Society Rules, Data Protection & Safeguarding policy

Lymington and District Naturalists’ Society

Rules of the Society 

1. The Society shall be known as the “Lymington and District Naturalists’ Society”. 2. The aim of the Society is to promote the knowledge and understanding of  natural history and allied matters through a programme of lectures and field  meetings and should be conducted in a friendly and informal manner. 3. The Society does not encourage the collecting spirit, rather the observing,  recording and photographing of nature causing as little disturbance as possible. 4. Membership is open to all on payment of an annual subscription fee. Visitors  may attend on payment of a visitor fee. Fees are to be set by the committee. 5. The Society is governed by an Annual General Meeting (A.G.M.) of members,  for which the quorum shall be one fifth of the membership, which receives  reports on activities of the past year, approves the independently audited  accounts and elects the Officers and other Committee members. The Auditor  must not be a Committee member. 

6. The business of the Society is managed by a Committee consisting of Chair,  Secretary, Treasurer and up to ten other members with more than half present to  form a quorum. The Chair of the Society shall serve for a period of up to five  years and not be eligible for re-election for three years. 

7. The Committee will ensure that suitable public indemnity insurance is purchased  to cover liabilities of members and the Committee. 

8. The Committee will ensure, through a GDPR policy, the protection of members’  personal data and that access to it will be for essential Society business only. 9. The Committee accept a duty of care for members during Society activities. 10.If any member, in the opinion of the Committee, shall be deemed to be guilty of  conduct contrary to the interests of the Society or individual members or harmful  of its reputation, that person shall be liable to expulsion from the Society upon a  two thirds majority vote by the Committee. On receiving at least fourteen days  notice in writing, the member will have the opportunity to respond orally  accompanied by one other person, or in writing in their defence. 11.The Society may be dissolved by a resolution passed by a two-thirds majority of  those present and voting at an A.G.M. or Extraordinary General Meeting  convened for the purpose for which 21 days' notice shall have been given to the  members including a request for responses on possible actions. Such resolution  may give instructions to the Committee for the disposal of any assets held by or  in the name of the Society, provided that all debts and liabilities are satisfied.  Remaining monies shall be dispersed by the Committee to such other  institutions having aims similar to some or all of the Society, not to members of  the Society.


Lymington & District Naturalists’ Society

Data Protection Statement

This statement sets out how Lymington & District Naturalists’ Society protects the rights and privacy of members when collecting, storing and using personal data. Personal data is information about a person which is identifiable as being about them.

The Society holds the names, postal addresses, email addresses, date of joining and occasionally telephone numbers of its members. It does this in order to tell members about the activities of the Society, to send newsletters, programmes, membership renewal and AGM information.

Members’ data is stored on a database on a password protected computer and is managed by the Membership Secretary; email addresses are also stored on the Society’s email account contacts list. Other committee members may have access to the data from time to time for Society business.

Membership data are deleted within a year after membership lapses but members have the right to ask for their data to be deleted at any time. They may also ask to see any of their data held by the Society.

Data are never shared with anyone outside the Society without the member’s explicit consent.
 

Names and telephone numbers of walk leaders and some committee members are printed in the programmes that are distributed to members.

Reviewed September 2019

 

Lymington & District Naturalists’ Society
Safeguarding Policy v.3

The aim of the Society is to promote the knowledge and enjoyment of natural history through a programme of lectures and field meetings.  The Society also has a duty to keep members and visitors safe when engaged in Society activities and to protect them from physical and emotional harm.  This duty is, in part, exercised through the development of respectful relationships between members.  We expect our members and visitors to behave with tolerance and courtesy towards each other, to value diversity and individuality and to take the knowledge, views, opinions and feelings of others seriously.
 
Responsibilities of the Members of the Society:

Members should be alert to any disclosures of apparent abuse or to inappropriate behaviours during meetings which might cause concern and must be prepared to pass on their concerns or suspicions to the Society’s designated Safeguarding Lead (SL) or to the Chairman.  Concerns can be raised in person or by requesting contact with the Safeguarding Lead via the Society’s email account.
 
The Safeguarding Lead (SL) will:

·   Work together with the Chair if any incidents or concerns are reported
·   Take swift and appropriate action in the event of incidents or concerns 
·   Support the individual who discloses the concern
·   Share information with appropriate agencies when necessary

·  Ensure that confidential, detailed and accurate records of all safeguarding      concerns are maintained securely
·   Provide or source appropriate advice to the Chair and Committee on all matters connected with safeguarding
·   Keep safeguarding training needs under review and keep records of any carried out
·   Stay aware of changes to legislation as well as current affairs, trends and themes which could influence policies and practices
·   Keep the results of any DBS check securely and confidentially

 Responsibilities of the Committee:

·   To value all members equally and model appropriate behaviours at all times
·  To engage with safeguarding issues and have a clear understanding of how        safeguarding and protecting people from harm is managed within the society
·   To take steps to ensure members are aware of the safeguarding policy
·  To review the policy annually or sooner if there is any significant change in circumstances or in the event of a serious incident and to ensure the policy follows statutory requirements and Charity Commission guidance and remains an effective, up-to-date and fit-for-purpose tool
·  To keep safeguarding as a standing item on meeting agendas
·  To decide when a DBS check is appropriate and to ensure it is carried out
·  To provide a safe environment on field meetings and at lectures with due regard to Health and Safety measures
·  To provide adequate Public Liability insurance
·  To protect members’ personal data (see separate GDPR policy)
· To provide a safe environment for members on the Society’s social media platform
·  To review past concerns raised to identify any lessons to be learnt and to make sure they were handled appropriately,
· To ensure that the Committee is broadly representative of the membership, with a range of views being expressed in an open manner

 
Revised September 2024 

Named Safeguarding Lead (SL):  Claire Kidger