Sandra
Yes — it is entirely appropriate, and often good governance, for trustees to step in. You wouldn’t be over-stepping; you’d be doing your job.
The letter should be:
• Calm.
• Factual.
• Non-accusatory.
• From the trustees / clerk, not the residents.
Think “firm but boring”, not emotional.
Key points to include:
• The trustees have been made aware of concerns.
• The almshouse residents are entitled to peaceful enjoyment of their home.
• Normal domestic activity (including visiting family and children playing) is expected and reasonable.
• Trustees ask that any concerns be raised with the charity, not directly with residents.
• Harassment or repeated interference is not acceptable.
You’re setting a process boundary, not escalating a feud.
What not to do (important):
Avoid: –
• Naming individual residents.
• Quoting hearsay in detail.
• Using words like harassment unless you’re comfortable standing by them.
• Threatening legal action (at least at first).
• Getting dragged into tit-for-tat specifics (“she said / they said”).
This is about behaviour going forward, not litigating the past.
Trustees might also keep a simple log of incidents (dates, general nature).
Hope this helps.
Nick Stiven
clerk@stjohnswilton.org.uk