“Open Collective allows organisations like [the Social Change Agency] to fiscally “host” groups. When a group or collective has a “fiscal host”, it means that they’re able to use their host’s business bank account to manage incoming and outgoing funds. Groups can transact financially without needing to legally incorporate.”

https://thesocialchangeagency.org/nest-supporting-new-movements/fiscal-hosting/

The Social Change Agency has developed a tool for groups like us, the Selborne Estate Mutual Aid group, to manage our incomings and outgoings without having to open up a bank account.

In order to use this platform, we need:

• A finance policy
• Three people willing to act as administrators. (The administrators will rotate every month if possible. No one will be a finance administrator for more than three months.)
• To add someone from the Social Change Agency to our whatsapp group so they can see how we work

Funds and Communication

There is a need for a facility to allow vulnerable or self-isolating residents within the Selborne Mutual Aid ward to pay for their shopping or other errands in a cashless way, particularly if they don’t have access to paypal or online banking. In addition to this, there is a need to be able to receive donations to help support those in our community who are less able to pay for these items themselves.

Flyers and online materials will include a means to donate. For those who cannot donate online or by phone or by cheque but wish to make a financial contribution, an administrator will arrange to donate on their behalf and collect the cash (perhaps several weeks later).

Expenses Policy

If the recipient of the shopping is willing and able to pay for their shopping, an amount equivalent to the value of the receipted items should be uploaded to the same platform (via internet transfer or phone) once they know the value of the shopping. We will then reimburse expenses for shopping or prescriptions to volunteers (limit of £100 per single reimbursement). Claimants must upload a photograph of a receipt and a screenshot of the request to the open collective platform. If shopping is bought for an individual who is unable to pay for any reason, the volunteer will be reimbursed by donations, if funds are sufficient to cover costs.

One of the three administrators will approve the expense claim. Claims will be paid out by The Social Change Agency 3 times a week.

The balance of the account will be reviewed every fortnight. If donations exceed £500, we will split the extra funds (anything over £400) between organisations supporting frontline workers and the vulnerable in response to the coronavirus - the Pecan Foodbank & Solace Advocacy and Support Service. If at some point the Selborne Mutual Aid group disbands, any remaining funds will also be split between these organisations.

Donations

We will accept donations to our Open Collective account and use these donations to pay the expenses of members of our community less able to pay themselves. 

Administrators

Three volunteers will act as administrators. This role will rotate every month if possible, and no one should be an administrator for more than 3 months. While someone is in the administrator role, they cannot access funds for reimbursement, which means they will be unable to carry out requests that involve incurring an expense.

Transparency

The Selborne Mutual Aid account on open collective will include a public record of all account transactions.

If a member has a concern about spending, they can raise this with the group’s Safeguarding Officer, Hannah (contact details are in the whatsapp group). A call will be organised to discuss it further. In order for decisions to be made, a minimum of 5 people will need to attend this meeting. These 5 people will need to be from different households.