How Decisions Are Made

Shaping Oxford City Farm Together For a Thriving Future

Oxford City Farm is a charity, key decisions about how we operate are made by a Board of Trustees. Trustees provide oversight and ensure that we stay true to our mission.

Day-to-day decisions, including how activities are run, are made by staff, often with input from volunteers and our engaged community (e.g. visitors, regular hirers, participants of our weekly groups and one-off workshops).

We aim to have between 8-12 trustees with skills around HR, finance, fundraising, marketing, food, farming, mental health, volunteer development, partnership and other relevant skills to support the farm team. Recruitment of trustees happens periodically, usually around September/October when the AGM usually takes place, and often drawn from our community of volunteers. 

We want to ensure that volunteers feel engaged and have a voice in shaping the farm’s future. Your feedback helps us understand how we can improve volunteer involvement in decision-making.

Who Makes Decisions?

✅ Trustees & Senior Staff – Set the long-term vision, oversee financial sustainability, and make key strategic decisions.
✅ Farm Staff & Session Leads – Manage day-to-day operations, implement strategic plans, and adapt activities as needed.
✅ Volunteers & Community Members – Provide feedback, contribute ideas, and help shape how the farm runs.

Types of Decisions and Examples

  • Strategic decisions set the overall direction of the farm and ensure its long-term sustainability. These decisions are reviewed by the Board of Trustees, with input from staff, volunteers, and community members.

     Examples of Strategic Decisions:

    • Developing the farm’s three-year strategy to guide future activities.

    • Securing funding and deciding on financial priorities (e.g., grants, fundraising, staff salaries).

    • Developing governance structures which ensure that those involved in the Farm have a voice in decision making and that trustees are accountable..

    • Reviewing consultation papers on major proposals, such as:

      • Policies that inform how the farm works  (e.g., animal welfare policy, work with vulnerable adults, safeguarding).

      • Introducing new animals (e.g., adding pigs or expanding goat numbers).

      • Changes to farm operations (e.g., adjusting opening hours or restructuring staff roles).

    • Setting environmental commitments, such as reducing waste or improving flood resilience.

    • Approving major infrastructure projects, such as installing new growing spaces, animal enclosures, or renewable energy sources.

  • Operational decisions focus on the day-to-day running of the farm. These decisions ensure activities run smoothly and align with the farm’s strategic goals.

     Examples of Operational Decisions:

    • Planning weekly volunteer sessions (e.g., farm work, animal care, or cooking activities) and volunteer rotas.

    • Implementing health & safety procedures (e.g., animal handling, flood risk management).

    • Deciding which crops to grow each season and managing food production.

    • Organising community events and workshops and managing site hires

    • Responding to unexpected challenges, such as extreme weather, equipment repairs, or staff absences.

  • Volunteers are essential to the farm, and their feedback helps shape both operational and strategic decisions. An example of this is in-person consultation at volunteer thank you events and digital surveys. While volunteers don’t make final decisions, their insights and experiences directly influence how the farm operates.

     Examples of Volunteer Influence:

    • Improving the volunteer experience – Suggestions on session structure, support from staff, or making activities more inclusive.

    • Ideas for new activities – Proposing initiatives like peer-skill sharing e.g. knitting, cheese making, seed-saving project, installation of owl boxes onsite or skills workshops.

    • Feedback on accessibility – Identifying challenges with tools, pathways, or signage to ensure a more inclusive space.

    • Refining communication – Suggesting clearer updates on farm activities, rota signup processes, decision-making processes, and opportunities to get involved.

    • Sharing skills and expertise – Volunteers with specialist knowledge (e.g., carpentry, permaculture, fundraising) might offer to contribute in new ways.

How Can Volunteers Get Involved in Decision-Making?

  • Provide feedback during sessions, at volunteer thank you events and through our volunteer surveys.

  • Speak to staff about any ideas or concerns – we value your input!

  • Join a subgroup on key topics such as monitoring and evaluation, site development, outreach and learning and fundraising. Email volunteering@oxfordcityfarm.org.uk

  • Consider becoming a trustee – we welcome applications from volunteers who want to take a leadership role in shaping the farm’s future.

What Are Subgroups & How Do They Fit In?

Subgroups are working groups made up of trustees, staff, and volunteers, focused on specific areas of the farm. They act as a bridge between strategic planning and operational decisions, helping to guide and implement key projects.

  • Each subgroup aligns with the farm’s strategic aims (shown in brackets):

    • 🌱 Site Development (GROW) – Focuses on land use, growing plans, infrastructure, and farm sustainability.

    • 📊 Monitoring and Evaluation (THRIVE) – Focuses on progress & impact reporting. Tracking progress, measuring impact and strengthening ways to foster personal growth, social bonds and wellbeing.

    • 💸 Fundraising (SUSTAIN) – Develops grant applications, donor engagement strategies, and income-generation plans.

    • 📚 Outreach & Learning (LEARN) – Develops educational programmes, partnerships, and community engagement initiatives.

    How Subgroups Influence Decisions

    ✅ Developing and advising on strategy – Subgroups feed into board-level decisions by providing expertise and recommendations.
    ✅ Implementing projects – They take action on strategic priorities, ensuring plans are realistic and effective.
    ✅ Gathering feedback – Subgroups work with staff and volunteers to identify challenges, successes, and areas for improvement.
    ✅ Providing a structured way for volunteers to contribute – Volunteers in subgroups have a direct role in shaping farm activities and policies.

    Email volunteering@oxfordcityfarm.org.uk or talk to Ciddy our Volunteer Coordinator if you are interested in being more involved.