Governance Policy Pack

Edinburgh Hindu Mandir & Cultural Centre (EHMCC)

Governance Policy Pack

(Conflict of Interest • Code of Conduct • Volunteer Policy • CCTV & Security Policy)

Approved by: EHMCC Board of Trustees
Version: 1.0
Review Cycle: Annual
Last Updated: 16/11/2025
Next Review Due: 01/11/2026

1. Conflict of Interest Policy

1.1 Purpose

The purpose of this policy is to ensure that all decisions and actions taken on behalf of Edinburgh Hindu Mandir & Cultural Centre (EHMCC) are made in the best interests of the charity and its community. It establishes processes to identify, declare, and manage any personal or financial interests that could improperly influence the judgement or actions of trustees, committee members, or volunteers.

1.2 Scope

This policy applies to:

  • All Trustees
  • Executive Committee Members
  • Sub-committee members
  • Volunteers
  • Anyone acting on behalf of EHMCC

1.3 Definition of a Conflict of Interest

A conflict of interest is any situation in which a person’s ability to act in the best interests of EHMCC is, or appears to be, compromised by:

  • Personal benefit
  • Financial interest
  • Family or close personal relationships
  • Loyalty to another organisation
  • Business or employment connections

Conflicts may be:

  • Actual – the conflict already exists
  • Potential – the conflict may arise in the future
  • Perceived – others may reasonably think a conflict exists

1.4 Examples

  • A trustee whose relative owns a catering business recommending that business for temple events
  • A volunteer involved in procurement who is employed by one of the supplier companies
  • Committee members who are also trustees of another religious organisation
  • Personal relationships that may influence decision-making

1.5 Declaration of Interests

All individuals covered by this policy must:

  • Complete an annual Register of Interests Declaration Form
  • Declare any conflict immediately when it arises
  • Update the register promptly if circumstances change

The Register will be held securely by the Secretary.

1.6 Managing Conflicts of Interest

When a conflict is declared:

  1. It must be recorded in the minutes
  2. The affected individual may be asked to:
    • Withdraw from the discussion
    • Not participate in decision-making
    • Leave the meeting temporarily
  3. The remaining members must decide how to proceed in the best interests of EHMCC

1.7 Failure to Declare

Failure to declare a conflict may result in:

  • Removal from decision-making roles
  • Suspension or removal from office (Trustee/Committee)
  • Ending volunteer engagement

1.8 Review

This policy will be reviewed annually by the Board of Trustees.

2. Code of Conduct (Committee Members & Volunteers)

2.1 Introduction

This Code of Conduct sets out the expected standards of behaviour for all committee members, trustees, and volunteers of EHMCC. These standards ensure professionalism, safety, respect, and a culture of harmony consistent with the values of the Hindu faith and the wider Scottish community.

2.2 Core Principles

All representatives of EHMCC must uphold:

  • Respect and dignity for all visitors
  • Integrity and honesty
  • Equality and inclusiveness
  • Confidentiality
  • Safety of children and adults
  • Responsible use of resources
  • Non-violence, non-harassment, and non-discrimination

2.3 Behaviour Expectations

Committee members and volunteers must:

  • Be courteous and approachable at all times
  • Follow temple rules, safeguarding requirements, and health & safety guidance
  • Avoid conflict, aggression, or disruptive behaviour
  • Maintain confidentiality of personal information
  • Not misuse temple property, keys, access, or information
  • Act in the best interests of EHMCC at all times
  • Declare any conflict of interest

2.4 Prohibited Actions

The following are strictly prohibited:

  • Any form of physical or verbal aggression
  • Discrimination based on gender, age, race, religion, disability, or background
  • Misuse of donation money, offerings, or temple assets
  • Gossiping, spreading rumours, or creating conflict
  • Using volunteer or committee status for personal gain
  • Being under the influence of alcohol or illegal substances at the temple

2.5 Committee Responsibilities

Committee members must:

  • Attend meetings regularly
  • Participate constructively and respectfully
  • Support collective decisions even where personal opinions differ
  • Maintain confidentiality regarding committee discussions

2.6 Volunteer Responsibilities

Volunteers must:

  • Report safeguarding concerns immediately
  • Follow instructions from lead volunteers or committee members
  • Maintain good hygiene and cleanliness when working in kitchen or food areas
  • Wear identification if required

2.7 Breaches of the Code of Conduct

Any breach may result in:

  • Verbal or written warning
  • Suspension from duties
  • Removal from volunteer or committee role
  • Referral to external authorities if necessary

2.8 Review

This Code will be reviewed annually.

3. Volunteer Policy

3.1 Purpose

Volunteers are essential to the functioning of EHMCC. This policy outlines how volunteers are recruited, supported, and managed to ensure a safe and positive environment for all.

3.2 Recruitment

  • Volunteers may register online or through the temple office
  • Safeguarding roles require PVG checks
  • Volunteers must provide emergency contact information

3.3 Induction

All volunteers will receive an induction covering:

  • Fire safety and evacuation routes
  • Safeguarding
  • Hygiene requirements
  • Roles and responsibilities
  • Whom to report to

3.4 Volunteer Rights

Volunteers have the right to:

  • Be treated with respect
  • Work in a safe and supportive environment
  • Receive training appropriate to their role
  • Decline tasks they feel unsafe completing

3.5 Volunteer Responsibilities

Volunteers must:

  • Follow this policy and the Code of Conduct
  • Commit to the duties they agree to
  • Inform the committee if they are unable to attend
  • Report concerns immediately (safeguarding, safety, security)

3.6 Supervision & Support

  • Each area (kitchen, puja hall, reception, events) will have a lead volunteer
  • Feedback will be provided informally or in scheduled meetings

3.7 Expenses

  • Volunteers may claim approved expenses (travel, supplies) with receipts
  • Claims must be submitted within 30 days

3.8 Ending Volunteer Engagement

EHMCC may end a volunteer’s engagement if:

  • Policies or safety rules are repeatedly ignored
  • Conduct is inappropriate or unsafe
  • Attendance is unreliable

Volunteers may end their involvement at any time with reasonable notice.

4. CCTV & Security Policy

4.1 Purpose

EHMCC uses CCTV and other security measures to:

  • Protect visitors, staff, and volunteers
  • Safeguard temple property
  • Prevent theft, vandalism, and security incidents
  • Support investigation of incidents
  • Comply with Data Protection & GDPR regulations

4.2 Scope

This policy covers:

  • All CCTV cameras on temple premises
  • Access control systems
  • Alarm systems
  • Security procedures followed by staff and volunteers

4.3 CCTV Operation

  • CCTV operates 24 hours a day
  • Cameras monitor entrances, public areas, staircases, and the car park
  • Cameras do not operate in private or sensitive areas (e.g. toilets, changing areas)

4.4 Data Protection

  • Footage is stored securely
  • Retention period is normally 30 days unless extended for investigation
  • Access is restricted to authorised personnel only (Chair, Secretary, Security Lead)

4.5 Access to Footage

Footage may be accessed or shared only:

  • By authorised personnel
  • With Police Scotland when legally required
  • In response to a lawful request under GDPR

Visitors may request personal footage under GDPR, but only if:

  • Their identity is visible
  • Redaction is possible

4.6 Security Responsibilities

All committee members and volunteers must:

  • Ensure doors are properly locked
  • Report suspicious behaviour
  • Follow access protocols and not share keys or codes
  • Ensure fire exits remain unobstructed at all times

4.7 Security Incidents

All security incidents must be recorded and reported to:

  • The Security Lead
  • The Committee
  • Police Scotland (if necessary)

4.8 Breaches of Security

Breaches may result in:

  • Removal of access
  • Disciplinary action
  • Police involvement where required

4.9 Review

This policy will be reviewed annually.