1.
GOVERNING DURING A
PANDEMIC: WHAT ARE THE
KEY THINGS TRUSTEES NEED
TO BE FOCUSED ON?
APRIL 2020

2.
Dan Francis
Josie Hinton
Lorraine Young
2

3.
• Meeting remotely effectively and legally
• Key updates from the Charity Commission
• Working with the executive in the current
environment
• Key things trustees should be thinking about, now
and in the medium term
• Question and answer session
WHAT WE WILL COVER

4.
MEETING REMOTELY:
EFFECTIVE AND LEGAL
MEETINGS

5.
But before we begin…
Have you taken part in a virtual board meeting?
• Yes but only over the phone/audio call
• Yes with audio and video
• Not yet

6.
How would you rate the experience?
• Very good
• Good
• Satisfactory
• Poor
• N/A

7.
THE TECHNOLOGY IS NOT EVERYTHING ...

8.
THE TECHNOLOGY 1
• Make sure everyone has the right equipment
• Phone conference or video meeting?
• Find the best app for your organisation, try a few if
you have a choice
• Ensure you are happy with the security levels
offered
• Provide links to tutorials for the app
• Offer practice sessions to build confidence and
competence
• Provide basic tips on use of video cameras – more
later

9.
THE TECHNOLOGY 2
• Open the meeting in good time
• Have IT support on standby but also learn to be as
self sufficient as possible
• Don’t be afraid to try something new – waiting
rooms, break out rooms, coffee cups…
• Have a back up plan

10.
BE PROFESSIONAL – AVOID PYJAMAS!

11.
PRACTICAL TIPS FOR VIRTUAL MEETINGS
It’s all about the
camera…
• Smile
• Background
• Lighting
And the microphone…
• Noise

12.
Which platform have you used most often?
1. Zoom
2. Go to meeting
3. Skype
4. Phone conference
5. Other

13.
MORE TOP TIPS
• Keep it simple – the agenda and
the tech
• Follow general good practice for
your meetings
• Have some ground rules
• Communicate clearly
• Support and encourage – have a
‘can do’ approach
• Feedback – no blame…
• Improve and enjoy!

14.
FROM THE COMMISSION

15.
KEEPING IT LEGAL
• The Charity Commission has published dedicated
guidance for charities
Meetings
• Check for clauses in governing documents that allow
meeting virtually
• If silent on digital meetings then video conferencing
where you can see and hear best option.
‘Where there is no… clause in your governing document
and you decide to hold meetings over the phone or using
digital solutions, we will understand but you should record
this decision and that you have done this to demonstrate
good governance of your charity’
Charity Commission

16.
OBJECTS
Can our charity help efforts to tackle covid-19?
• Consider your existing charitable objects
• Can you to adapt and respond to covid-19 even if this
is indirect?
• Be sure not to breach restrictions eg geography
• You could change your purpose but check for powers

17.
CHARITY COMMISSION: SERIOUS
INCIDENT REPORTING
Trustees must continue to report serious incidents using
the existing guidelines.
Trustee must assess incidents in the context of their
charity. Key indicators are:
• the scale of financial loss threatens the charity’s ability to
operate and serve its beneficiaries
• the charity’s financial reserves or other measures are not
sufficient to cover the losses.

18.
‘We understand that many trustees
are having to cope with serious
financial challenges that will have a
major effect on their charities and
those who depend on them’
Charity Commission April 2020

19.
CHARITY COMMISSION: FINANCIAL
DIFFICULTIES
• Develop a cash flow forecast to give you a clear
picture of the coming days, weeks and months
• Stop or delay activity to focus on essential
spending
• Reserves can be spent to help cope
• Understand restrictions on your funding and speak
with your funders
• Opportunities for new or crisis funding
• If you are concerned about solvency access the new
guidance and seek advice.
• Keep collective decision making
NCVO has also published new guidance on insolvency.

20.
WORKING WITH THE EXECUTIVE
IN THE CURRENT ENVIRONMENT

21.
DON’T BE AN OSTRICH…

22.
COMMUNICATION IS KEY
• What do you do if no one has been in touch?
• Getting the right balance and what/when to ask
• What to expect?
• CEO/chair regular calls
• CEO/board regular (email) updates
• Board calls as required

23.
HOW TO HELP
• Don’t overdo it
• Offer advice when appropriate and seek feedback
• Ask questions
• Support and challenge
• Be ready for the long haul

24.
SHORT- AND LONG-TERM
THINKING

25.
SHORTER TERM
1. How can we keep meeting and making collective
decisions remotely?
2. How do we offer support to our staff and volunteers?
3. What decisions should the board make and what can and
should be delegated?
4. Are we clear on our financial position and do we have a
clear cash flow forecast?
5. Is our charity at risk of insolvency?
6. Can we take advantage of government support, eg
furloughing staff or funding?
7. Should we stop or refocus activity or funds and are we
able to do this given any restrictions?
8. Can we partner with others to continue to deliver our
charitable purpose at this time?

26.
MEDIUM TERM: SCENARIO PLANNING
Scenario planning is making assumptions on what the future is going to be
and how your operating environment will change overtime.
It is impossible to be certain about what will happen but mapping various
scenarios can help plan for different outcomes.
1. What are we most uncertain about in the future?
2. In what ways might these uncertainties impact on our charity?
3. Identify a range of different scenarios based on these how might the
fallout of each impact on our:
• beneficiates and the work we do
• staff, their wellbeing and their ability to do their jobs
• income and investments
• suppliers and funders
• partners and other key stakeholders.
4. Develop loose plans for how you would handle these outcomes
5. Identify indicators you might expect to see for the scenarios
6. Keep reviewing and tweaking based on reality

27.
A QUICK REMINDER: NCVO PRACTICAL
SUPPORT
o All organisations can access our NCVO Knowhow
guidance, tools and resources.
• Board basics
• NCVO’s coronavirus section on Knowhow
o NCVO are delivering a series of webinars on topics
relevant to the pandemic. Do check out NCVO’s
training platform.
• Next webinar: Tuesday 5 May - Involving
volunteers during the pandemic: What you need
to know
o Recording and signposting to relevant material will be

28.
QUESTIONS
28

29.
THANK YOU
Dan.francis@ncvo.org.uk
@mynameisdanfran
LinkedIn
Josie.Hinton@ncvo.org.uk
LinkedIn
Lorraine@Lorraineyoung.co.uk
@lorraineycosec
LinkedIn29