LUNA's Structure!

As you can see from the diagram, LUNA has a non-hierarchical management system and all members at whatever level are considered equal and will be treated as such. Every opinion, idea, thought and feedback is valued equally. The ‘4 layers of involvement’ express the different levels of time commitment that each role has; however, again this is an outline of what is expected and this may fluctuate depending on current projects and personal time management. The following descriptions and responsibilities are not exhaustive, they are simply an outline of what is expected from each role.

The application form for Team LUNA 2021/22 can be found here.

 Image Description: The image is a diagram of LUNA’s structure. A box at the top of the image with a red outline expresses LUNA’s ‘4 Layer System’ The text writes:  ‘4 layers to involvement! - so there is something for everyone! Layer 1- The 'keeping things running"- trustees, each working group lead, and a few other roles. There will likely be people who move in and out of here as circumstances and projects change! Layer 2- Working groups! You can be part of a maximum of 1 working group. and being part of a working group means being part of the core LUNA Team. Layer 3- Project groups. These are much more flexible and you can be part of as many of these (being aware of your own limits and not overburdening yourself!) as you want. Layer 4- Being part of the LUNA Community! No formal commitments, but will be kept in the loop about opportunities to join in projects etc. Below this are the four layers and which roles fit belong in which layer. Layer 1 ‘Keeping things running’: LUNA Trustees (Beth Dillon, Ally Lloyd, Ross Tanner), Welfare Officer, Secretary & Equalities Officer. Working Group Leaders. Layer 2 contains the different working groups. The people involved in the working groups work with each other and the rest of team LUNA to fulfill its goals and targets. The working groups are: Finance and Fundraising, Resources, Ambassadors and Education, Media, and Events. Layer 3 is project groups. These groups are attached to a working group and require less commitment. There is often overlap between layers 2 & 3. The project groups attached to resources are: online learning, Appointments and transitions, LUNA Lending Library. The project groups attached to online activities are: Blog, The Website, and Social media. The final layer is 4 - Wider Community, which is solely the LUNA Community and any other contributors, members and supporters.

All team meetings will be held weekly via Teams or Zoom and will last no longer than 1 hour. We have weekly meetings every Thursday (subject to change) alternating between full team meetings and working group meetings. Outside of weekly meetings it is expected that LUNA members do around an hour of LUNA related bits and bobs to keep us moving!

 

It is important that everyone involved reads LUNA’s constitution, safeguarding policy and other safeguarding resources which can be found here

 

Trustee - Layer 1

 

Role description: Charity Trustees are the people in overall control and management of LUNA. They are responsible for LUNA’s governance and strategy, and for making sure that LUNA is administered effectively. They must account for LUNA’s activities and outcomes.

 

Responsibilities:

(in line with OSCR’s guideline)

1. Act in the interests of the charity:

1.1 You must operate in a manner consistent with the LUNA’s purpose

1.2 You must act with care and diligence

1.3 You must manage any conflict of interest between the charity and any person or organisation who appoints trustees

 

Comply with the 2005 Act (specific duties):

1. Updating LUNA’s details.  Trustees must make sure that OSCR hold the latest information about LUNA on the Scottish Charity Register.

Note that charities are not required to notify OSCR of changes to charity trustees. This is because the information is contained within the Trustees' Annual Report that each charity sends to OSCR with its Annual Return form. If, however, a change of trustee means a change to the charity's principal contact, then the charity must notify OSCR of the change a soon as possible. .

 

2. Reporting to OSCR.  Complying with the statutory duty to supply certain information to us:

3. Financial record keeping and reporting.  Section 44 of the 2005 Act states that charities must:

  • keep proper accounting records

  • prepare a statement of account, including a report on its activities, at the end of each financial year

  • have the statement of account independently examined or audited

  • send a copy of the accounts, along with the annual return, to OSCR. Accounting records must be kept by the charity for a minimum of 6 years from the end of the financial year in which they were made.

4. Fundraising.  Trustees are responsible for taking control of how LUNA fundraises.

5. Providing information to the public.  Trustees must make sure that LUNA meets legal requirements when referring to their charitable status, for example in advertisements, and in their duty to provide information about LUNA to the public.

Secretary - Layer 1

 

Role description: The Secretary is generally responsible for the administration of LUNA, arranging meetings (and taking and circulating the minutes for these) and dealing with any administration regarding LUNA’s constitution. All correspondence will usually be handled by the Secretary. This includes letting members know about meetings, as well as handling correspondence to outside bodies via formal letters, emails or social media posts.

 

Responsibilities:

  • To prepare, with the working group leaders and Trustees, the agenda for Team LUNA meetings.

  • To ensure that all members are kept informed of dates, times and venues for meetings, giving proper notice as detailed in LUNA’s constitution. This also applies to meetings conducted online via Microsoft Teams or any other online platform.

  • To take minutes of meetings and write up all minutes correctly and in good time.

  • To report all important correspondence received to the meeting.

  • To maintain a register of all member attendance at meetings. For online meetings, the Secretary should take a record of all those in attendance.

  • General admin of LUNA, ensuring emails are responded in good time and manner and that external relations are maintained.

Welfare Officer - Layer 1

Role Description: The Welfare officers primary role is to better the relations and communication within Team LUNA. Ensuring everyone feels safe, heard and comfortable working with LUNA. They act as a neutral point-of-call for anyone in LUNA to deal with disagreements or differences within LUNA

 

Responsibilities: 

  • Handle any internal conflicts within LUNA

  • Ensure that all members and volunteers are safe and being treated as equals

  • Promote team bonding in LUNA, through online socials and (when it is safe to do so) in-person socials/activities.

  • To know LUNA’s safeguarding practices and policies 

  • Act as the first point of contact for staff, volunteers, parents, children and young people where concerns about someone’s welfare, poor practice or abuse are identified.

  • Act as the first point of contact with the lead safeguarding officer.

  • Implement the organisation’s reporting and recording procedures.

  • Promote anti-discriminatory practice

Equality, Inclusion & Diversity (EDI) Officer

Role Description: The EID officer will work to promote and ensure that EDI is considered in all of LUNA's practices. They will be working closely will all roles, working groups and external organisations to ensure this.

Working Group Leader (WGL) - Layer 1

 

Role Description: While LUNA aims to have a non-hierarchical structure, some form of management/leadership is necessary to get things done, which is where the WGL’s fit in. A WGL essentially ‘steers the ship’ of their relevant group, ensuring that the group is meeting its goals/targets and stays motivated.

 

Responsibilities: 

 

  • Lead and manage group meetings

  • Use asana to track tasks

  • Planning what work needs to be done, when and who’s going to do it

  • Making sure the work is done to the right standard

  • Motivating the team of people involved in the project

  • Coordinating work done by different people

  • Making sure the project is running on time and to budget

  • Dealing with changes to the project as and when necessary

  • Making sure the project delivers the expected outcomes and benefits

 

Working Group (WG) - Layer 2

 

Role Description: As part of a WG your role is to help organise, develop, produce and deliver the goals and outcomes of the various projects your team is currently organising. Responsibilities can vary dependent on the group and project.

 

Responsibilities: 

 

  • Work with WGL and other team members efficiently and effectively

  • Ensure that project goals are being met at a high standard

  • Converse with external contacts (healthcare professionals, people with lived experience etc) and maintain relations

  • Converse with internal contacts  - use everyone's expertise (social media, excel, design etc)

  • Be a general team player and ensure that your tasks are completed