YFC on Track#YFCDoesitBest

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About YFC On TrackHow do you know what you are supposed to do unless someone tells you? This framework has been developed as a tool to help you and your club officers to:

• understand what you need to do to comply with legal obligations• know the expected standard for running a Young Farmers’ Club• identify areas where you need extra support to meet

the requirements• have the confidence to know that your club is fit for purpose.

This booklet aims to set a national minimum standard for all Young Farmers’ Clubs across England and Wales and will support what you have learnt at club officer training. It has been developed with the help of experienced senior members in line with the constitution, current legislation and good practice and can be used alongside your County Efficiency Competition (if your County Federation runs this competition).

The booklet is intended to be completed in stages throughout the year so your club will go from strength to strength and meet the minimum standard. If, during the process, you identify areas that you need help with, please either refer to The Source (the YFC handbook) or contact your County Office. Your County office and NFYFC are here to help you tick all the boxes and make your club the best it can be.

We would like you to share your findings with your County office. Your County team will then let us know whether or not your club needs a bit of support in certain areas.

Useful resources and links Available from NFYFC:

· The Source – the manual of everything you need to know to set up and run your YFC· The Curve – a library of thought-provoking training modules which can be run as a club night· The NFYFC calendar of events – see what is happening nationally· The NFYFC competitions programme – encourage your members to start practising· Agriculture and rural issue-based resources

www.nfyfc.org.uk

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Standard Y/N Action/Evidence

Back to basics (governance)The Base-Level Good Standard that YFC must maintain

Our club has at least six signed-up members.

We have a copy of our constitution.

We understand our charitable purpose and refer to the constitution to help us run our club.

We elect a Chairman, Vice Chairman, Secretary, Treasurer, Club Leader, Advisory members (9) and any additional officers at the AGM.

We have appointed a management committee consisting of at least three people from Chairman, Vice Chairman, Secretary, Treasurer and Club Leader. These are our Charity Trustees. They are:1.

2.

3.

We submit our Charity Commission (CC) annual returns on time and notify the CC of any interim changes (if registered with the CC).

Our officer team receives a handover and training to understand their roles and responsibilities.

Our officer team has a current copy of the insurance policy and is aware of YFC activities covered.

We annually hold at least 2 minuted advisory meetings.

Our club has the following NFYFC policies in place:• Club Health and Safety Policy• Policy for the Protection of Children, Young People and Adults at Risk• Standards of Behaviour Policy• Drugs Policy• Alcohol Policy• Equality and Diversity Policy• Sexual Health Policy

GDPR protocols are observed.

Our club trustees take responsibility for ensuring that all relevant laws, regulations, policies and procedures are observed and implemented.

We are affiliated to the NFYFC and belong to a County Federation.

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Standard Y/N Action/Evidence

Money mattersKeep the pounds and pennies in check

We appointed a Treasurer at the AGM.

We have bookkeeping systems in place to record income/ expenditure and our records are kept up to date.

We plan and budget for events to ensure they at least break even.

Our Treasurer regularly provides a finance report to the club.

We promptly inform the bank of any changes, e.g signatories.

All cheques or electronic payments are issued only when 2 signatories (or 2 electronic authorisations) have been secured. All cash and cheques are kept securely and banked promptly.

Our accounts are thoroughly checked before the AGM by someone independent to the trustees.

Our Treasurer presents a set of accounts and a report for the AGM.

All money raised for other charities is clearly identified in the accounts.

We keep our financial records for 6 years (and know where they are). They are at:

Top Tips• At the start of the year arrange a handover to ensure all accounts are in order. • Set up a system for keeping records including club receipts.

Notes

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Our members’ safety comes first and we follow the safe recruitment process.

Office holders, volunteers and those in regulated activity have completed:• An application form • A self-disclosure DBS check • A DBS check • Have provided 2 references.

At least 2 of our committee members have attended safeguarding training.

We obtain parental consent for all under 18-year-olds for all activities and keep on file (in a secure manner) health and emergency contact details for all members.

We have a record of photographic consent and know who can and cannot be photographed.

We have a system in place for drop-off and pick-up of under 18-year-old members and ensure young members are only collected by those authorised to do so.

We ensure that we meet in a venue suitable for U18-year-olds.

All confidential records are kept up to date and are stored safely.

Standard Y/N Action/Evidence

SafeguardingYFC must be a safe place for everyone

Try this...

Make sure someone is

responsible for f

iles and

information at all club

meetings and activitie

s.

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We have adopted the Club Health and Safety Policy.Date:

We have someone/people responsible for Health and Safety.

Names:

We carry out a written risk assessment for all activities and keep them in a file.

Our regular meeting venue has an up-to-date first aid box and we have one available for visits and trips.Date checked:

We ensure that correct licences and certificates are in place for events we organise such as discos and fundraising activities (e.g. TENS, entertainment licences).

We hold an H&S briefing before events to ensure everyone is aware of their responsibilities.

We ensure that club-owed electronic equipment has a valid PAT certificate.

Standard Y/N Action/Evidence

Health and safetyKeep the risk of accidents down – but be prepared for when they do happen!

Top Tip• Share knowledge and resources - make use of the venue’s, other clubs’ or your county’s risk assessment templates.

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We take an attendance register for all meetings which includes date, venue, attendees. Any apologies are noted.

We have an agenda for all club business meetings which is agreed in advance by the top table.

We take minutes of all our club business meetings which are written up promptly and includes: reports, decisions and any actions (these can be bullet points).

We welcome and thank guest speakers and hosts.

We welcome new members, speakers and visitors to the club.

We have a presence on social media to promote YFC and recruit members.

We are quick to send membership forms to county office for processing.

We ask members to complete a membership form within 3 weeks of attending a YFC meeting.

We have simple communication structures in place to ensure all our members are kept up to date with YFC events and activities.

Standard Y/N Action/Evidence

Club adminAll in order, neat and tidy

Notes

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Club programmingWhat shall we do?

Our club programme includes a variety of activities to reflect the general interest of our members and reflects our charitable objectives.

Our club programme is planned in advance and all members have access to it (clubs tend to have 1, 2 or 3 programmes a year).

We keep members up to date with the YFC calendar of events.

We hold at least one new members’ evening/event a year.

We share the county, regional and national programme of events with members.

We encourage members to participate in county, regional and national competitions and events.

Through our club programming we ensure that we are an inclusive club that welcomes young people from different backgrounds and caters for different needs.

We review where our club holds its meetings to make sure we are inclusive, accessible and provide appropriate meeting spaces for young people in our area.

Standard Y/N Action/Evidence

Notes

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Standard Y/N Action/Evidence

We send at least one club officer to attend County Club Officer Training.

We organise and run at least one training session relating to an NFYFC competition.

We hold at least one Curve module in the YFC each year.

We provide workshops/training on issue-based youth work that supports our members’ needs, e.g anti-bullying, mental wellbeing and drugs and alcohol awareness.

TrainingKeep your skills up!

Try this...

• Link the competition

s

programme to yo

ur club

programme.

• Organise inter-club

training sessions

to get

to know fellow members.

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Standard Y/N Action/Evidence

We keep our county office up to date with a full programme of activities/events.

We take an active role at county meetings by always sending reps who represent our views and then report back to members.

Our club is well represented at County level including competitions, events and training.

County linkTalk to us!

They say...“We don’t know what’s coming up...”

So speak to people, look online, follow social media, attend meetings and get involved.

Top Tips• Make sure you feed back to club members • Check your emails including junk! • Ensure your club voices are heard.

Standard Y/N Action/Evidence

All members (renewing and new) are asked to pay their subscription to the club at the fourth meeting they attend.

We have a qualified first aider present at club meetings and where the risk assessment identifies we need one.Name:

We record accidents in the accident book.

We keep club notice/display boards up to date.

We effectively manage club correspondence.

Our club programme is linked to County, Area and National competitions and meetings.

We contribute to the County Yearbook.

We contribute to County newsletters.

We support other County and club events.

We have a three-month programme planned which is widely available.

We make sure all invoices are paid on time.

Our officers/leaders have undertaken Level 1 safeguarding training.

A minimum of one club leader attends every club meeting (if appropriate).

Press releases are prepared to report on club activities and are sent to local publications.

We notify the press before events with an invite and prompt follow-up.

We provide the advisory members and efficiency judges with publicity material.

We plan ahead and continue to develop members’ skills to have a succession plan in place to ensure the longevity of our club.

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Best practiceNot mandatory, but good habits!

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www.nfyfc.org.uk

National Federation of Young Farmers’ Clubs

YFC Centre 10th Street

Stoneleigh ParkKenilworth

CV8 2LG

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