Roles and Responsibilities of Visiting Trustees

 

Visiting Trustees (VTs) are assigned to each of the four groups of almshouses administered by Cambridge United Charities (CUC).

Roles

They have two principal roles:

Firstly, a VT acts as a personal contact between the Trustees and individual residents living in the almshouses to which the VT is assigned;

Secondly, VTs help to monitor the operation of the management agreement with Hundred Housing (HHS) and ensure that HHS officers are aware of and act on problems with the properties and individual residents.

Responsibilities

1. Visit new residents as soon as possible after they move in, so that they can

a) introduce themselves and welcome them on behalf of the Trustees,

b) answer any questions they may have regarding the Residents’ Handbook and the information pack provided by HHS, identifying any issues that need to be followed up,

c) explain the fact that they pay Weekly Maintenance Contribution rather than rent,

d) collect personal information as explained in the trustees’ welcome letter and explain how it will be stored and used.

2.Maintain up to date records for all the residents in their scheme, in co-operation with HHS and following the CUC’s data protection guidelines.

3.Be available to HHS officers, the Almshouse Trustee and the residents to discuss issues relating to the Almshouse Branch of the CUC.

4.Report any concerns about almshouses to the HHS officers and/or the Almshouse Trustee, as appropriate.

5.Contact all residents before each full meeting of the trustees, and report to the Almshouse Trustee on their general well-being and the state of the property. Contact can be made by phone calls, emails, letters or personal visits, but it is good practice to meet each resident at least once a year if possible.

(The clerk may be able to assist with paper mailings if required)

6. Familiarise themselves with and at all times act in accordance with:

a) The Governing Document of Cambridge United Charities

b) The Resident’s Letter of Appointment, including the Regulations

c) Relevant supplementary documents, including the Charity’s

Data Protection guidelines, Safeguarding and Lone Working recommendations.

Updated March 2016

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