Shapinsay Development Trust

NEXT BOARD MEETING DATE: 16.02.26

Welcome to the website of The Shapinsay Development Trust, a registered Scottish Charity Number SC034818.

The Trust was formed by the residents of Shapinsay. Its role in the greater scheme of things is to be the vehicle through which the islanders can collectively help to maintain and improve their lives on the beautiful, peaceful island of Shapinsay. All Shapinsay residents over the age of 18 can apply for membership of the Trust. The Directors of the Trust are elected from within the membership of the Trust by the members.

How SDT Works

History, Structure and Operation of the Trust

The Trust grew out of the Shapinsay Development Group which was formed in 2002 after consultation with the island. The Trust which is a company limited by guarantee was formed in 2003 achieving charitable status at the same time. As a company limited by guarantee its members are liable for a sum not greater than £1 should the Trust become insolvent. The Memorandum and Articles of the Trust form the governing document or its constitution – basically the rules governing the activities it can undertake, the structure of how it is to be managed and the rights and responsibilities of directors and members.

Membership of the Trust gives the members a vote each at the Annual General Meeting or AGM. At this meeting the directors tell the members what the Trust has been doing during the past year and present the accounts for the last financial year (forms can be downloaded below). If there are vacancies on the Board then members will vote at this meeting to elect new directors. Public meetings may be held at other times during the year to enable the directors to present various options to the community and to assess the opinion of the community. Other means of communication include newsletters, the website and the board in the shop window. This process is formalised in the drawing up of the Development Plan.

In order to be as transparent as possible, the Trust makes the Minutes of Board’s meetings available to general public by including them in the SDT header.

Finally the Trust has drawn up polices covering child protection, health and safety etc which are included in the Handbook of the Trust.

Go on – Get Involved!

Beyond contributing to the sustainability of life on this beautiful island volunteer work is a great way to add skills to your CV and increase your confidence and abilities. It can also be fun and very satisfying. We realise that becoming more involved with the Trust can seem a daunting prospect. Training is available for board members. All volunteers are very precious to us as we realise that folk do have very little disposable time these days and they have to be happy with the way it is being spent, training allows us to be efficient with the time we have.

Shapinsay folk can contribute to the work of the Trust in three ways:

• Become a member. The more members we have the easier it is to demonstrate support for the Trust when applying to funding bodies for the grants we need to do the work.
• Become a volunteer. If you would like to contribute your time and skills to community work organised by the Trust, contact the Staff or one of the directors.
• Stand for election as director at the next AGM. Directors are elected by the membership annually at the AGM.

To express your interest in joining our board as a trustee please download this form and return to the Boathouse

We are looking for motivated, committed individuals to volunteer to join our board. Responsible for guiding the organisation’s strategy and development, you will be actively involved in ensuring the organisation is legally compliant and financially sustainable, as well as taking a hands-on role in running some projects if you choose. The role involves a commitment of around 8 hours per month, which will include up to 11 formal meetings per year, our AGM, preparing for Board Meetings, ad-hoc meetings as required, and membership of a working group.

We are committed to having an inclusive and diverse board and welcome applications from representatives of the whole community. 

The role of our trustees

Our trustees are responsible for the governance of the Charity and overseeing the management and administration of the organisation. Trustees have, and must accept, the ultimate responsibility for directing the affairs of SDT, ensuring that it is solvent and well run, delivering quality projects for people in Shapinsay for whom it was set up. Trustees are accountable for their decisions and actions to the public, funders and service users.  As SDT continues to grow, this is an exciting and challenging period of growth and development so we are looking for people with a range of skills, experiences and backgrounds.

Time Commitment 

The Board meets approximately 11 times per year normally from 6.30 pm – 9:00 pm usually 1 Monday a month. There will, from time to time, be expectations for a director to support with staff reviews, job interviews and other staff related issues. Directors are also expected to attend the annual AGM. Communication between meetings usually takes place by email or WhatsApp messages. Board meetings are held at the Boathouse, there is a possibility for hybrid meetings if this is necessary for someone to attend. This is a voluntary position and so not remunerated.

Eligibility

Applicants must satisfy statutory requirements in order to be eligible to become a Charity Trustee. The Charities and Trustee Investment (Scotland) Act 2005 (“the 2005 Act”) disqualifies anyone who: 

• Has an unspent conviction for an offence involving dishonesty or an offence under the 2005 Act 
• Is an undischarged bankrupt 
• Has been removed from trusteeship of a charity by the Courts, OSCR or Charity Commission for misconduct of mismanagement  
• Is disqualified from serving as a company director. 

Appointed Board Members will be expected to sign a declaration to confirm that they are not disqualified from acting as a charity trustee.

Equal opportunities

We are committed to creating a diverse and inclusive environment. We welcome Board Member applications from all suitable candidates regardless of gender, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

The general responsibilities of this role include: 

Governance 

• To be an active member of the board, helping to give the organisation strategic direction 
• To actively contribute at board meetings and help to monitor the implementation of decisions taken at meetings 
• Contribute to the setting of policy, objectives and adherence to, thereafter 
• Ensure the financial stability of the organisation and ensure sound risk management 
• To approve audited accounts 
• To protect and manage the property of the charity 
• Ensure the organisation complies with its governing document, charity law and other relevant regulations 
• Ensure compliance with OSCR and charity law, ensuring annual returns and accounts are submitted in a timely manner 
• The requirement for Trustees to act with integrity, and avoid any personal conflicts of interest or misuse of charity funds or assets. 

Leadership 

• Safeguard the good name and the values of the charity 
• Raise the public profile of the organisation 
• Provide leadership to support staff to deliver high-quality services at all times, as well as manage periods of change or difficulty 
• To represent SDT as necessary 
• To develop and approve the organisation’s vision and values. 
• To promote the reputation of the organisation.

Risk Management 

• To monitor a robust overview of the principle risks facing the charity 
• To exercise scrutiny over the charity’s risk management systems 
• Use funds wisely, and only to further the purposes and interests of the charity 
• Exercise reasonable care and skills as Trustees, using personal knowledge and experience to ensure that SDT is run effectively and efficiently