Trustee Eligibility

Only persons meeting the following criteria shall be eligible to become a Trustee

• Must read Gurmukhi
• Must be a Sikh
• Person believes in the teachings of the 10 Gurus and Sri Guru Granth Sahib Maharaj and no other faith or religion
• A committed member
• Be trustworthy, honesty holding integrity in their character
• Be free from any Criminal Records
• Must be a life member of the Gurdwara
• Must be DBS approved
• Will agree to comply with all compliance, health and safety and legal processes and undertake all training legally required
• Whilst not a requirement it is recommended that each candidate does not commit any of the 4 cardinal sins (Bujjer Kurehat) which is “Hukka”- consumption of tobacco and all other intoxicants including alcohol, “Hajamat”- removing Kes, “Halal” consumption of halal & meat, and “Haram” committing adultery or relationships outside of marriage

Roles

General Manager

Will be responsible for the overseeing of all the activities, meetings, progress and development of the Gurdwara and will manage the following points:

• Will be the main point of call for the Sangat for any dispute, questions, dialogue, or anything related to the Gurdwara
• Will lead and host any official Gurdwara meetings, by presiding the agenda which must be given to the Trustees in 7 days, and for any EGM 7 days’ notice, and for any AGM 4 weeks’ notice
• Will ensure the roles and responsibilities of each Trustee is carried out in accordance with this Constitution, in line with Gurmat principles adhering to integrity and respect
• Will oversee all meetings and ensure meeting notes have been captured (either by himself/herself or an appointed other) with full dialogue and clear log of all action points and discussions
• Must ensure records and administration are logged and maintained
• Must ensure quorum is present at meeting
• Must ensure all actions/outcomes from any meetings are being carried out
• Upholding the legal requirements of governing documents, charity law, and this Constitution
• Must ensure all communication is being presented to the Sangat for any Gurdwara related matter
• Ensure any selection process is in line with the stipulated procedures 11. Ensuring the Gurdwaras activities are in line with its objectives
• Sitting on any appraisal, recruitment, and disciplinary panels
• Filing all Trustee correspondence received and copies of replies sent
• Keeping a record of any of the Gurdwara’s publications (e.g., newsletters, leaflets, posters etc)
• Preparing a report of the Gurdwara’s activities for the year, or for the AGM 16. Manage all Diwaan bookings and calendar
• Manage all Akhand Paths/Sehaj Paths/Sukhmani Sahib Paths and all other Paths either in the Gurdwara or out of the Gurdwara (booking dates, timings, raul times, Trustee duties & Kirtan timings)
• Ensure Diwaans for all historical dihaare are booked and celebrated or remembered
• Booking & managing external Keertani/Kathavarchaks/Parcharaks/Dhadi Jatha/house programmes
• Be the main port of call for any families requiring the booking of any programme
• Be a supportive link to the Gurdwara for any families having to plan a Funeral including but not limited to:
• Managing the Sehaj Path/Barsi path/Kirtan
• The deceased coming to the Gurdwara for first darshan
• Funeral timings with the Crematorium
• Managing all langar & kirtan timings
• Handle all communication to Sangat about all upcoming events, updates to proceedings through:
• WhatsApp mailing list or other social media messaging applications
• Gurdwaras official Facebook page
• Gurdwaras official Instagram Page
• Any other official Gurdwara social media outlets
  i. Posters
  ii. Notice Board
  iii. TV Screen
  iv. Website
  v. Stage announcements
• Ensure all programmes have been fully briefed into all Trustees & Giani Ji
• Handle all discussions about Bheta and management of Bheta being handled correctly. All Bheta must be logged with a receipt given and the General Manager will be responsible for the delegation/arrangement of this
• Any community led project, initiative, council meeting, or external visit must be managed by the General Manager who will need to oversee all proceedings
• Any Sangat member wishing to use the Gurdwara for any community event must seek approval from the General Manager who is the overall decision maker in events
• If live streaming any events on YouTube or other social media outlets oversee and manage this
• Ensure a Youth Event/Diwaan takes place at least once a month
• Ensure all documents relating to any programmes are provided to families in a timely manner, signed and logged
• Ensure the pre-interview of any Anand Karaj to ensure the safeguarding of the couple with signed documents within the policy guidelines set by the Gurdwara
• Handle the appointment and management of Giani Ji’s
• In addition, the General Manager must possess these qualities:
• Be methodical, with a good eye for detail 42. Be well organised, with an orderly mind
• Bring objectivity to the proceedings
• Deal promptly with correspondences
• Be able to manage the capture of accurate notes of meetings
• Make sure all Sangat at any request receive all the necessary material
• Bring the necessary material to the meeting
• Work well with the Trustees
• Have knowledge of experience of Trustee procedures
• Must be diplomatic and listen to everyone’s point of view
• Must not be dictatorial, rude, aggressive, or hostile to anyone
• Must show strong leadership and a figure head for people to call on
• Be able to manage and handle disputes respectively and in line with doing what is best for the Gurdwara & Sangat

Finance Manager

• Be the person solely responsible for all and any finance matters relating to the Gurdwara
• Log and manage all Bheta/Donation receipts
• Manage all documents required for HMRC, Tax & Accounting purposes
• Manage the petty cash and banking of all cash (petty cash can be set with an agreement from the 9 Trustees, logged in meeting notes, and in line with any required or necessary amounts for the running of the Gurdwara)
• Be responsible for all online banking, log ins, access, and delegation. There must be a 2-step authentication for accessing online banking, drawing cash and signatory for cheques
• Appoint a 2nd authentication signatory (can be from with the 9 Trustees or Gurdwara Sangat)
• Manage the gholak counting, and banking
• Ensure financial records are kept, maintained, updated, and submitted in time for account deadline
• Manage all expenses, salaries and payments for bills, utilities and other costs required for the running of the Gurdwara
• Manage all petty cash 11. Manage al direct debits for bills and payments
• Manage all Gift Aid claims and submission
• Manage the day to day running with the appointed Gurdwara Accountant
• Ensure that quarterly finance statements are shared with the Sangat on the Gurdwara notice board
• Manage the distribution of the Langar petty cash which is given for the purchase of produce and groceries required for Langar
• Manage all digital payments and access to for Sangat making a card donation
• Must ensure a full log is kept of all cash in and out
• Will be the person fully responsible for approving any spend below £2,000
• There must be budget allocated for the Children’s classes/events and the purchase of books, gifts, certificates, equipment for classes such as instruments, IT equipment and stationary
• Where an expense is required from the budget, the Finance Manager will sign this off and keep a log of all expenses and manage the budget
• Be responsible for the submission of all Accounts on time
• Will be fully responsible for implementing the guidelines of spend.
• In the instance where there is an emergency repair, expenditure required for the safety, maintenance, or running for the Gurdwara the expense amount is deemed valid up to any amount which must had a full log of all reasoning, rationale, evidence, and validity that must be announced from the stage, displayed on the notice board, and communicated to Sangat via all communication channels.
• For any work or labour required the Gurdwara can appoint a Trustee or Gurdwara Sangat member to do the work, and any payment must be based on a full and written quote, approved by the above approval paths, & logged
  a. The lowest quote is not deemed the best one there must be a full evaluation of all quotes
  b. The Gurdwara is permitted to make donations of up to £5,000.00 for charitable causes, disaster relief, community projects or any other donation for the benefit of the community & faith. Any donation will require full Trustees approval

Financial Assistant

Will support the Finance Manager in the day-to-day financial administration of the Gurdwara. The Financial Assistant does not hold sole signing, approval, or sign-off authority and acts at all times under the direction and oversight of the Finance Manager, including:

• Support the Finance Manager with the logging and management of all Bheta/Donation receipts
• Assist with the gholak counting and banking, ensuring a second person is present in line with the 2-step authentication and cash handling controls
• Support the day-to-day administration and logging of petty cash, with all cash in and out recorded under the Finance Manager’s oversight
• Assist with the preparation and maintenance of financial records, ensuring they are accurate, up to date, and ready for the Finance Manager’s review and submission ahead of account deadlines
• Support the Finance Manager with the preparation of documents required for HMRC, Tax & Accounting purposes
• Assist with the administration of all Gift Aid claims and submissions, ensuring donor declarations and supporting records are accurately logged
• Act as a back-up or 2nd authentication signatory for online banking, cash withdrawals, and cheque signing only where formally appointed to do so by the Finance Manager and agreed by the 9 Trustees
• Support the reconciliation of digital payments and card donations made by the Sangat
• Assist with the distribution and logging of the Langar petty cash provided for the purchase of produce and groceries required for Langar
• Support the preparation of quarterly finance statements for display to the Sangat on the Gurdwara notice board
• Escalate any discrepancy, concern, or irregularity identified in the course of these duties to the Finance Manager and, where required, the 9 Trustees without delay
• Must comply with all financial controls, approval paths, and spend guidelines set out in this section, and must not approve, sign off, or commit any expenditure independently of the Finance Manager

Langar Manager

• Oversee all Langar programmes
• Be on hand to manage the Langar and guide Trustees & families partaking in the sewa or ensure Trustees are present for all Langar programmes
• General Manager will update the Langar Manager on all upcoming bookings
• Discuss the menu options with families booking a langar once confirmed by the General Manager
• Ensure Health & Safety regulations are followed and maintained
• Ensure Food Hygiene regulations are followed and maintained
• Ensure a safe and clean working environment
• Oversee the groceries, produce & cutlery in the Gurdwara
• Manage the stock of supply and purchase where required
• Ensure stock for Parshad is maintained
• Ensure all certifications and food related courses have been completed by all core Langar Trustees

Compliance Manager

• Responsible for ensuring the Gurdwara is conducting its running with full compliance with all legal regulations
• Manages all professional standards, accepted practices and internal standards
• Responsible for the management of governance and regulatory compliance of the charity
• Main point of call for the Charity Commission, Croydon Council, Faith Groups, and all civic related bodies
• This role is to manage risk, maintain a positive reputation and keep to all legal standards
• Manage all relevant regulations for the running of the Gurdwara, which would include but not limited to:
• Health & Safety
• Environmental
• Legal
• Quality Standards
• Ethical Policies

Building Manager

• Maintaining a safe environment with proper lighting, signage, and disability access
• Manage all insurance contracts
• Drafting and updating emergency plans and evacuation procedures
• Overseeing security, fire prevention, and other safety systems
• Scheduling regular building maintenance and janitorial services
• Contracting professionals for repairs as needed
• Ensuring that occupants are provided with proper utilities
• Monitoring building maintenance budgets
• Arranging for building improvements
• Overseeing contractors and inspecting completed jobs
• Supervising grounds staff
• Hiring employees or contractors as needed to maintain, repair, or improve the property
• Scheduling contractors and employees
• Resolving complaints, problems, and requests from Sangat
• Assisting with emergency response and evacuations
• Inspecting the building frequently for signs of damage or wear

IT Manager

• Maintain the network for the Gurdwara and cover any technical repairs/challenges
• Manage any problems with any IT equipment in the Gurdwara
• Manage the CCTV equipment and safe running

Education Manager

• Manage all activities related to education for the children and congregation
• Organise and arrange classes to take place at the Gurdwara including Punjabi, Gurmukhi, Kirtan & Santhiya
• Manage the allocated budget to purchase items required for educational purposes for the classes and congregation
• Set a syllabus of learning and manage teams of volunteers to help with classes
• Appoint and or employee specialist teachers to teach on site
• Lead initiatives for children in classes to perform at events

Admin Manager

The Admin Manager will be responsible for the administration, organisation, coordination and monitoring of all Gurdwara operations, ensuring that actions, decisions, projects and governance requirements are fully managed, recorded and completed.

• Support the Trustees on all paperwork and administration matters.
• Ensure good organisation of all compliance, security, insurances, bills, meeting notes, HMRC, Charity Commission related documents, accountancy and finance records.
• Manage all administrative tasks including filing, bookkeeping, emails, letters and all incoming and outgoing communications and enquiries.
• Work with all Trustees in their respective areas and ensure all paperwork is logged, filed, organised and easily accessible.
• Maintain a central register of all actions, decisions, projects and outstanding tasks assigned by the Trustees.
• Following every Trustee meeting, produce and maintain an Action Tracker detailing
  Actions agreed
  Person responsible
  Deadline
  Current status
  Completion date
• Liaise with each Trustee between meetings to monitor progress against their assigned actions, responsibilities and agreed deadlines.
• Follow up all outstanding actions and provide reminders where necessary to ensure agreed work is completed.
• Produce a progress update before each Trustee meeting highlighting:
  Completed actions
  Outstanding actions
  Overdue actions
  Risks
  Decisions required
• Ensure all Trustee reports, updates and evidence supporting completed actions are obtained and recorded prior to each meeting.
• Coordinate all projects approved by the Trustees by monitoring progress, key milestones, deadlines and required actions.
• Maintain an annual Gurdwara work programme and calendar of all planned projects, maintenance, events, governance requirements and statutory deadlines.
• Ensure all statutory filings, licences, insurance renewals, compliance requirements, DBS renewals, policies and governing documentation remain current and are renewed before expiry.
• Maintain a central document management system ensuring all records are securely stored, version controlled and easily retrievable.
• Record and archive all Trustee resolutions, decisions and approvals.
• Monitor implementation of Trustee decisions and report where agreed actions have not been completed.
• Escalate overdue actions, governance risks or operational concerns to the General Manager and Trustees where appropriate.
• Assist the General Manager in preparing agendas, meeting packs, reports and supporting documentation.
• Ensure accurate minutes are distributed promptly following meetings together with the updated Action Tracker.
• Maintain a register of all Gurdwara assets, contracts, service providers and key organisational information.
• Support all Trustees in delivering their responsibilities by providing administrative assistance where required.
• Ensure confidentiality of all sensitive information and documentation.
• Work collaboratively with all Trustees to promote accountability, transparency, organisation and effective governance across the Gurdwara.