Effective Meetings/Roles and Responsibilities

Roles and Responsibilities

Objectives

Roles and Responsibilities: Understand importance of Code of conduct Understand need for special officers Understand role of Chair Understand role of Secretary Understand role of Treasurer

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.

Activity

Roles and Responsibility To prepare (or review) induction pack for organisation, to include Code of Conduct Roles of Officers: Chair, Secretary, Treasurer and any other offiers the organisation might have Contact sheet Schedule of meetings

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Developed by Leutha, September 2008