Halstead Community Shed Policies
Halstead Community Shed’s object is to improve the mental and physical health, and wellbeing of the local community through self-help strategies. These activities will be either directly supported and operated by the Trust or in cooperation with other local groups or charities.
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Halstead Community Shed (Registered Charity No. 1198208) is a Charitable Incorporated Organisation based on Fenn Road in Halstead, Essex. It operates under a deceptively simple motto: "Somewhere to go, something to do, someone to talk to." While the charity originally began with the specific goal of launching a traditional "Men’s Shed," it has since evolved into a sprawling, inclusive community hub known as the "Wellbeing at the Shed" initiative.
At its core, the charity’s mission is to improve the mental and physical health of the local population through self-help strategies and peer support. It explicitly targets community resilience, stepping in to fill critical gaps in local social services and combatting the quiet epidemic of isolation and loneliness.
The Foundation: Halstead Men’s Shed
The original cornerstone of the charity remains highly active. Meeting on Tuesdays, Wednesdays, and Thursdays, the Men’s Shed addresses a common societal challenge: the fact that men often struggle more than women to maintain social connections as they age, especially after retirement when a sense of personal identity can easily be lost.
The Shed provides a relaxed, low-pressure workshop environment where members can pursue practical interests at their own leisure.
Key features include:
· Skill Sharing: Members participate in practical crafts like woodworking and metalworking. No prior experience is required; members naturally mentor one another.
· Community Support: The items made, repaired, or restored in the workshop are donated to other local charities, community groups, and schools.
· Health by Stealth: While the tangible focus is on tools and projects, the true objective is building friendships. The shared activity acts as a catalyst for guys to talk about their health, share their personal worries, and build a renewed sense of purpose.
Expansion: Wellbeing at the Shed
Recognizing that community wellness extends far beyond a workshop, the charity has diversified into a multi-faceted wellness centre. They host and collaborate with various groups to support physical health, sensory enrichment, and specific medical conditions.
Notable programs include:
· Active Fitness & Flexibility: To keep the community moving, the Shed hosts regular physical sessions including Pilates, multi-styled Yoga classes, Senior Fitness classes (tailored to improve balance and stability for the over-60s), and specialized dance classes for all ages.
· Social & Craft Groups: "Crafty Girls" provides a dedicated space on Wednesday afternoons for women to gather, share a cup of tea, work on their respective crafts, and cultivate friendships.
· Inclusivity & Essential Aid: The charity actively accommodates people with disabilities, a goal clearly reflected in their fully accessible community allotment. Furthermore, they bridge healthcare gaps by hosting specialized service providers, such as a localized Diabetes Support Group, vision advice via Essex Sight, and essential NHS hearing aid maintenance clinics run by Hearing Help Essex.
By operating both as a hands-on makerspace and a holistic support centre, Halstead Community Shed successfully uses practical hobbies and local togetherness to protect and uplift the vulnerable, proving that meaningful human connection is often the best preventative medicine.
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Any personal tools brought into the Shed must be checked by a Shed lead before use and are the responsibility of the Shedder that owns them
Alcohol is not permitted anywhere within the station or the Shed. Any person disregarding this will be asked to leave the session.
At the end of each session any dust, dirt, or waste material shall be collected up for disposal.
A Session Manager, will be in attendance whenever the Project is open. The manager will be responsible for dealing with:
Health and Safety, First Aid or similar
Any other issues that may arise
Any person causing willful damage to tools, equipment of project items will be asked to leave the session.
Any person engaged in disorderly conduct will be asked to leave the session.
Any person failing to carry out any reasonable requests from the Session Manager will be asked to leave the session.
Any person appearing to be under the influence of drink or drugs will not be permitted to join the session.
Any person using threatening or abusive language will be asked to leave the session.
Members’ attention is drawn to the specific safety and operational rules for the workshop, materials and equipment, especially power tools that are displayed on Notice Boards within the Project Area.
THIS IS AN ABRIDGED VERSION OF THE FULL CODE OF CONDUCT, RISK ASSESSMENTS AND POLICIES SUPPLIED WHEN YOU UNDERTOOK YOUR INDUCTION. MEMBERS ARE REQUIRED TO TAKE THE TIME TO FAMILIARIZE THEMSELVES WITH ALL OF THE ABOVE
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Statement and Purpose of Policy
Halstead Community Shed is committed to providing an environment free from harassment and bullying, and ensuring everyone is treated with dignity and respect.
Halstead Community Shed retains the right to amend its policy at any time, in its absolute discretion.
What Does This Policy Cover?
This Policy covers harassment, victimisation and bullying within and outside the building, including trips, social functions, or events.
This Policy applies to all, irrespective of position, including volunteers, members, visitors, consultants, and contractors. It also covers harassment and bullying by third parties and visitors.
What is Harassment?
Harassment is unwanted conduct related to a relevant protected characteristic (within the Equality Act 2010) that violates an individual's dignity or creates an intimidating, hostile, degrading, humiliating, or offensive environment for that individual.
Unlawful harassment may involve conduct of a sexual nature, or it may be related to age, race, color or nationality, ethnic or national origins, sex, gender reassignment, sexual orientation, disability, religion or belief, pregnancy, or maternity.
Harassment can arise in some cases even though the person complaining does not possess a protected characteristic but is perceived to have it (for example, when a person is harassed because they are (wrongly) believed to be homosexual) or associates with other people who possess a protected characteristic (for example, because they have a spouse who is Muslim).
A person may also be subject to harassment even if they were not the intended target. For example, a person may be harassed by a sexist joke about a different gender if it creates an offensive environment for them to work in.
Examples of harassment include, but are not limited to:
· Use of insults or slurs based on a protected characteristic or of a sexual nature or other verbal abuse or derogatory, offensive, or stereotyping jokes or remarks.
· Physical or verbal abuse, threatening or intimidating behavior because of a protected characteristic or behavior of a sexual nature.
· Unwelcome physical contact including touching, hugging, kissing, pinching, or patting, brushing past, invading personal space, pushing grabbing or other assaults.
· Mocking, mimicking, or belittling a person's disability, appearance, accent, or other personal characteristics.
· Offensive or intimidating gestures or comments (regardless of if they were made in person, over emails, text messages or in social media content);
· Unwelcome requests for sexual acts or favors, verbal sexual advances, vulgar, sexual, suggestive, or explicit comments or behavior.
· Repeated requests, either explicitly or implicitly, for dates.
· Repeated requests for social contact or after it has been made clear that requests are unwelcome.
· Comments about body parts or sexual preference.
· Displaying or distributing offensive or explicit pictures, items or materials relating to a protected characteristic or of a sexual nature.
· Shunning or ostracising someone, for example, by deliberately excluding them from conversations or activities.
· 'outing' or threatening to 'out' someone's sexual orientation (i.e. to make it known);
· Explicit or implicit suggestions that employment status or progression is related to tolerance of, or acquiescence to sexual advances, or other behavior amounting to harassment.
· Racist, sexist, homophobic, or ageist jokes, and stereotypical remarks about a particular ethnic or religious group or gender.
· posters, graffiti, obscene gestures, flags, and emblems; and
· isolation from normal work or study places, conversations, or social events.
Other important points to note about harassment:
· A single incident can amount to harassment.
· behavior that has continued for a long period without complaint can amount to harassment.
· It is unnecessary for an individual to intend to harass someone for their behavior to amount to harassment.
· it is not necessary for an individual to communicate that behavior is unwelcome before it amounts to harassment; and
· the burden is on each individual to be certain that their behavior and conduct is appropriate and is not unwanted and, in the case of doubt, you must refrain from such conduc
What is Victimisation?
Victimisation occurs when a member of Halstead Community Shed is subjected to detrimental treatment because they have, in good faith, made an allegation of harassment, or has indicated an intention to make such an allegation, or have assisted or supported another person in bringing forward such an allegation, or participated in an investigation of a complaint, or participated in any disciplinary hearing arising from an investigation.
We seek to protect all volunteers, members, and visitors from victimisation arising from bringing a complaint or assisting in an investigation where they act in good faith. Victimisation is a form of misconduct that may result in a disciplinary process.
What is Bullying?
Bullying is any behavior, be it physical, verbal or non-verbal, that is offensive, intimidating, malicious or insulting and that involves a misuse of power (e.g. a position of authority or physical strength), which can result in a person feeling vulnerable, upset, humiliated, undermined or threatened.
Examples of bullying include, but are not limited to:
a. unfair treatment.
b. inappropriate and/or derogatory remarks about a person's performance.
c. physical or psychological threats.
d. overbearing and intimidating levels of supervision.
e. abuse of authority or power by those in positions of seniority.
f. constantly changing targets in order to cause someone to fail.
g. making false allegations; and
h. deliberately excluding someone from meetings or communications without good reason.
On their own, any reasonable, legitimate and constructive criticism or comments of a person's performance or behavior, or reasonable instructions given in the courts of employment, will not amount to bullying.
What If You Are Being Bullied or Harassed?
If you are being bullied or harassed, consider if you feel able to raise the problem informally with the person responsible. Clearly explain to them that their behavior is unwanted and makes you feel uncomfortable. If you cannot speak to the responsible person (for example, because it is too difficult or embarrassing), A Halstead Community Shed Trustee, can provide confidential advice and assistance in resolving the issue formally or informally.
If you are uncertain whether an incident or series of incidents amounts to bullying or harassment, contact A Halstead Community Shed Trustee for confidential advice.
If your request is ignored, the bullying or harassment continues, and/or you would prefer to take formal action, you should raise the matter formally under the formal complaint procedure set out below.
A formal complaint about bullying or harassment should be made in writing and sent to Halstead Community Shed, identifying:
a. who has been bullying or harassing you.
b. the nature of bullying or harassment.
c. the specific acts relied upon as constituting bullying or harassment.
d. when the alleged acts of bullying or harassment took place, including the dates and times where possible.
e. the names of any witnesses to any of the alleged acts of bullying or harassment; and
f. any action that has already been taken to attempt to stop the bullying or harassment from occurring (e.g. informally reporting it to your line manager).
g. You will be invited to attend a meeting with Halstead Community Shed to discuss your complaint. You must make every effort to attend any scheduled meetings under this Policy.
You have the right to be accompanied by a companion to any meeting under this procedure. Your choice of companion will be agreed to if you have made a reasonable request to be accompanied.
Your complaint will be investigated in a confidential and timely manner, by someone with appropriate experience and no prior involvement in the complaint, where possible. Details of the investigation, including the names of the person accused of bullying or harassment and the person making the complaint, will be disclosed on a 'need to know' basis. We will also consider if any steps are necessary to manage the ongoing relationship and the person accused of bullying or harassment.
When the investigation is completed, you will be informed of Halstead Community Shed’s decision. If we consider that you have been bullied or harassed, we will deal with the matter under Halstead Community Shed Procedure as a case of possible misconduct. If we consider that you have been bullied or harassed by a third party, such as a visitor, we will consider what actions will be appropriate to deal with the problem. If you are unhappy with the decision, you can raise an appeal under the formal appeal procedure set out in the section entitled 'Appeal' below.
Regardless of whether your complaint is upheld, we will consider how best to manage any ongoing working relationship between you and the person concerned.
Appeal
If you are unhappy with the decision and you wish to appeal, you should contact Halstead Community Shed within 10 working days of the date of the decision, saying that you disagree with the decision and giving your reason(s) why and, where relevant, providing any new evidence you seek to rely on.
You will then be invited to an appeal hearing, normally within fourteen working days of us receiving your letter of appeal.
Your appeal will be heard by a member of Essex Shed Network who has not been part of the process up until the appeal stage. Your appeal will either be a review of your complaint or a complete rehearing, at Halstead Community Shed’s discretion.
After the meeting, you will be given a decision, normally within 48 hours. Halstead Community Shed decision is final and there is no further right to appeal.
Supporting and Protecting Those Involved
Volunteers, members or visitors who make complaints or who participate in good faith in any investigation under this Policy must not suffer any form of victimisation or retaliation as a result. If you believe to have suffered such treatment, speak to Halstead Community Shed. If the matter is not resolved or remedied, raise it formally under this Policy, where appropriate.
Anyone found to have victimised or retaliated against someone will be subject to action under the Halstead Community Shed’s Procedures.
If an investigation under this Policy concludes that a malicious or false claim of bullying or harassment has been made, the complainant may be subject to disciplinary action under Halstead Community Shed’s Procedure.
Keeping Records
Information regarding any complaints made by or about a member may be recorded on their personnel file, along with a record of the outcome and any notes or other documents compiled during the process. Such data will be processed under Halstead Community Shed's Data Protection and Data Security Policy available.
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Introduction
We aim to maintain high standards in all of our activities but recognise that trustees, members, staff, and volunteers can sometimes get things wrong, despite their best intentions.
Halstead Community Shed views a complaint as an opportunity, as well as a chance, to put things right for the person making the complaint, and to improve the activities that Halstead Community Shed offers. We would not be able to do so or learn in the future if we did not receive feedback when things go wrong. Therefore, we value and take seriously any feedback we receive.
Generally, the purpose of this Complaints Procedure is to resolve disputes informally without resorting to formal investigation or legal proceedings. We will try to explore every reasonable option to resolve complaints by working with the person making the complaint to agree on an outcome that is satisfactory to them and Halstead Community Shed.
Whether your complaint is justified or not, our reply to you will describe the action we have taken to investigate the complaint, conclusions we have reached as a result of the investigation, and any action we have taken or are taking as a result of your complaint.
We will ensure that all information received and produced in connection with a complaint is treated as confidential and handled sensitively, that only those who need to know have access to that information, and that relevant data protection requirements are all met.
Whether or not a complaint is resolved at the first stage, all complaint information will be passed within two weeks of acknowledgment of the complaint to one of our Charity Secretary who is responsible for collating details of all complaints and reporting on them to our trustees.
If a complaint results in disciplinary action being taken against a member, this will follow the disciplinary procedure.
The information below outlines our Complaints Procedure.
Complaints
A ‘complaint’ in this Procedure means any expression of dissatisfaction with Halstead Community Shed or any of its staff, volunteers, trustees, and members that requires a response from Halstead Community Shed.
Where complaints may come from
Complaints may come from users of Halstead Community Shed or those involved in Halstead Community Shed activities, clients, customers, beneficiaries, donors, fundraisers, supporters, members of the local community, any other person or organisation who has a legitimate interest in Halstead Community Shed
Complaints which cannot be dealt with under this Procedure
This Procedure is only for external complaints by those individuals or organisations described above. It is not to be used for grievances by staff, members, volunteers, trustees, suppliers, or others. Staff, members, or volunteers should use the Halstead Community Shed Grievance Procedure instead.
Whilst complainants are generally entitled to receive responses to a complaint and to challenge any responses received from Halstead Community Shed, it will not deal with complaints or challenges where in the reasonable opinion of the Charity Secretary they amount to persistent, habitual, or vexatious complaints.
Halstead Community Shed expects any complainant to be polite and courteous. It will not tolerate aggressive, abusive or unreasonable behaviour or demands.
How to make a complaint
First Stage
If you have a complaint, you can contact us by email or letter.
To help us investigate and address all complaints, we ask you to provide us with as much information as possible. This should cover:
· The reason for and the nature of your complaint
· Where and when what you are complaining about happened
· The name(s) of anyone involved (if known)
· What outcome you are hoping for (but we are not obliged to resolve the complaint in that way)
· Your contact details (name, address, daytime telephone number, and/or email address)
Complaints in writing
All complaints should be in writing, you can send your complaint by letter addressed as follows. It would be helpful if you state near the top of the letter “This is a complaint made under the Complaints Procedure”:
The Charity Secretary
Halstead Community Shed
Fenn Road
Halstead
CO9 2HG
or by email to him/her at
Whoever initially receives any complaint about any member of staff, volunteer, or trustee, it will normally be dealt with subsequently as follows:
· Who the complaint is about.
· Who will investigate, deal with, and respond to you about it.
· A complaint about a member, volunteer, or staff will be investigated by trustees.
· A complaint about a Trustee will be investigated by the Charity Secretary and The Chair of trustees.
· A complaint about the Charity Secretary and The Chair of Trustees will be Essex Shed Network.
Timescales for all First Stage complaints
We will try to resolve the problem as quickly as possible but if we cannot do this (for example, if we need to investigate further), whoever you initially contact will acknowledge receipt of your complaint (or will arrange for it to be acknowledged) within the following timescale:
· By email, within 96 hours if you contact us by email.
· By letter, within ten working days if you contact us by letter.
Our acknowledgment will inform you of when we will next contact you either with a proposed resolution or an update. It will also inform you of the name of the staff member or trustee dealing with your complaint who will be either the person you made the initial complaint to or another person to whom we have delegated the responsibility of dealing with your complaint.
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Purpose and Scope
Halstead Community Shed is committed to dealing with grievances fairly, consistently, and without unreasonable delay. This policy sets out how a Trustee, volunteer, or member should make any complaints they have about Halstead Community Shed and how we will deal with these complaints. This is a non-contractual policy and procedure and can be changed by Halstead Community Shed at any time. If a Trustee, volunteer, or member has any queries about this policy and procedure, they should contact Halstead Community Shed.
Primary Principles
Grievances will be dealt with confidentially so far as reasonably possible, and Trustee, volunteer, or member must keep information learned during this process confidential.
The purpose of a grievance or appeal meeting is for the Trustee, volunteer, or member to explain their grievance and how they think that it should be resolved using the evidence available to make representations, allowing the employer to come to a decision.
Trustee, volunteer, or member will not be subjected to a detriment for raising a grievance in good faith, even if the grievance is not upheld. However, a Trustee, volunteer, or member should not use this policy to dispute a disciplinary or dismissal decision.
The correct policy for this can be obtained from Halstead Community Shed. Also, if an employee deliberately gives false information, is dishonest, or makes a false complaint during the grievance process, this may lead to disciplinary action by the Employer.
Trustees, Volunteers, or Members will not normally be suspended during the grievance process, but Halstead Community Shed reserves the right to suspend at their discretion, this is helpful and reasonable. A Trustee, volunteer, or member will continue to receive their normal benefits.
except for;
a. Trustee, volunteer, or member will not be able to access or use the following benefits:
· any facilities
The Trustee, volunteer, or member has the right to appeal any decision made about a grievance as set out in the appeals section of this policy and procedure.
Halstead Community Shed processes personal data collected during informal discussions and the formal grievance procedure in accordance with its Data Protection Policy. In particular, data collected as part of informal discussions and the grievance procedure is held securely and accessed by, and disclosed to, individuals only to respond to the grievance or conduct the grievance procedure. Inappropriate access or disclosure of a Trustee, volunteer, or member data constitutes a data breach and should be reported under Halstead Community Shed’s Data Protection Policy immediately. It may also constitute a disciplinary offense, which will be dealt with under Halstead Community Shed’s Disciplinary Procedure.
Informal Discussion
Halstead Community Shed promotes communication between Trustee, volunteer, or member and so wherever possible, the Trustee, volunteer, or member should try to resolve any grievance at work by first talking about it informally with a Trustee to try and agree a solution. If the grievance is too serious, if the Trustee, volunteer, or member or Trustee thinks it is not appropriate in the circumstances to deal with the grievance informally, or if discussing the grievance informally does not work, the Trustees, Volunteers, or Members grievance will be dealt with formally.
If Hallstead Community Shed thinks that an investigatory interview would be helpful at any stage during the grievance process before a formal meeting is held or continued, Halstead Community Shed may take statements from the Trustee, volunteer, or member or witnesses or review documents at Halstead Community Shed’s discretion. No decision will be taken until after a grievance hearing has been held. A Trustee, Volunteer, or Member does not normally have the right to bring a companion to an investigative interview. However, Halstead Community Shed may allow the Trustee, Volunteer, or Member to bring a companion in its absolute discretion.
Formal Procedure
Stage 1 - Statement of grievance
To raise the matter formally the Trustee, volunteer, or member should write to Halstead Community shed setting out the facts of the grievance, avoiding insulting or abusive language. Trying to give specific examples of the complaint, copies of documents, names of witnesses, and dates where possible.
· Where a Trustee, volunteer, or member grievance is against a Trustee, the employee should write to the Secretary or Chairman of Halstead Community Shed who is not the subject of the grievance.
Stage 2 - Grievance meeting
· Within fourteen working days, the Halstead Community Shed will respond, in writing, to the Trustee, volunteer, or member's written grievance, inviting the Trustee, volunteer, or member to attend a meeting where the alleged grievance can be discussed.
· A trustee will usually hold the meeting (unless they are the subject of the grievance.
· Fourteen working days' notice of the meeting will usually be provided to the Trustee, volunteer, or member and they will be informed of their right to be accompanied by a companion.
· The Trustee, volunteer, or member's choice of companion will be agreed to if the companion if the Trustee, volunteer, or member has made a reasonable request to be accompanied. The Trustee, volunteer, or member should advise the Trustee of the identity of the companion (or any change in their choice of companion) and whether they will require any special adjustments to be made for their or their companion's attendance, at least 48 hours before the start of the meeting.
· Halstead Community Shed encourages Trustees, volunteers, or members to bring their choice.
· The role of the companion in a formal meeting is to make notes, confer with the Trustee, volunteer, or member, and if the Trustee, volunteer, or member requests it, to address the hearing to state the Trustee, volunteer, or member's case and respond to any views expressed at the meeting. The companion does not have the right to answer questions or address the hearing if the Trustee, volunteer, or member does not request this and must not prevent the employer from explaining its case.
· If a Trustee, volunteer, or member or their companion is unable to attend the meeting at the time, date, and place specified by the Trustee, volunteer, or member, they must notify the chair of the meeting as soon as possible in writing. Except in the case of an emergency, this should be at least 48 hours before the start of the meeting and the employee should advise of a time when they and their choice of companion will be available within fourteen working days of the original proposed meeting and provided this is reasonable, the new meeting time will be agreed.
· Trustees, volunteers, or members must make every effort to attend any scheduled meetings under this procedure. If you are unable to attend more than two scheduled meetings, Halstead Community Shed reserves the right to decide your grievance using available evidence in your absence.
· If Halstead Community Shed or the Trustee, volunteer, or member will be referring to any documentation during the formal meeting, this should be sent to the other party at least 96 hours before the start of the meeting, so that they have a reasonable chance to prepare.
· Halstead Community Shed may in its absolute discretion adjourn a meeting to carry out further investigations, after which the meeting will usually reconvene.
· After the meeting, the chair will give the Trustee, volunteer, or member a decision in writing, normally within fourteen working days.
Stage 3 – Appeal
· If the Trustee, volunteer, or member is unhappy with Halstead Community Shed’s decision and wishes to appeal, they should write to Halstead Community Shed than the Chair within seven working days of the date of the decision, saying that they disagree with the decision and giving their reason(s) why and providing any new evidence they seek to rely on.
· The Trustee, volunteer, or member will be invited to an appeal meeting, normally within fourteen working days of Halstead Community Shed receiving the Trustee, volunteer, or member's letter of appeal. The Trustee, volunteer, or member's appeal will be heard by a member of Essex Shed Network of which Halstead Community Shed is a member and who has not been part of the process up until the appeal stage. The Trustee, volunteer, or member's appeal will either be a review of the grievance decision made or a complete rehearing, at Halstead Community Shed’s discretion. The right to be accompanied to the appeal meeting is the same as set out in (e)-(g) in Stage 2 above.
· After the meeting, the Trustee, volunteer, or member will be given a decision, normally within seven working days. The employer's decision is final and there is no further right to appeal.
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Statement of Policy and Purpose of Policy
Halstead Community Shed is committed to equal opportunities for all. It is our policy that all decisions are based on merit and the legitimate needs of the organisation.
Halstead Community Shed does not discriminate on the basis of race, color or nationality, ethnic or national origins, sex, gender reassignment, sexual orientation, marital or civil partner status, pregnancy or maternity, disability, religion or belief, age or any other ground on which it is or becomes unlawful to discriminate under the laws of England, Wales and Scotland (referred to as Protected Characteristics).
Our intention is to enable everyone to work in an environment which allows them to fulfil their potential without fear of discrimination, harassment or victimisation. The Employer's commitment to equal opportunities extends to all aspects of the relationship including:
· selection procedures;
· terms, conditions and benefits;
· training and development;
· practices, conduct issues, allocation of tasks, discipline and grievances;
· activities and social events; and
· policies and procedures.
This Policy is intended to help Halstead Community Shed achieve its diversity and anti-discrimination aims by clarifying the responsibilities and duties of all in respect to equal opportunities and discrimination.
The principles of non-discrimination and equal opportunities also apply to how Halstead Community Shed treats visitors, clients, customers, suppliers and former members.
This is a statement of policy only and does not form part of your contract. This Policy may be amended at any time by Halstead Community Shed, in its absolute discretion.
Who is Responsible for Equal Opportunities?
Achieving equal opportunities is a collective task shared between Halstead Community Shed, its members and visitors. This Policy and the rules contained in it therefore apply to all.
The Halstead Community Shed has overall responsibility for this Policy and equal opportunities and discrimination law compliance. The Trust has been appointed as the person with day-to-day operational responsibility for these matters.
Everyone has personal responsibility to ensure compliance with this Policy, to treat everyone with dignity at all times and not to discriminate against or harass other members, visitors, clients, customers, suppliers and former members. In addition, anyone who takes part in management, recruitment, selection, promotion, training and other aspects of the trust activities and development has special responsibility for leading by example and ensuring compliance.
Halstead Community Shed must take all necessary steps to:
· promote the objective of equal opportunities and the values set out in this Policy;
· ensure that their own behavior and those of any members comply in full with this Policy;
· ensure that any complaints of discrimination, victimisation or harassment (including against themselves) are dealt with appropriately and are not suppressed or disregarded.
What is Discrimination?
Discrimination occurs in different ways, some more obvious than others. Discrimination on the grounds of any of the Protected Characteristics is prohibited by law, even if unintentional, unless a particular exception applies.
Direct Discrimination
Direct Discrimination is less favorable treatment because of one of the Protected Characteristics. Examples would include refusing a woman a job as a chauffeur because you believe that women are not good drivers or restricting recruitment to persons under 40 because you want to have a young and dynamic workforce.
Direct discrimination can arise in some cases even though the person complaining does not actually possess the Protected Characteristic but is perceived to have it or associates with other people who do. For example, when a person is less favorably treated because they are (wrongly) believed to be homosexual or because they have a spouse who is Muslim.
Indirect Discrimination
Indirect discrimination arises when an employer applies an apparently neutral provision, criterion or practice which in fact puts individuals with a particular Protected Characteristic at a disadvantage, statistically and this is unjustified. To show discrimination the individual complaint also has to be personally disadvantaged. An example would be a requirement for job candidates to have ten years' experience in a particular role, since this will be harder for young people to satisfy. This kind of discrimination is unlawful unless it is a proportionate means of achieving a legitimate aim.
Victimisation
Victimisation means treating a person less favorably because they have made a complaint of discrimination or have provided information in connection with a complaint or because they might do one of these things.
Harassment
Harassment is defined as unwanted conduct related to a relevant Protected Characteristic (within the Equality Act 2010) which has the effect of violating an individual’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that individual.
Unlawful harassment may involve conduct of a sexual nature or it may be related to age, race, color or nationality, ethnic or national origins, sex, gender reassignment, sexual orientation, disability, religion or belief, pregnancy or maternity.
Harassment can arise in some cases even though the person complaining does not actually possess a Protected Characteristic but is perceived to have it (for example, when a person is harassed because they are (wrongly) believed to be homosexual) or associates with other people who possess a Protected Characteristic (for example, because they have a spouse who is Muslim).
A person may also be subject to harassment even if they were not the intended target. For example, a person may be harassed by a sexist joke about a different gender if it created an offensive environment for them to work in.
Harassment may include:
· use of insults or slurs based on a Protected Characteristic or of a sexual nature or other verbal abuse or derogatory, offensive or stereotyping jokes or remarks;
· physical or verbal abuse, threatening or intimidating behavior because of a Protected Characteristic or behavior of a sexual nature;
· unwelcome physical contact including touching, hugging, kissing, pinching or patting, brushing past, invading personal space, pushing grabbing or other assaults;
· mocking, mimicking or belittling a person's disability, appearance, accent or other personal characteristics;
· unwelcome requests for sexual acts or favors; verbal sexual advances, vulgar, sexual, suggestive or explicit comments or behavior;
· repeated requests, either explicitly or implicitly, for dates;
· repeated requests for social contact or after it has been made clear that requests are unwelcome;
· comments about body parts or sexual preference;
· displaying or distributing offensive or explicit pictures, items or materials relating to a Protected Characteristic or of a sexual nature;
· shunning or ostracising someone, for example, by deliberately excluding them from conversations or activities;
· 'outing' or threatening to 'out' someone's sexual orientation (ie to make it known);
· explicit or implicit suggestions that employment status or progression is related to toleration of, or acquiescence to sexual advances, or other behavior amounting to harassment;
· racists, sexist, homophobic or ageist jokes, and stereotypical remarks about a particular ethnic or religious group or gender;
· posters, graffiti, obscene gestures, flags and emblems; and
· isolation from normal work or study places, conversations or social events.
Other important points to note about harassment:
· a single incident can amount to harassment;
· behavior that has continued for a long period without complaint can amount to harassment;
· it is not necessary for an individual to harass someone for their behavior to amount to harassment;
· it is not necessarily for an individual to communicate that behavior is unwelcome before it amounts to harassment; and
· the onus is on each individual to be certain that their behavior and conduct is appropriate and is not unwanted and in the case of doubt, you must refrain from such conduct.
Disability Discrimination
This could be direct or indirect discrimination and is any unjustified less favorable treatment because of the effects of a disability, and failure to make reasonable adjustments to alleviate disadvantages caused by a disability.
Disabled Persons
Any member who considers that they may have a disability is strongly encouraged to speak with the Chairman, particularly if they experience difficulties at Halstead Community Shed because of their disability so that any reasonable adjustments to help overcome or minimise difficulties can be discussed. For these purposes, disability includes any physical or mental impairment which substantially affects your ability to perform day to day activities and has lasted (or is likely to last) more than 12 months. Disclosure of this information will be treated in confidence, if you wish it to be, so far as is reasonably practicable and we will do our best to handle matters sensitively and to ensure that you are treated with dignity and with respect for your privacy.
We will consult with you about whether adjustments can be made. However, due to the nature of our activities, the Health and Safety of all must take priority. We will seek to accommodate your needs within reason. If we consider a particular adjustment unreasonable, we will explain why and try to find an alternative solution.
Members who believe another member should be considered disabled based on the description above should speak to a Trustee to ensure that all relevant duties are complied with.
Making Employment Decisions Fairly
As noted above, Halstead Community Shed will recruit and make other decisions concerning activities based on objective criteria.
Halstead Community Shed will only stipulate criteria or conditions for it decisions based on a legitimate need and which do not go further than is needed to satisfy that need. If you are in any doubt about whether particular criteria or conditions are indirectly discriminatory or justifiable, then please speak to the Chairman.
Membership
Halstead Community Shed involved in membership must:
· specify membership criteria that are relevant to its activities, reflect genuine concerns and needs that are proportionate. More than one person should be involved in shortlisting applicants wherever practicable;
· ensure that membership vacancies are advertised to a diverse audience and try to avoid informal recruitment methods that exclude fair competition. In very rare cases, it may be legitimate and necessary to restrict membership to certain groups, due to Health and Safety concerns.
· not ask applicants about health or disability before a job offer is made (other than in circumstances and after having been approved by the Trustees). If necessary, a membership offer can be expressed to be conditional upon satisfactorily passing a medical check.
· not ask candidates about any Protected Characteristic if the question may demonstrate an intention to discriminate. For example, candidates should not be asked about current or future pregnancy, childcare or related matters; and
· not make assumptions about immigration status based on appearance, accent or apparent nationality;
· so far as reasonably practicable, keep a written record of their reasons for relevant decisions.
Training and Development
A member's training needs may be identified during the induction process. Appropriate training will be provided where possible to facilitate progression.
Conditions of Membership
Access to facilities and terms of membership will be kept under review to ensure that they are appropriately structured and that no unlawful barriers to access exist.
Discipline and Termination of Employment
Any selection criteria and procedures that are used, or other decisions taken to terminate membership, will be fair and not directly or indirectly discriminatory.
Disciplinary procedures and penalties will be applied without discrimination, whether they result in disciplinary warnings, dismissal or other disciplinary action.
Discipline and Termination of Employment
All members will be treated the same and enjoy no less favorable terms and conditions unless different treatment is justified.
What to Do If You Encounter Discrimination
If you believe that you have been the victim of discrimination, you should follow the Halstead Community Shed’s Grievance Procedure.
Every member has a responsibility to combat discrimination if they encounter it. A member who observes or is aware of acts that they believe amount to discrimination directed at others are encouraged to report these to the Trustees.
Any grievance or report raised about discrimination will be kept confidential so far as this is practicable. We may ask you if you wish your complaint(s) to be put to the alleged discriminator if disciplinary action appears to be appropriate. It sometimes may be necessary to disclose the complaint or take action even if this is not in line with your wishes, but we will seek to protect you from victimisation and, if you wish, we will seek to protect your identity. You should be aware that disciplinary action may be impossible without your cooperation or if you refuse to allow relevant information to be disclosed.
A member who raises a complaint about or reports discrimination in good faith will be protected from retaliation or victimisation. If you act in good faith, the fact that you have raised a complaint or report will not affect your position within Halstead Community Shed, even if the complaint is not upheld. Making a false allegation deliberately and in bad faith is a misconduct offence and will be dealt with in accordance with our Disciplinary Policy. Any member who attempts acts of retaliation or victimisation may be subject to disciplinary action up to and including summary termination of membership for gross misconduct.
If you make a complaint, it may be necessary to ask you to stay away from Halstead Community Shed while investigations are being conducted and the matter is being dealt with through the appropriate procedure. This may particularly be necessary in cases of alleged harassment.
Non-compliance With Equal Opportunities Rules
Any breach of equal opportunities rules or failure to comply with this Policy will be taken very seriously and is likely to result in disciplinary action against the offender, up to and including termination of membership.
Members should also note that:
· in some cases, they may be personally liable for their acts of discrimination and that legal action may be taken against them directly by the victim of any discrimination; and
· it may be a criminal offence intentionally to harass another employee.
Review of This Policy
Halstead Community Shed will keep this Policy under review.
Halstead Community Shed encourages members to comment on this Policy and suggest ways in which it might be improved or ask any questions if they are unsure about any part of this Policy or how it is applied by contacting the trustees.
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SAFEGUARDING POLICY
Statement of Purpose
Halstead Community Shed (the Organisation, we, our or us) is committed to preventing and responding to risks of harm to and promoting the welfare of all children and adults at risk that we work with (i.e. as Halstead Community Shed’s service users). These individuals are referred to as the ‘Beneficiaries’ of this Safeguarding Policy.
We recognise the importance of this commitment to safety and welfare and, further, are committed to safeguarding all Beneficiaries without discrimination due to an individual’s age, disability, race, religion or belief, sex, gender reassignment, pregnancy or maternity leave status, marriage or civil partnership status, or sexual orientation.
This Safeguarding Policy is based on the safeguarding laws of England, Wales, and Scotland, including related guidance issued by the UK Government and relevant governmental departments, agencies, and public bodies. If this Policy is at any time inconsistent with this body of law, Halstead Community Shed will act to meet the requirements of up-to-date safeguarding laws in priority to the requirements set out in this Policy.
Halstead Community Shed has implemented this Safeguarding Policy in order to meet its obligations as a charity regulated by the Charity Commission for England and Wales (Halstead Community Shed is registered with the Charity Commission with charity number 1198208).
Any questions in relation to this Policy should be referred to Janet Caton in the first instance, by emailing Halsteadshed@gmail.com or by contacting ..
Scope of this Safeguarding Policy
This Policy explains key aspects of how Halstead Community Shed prevents harm in relation to its Beneficiaries via its practices and its members’ conduct.
This Safeguarding Policy covers the organisation and operation of all of Halstead Community Shed’s activities involving children and adults at risk (i.e. our Relevant Activities). These primarily include:
Men's Shed and lease of facilities.
This Policy’s guidelines and obligations apply to all individuals working for or acting on behalf of Halstead Community Shed in the UK at all levels, including Trustees, Volunteers, members and visitors (collectively ‘Members and Visitors’).
This Policy does not form part of any contract or similar and Halstead Community Shed may amend it at any time at our absolute discretion.
Defining Safeguarding
‘Safeguarding’ is an umbrella term that refers to work (e.g. practices and procedures) aimed at preventing or responding to harm or risks of harm posed to vulnerable individuals, and at promoting these individuals’ wider welfare. Safeguarding is particularly important for children and adults at risk. Most safeguarding legal obligations relate to the care of these groups, and these are the groups to whom the protections set out in this Policy apply. For safeguarding purposes:
· Children are individuals younger than 18 years old.
· Adults at risk are individuals 18 years old or over (in England and Wales) or 16 years old or over (in Scotland) who have care and/or support needs and who are, because of these needs, unable to protect themselves from harm (e.g. due to illness or disability). This need not be on a permanent basis.
The commitments and practices contained in this Safeguarding Policy apply to the safeguarding of Halstead Community Shed’s Beneficiaries from harm caused by either:
· The activities and practices of Halstead Community Shed and any conduct of its Members and Visitors, or
· People and situations outside of Halstead Community Shed’s and its Members and Visitors’ control, where Halstead Community Shed’s Members and Visitors are aware of, ought to be aware of, or reasonably suspect the risks posed by a situation.
For the purposes of this Policy, a ‘Safeguarding Concern’ is any conduct or situation that is known or reasonably suspected by a Staff Member or another party that risks violating the safeguarding commitments set out above.
Key Measures that Halstead Community Shed is Committed to Implementing and Maintaining to Safeguard its Beneficiaries
Following applicable local safeguarding arrangements when safeguarding children. These arrangements include leadership and guidance issued by the safeguarding partners for a local area (i.e. the local authority, chief officers of police, and a clinical commissioning group).
Following applicable leadership and guidance provided by local Safeguarding Adults Boards when safeguarding adults.
Ensuring that Members and Visitors are encouraged to report any Safeguarding Concerns that they identify. Members and Visitors will be encouraged to follow Halstead Community Shed’s safeguarding reporting procedures as closely as possible when reporting concerns (set out below under the heading ‘Procedures: Reporting’).
Ensuring that all Members and Visitors listen to all safeguarding-related queries and concerns raised by other Members and Visitors, Beneficiaries, or relevant other parties, with respect and professionalism. Members and Visitors should be trained how to, and encouraged to, then assist with reporting any such concerns via Halstead Community Shed’s regular reporting procedures.
Ensuring that all reported Safeguarding Concerns are dealt with by appropriate individuals and teams and in accordance with Halstead Community Shed’s relevant procedures (set out below under the heading ‘Procedures: Investigation and Response’).
Implementing and maintaining comprehensive, accessible, fair, and efficient procedures for Members and Visitors to use when reporting and dealing with Safeguarding Concerns. These procedures will be made known and easily accessible to all Members and Visitors.
· Procedures will be designed to ensure all safeguarding issues are dealt with fairly and objectively even when allegations are made against one of Halstead Community Shed’s Members and Visitors. Any such allegations will be treated in a manner that takes into account the gravity of the accusations, but which does not vilify or presume the guilt of an accused individual without a fair investigation.
· Any reports that qualify as protected disclosures under whistleblowing law will be treated securely and in a protected manner in line with whistleblowing law.
Appointing Halstead Community Shed to hold responsibility for managing safeguarding policies and procedures within Halstead Community Shed.
Following appropriate recruitment processes when recruiting new Members and Visitors, including volunteers. This includes:
· Conducting all appropriate pre-employment checks (e.g. Disclosure and Barring Service (DBS) criminal record checks).
· Ensuring new Members and Visitors take part in, and understand the content of, all necessary safeguarding training before having any contact with Halstead Community Shed’s Beneficiaries.
· Following Halstead Community Shed’s policies and procedures on hiring and recruitment.
Providing appropriate safeguarding training for all relevant Members and Visitors. Every Staff Member should be provided with, and required to undertake, training that is appropriate to their role, responsibilities, and degree and type of contact with Beneficiaries. This should, where appropriate, include training on:
· How to define and identify potential signs of different types of abuse, including physical abuse, emotional abuse, sexual abuse and exploitation, neglect, and others.
· How to listen to and respond to concerns or disclosures about safeguarding issues during an initial conversation (e.g. how to explain when information can and cannot be kept confidential).
· How to use Halstead Community Shed’s safeguarding reporting procedures and when doing so is appropriate.
· Which additional resources (e.g. policies, other supporting documents, or external educational resources) are available to ensure Members and Visitors remain informed about safeguarding.
Ensuring that all information related to Safeguarding Concerns, including the content of reported concerns as well as the personal data of anybody involved, is handled safely and securely. This involves:
· Following the requirements set out by the UK’s data protection laws, including The UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
· Following Halstead Community Shed’s data protection policies and procedures, including our Data Protection and Data Security Policy.
· Providing Members and Visitors with training on data protection and privacy, where appropriate.
· Ensuring Members and Visitors always have an identifiable point of contact for questions or concerns about data protection and privacy. This is currently the Data Protection Officer, who can be contacted by emailing Halsteadshed@gmail.com or at ..
· Only sharing information about a Safeguarding Concern internally as far as is necessary to manage the concern for the relevant Beneficiary’s benefit.
Ensuring transparency and awareness regarding safeguarding information and procedures. For example, by:
· Providing information to Beneficiaries about our safeguarding procedures so that they are aware of how to raise any concerns.
· Ensuring all Members and Visitors are aware of safeguarding laws, Halstead Community Shed’s safeguarding commitments and procedures, and Members' and Visitors’ responsibilities in relation to these.
Regularly reviewing all safeguarding policies and procedures to ensure that they are up-to-date with safeguarding law and that they remain suitable for Halstead Community Shed’s Relevant Activities and workforce and meeting any review and evaluation requirements specific to Halstead Community Shed’s industry and organisation type.
Members and Visitors’ Responsibilities
All Members and Visitors have a responsibility to promote the safety and wellbeing of all of Halstead Community Shed’s Beneficiaries. This means that all of Halstead Community Shed’s policies and procedures relevant to safeguarding and all UK laws relevant to safeguarding must be always followed. Specifically:
All Members and Visitors must contribute to upholding the key measures that Halstead Community Shed has committed to taking to safeguard its Beneficiaries (set out above) to an extent that is appropriate for their role, responsibilities, and degree and type of contact with Beneficiaries. Specific ways that Members and Visitors should do this will be clarified during training. If a Staff Member is uncertain as to their responsibilities, it is their responsibility to raise this with Janet Caton.
Members and Visitors must actively participate in all safeguarding training they are assigned and, if they do not understand any aspects of their training, must raise this with Janet Caton.
Members and Visitors must never do anything to actively risk the safety or wellbeing of any of Halstead Community Shed’s Beneficiaries. This includes, but is not limited to:
· Subjecting them to or facilitating abuse of any sort.
· Engaging in any sexual activity with children (i.e. anybody under the age of 18).
· Participating in or facilitating any activities that may commercially exploit Beneficiaries. For example, failing to report suspected child labour or trafficking.
Members and Visitors must report all Safeguarding Concerns that they have regarding Beneficiaries, regardless of whether the concerns relate to potential wrongdoing of other Members and Visitors, other Beneficiaries, or external parties (e.g. parents, teachers, other organisations, or members of the public).
Procedures: Reporting
Members and Visitors will receive safeguarding training that should enable them to identify Safeguarding Concerns (e.g. suspected abuse, neglect, or threats to wellbeing) relevant to Halstead Community Shed’s Beneficiaries.
If a Staff Member identifies a Safeguarding Concern, to report it they should:
· Speak to a member of the Trust or Safeguarding officer
Email safeguarding.halsteadshed@gmail.comIf a Staff Member feels unable to follow the above steps, they should report their Safeguarding Concern in a reasonable alternative manner. This may the case if, for example:
· Following the above procedure would require disclosing the concern to somebody who is implicated in the Safeguarding Concern or who the Staff Member is otherwise uncomfortable contacting about this concern, or
· The matter is time-sensitive and involves a risk of serious harm to somebody, in which case contacting an external agency (e.g. the police, the ambulance service, or a mental health crisis line) or a more senior member of Halstead Community Shed’s staff first may be more appropriate.
Procedures: Investigation and Response
Reported Safeguarding Concerns will be dealt with promptly by appropriate individuals within Halstead Community Shed, in accordance with our safeguarding response procedures and safeguarding laws. Details of these procedures are available on request from Janet Caton.
Members and Visitors who report a Safeguarding Concern will be kept informed about the progression of the matter they reported to an appropriate degree. Note that, depending on the nature of the concern and consequent investigations, some information about matters may be kept confidential and not shared with the reporter.
If a Member is found to be in breach of this Safeguarding Policy or safeguarding law in general, they will be treated fairly and in line with Halstead Community Shed’s Disciplinary Policy and/or Disciplinary Procedure.
Referrals or notifications to external organisations (e.g. police services, local authorities, or regulatory bodies) will be made when, and only when, this is appropriate, and will always be made in accordance with the law (e.g. data protection law).
Supporting Documents and Other Protections
Halstead Community Shed has various other documents in place that support this Safeguarding Policy. These include:
· Detailed safeguarding investigation and response procedures.
This Safeguarding Policy does not cover all of Halstead Community Shed’s commitments relevant to protecting its Beneficiaries. We also have other policies in place that protect our Beneficiaries, Members and Visitors, and/or others. These include:
· An Anti-Harassment and Bullying Policy.
· A Health and Safety Policy.
· An Equal Opportunities Policy.
· A Data Protection and Data Security Policy.
· A Disciplinary Procedure.
All of the policies, procedures, and other documents set out above are available on request from the person within the Organisation responsible for HR matters or via Members and Visitors’ line managers.
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