Governance and public service policy

Document control

Adopting organisation: Studley Repair Cafe
Baseline version: 2026.2
Document owner: group coordinators or the locally nominated policy owner
Effective date: 7 September 2026
Next scheduled review: 7 September 2027
Status: controlled copy; amendments must use the document review workflow

Scope and authority

This policy governs the group, its public repair sessions, online services, fundraising, partnerships, volunteers, assets and decisions made in its name. It applies whether activity takes place at the usual venue, a temporary venue, a partner event or online.

This is an operational baseline, not legal, tax, safeguarding or insurance advice. The group must reconcile it with its governing document, legal form, applicable law, local authority arrangements, venue rules, contracts and insurance conditions. Where another binding requirement sets a higher standard, that higher standard applies.

Roles and accountability

The governing body or coordinator team remains collectively accountable for lawful, financially sound and safe operation, even where work is delegated.
The chair or lead coordinator ensures meetings, decisions, conflicts and actions are recorded and followed through.
The treasurer or finance lead maintains financial oversight and reports material concerns independently to the governing body.
The safeguarding, safety and data leads may stop activity within their remit and must have a route to escalate concerns where a coordinator is implicated.
Session leads control the live session, confirm that minimum controls are present and record exceptions or closures.
Every volunteer must follow approved policies, work within authority and raise concerns without fear of retaliation.

Purpose and principles

The group exists to reduce waste, share practical skills and help the public explore whether household items can be repaired. Access to the repair service is free. Donations may be invited but are voluntary and do not affect service.

Governance

Coordinators act in the group's interests, keep proportionate records, declare conflicts of interest and make significant safety, financial and policy decisions collectively. At least two authorised people should oversee money, safeguarding concerns and material policy changes.

Service limits

The group may decline unsafe, unlawful, unsuitable or capacity-limited work. It does not promise a successful repair, commercial turnaround time or continued availability of any volunteer. Visitors retain ownership of their items unless a separate written disposal agreement is made.

Accountability and review

The group records important decisions, reviews this policy annually and after a serious incident, and makes its public-facing policies easy to obtain. Concerns are handled under the complaints procedure without retaliation. The platform and network do not provide the group with public-liability insurance or assume liability for its activities.

Mandatory operating controls

Maintain a current governing document, named officers, decision authority matrix, register of interests, bank mandate and list of controlled policies.
Hold minuted governance meetings at an agreed frequency and record attendance, declarations, evidence considered, decisions, dissent, owners and due dates.
Require a quorum and at least two authorised people for material financial commitments, bank-detail changes, serious incident decisions and policy approval.
Declare actual, potential and perceived conflicts before discussion; the conflicted person must not vote and may be asked to leave the discussion.
Publish that repair assistance is free to the public. Donations must be voluntary and service must not be reduced because a visitor does not donate.
Approve an annual operating plan and proportionate budget covering venues, tools, insurance, training, accessibility, safeguarding and contingency needs.
Perform due diligence before using the group name with a partner, sponsor, supplier or external event and document responsibilities in writing.
Maintain role succession and emergency access arrangements so records, funds and services are not controlled by one unavailable person.
Provide confidential routes for complaints, whistleblowing and safeguarding concerns, including an alternative where the normal recipient is implicated.
Do not claim accreditation, insurance, guarantees, statutory status or network endorsement beyond what has been verified in writing.
Approve public statements and use of the group brand through nominated roles; correct materially misleading information promptly.
Review performance using attendance, outcomes, incidents, complaints, volunteer capacity, finances and accessibility feedback without creating unnecessary personal data.

Records and evidence

Governing document, officer appointments, delegated authorities and current contact schedule.
Meeting minutes, written resolutions, decision papers, action log and register of interests.
Annual plan, budget, management accounts, asset register and material agreements.
Current policy register showing owner, approval date, version, review date and acknowledgement status.
Partner due-diligence records, memoranda, venue agreements and evidence supporting public claims.
A restricted log of serious concerns, decisions, regulator or insurer notifications and completed corrective actions.

Escalation and exceptions

Pause any decision or activity that may be unlawful, uninsured, unsafe, conflicted or outside the group's authority. Refer it to an unconflicted quorum and obtain professional, venue, insurer, network or regulatory advice as appropriate. Suspected fraud, abuse, serious safety events and data breaches follow their specialist procedures immediately.

Training, monitoring and assurance

Give coordinators role-specific induction and provide all volunteers with the conduct, safety, safeguarding and data rules relevant to them. Review the action log at each governance meeting, finances at least quarterly, controlled policies at least annually and the effectiveness of delegated authority after any control failure.

Local adoption schedule

Insert the group's legal form, governing document location and principal correspondence address.
Name the chair or lead coordinator, treasurer, secretary, safeguarding lead, safety lead and data contact, including deputies.
Record quorum, voting rules, spending limits, dual-authorisation thresholds and meeting frequency.
List approved bank accounts, official communication channels, controlled-record location and emergency access holders.
Record the group's complaint, whistleblowing and external escalation contacts.
Record approval by the governing body and any local amendments to this baseline.

Reference sources

Check the current version of these sources during adoption and review:

Charity Commission: charity boards and governance
Charity Commission: decision-making for charity trustees

Approval and review

Record approval, approvers, effective date and material changes in the document history. Review at least annually and after a relevant incident, complaint, claim, legal or regulatory change, insurer instruction, venue change, new activity or evidence that a control is not working. Superseded copies must remain identifiable and must not be mistaken for the current version.