Case Study – Supporting Charities with Compliance

Background

In Ireland, the charity sector operates under stringent regulations enforced by the Charities Regulator. Compliance with these regulations is essential for maintaining charitable status and ensuring public trust. This case study examines the work undertaken with a childcare group, enhance its governance and compliance framework over the course of one year. This relates to one of many groups we have worked with to improve compliance.

 Organisation Overview

This Group is a community-based  Dublin organisation dedicated to providing high-quality early years education services to families in the local area. With charitable status, it aims to promote early childhood education and support the developmental needs of children. However, the Board of Trustees faced challenges in navigating the regulatory landscape and ensuring compliance with operational standards.

Objectives

The primary objectives of the engagement were to:

1. Strengthen the governance structures within the organisation.
2. Ensure compliance with the Charities Regulator’s requirements.
3. Foster a culture of accountability and transparency among the Board of Trustees.

Approach

1. Initial Assessment:

   – Conducted a comprehensive review of the existing governance structures, policies, and compliance records.

   – Identified gaps in documentation, procedures, and understanding of regulatory obligations among Board members.

There were a few surprises along the way. For example, the Constitution was very outdated and did not reflect the group’s current work. The trustees were not active, and some of them had been absent for years.

2. Capacity Building:

   – Facilitated training workshops for the Board of Trustees focusing on governance best practices, roles and responsibilities, and regulatory requirements.

   – Developed tailored resources, including a governance handbook and a compliance checklist, to assist the Board in their fiduciary duties.

3. Policy Development:

   – Collaborated with the Board to draft and implement key policies, including conflict of interest, whistleblowing, and financial management policies, to name but a few.

   – Established a clear framework for monitoring and evaluation to ensure ongoing compliance with regulatory standards.

4. Ongoing Support and Monitoring:

   – Provided regular coaching sessions and feedback on Board meetings, emphasising the importance of transparency and accountability.

   – Instituted a quarterly review process to assess compliance with internal policies and regulatory requirements.

We also carried out a full board evaluation.

Outcomes

By the end of the one-year engagement, the group Childcare achieved several notable outcomes:

1. Enhanced Governance Framework:

   – The Board of Trustees now operates with clearly defined roles and responsibilities, resulting in more effective decision-making processes.

2. Successful Compliance Record:

   – The organisation was able to compile a comprehensive compliance record that met the requirements set forth by the Charities Regulator, significantly reducing the risk of non-compliance.

3. Increased Trustee Confidence:

   – Board members expressed increased confidence in their understanding of governance and compliance issues, leading to a more proactive approach to managing the organisation. The Manager of the service feels more supported in her role.

4. Positive Community Impact:

   – With strengthened governance and compliance, this service has increased its capacity to deliver quality childcare services, further enhancing its reputation in the community. The updated website, which now references the Service’s charity number, contains the most recent annual review and financial report and lists all the trustees, is transparent and clear.

Conclusion

The engagement with this service illustrates the critical role of effective governance and compliance in the charity sector. Through targeted training, policy development, and ongoing support by the Canavan Byrne Governance Department, the organisation successfully navigated the complexities of regulatory requirements, paving the way for sustainable growth and community impact. This case highlights the importance of continuous improvement in governance practices, which is essential for all charities operating in Ireland.

If your organisation needs assistance with governance, email reception@canavanbyrne.ie