Information

We pride ourselves on our adaptability and commitment to excellence in every aspect of our service. Explore what we have to offer and how we can contribute to your success.

Frequently asked questions

Do we need to register as a charity?

Answer:
You must register with the Charity Commission if your organisation:

  • Is based in England or Wales,

  • Has exclusively charitable purposes, and

  • Has an income over £5,000 per year (unless you're a CIO, which must register regardless of income).

2. What legal structure should our charity have?

Answer:
Common options include:

  • Charitable Incorporated Organisation (CIO)

  • Charitable Company (Limited by Guarantee)

  • Unincorporated Association

  • Trust

Each has pros and cons regarding liability, reporting, and operations. For small, local groups, CIOs are often a good fit due to simplicity and limited liability.

3. How do we find funding or grants for our charity?

Answer:
You can find funding by:

  • Searching funding databases like Grantfinder, Funding Central, or The Directory of Social Change.

  • Visiting local funders like Suffolk Community Foundation or East/West Suffolk Councils.

  • Subscribing to newsletters from funders and support organisations like Community Action Suffolk.

4. Do we need to have policies in place?

Answer:
Yes. At minimum, you should have:

  • Safeguarding Policy (if working with children/vulnerable adults),

  • Health & Safety Policy,

  • Data Protection/GDPR Policy,

  • Equality and Diversity Policy,

  • Volunteer and Financial Management Policies.

5. What records do we need to keep?

Answer:
Charities must maintain:

  • Accurate financial accounts and receipts,

  • Meeting minutes (especially trustee meetings),

  • Donor and gift records, and

  • Policy and compliance documents.

For registered charities, annual returns and reports must be submitted to the Charity Commission.

6. What are the responsibilities of charity trustees?

Answer:
Trustees must:

  • Act in the charity’s best interests,

  • Manage resources responsibly,

  • Comply with legal requirements,

  • Avoid conflicts of interest,

  • Ensure accountability.

Trustee training is available from Community Action Suffolk, NCVO, or online courses via the Charity Commission.

. Can we pay our trustees or staff?

Answer:

  • Trustees are generally unpaid unless permitted by your governing document or the Charity Commission.

  • Staff can be paid (and must be paid at least the National Minimum Wage) if they are not acting as trustees.

8. How do we prove our impact to funders?

Answer:
You should:

  • Collect feedback (surveys, interviews, testimonials),

  • Record outcomes (e.g. skills gained, well-being improved),

  • Use data (before/after comparisons),

  • Create case studies,

  • Share results in reports, newsletters, and social media.

9. Can we collaborate with other charities or local groups?

Answer:
Yes — partnerships can strengthen funding applications and broaden your impact. Ensure clear roles and written agreements to avoid conflicts.

10. What insurance do we need?

Answer:
Most charities need:

  • Public liability insurance

  • Employers’ liability insurance (if you have staff or volunteers)

  • Trustee indemnity insurance (optional but advisable)

  • Property and contents cover (if you own or rent space)

11. How do we recruit volunteers safely?

Answer:

  • Conduct interviews and reference checks

  • Provide training and role descriptions

  • Carry out DBS checks if they work with vulnerable people

  • Have clear safeguarding and supervision processes

12. How do we stay up to date with legal or funding changes?

Answer:

  • Sign up to updates from Charity Commission, NCVO, Community Action Suffolk, and your local council.

  • Attend local forums or webinars.

  • Consider joining a network or umbrella body in your sector.

Any questions?

If you have a question then please let us know. We may not know the answer but we may know someone who does!