Resources / What charity trustees should do each month, quarter and year
What charity trustees should do each month, quarter and year
Most governance failures aren't dramatic. They're a review date that slipped, an action nobody owned, a filing that arrived late. The fix isn't more paperwork — it's a steady rhythm. Here is the one we recommend for a charity with a typical board of four to twelve trustees.
Every month
- Check the action log. Every action from the last meeting has an owner and a date. Chase anything overdue before it becomes agenda item one.
- Glance at the money. The treasurer (or whoever holds the numbers) confirms the bank position and anything unusual. Trustees share responsibility for the charity's resources — not just the treasurer (CC3, duty to manage resources responsibly).
- Log anything that happened. A complaint, an incident, a near-miss with money — write it down when it happens, not when it's needed.
Every quarter (usually your board meeting)
- Hold a proper trustee meeting — quorate, minuted, with declarations of interest at the top (CC48; your governing document sets the quorum).
- See real financial information — management accounts or a live view, compared with budget.
- Review the risk register — have any of the top risks moved? Does each still have an owner and controls?
- Approve last meeting's minutes and record decisions with their reasons.
- Check upcoming deadlines — annual return, accounts, insurance renewal, policy reviews due in the next quarter.
Every year
- File on time: the annual return and accounts (deadline: 10 months after your financial year end). Late filing is shown publicly on the register.
- Renew declarations: every trustee declares their interests (or nil) and confirms they are not disqualified from acting.
- Review the essentials: reserves policy, safeguarding policy, financial controls — each has an owner and a next-review date.
- Check purpose: minute a short discussion confirming this year's activities furthered the charitable objects.
- Look at the board itself: skills, terms ending, succession, induction for anyone new.
- Arrange external scrutiny early — independent examiners book up before year-end.
A worked example
The Hazelmere Community Trust (income £180k, 7 trustees, FY ends 31 March) meets on the second Tuesday of January, April, July and October. The secretary sends the pack a week ahead. April's meeting always carries: annual declarations, reserves policy review, and appointing the independent examiner. October's carries: draft accounts review, so filing in January is a formality — 10 weeks early.
Scope: registered charities in England and Wales. Filing dates differ for charitable companies (Companies House) and for Scotland (OSCR) / Northern Ireland (CCNI).