Effective Meetings/Roles and Responsibilities

Code of Conduct
It is sensible to produce this as a written document
 * Good manners
 * Adhere to goals and constitution of organisation
 * Apologies from those unable to attend meetings
 * Need to update any change of personal details
 * Register of interests

Officers of Organisation
Principal Officers
 * Chair:
 * Secretary:
 * Treasurer:
 * Other officers may be required
 * For particular role within organisation
 * To represent organisation externally

Role of Chair

 * Public face of organisation
 * Draw up agenda
 * Finalise minutes
 * Decide on guests attending
 * Guides meeting from beginning to end
 * Ensure decisions are made properly:
 * Clear
 * Effective
 * With action plan for implementation

Role of Secretary

 * Responsible for effective communications
 * Prepares minutes for finalisation by chair
 * Sends out minutes and other paperwork
 * Prepares paperwork for meetings including any ballot papers if needed for an election
 * Maintain up-to-date distribution list for organisation
 * First point of contact for organisation
 * For registered body, responsible for filing any necessary information

Role of Treasurer

 * Responsible for finances
 * Produces financial reports for meetings
 * May have to arrange external audit as provided for by the organisations roles
 * Presents accounts at Annual general meeting

Activity
By drawing up the schedule for the year, it is easier for people to make sure they are available. Remember it is usually easier to find an alternative nearby location than to find an alternative time, particularly if people are busy.



Developed by Leutha, September 2008