Minutes
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What is the role of the chairperson?
Minutes
Chairing is a key role on any voluntary Management Committee. The Chairperson must ensure that the Management Committee functions properly, that there is full participation during meetings, that all relevant matters are discussed and that effective decisions are made and carried out.
The role of a Chairperson is time consuming, with work between meetings, external representation of the organisation, and work with staff. Chairing a large organisation requires diplomatic and leadership skills of a high level.
Main duties of the chairperson
The responsibilities of a Chairperson can be summarised under five areas:
1. To provide leadership.
The overarching role of the chairperson is to provide leadership, they must be an effective strategist and a good networker.
2. To ensure the Management Committee functions properly.
The Chairperson is responsible for making sure that each meeting is planned effectively, conducted according to the constitution and that matters are dealt with in an orderly, efficient manner. The Chairperson must make the most of all his/her committee members, building and leading the team. This also involves regularily reviewing the Committee's performance and identifying and managing the process for renewal of the Committee through recruitment of new members.
More on running effective meetings
More on chairing meetings
More on reviewing and renewing your committee
3. To ensure the organisation is managed effectively.
The Chairperson must co-ordinate the Committee to ensure that appropriate policies and procedures are in place for the effective management of the organisation.
More on ensuring an effective management committee
More on policies and procedures
4. To provide support and supervision to the chief officer and senior team.
The Chairperson will often be the direct line manager for the chief officer (the most senior staff member).
More on managing the senior staff member
More on supervising the senior staff member
5. To represent the organisation as its figurehead.
The Chairperson may from time to time be called upon to represent the organisation and sometimes be its spokesperson at, for example, functions or meetings.
What is the role of the secretary?
The role of the Secretary is to support the Chair in ensuring the smooth functioning of the Management Committee.
In summary, the Secretary is responsible for:
- Ensuring meetings are effectively organised and minuted
- Maintaining effective records and administration
- Upholding the legal requirements of governing documents, charity law, company law etc (where relevant).
- Communication and correspondence
It is important to note that although the Secretary ensures that these responsibilities are met, much of the work may be delegated to paid staff or volunteers.
Given these responsibilities, the Secretary often acts as an information and reference point for the Chair and other committee members: clarifying past practice and decisions; confirming legal requirements; and retrieving relevant documentation.
Job Profile Club Steward
The Club Manager/Steward performs functions that are vital to the smooth day-to-day operation of Fawley and Blackfield Royal British Legion Club.
He/she manages the planning, delivery, preparation and sale of alcoholic and non-
alcoholic drink as well as food in an efficient, effective and friendly manner.
Overall Job Responsibility
The Club Manager/Steward is responsible for managing, planning, monitoring and controlling all aspects of club
and its facilities. The key aim of this role is to provide club members with a consistently good experience by
achieving and maintaining excellent standards of cleanliness and hospitality.
Duties and Responsibilities
The Club Manager/Steward reports to the club’s committee and his/her duties and responsibilities include but are
not limited to the following:
? Takes pride in a job well done, committed to achieving high standards of service, cleanliness and hygiene.
? Is punctual, reliable and trustworthy.
? Is well organised and able to manage his/her working time efficiently and effectively.
? Ensures there is sufficient and appropriate staffing available at all times. Also ensures that staff are smart and
presentable and able to engage well with their customers. Is able to effectively supervise the work performed
by bar staff, club cleaners and the club’s door steward.
? Ensures that staff are knowledgeable about the product range available and the appropriate pricing
? Ensures that all staff fully understand their obligations under licensing legislation
? Ensures security measures such as successfully closing and locking doors and windows as well as setting the
burglar alarm is consistently performed by all relevant staff.
? Adheres to the club’s fire procedures and ensures all appropriate staff have adequate fire related training.
Ensures all fire exits remain clear and easily opened. Ensures fire doors remain closed.
? Assesses and continually monitors the health and safety aspects, maintenance requirements, hygiene and
cleanliness of the club and detects and solves related current and potential problems.
? Ensures that effective systems are in place to reconcile cash received with till roll totals on a daily basis.
Ensures cash is properly banked.
? Plans and manages the purchase of wet and dry stock. Ensures sufficient stock is available at all times and
that stock is in date and correctly rotated.
? Regularly reviews the product range to ensure it meets the needs of club members.
? Plans and implements an auditable stock control system and maintains appropriate records relating to:
wastage, consumption, ordering and returns.
? Cleans lines from the cellar on a weekly basis before weekend trade begins.
? Responds promptly to matters raised by members or their guests. Ensures that all issues are dealt with and
that they are recorded for review by the committee.
? Keeps sensitive information confidential and informs the committee of matters requiring their attention.
Main responsibilities of the Treasurer
1. General financial oversight
- Oversee and present budgets, accounts and financial statements to the committee
- Liaise with designated staff about financial matters
- Ensure that appropriate financial systems and controls are in place
- Ensure that record-keeping and accounts meet the conditions of funders or statutory bodies
- Ensure compliance with relevant legislation.
- Ensure stock control is taking place.
- You may audit without notice.
2. Financial planning and budgeting
Prepare and present budgets for new or ongoing work
- Advise on financial implications of strategic and operational plans
- Present revised financial forecasts based on actual spend.
- Present regular reports on the club’s financial position
- Prepare accounts for audit and liaising with the auditor, as required
- Present accounts at the AGM
4. Banking, book-keeping and record-keeping
Oversee bank accounts
Ensure everyone handling money keeps proper records and documentation
6. Control of fixed assets and stock
- Ensure proper records are kept
- Ensure required insurances are in place.
- In all of these areas the Treasurer is responsible for ensuring that effective financial systems and procedures have been established, are being consistently followed and are in line with best practice and legal requirements.
Delegating financial responsibilities
It is not good practice for all tasks associated with the finance function to be performed by one person (whether a management committee member or staff) without supervision from others. For this reason, it is good practice for both small and large organisations to set up a finance sub group to manage and monitor their finances (see below).
How this happens will depend on the size and dynamics of your organisation. For example:
Even if the Treasurer and finance sub-committee carry out much of the work, final responsibility for the organisation's finances rests with the Committee as a whole. All members are accountable.
7. SUB COMMITTEE
...the finance sub group could consist of the Treasurer, 1 or 2 other members of committee, this will not include officers of the club. The secretary will take any minutes required.
The Treasurer will be responsible to the Chairman or Vice Chairman in his or her absence.
The Treasurer will not have a vote in committee meeting but may attend and take part in any debate.
The Treasure will be elected by committee from the membership and must have been a member for 12 consecutive months.
