This reserves policy has been drawn up in accordance with guidance set out by the Charities Commission in June 20101.

This guidance requires any income received by a charity to be spent within a reasonable period of receipt. Reserves may be held to ensure the charity’s solvency and allow the charity to continue to pursue its charitable aims.

BAPEN is a relatively small charity with an annual turnover from £300-450k per year. Its main income derives from its membership (individual members and industry sponsorship) and its annual conference (although in 2008, conference did incur a loss of £1675). Expenditure relates to contracts awarded for the running of the charity and its activities and to on-going projects. These include the BAPEN office, PR and communications, BAPEN website, the BAPEN newsletter for members and the development and running of the BANS database.

BAPEN reserves policy is to hold as a reserve a sum equivalent to the annual costs incurred by the agreed contracts in place. This should be kept in savings accounts with banks or building societies, with no more than the amount covered by the FSCS2 in any one bank or building society. The current account should operate with no more than the amount required for 1 month’s expenditure (£30-40k). An amount equivalent to 3 months expenditure should be kept in an instant access account, the remainder should be distributed amongst accounts offering higher interest rates, but with a maximum of 90 days notice of withdrawal required.

The target level of reserves should be reviewed on an annual basis at the beginning of the financial year (January) and take into account income from the previous year’s conference and sponsorship from industry. Projected expenditure should include the on-going contractual commitments and agreed projects and awards for the coming financial year, as discussed and agreed by BAPEN Council.

The level of reserves should be monitored throughout the year, with a view to corrective action should the levels of reserves deviate more than 20% from target in either direction. The level of reserves will be discussed as part of the Treasurer’s report to each Council and Executive meeting.

1Charities and reserves (CC19). Available from: http://www.charitycommission.gov.uk/publications/cc19.aspx
2FSCS (Financial Services Compensation scheme). Available from: http://www.fscs.org.uk

Appendix 1

Target range for BAPEN reserves 2015

Income
Industry sponsorship for 2014 £61,000
Conference income from 2014 £52,385
Other (grant from DOH towards development & maintenance of BANS – annual) £43,722
Expenditure (estimated for 2015)
BAPEN Office (including conference and running costs) £61,500
Complete Media £16,500
PR & Communications £60,000
Website £8,000
BANS £50,000
BAPEN e-learning (DDF modules and junior doctors update) £12,000
DDF loan outstanding £25,000
Total projected financial commitments £233,000

Forecasts for 2015

It is clear that industry sponsorship has been declining in recent years and because of the BAPEN involvement from DDF we have needed to separate out sponsorship and exhibition at conference. However, worked with industry on developing new proposals and are reassured that industry remain supportive of our charitable aims. It is also true that the current financial climate is challenging and people are finding it more difficult to attend conference. However, our income from DDF 2012 was good and the BAPEN annual conference has had a good track record in recent years. Although at present predicted profit from DDF 2015 is marginal, the same was true of DDF 2012 at the same stage in planning and DDF 2012 income exceeded expectations, so the forecast would be that we should see a surplus from DDF 2015 in addition to the return of the loan to the DDF Company (£45,000). BAPEN will continue to develop resources for its members and work to promote the importance of good nutritional care. It will look to increasing the number of individual members and finding additional sources of funding for particular projects.

The target level of BAPEN reserves for 2015 is therefore set at £235,000. This will be reviewed as part of the Treasurer’s report at every Executive and Council meeting.

This document outlines the entitlement for reimbursement of expenses related to BAPEN activity.

BAPEN committee meetings

  1. BAPEN will pay for travel expenses* to and from an approved BAPEN committee meeting
  2. If the committee meeting results in an overnight stay then this may be reimbursed, but prior approval# is needed with justification for the overnight stay
  3. With an overnight stay between 2 meetings then BAPEN will reimburse the dinner up to £30 per head (list of attendees and receipt required)

Attending a BAPEN related working party or other meeting

  1. BAPEN will pay for travel expenses* to and from an approved meeting
  2. If the approved meeting results in an overnight stay then this may be reimbursed, but prior approval# is needed with justification for the overnight stay

Regional reps meetings

  1. BAPEN will pay for travel expenses* to and from an approved meeting
  2. If the approved meeting results in an overnight stay then this may be reimbursed, but prior approval# is needed with justification for the overnight stay
  3. A dinner is often arranged after regional reps meetings and in view of the fact that many contributors are not otherwise recognised, BAPEN will reimburse the dinner up to £30 per head (receipt required)

BAPEN Regional meetings

  1. The core regional team who were involved in organising a regional meeting are entitled to reimbursement of travel expenses for the meeting itself. 
  2. BAPEN will reimburse reasonable secretarial costs with prior agreement from the Treasurer
  3. If there is an organisers’ dinner, then the reimbursement will be up to £30 per head (receipt required)
  4. BAPEN will contribute up to £2000 in advance to enable organisers to set up regional meetings. This will then be deducted from any surplus before splitting any remaining surplus 50:50 with the regional organisers. BAPEN will keep a record of any regional surplus until used to pay for any regional initiatives related to nutrition that have been decided by the regional teams. Organisers of regional meetings should submit their budget to the BAPEN Office and the Treasurer (budget template available from the BAPEN Office) and all invoices / receipts will be handled by the BAPEN Office.
  5. BAPEN office will liaise with the regional teams to organise sponsors and allocate sponsors who are entitled to sponsorship of regional meetings as part of their Industry membership of BAPEN.

Attending a committee meeting during a BAPEN conference

  1. Individuals attending a committee meeting at a conference are eligible for reimbursement of travel expenses if they are not attending the meeting
  2. Individuals attending a committee meeting at a conference who are also registered to attend the conference are not eligible for reimbursement of their travel expenses for the committee meeting (the only exception is for individuals who have been given free conference registration)
  3. In the circumstance that the committee meeting results in an individual not being able to attend the conference, even though they registered, then they would be eligible for reimbursement of travel expenses (one way or return, depending on their subsequent attendance at the conference)
  4. In the circumstance that the committee meeting requires an individual to attend an extra day around a conference, then they would be eligible for reimbursement of expenses (overnight stay)

Reimbursement for BAPEN conference attendance

  1. Life member
    Conference registration, accommodation and travel are reimbursed
  2. BAPEN Executive member
    Conference registration, accommodation and travel are reimbursed (it is expected that BAPEN Exec members will attend BAPEN conferences and attend numerous meetings at conferences)
  3. BAPEN Council member
    Accommodation and travel are reimbursed if the Council meeting results in an overnight stay
  4. Chair of Programmes Committee
    In recognition of the amount of work involved in developing the BAPEN conference, conference registration, accommodation and travel are reimbursed
  5. Speakers
    a. Invited speaker: entitled to 1 day registration, travel expenses and overnight accommodation if required (if speaking on more than one occasion on different days then they are entitled to 2 days registration and overnight accommodation)
    b. Invited international speaker: entitled to full conference registration, accommodation, ticket to Annual dinner if required and economy class travel (rail / air). Prior approval from the treasurer is essential#
  6. Session chair
    No reimbursement for being a session chair on its own
  7. Writing MCQs for the e-learning modules produced from conference
    Registration for the day of the session for which the MCQs are written

* Reimbursed travel expenses

  • Travel by car (see claim form for mileage reimbursement rates)
  • Essential taxi fares (receipt required)
  • Second class rail travel
  • Economy flights (all flights should be approved beforehand with BAPEN office)

** Remibursed accommodation expenses

  • To a maximum of £120 per night (receipt required)
  • All accommodation for Executive members attending meetings at Conference to be booked through the BAPEN Office

#Any uncertainties contact BAPEN office and/or the treasurer to discuss on an individual basis

This policy applies to Trustees, BAPEN Executive members, BAPEN Council Members, BAPEN standing committee members, and BAPEN Special Interest Group committee members.

Although the majority of BAPEN members work in the National Health Service, a significant number of members work in the nutrition industry. Many of these members have much to contribute to the work of BAPEN and their contribution is greatly valued. Nevertheless there is potential for conflicts of interest to arise.

BAPEN has a Conflict of Interest policy in order to protect both the Association and individuals from any appearance of impropriety. The current policy addresses the issue that impropriety might arise because a BAPEN committee is dominated by members who work in the nutrition industry. This might be problematic in leaving only a small number of committee members able to make decisions on certain topics or reduce the breadth of discussion and opinion on various matters because the industry employed members are unable to participate.

The aim of this policy is to ensure that an appropriate number of non-conflicted members are available on each committee of the Association.

Employment in the Nutrition Industry

This is defined as:

  • Remunerated employment, professions, directorships and offices with relevance to nutritional care.
  • Unremunerated employment, professions, directorships and offices with relevance to nutritional care.
  • Significant shareholding / partnership in companies involved in the provision of nutritional care (where your interest exceeds 5% of capital or where income derived exceeds 2.5% of your income).

Appointment Criteria

All persons appointed to BAPEN committees must be registered members of their appropriate professional bodies, whether medical, nursing, dietetic or pharmacy as well as being members of BAPEN.

Appointments are based on personal skills and experience and therefore the appointment of one individual to a committee should not create a precedent of ongoing industry appointments to that committee by right.

Total Numbers on the committee

It is recommended that no more than two members of any BAPEN committee should be employed in the nutrition industry. It is the responsibility of the Trustees and the Chair of the committee to ensure that the committee membership complies with this recommendation.

Chair of the committee

There may be occasion when the Chair of a committee is employed full-time in industry. This situation would only arise if there were no other appropriate appointable applicants or in cases where the individual had a specific set of skills or experience that made them the most suitable person to Chair the committee. The appointment of Chair of any BAPEN standing committee is through open advert and requires ratification through BAPEN Council.

Quorum for any single meeting

For a single meeting at least 3 of the members present should NOT be employed by industry, except for Council, which requires 10 members present to be quorate. If it is anticipated that any single meeting will have a majority of industry employed members, the meeting will be cancelled. If this occurs unexpectedly any decisions made should be ratified by the entire committee before any action is taken.

Communicating this policy within BAPEN

  • This policy will be included in the Trustee Induction pack.
  • All Chairs of committees will be made aware of this policy and act accordingly.
  • This policy will be reviewed every three years.

This policy applies to Trustees, BAPEN Executive and Council Members.

Trustees have a legal obligation to act in the best interests of BAPEN and in accordance with the Association’s constitution, and to avoid situations where there may be a potential conflict of interest.

Conflicts of interest may arise where an individual’s personal or family interests and/or loyalties conflict with those of BAPEN. Such conflicts may create problems such as:

  • Inhibiting free discussions
  • Resulting in decisions or actions that are not in the best interests of the Association
  • Risk the impression that the Association has acted improperly

The aim of this policy is to protect both the Association and the individuals involved from any appearance of impropriety.

Declaration of Interests

All Trustees and members of the BAPEN Executive and Council should declare their interests and any gifts or hospitality received in connection with their role within the Association. A declaration of Interests form is provided for this purpose (appendix 1) which lists the types of interest you should declare and how to make the declaration.

The declaration of interest should be updated:

  • Annually
  • Whenever any changes occur

The register of interests will be kept by the BAPEN Secretary and will be used to record all declarations of interest received. The register will be accessible by all BAPEN Trustees and BAPEN Office and the information kept in accordance with the principles of the Data Protection Act (1998).

What to do if you face a Conflict of Interest

  • If you have a direct Conflict of Interest you should declare this at the earliest opportunity and withdraw from any subsequent discussion.
  • If there is only indirect benefit, or the possible benefit is minimal, you may continue to participate in the discussions.

Decisions taken where a member of the Executive or Council has a Direct Interest

  • The member should not take part in any vote on this issue
  • A quorum of other members must be present for the discussion and decision
  • The decision should be made by simple majority voting
  • Any decision made under these circumstances will be reported as such in the minutes of the meeting
  • Trustees can only benefit from the charity if there is explicit authority to allow this that has been obtained in advance. Trustee benefits include any payments or benefits to trustees or a connected person, apart from their reasonable out of pocket expenses. The term also covers situations where a trustee could receive property, loans, goods or services from the charity. Authority to allow Trustee benefits may come from:
    • a clause in the charity’s governing document
    • a statutory provision such as the power in the Charities Act which allows charities, in some circumstances, to pay trustees for additional services they provide to the charity over and above normal trustee duties  
    • the Charity Commission 
    • the Court
  • Where a Trustee benefits from such a decision this will be reported in the annual report in accordance with the Charities SORP.

Managing Contracts

  • If you have a conflict of interest, you should not be involved in managing or monitoring a contract in which you have an interest.

Communicating this policy within BAPEN

  • This policy will be included in the Trustee Induction pack
  • All Executive and Council meetings will start by asking attendees to declare any conflicts of interest

Appendix 1

BAPEN Declaration of Interests form for all Trustees, Executive and Council Members

The following interests / gifts should be declared:

  • Renumerated employment, professions, directorships and offices with relevance to nutritional care
  • Unrenumerated employment, professions, directorships and offices with relevance to nutritional care
  • Significant shareholding / partnership in companies involved in the provision of nutritional care (where your interest exceeds 5% of capital or where income derived exceeds 2.5% of your income)
  • Relevant grants received in relation to research into or provision of nutritional care
  • Any expenses / gifts valued at over £100 received from 3rd parties with an interest in the provision of nutritional care

The Register of Interests will be maintained by the BAPEN secretary who should be notified by e-mail at the time of election or when circumstances change.

The following information is required:

Name

Date of declaration

Interest to be declared (brief description)

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