairy farm with 130 acres dedicated to larger herds for
rehoming.
• Yelverton – a newly built yard on land that came to us when we merged with the smaller
charity South West Equine Protection in 2018.
• Five charity shops – in Babbacombe, Bovey Tracey, Newton Abbot and South Brent – and
a retail hub warehouse in Newton Abbot.
• Olympus Business Park (Newton Abbot) – our Supporter Services base.
Our people • 130 employees
• 136 volunteers
• 6 trustees
• 2 patrons - Angela Rippon CBE and John Nettles OBE For more information please visit our website: www.mareandfoal.org
Sammy Vogue
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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. Some of these are
formal meetings and others are more informal, discursive meetings.
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 and 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 older
DBS clearance will be sought by The Mare and Foal Sanctuary
Estimated time required Attendance at Board meetings once every two months from home or in
person at the Headquarters or at Honeysuckle Farm, Newton Abbot.
You must attend at least one in person visit each year. Trustees are
expected to strive to attend all Board meetings.
Approximately 1 hour a week reading preparation and for decisions
outside of trustee meetings.
Where possible, trustees joining a Committee of the Board is of benefit
to the charity and can give you a closer perspective on management
aspects of the charity. These are held twice a year.
Our Commitment to You An induction programme once you have accepted the role
Any additional training you need for the role of trustee
A report on the outcome of the work of the charity
Reasonable expenses reimbursed for travel to Trustee meetings
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Key Responsibilities:
To advise the Trustees, who 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.
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• 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.
• 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.
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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.
• 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 The Mare and Foal Sanctuary’s standard expenses policy.
Person Specification:
We are seeking trustees with the following specialist areas of expertise:
• Fundraising and income generation
• Marketing, public relations and digital transformation
• Community engagement and development, health and social care, mainstream or
alternative education and learning.
• Academic research
• Finance, accountancy or legal with an interest in strategy and governance
We would welcome an application from you if you:
• have skills and proven expertise in one of the above areas
• want to develop your strategic skills and gain valuable experience at Board level
• 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
• have an interest in progressing animal welfare
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• have an understanding of financial accounts
• are a team player
• are confident in expressing informed opinion to enable consensus decision making
Trustees join The Mare and Foal Sanctuary on a voluntary basis although reasonable expenses are reimbursed for any travel associated with attending board meetings and development sessions.
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.
Lucy and Fly
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Jacob and Quest
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Trustee Application Form
Personal Details: Title:
(Please circle)
MR MRS MISS MS OTHER
Forenames:
Surname:
Full Name at Birth:
(If different to above)
Telephone No:
Home: Mobile:
Current Address:
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)?
YES NO
If yes, please give details:
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?
YES NO
If yes, please give details:
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Employment Details: (please give a brief history)
Name & Address of
Employer: Dates: Position Held & Main Duties:
Reason for
Leaving:
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:
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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 experienced
Skills: Experience (in
years): 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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Equal Opportunities, Diversity and Inclusion Monitoring
Form
We are an inclusive organisation, welcoming diversity and we work hard to ensure that all people
feel safe, included and able to be their full selves at work at The Mare and Foal Sanctuary.
To ensure that our procedures do not discriminate we ask everyone to complete an Equal
Opportunities, Diversity and Inclusion 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)
Website, news channel, 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
Spiritual not religious
No religion
Other (please specify)
Age: (please tick relevant box)
18 – 24
25 – 34
35 – 44
45 – 54
55 – 64
65 and over
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Gender: (please tick relevant box)
Cisgender Male
Cisgender Female
Transgender Male
Transgender Female
Other (please specify)
Prefer not to say
Sexual Orientation: (please tick relevant box)
Heterosexual/straight
Bisexual
Homosexual/lesbian/gay
Other (please specify)
Prefer not to say
Support Needs and Caring responsibilities:
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 have or carer responsibilities
that you’d like us be aware of 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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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_d
ata/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 and 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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Further Information The following information can be provided on request. Please contact:
• 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: By email to: [email protected] Or by post to: Nicola Pavey
Executive Assistant to Chief Executive and Chair of Trustees The Mare and Foal Sanctuary Honeysuckle Farm Buckland Road Newton Abbot Devon TQ12 4SA
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.