You have completed a membership form for Little People UK, where you gave us:
How Little People UK will use the information about you
The information about yourself (e.g. name, date of birth, gender, dwarfism condition) and your family will be used to:
Your contact details (e.g. address, phone, email) will be used to:
How Little People UK will not use the information about you
The data you have provided will not be:
We will not collect any further data from you, unless you have given prior permission. If you would like any of your data to be updated, please contact us accordingly.
Security procedures in accordance to UK data protection legislation are in place, with regards to disclosure and storage of data you have provided.
This policy covers fundraising activities and events on behalf of Little People UK (LPUK) undertaken by committee members, volunteers, staff (including staff acting outside their normal working hours.)
Committee, volunteers and staff fundraising for LPUK must comply with any LPUK policies/procedures.
All fundraising conducted on behalf of LPUK, whether by committee, volunteers or staff, must comply with the Fundraising Regulators: Code of Fundraising Practice and all relevant legislation.
It is the charity’s policy for a risk assessment to be carried out during the planning stage of any fundraising event and for a copy of this risk assessment to be kept on file in the office. (See The Little People UK Risk Assessment Policy for more information on this.)
Full details of any enquiry regarding fundraising, received by a committee or staff member should be reported, by email, to the LPUK committee and Fundraising Team within 7 days of receipt. Whether this be an official registration of fundraising (see below) or otherwise.
Anyone fundraising in aid of LPUK who has not first registered their activity as outlined above, will be deemed to be acting independently of LPUK and, as such, the charity takes no responsibility for their actions and can not fully promote the activity.
Funds raised for LPUK belong to the charity and, once collected, must be paid over to the charity in a timely manner:
Cash must be banked and transferred over to LPUK using appropriate details. Cash must not be sent through the post.
Cheques must be sent to the official LPUK address.
The handling of donations and fundraised monies must comply with the Fundraising Regulator: Code of Fundraising Practice, section 20.2
All funds raised or donations received by LPUK must be reported to the LPUK Committee and Fundraising Team.
The following information must be added to the Fundraising database:
Exact amount of the donation or funds raised
Donations - full details e.g.
Details of whether the donation is an unrestricted donation or whether it has been made for a specific budgeted item or approved special project
Funds raised - full details e.g.
Any committee member, volunteer or staff member accepting cash donations on behalf of LPUK must provide the donor with a receipt and must comply with the Fundraising Regulator: Code of Fundraising Practice, section 20.3.
Committee members, volunteers or staff accepting donations of funds or gifts in kind, in person, on behalf of LPUK, must verbally thank the donor on behalf of the charity.
All donations and funds raised must be recorded on the charity’s fundraising database.
A thank you letter will be issued to the donor or fundraiser within 14 working days of receipt of funds, unless the individual has expressly asked not to be contacted.
In the case of donations being made by individuals, a Gift Aid declaration form will be sent out with the thank you letter.
Members are encouraged to undertake their own local fundraising activities, provided these are registered in advance (see section 4).
Advice, support and resources are available from the LPUK Committee and Fundraising Team, to anyone wishing to undertaking fundraising.
All fundraising undertaken on behalf of LPUK must be branded, using where possible LPUK sponsorship forms and posters etc. Any documentation produced relating to fundraising must display the charity registration number.
It is the policy of LPUK not to engage in house-to-house collections, street fundraising or telephone fundraising.
Anyone wishing to make a complaint regarding fundraising in connection with LPUK must comply with the Little People UK Complaints Policy.
Failure to comply with this policy by LPUK Committee members and staff could result in disciplinary action being taken.
03/09/2017 11:10am - 11:40am (approx.) Meeting at LE19 1SW
Chaired by - Donna Bonner, LPUK Committee member
MEETING STARTED at 11:10am
- (see attached)
Donna Bonner welcomed everyone to the AGM, thanking everyone for attending this weekend, and for attending the AGM.
Sam Davis gave a brief review of the year; in the past year LPUK has attended the Dwarfism Leadership Summit in Berlin, discussing lots of issues nationally and internationally, held two events for the birthday celebrations; sledging and outdoor activities, also held a murder Mystery Night for older members of LPUK. The LPUK Equipment Loan Scheme is going from strength to strength with LPUK now supporting a number of people with their independence, Sam Davis reiterated the loan scheme is open to all, should anyone require the assistance. It was stated that LPUK delegates attended the Genetic Disorders Leadership Symposium; and was successful in their application for the Jeans for Genes grant to create an awareness video. It was stated that the website was ongoing process, with lots of information for our members and the wider public, this again will be an ongoing process. Sam Davis explained that a number of events are being developed for the next 12 months, to suit all members young and old, including attending the Motability and Naidex roadshows. Members were asked to pass on any ideas in which LPUK can support all. Everyone was thanked for attending.
Donna Bonner explained that during the meeting there will be voting for minutes from last years AGM, vote for a constitution change, a run down of the accounts, voting for new accountants/independent reviewers and then voting in of the committee/trustees will take place in 3 separate blocks: election of officers, re-election of previous members and election of new members.
It was stated that the minutes from last years AGM had been available all weekend, for members perusal. No feedback had been given and it is required that these minutes are voted for; a proposer and seconder for these minutes was requested -
Donna Bonner explained that over the past 12 months the committee had discussed that a maximum of 12 committee members should be officially written in the constitution, to ensure LPUK runs efficiently and successfully. Letters suggesting this change had previously been sent to the membership. It was requested that LPUK members present take a vote on this; a proposer and seconder for this constitution change was requested -
Stuart Walker gave an overview of the accounts ending May 2017, stating these had been submitted with the accountants as required.
Opening balance - 2015/16: £129,688
Closing balance - 2016/17 - £118,930 split between two accounts to protect funds.
Thanks to Fundraisers and generous donations LPUK subsidised last years convention by £17,000 and Birthday Celebrations by £4,000 and Equipment Loan Scheme.
Everyone was urged to complete a Gift Aid form, which allows LPUK to claim back 25% of every donation made and can be backdated 4 years.
The accounts have gone to the accountants to prepare for filing with Charities Commission.
It was stated that a copy of the accounts were available should anyone request these.
A proposer and seconder for these accounts was requested -
Donna Bonner explained that the LPUK committee request a change of accountants from McIntyre Hudson to Duncan and Toplis.
*An attendee asked why this change of accountants was being requested? - It was stated that the overall reasoning for this was due to the reduced cost (approx. 60% saving) and the locality of the new accountants is a positive. It was also stated that the accountants work with a wide variety of charities, thus have vast experience in this sector*
A proposer and seconder for changing to these accountants was requested -
Donna Bonner stated that the following Trustees had been nominated for the respective positions on the Committee:
A proposer and seconder for these was requested -
Donna Bonner stated that following Trustees had been nominated for re-election on to the Committee:
A proposer and seconder for these was requested -
Donna Bonner stated that the following had been nominated as new trustees on to the Committee:
A proposer and seconder for these was requested -
Thanks were given to the following committee members for their work on the committee over the past few years:
Donna Bonner raised a question from a member, which had been sent in prior to the AGM; a person from Scotland had requested LPUK travel around the UK with the event location, to allow more members to attend. This was put to those present to discuss.
Members present in the room responded;
Leicester is a great location with regards to central England, and the LPUK membership as it stands. If possible could the location of the convention be announced earlier, and maybe a subsidy for those having to travel x number of miles to the convention. Although it was agreed subsidising would have to be discussed in great depth.
The instalments were deemed an excellent idea, and one we should keep for the future. It was discussed that there was a small minority of people in Scotland, so subsidies could be quite minimal.
It was agreed that Scotland have a very good DSAuk ‘branch’ but this does not allow them access to medical professionals, which is often needed. Many people agreed it would cause more problems moving around every time, especially moving to Scotland. There is potential to move a little further North.
The committee explained one reason for the location was because the organisers have to travel to the venue for meetings etc. prior to the event, along with giving any necessary training to staff, getting to know the hotel etc. It was agreed that on this occasion the hotel were excellent.
It was suggested that rather than moving the convention, maybe hold the special workshops in different locations, holding the same workshop multiple times, rather than a different workshop in different locations, thus giving people access to the workshop material. The membership were asked to suggest different locations in their area, to help the committee when arranging these workshops.
The National Express buses were also discussed, such that they travel around the country picking up from a wide range of places, are accessible. Also, when booked early enough, have cheap offers on tickets.
In conclusion it was discussed to remain in central England, potentially subsidising those who are travelling great distances and holding workshops (multiple times) throughout the UK.
Those present were asked if there were any further questions regarding the agenda items discussed. No further questions were asked.
AGM FINISHED at 11:40am
Expenses for travelling on public transport, standard class only, on behalf of LPUK can be claimed
Including: bus, coach, train, tram, ferry and where appropriate, air travel
Any trustee, who would like to travel by first class, can pay the extra amount him or herself. Under no circumstances will this will be reimbursed
Where possible, trustees should book tickets as far in advance as possible, making use of concessions, special offers or discounts
We are unable to reimburse the purchase of any form of season ticket or rail card for example; young persons, senior or disability rail cards – these are classed as a taxable benefit by HMRC, as they can be used for other journeys outside of LPUK purposes
When planning to use a taxi, it would be useful for trustees to provide a quote or estimation to the LPUK treasurer and chair in advance, for approval (if deemed necessary, referring to the committee, for further discussion).
LPUK will reimburse the cost of travel, using private vehicles, at the following set mileage rates:
40p per mile
24p per mile
20p per mile
Parking costs, toll and congestion charges can be claimed, where necessary
Under no circumstance will LPUK reimburse the cost of parking fines or speeding tickets
In the instance of committee meetings, LPUK will reimburse the cost of lunch up to the value of £10 (Unless lunch has been organised in advance)
In any instance of volunteering for a full day (7.5 hours) with lunch not being provided, we will reimburse the cost of lunch up to £10
Under no circumstances will LPUK reimburse the cost of alcoholic drinks.
On any occasion trustees are required to stay overnight, the cost of rooms will be reimbursed up to a value in the range of £50 - £200 (location dependent) to be approved by the LPUK treasurer and chair prior (if deemed necessary, referring to the committee, for further discussion).
The cost of dinner for such overnight accommodation will be reimbursed up to the value of £15
If the cost of breakfast is not included within the cost of the hotel room, this will be reimbursed up to the value of £10.
Where possible committee members should book accommodation as far in advance as possible, making use of special offers or discounts.
If committee members are required to bring or support (see vi below) to carry out their committee duties, accommodation can potentially be reimbursed, but must meet approval of the LPUK treasurer and chair (if deemed necessary, referring to the committee, for further discussion).
We are aware some LPUK trustees require additional support to complete some of their duties.
We will reimburse the cost of subsistence and travel, for support deemed necessary.
This support will vary depending on an individuals needs, but may include; assistance during travel, personal care, a sign language interpreter, translator or a hearing loop.
The necessary support and a quote of the potential expenses (i.e. travel, subsistence, etc.) will be given to the treasurer and chair in advance, for approval (if deemed necessary, referring to the committee, for further discussion).
LPUK will also cover the cost of any equipment required by a trustee in order to carry out their role.
Trustees may incur administration costs undertaking their role, for example, making phone calls, printing or sending letters on behalf of LPUK
The cost of phone calls, stationary and postage can be reimbursed when supported by receipts and/or an itemised bill.
The cost of furniture, utilities including gas, electricity, broadband/phone lines will not be reimbursed.
The cost of computer equipment will not be reimbursed, except when such computer equipment and/or computer programs are purchased solely to complete LPUK trustee duties.
Expenses will be claimed by returning the necessary LPUK expenses claim form, along with all supporting receipts/documents as proof of purchase to either:
Posted to Little People UK, P.O Box 1292, Peterborough, PE2 2NT or
Handed directly to the LPUK Treasurer
LPUK aim to process all trustee expense claims, including reimbursement of necessary expenses, within 12 weeks of when the form was received.
On any occasion when forms received are incorrect, or necessary information has been omitted, LPUK strive to resolve the matter as soon as possible.
Where the LPUK Treasurer or related parties are claiming expenses, their completed form will be checked and signed by the Charity Administrator.
To ensure LPUK trustees are not ‘out of pocket’ we encourage claims for expenses to be made.
We are aware some trustees would prefer not to claim expenses, however to enable a true representation of the running costs of LPUK, including the costs of such volunteers, it is important claims are made and all figures accounted for.
If however, you would prefer not to keep the claimed expenses, it gives the opportunity for trustees who qualify, to claim gift aid to raise funds for LPUK.
Little People UK (LPUK) believes that concern for the general wellbeing and welfare of all children and young people who are members of or associated with the LPUK is of paramount importance. It is hoped that this policy will help promote good health and development for young people connected with the LPUK, particularly those with dwarfism conditions.
A child is defined as a person under the age of 18 (The Children Act 1989)
A Vulnerable Adult is defined as any person aged 18 or over who is or may be in need of assistance by reason of mental or physical or learning impairment, age or illness, who is or maybe unable to take care of him/herself against significant harm or serious exploitation which may be occasioned by the actions or inactions of other people.
This policy applies to all areas of LPUK's activities where children/vulnerable adults are concerned and in particular, to LPUK's organised events where children and young people are likely to be present.
The aim of the policy is to highlight those issues most relevant to a child/vulnerable adults protection and to assist staff, members of the Committee and adult members of LPUK recognise those issues and to handle them properly. The protection of children/vulnerable adults has to be the key priority for all employees and members of the LPUK. The policy is not intended to be a good practice guide but is intended to provide advice and assistance.
The protection of children/vulnerable adults is of equal importance for their well-being, the good name of LPUK and our own personal safeguards as representatives of LPUK.
a. Child/Vulnerable Adult abuse
The Children Act 1989 requires that if the local authority has 'reasonable cause to suspect that a child who lives, or is found in their area is suffering, or is likely to suffer significant harm*, they must make, or cause to be made, such enquiries as they consider necessary……'
Somebody may abuse or neglect a child by inflicting harm, or failing to act to prevent harm. Children/vulnerable adults may be abused in a family or in an institution or community setting, by those known to them or, more rarely, by a stranger. A child/vulnerable adult may suffer more than one category of abuse. The following definitions of child abuse recommended for registration are as stated in the joint government departments’ document, ‘Working Together to Safeguard Children’ published in 2005. Any amendments to the definitions will be posted in the updated version of notes on our website. Each definition is preceded by a typical example.
b. Physical Abuse.
Boy (a) (13 Years). A teacher had noticed bruising when Boy (a) was changing for PE. Stepfather told Boy (a) to say that they were the result of a rough game of football. A doctor found bruises on his trunk, arms buttocks and legs. Boy (a) later said that stepfather had ‘hit him all over’.
Definition. Physical abuse may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating, or otherwise causing physical harm to a child. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces illness in a child.
c. Sexual Abuse.
Girl (a) (6 years). Friend of the family, Girl (b) aged 14, who babysits, started getting into her bed to play secret games. Girl (a) now cries if she is going to be left.
Definition. Sexual abuse involves forcing or enticing a child or young person to take part in sexual activities, including prostitution, whether or not the child is aware of what is happening. The activities may involve physical contact, including penetrative (eg rape or buggery or oral sex) or non-penetrative acts (oral sex). They may include non-contact activities, such as involving children in looking at, or in the production of, pornographic material or watching sexual activities, or encouraging children to behave in sexually inappropriate ways.
Boy (b) (3 years). Child is left in his cot most of the day and fed on a diet of cola and chips. He is of normal intelligence but behind. Police had to break into the house when Boy (b) was left on his own. His mum, a single parent, was working nights in a supermarket.
Definition. Neglect is the persistent failure to meet a child's basic physical and/or psychological needs, likely to result in the serious impairment of the child's health or development. Neglect may occur during pregnancy as a result of maternal substance abuse. Once a child is born, neglect may involve a parent or carer failing to provide adequate food and clothing, shelter including exclusion from home or abandonment, failing to protect a child from physical and emotional harm or danger, failure to ensure adequate supervision including the use of inadequate care-takers, or the failure to ensure access to appropriate medical care or treatment. It may also include neglect of, or unresponsiveness to, a child's basic emotional needs.
e. Emotional Abuse
Fifteen year old Girl (c’s) parents drink heavily and are continually arguing and fighting. They hurl abuse and they throw furniture at each other. Girl (c) tries to stop them but has only succeeded in angering them further. All she can do is keep her younger siblings out of the way.
Definition. Emotional abuse is the persistent emotional ill-treatment of a child such as to cause severe and persistent adverse effects on the child's emotional development. It may involve conveying to children that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person. It may feature age or developmentally inappropriate expectations being imposed on children. These may include interactions that are beyond the child's developmental capability, as well as overprotection and limitation of exploration and learning, or preventing the child participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve causing children to frequently feel frightened or in danger, or the exploitation or corruption of children. Some level of emotional abuse is involved in all types of ill-treatment of a child/vulnerable adult, though it may occur alone.
Ways in which possible abuse can be established
N.B. Identification of any of the above signs does not necessarily mean that child/vulnerable adult abuse has taken place. However, if you are concerned about the welfare of the child/vulnerable adult you must act. DO NOT ASSUME ANYONE ELSE WILL HELP THE CHILD.
The person identifying possible abuse is responsible for taking action. LPUK's nominated Child Protection Officers must be informed along with either the Child Protection Coordinator, Chairperson of the Committee or Charity Administrator.
Where the information has come from a child:
Prevention of abuse
The prevention of child/vulnerable adult abuse is much better than a cure. Each member of LPUK needs to be careful, when, for reasons of restraint, providing reassurance or medical attention, there is likely to be contact with a child/vulnerable adult.
It is not reasonable to assume that people will touch children/vulnerable adults in emergencies only, particularly younger children. However, innocent actions are sometimes misinterpreted. Never touch a child/vulnerable adult anywhere on the body or in a way likely to be considered indecent.
Where there is no alternative to physically restraining a child/vulnerable adult for his/ her own safety or the safety of others only the minimum force, absolutely necessary should be used. Always seek the assistance of another adult in these circumstances.
1. The person who has taken the disclosure or has a concern should make a note of the concern and pass it to a member of the committee who will pass it on to the Child Protection Officers.
2. Where a child/vulnerable adult has made a disclosure, it should be written in the child's/vulnerable adults own words. All reports should be confined to facts and not include judgements, interpretation or opinion.
3. All information should be dealt with confidentially and only shared on an immediate need to know basis and in accordance with attached flow chart.
Allegations of physical injury or neglect
If a child/vulnerable adult has a physical injury or symptom of neglect, the Child Protection Coordinator will ensure that they or someone else:
Allegations of sexual abuse
In the event of allegations or suspicions of sexual abuse, the Child Protection Coordinator will ensure that they or someone else:
Accusations of abuse against LPUK staff or volunteers
If anyone who attends LPUK (including member of staff or volunteers) is accused of abuse then LPUK will co-operate with other agencies in the enquiry.
During the course of the enquiry it is recommended that the person concerned is not involved in face to face youth and children’s work. Salaried staff and volunteers will take a period of special leave during which they will continued to be paid (if appropriate). If the enquiry is not concluded within a month or two this action may need to be reassessed.
LPUK staff and volunteers must report any allegation made about themselves or others to the LPUK Chairperson or his/her delegated representative.
What if you suspect that a child/vulnerable adult in your care is being abused? Children's workers and carers sometimes find themselves in difficulties, having received information about possible abuse. What is the responsibility to the child/vulnerable adult? Should the authorities be told particularly if the perpetrator seems repentant?
Government and other guidance stresses the need for concerns about possible child/vulnerable adult abuse be reported to the statutory services responsible for child protection, ie Children’s Social Services, (formerly Social Services), or NSPCC, or the Police. If leaders fail to act in this way, then they may incur criticism, being seen as acting to protect the interests of the adult rather than those of the child/vulnerable adult. They will probably then find themselves excluded from any follow-up action.
Professionals are advised that they should discuss their suspicions with the specialist colleague first, with a view to then informing the statutory agency. Similarly, the Churches' Child Protection Advisory Service is available to ministers and leaders seeking advice on how to handle such disclosures.
In every local area there are procedures for investigating child/vulnerable adult protection concerns. If an initial enquiry suggests that a child/vulnerable adult protection investigation is necessary, Children’s Social Services will take the lead responsibility. In such cases procedures will normally involve joint interview by social workers and police officers. A child protection case conference will be arranged when it appears that there is risk to a child which has not been resolved, and that the child requires a formal child protection plan.
A leader may be asked to attend either to give information to the Conference or to support the parent/family at the meeting. It is important to clarify in what capacity you have been invited and how you want to be seen by the family i.e. as a member of the Conference or as a support.
Allegation or suspicion
Where you have a concern/suspicion that has not arisen from a direct disclosure, this should be discussed with the Child Protection Officers, ideally before discussing with parent/child/vulnerable adult. After this, it may be appropriate to discuss the concern with the parent e.g. a parenting issue or matter that requires support. It may be appropriate to monitor the situation before any further steps are taken. It may be that the matter is referred to Social Services. Advice will be sought about the point at which parents are made aware of concerns/suspicions/allegation. In some situations e.g. a request for support from Social Services, parental consent would be required for the referral to be made
An allegation is where there is a direct statement by an individual, who maybe the child /vulnerable adult, that abuse has taken place. A child/vulnerable adult alleging abuse should be taken very seriously and reassured it was right to tell.
All allegations from what ever source must be referred to the investigating agencies immediately.
A suspicion is where there are behavioural/emotional or physical factors or symptoms, which indicate that child/vulnerable adult abuse may have taken place, but there is no direct allegation or disclosure to support this.
See views of person with parental responsibility (except in cases of suspected sexual abuse)
LPUK's nominated Child Protection Officers will be the subject of an enhanced disclosure from the Criminal Records Bureau (CRB) as to their suitability to work with children. LPUK does not have sufficient resources to become a registered body with the CRB. Therefore the disclosure will be sought via umbrella body e.g., local authority social services department.
Date: August 2017 Next Review Date: August 2018
Signed: S.Davis (Chairperson) On behalf of Little People UK Committee
Concern about a child/vulnerable adult or disclosure made.
Manage immediate situation with the help of LPUK Committee.
Record any details in the log and separate recording sheets.
Consult with one of the LPUK Child Protection Officers, who are: Sarah Griffiths, Rebecca Nuttall, Emma Belcher and Simeon Dyer.
Report to Donna Bonner
(Child Protection Coordinator)
Child Protection Coordinator to discuss with parents (if appropriate). If this is inappropriate refer to Social Services.
If your concerns persist, keep up to date records and keep Child Protection Coordinator informed.
Guidelines For Incident Reporting
These guidelines aim to provide guidance and support for the reporting of incidents at Little People UK (LPUK) events. Where children and/or vulnerable adults are directly or indirectly involved the Child and Vulnerable Adults Policy should be consulted.
An incident is any event or circumstance arising from or during LPUK activities that could have or did lead to unintended or unexpected harm to a person, injury, distress, loss or damage to a person or property.
It is important to report on incidents to ensure the charity has a record:
A good incident report gives a thorough and accurate account of what happened. (An incident report form can be obtained from the Charity Administrator)
Recording of Incident
1. Once the incident has been dealt with or stabilised the basic facts should be recorded. It is important to write the report with the first 24 hours.
2. Provide the basic facts of date, time, location. If the time is unknown enter the time the incident was discovered. Where the incident's duration is over a period of time, record times of events/actions throughout.
3. Record your name and status.
4. Record names of those involved in the incident (use initials).
5. Record names of other members of committee, members of LPUK, non-members who were called/responded to the incident. (When an incident occurs the Chair and/or Vice Chair should be informed. Where an incident involves a child and/or vulnerable adult a Child Protection Officer should be called).
6. Record the names of any witnesses where appropriate.
7. Describe what happened. Who, what, when and where.
Following completion of the report this should be submitted to LPUK Administrator and kept on file, should it be required for future purposes. Any further events arising from the incident or actions taken should be recorded.