AGM 2012 – Role Descriptions

Role Descriptions

Chairperson

The Chairperson has overall responsibility for overseeing all aspects of the association business. This can be a challenging and varied role but also very rewarding. It is most important that the Chairperson works closely with the rest of the committee and has their support to ensure that she/he does not become isolated or a ‘figurehead’. Some basic tasks are (not an exhaustive list):

  • Preparing items for the meeting agendas to then be submitted to the secretary once approved.
  • Keeping order during meetings and encouraging everyone to have their say and get involved in decision.
  • Making sure that decisions are made at the end of discussions, that they are recorded and that any work to be done is allocated to people to carry out. Also taking on key issues raised.
  • Liaising and working closely with external partners and attending functions and meetings relevant to the association and its success.
  • Develop ways to take the association forward and work with members to carry these out effectively
  • Making important executive decisions in conjunction with other executive members
  • Being prepared to carry out media related work such as speaking to journalists and the WERA website.
  • Checking that decisions made at previous meetings have been carried out.
  • Assisting the Secretary with notifying of meetings and preparing of meeting materials such as posters and documentation.
  • Must comply with all obligations and carry out duties as set out in the agreed association constitution.

Vice Chair

The Vice Chair is an important role and provides support and deputises for the chair in their absence. This is an executive role and one that can vary. The Vice Chairs Role includes:

  • Assisting with the agenda and liasing closely with the chair.
  • Deputising for the chair in his/her absence at meetings.
  • Overseeing of priorities and concerns raised.
  • The taking on of some association related issues.
  • Working closely with external partners
  • Carrying out duties similar to that of the Chair.
  • Making key executive decisions acting in the best interest of members and the estate.
  • Assisting the Secretary & Chair with notifying of meetings and preparing of meeting materials such as posters and documentation

Secretary

The secretary role is a highly significant and important one, this is a varied role that provides admin support to and for the association. This is an executive officer position and one that is essential to conduct the business of the association.

The Secretary’s role includes:

  • Preparing the agenda for meetings and ensuring this is ready for distribution.
  • Taking minutes of any meetings held by the association.
  • Prepare by hand and/or type minutes and distribute Minutes to members present at the previous month’s meetings for approval as a true record.
  • Keeping accurate records such as previous minutes of forum and external meetings attended by WERA, agendas and correspondence.
  • Keeping an up to date list of members and contacts.
  • Providing admin support to the executive and committee.
  • Making key executive decisions in conjunction with other executive officers.
  • Must comply with all obligations and carry out duties as set out in the agreed association constitution.

Tasks can be divided and shared out among other members of the non-executive committee, who can assist in many of these tasks. Being a Secretary does not have to involve typing and other skills; minutes should be taken in a notebook and the association may select a ‘minute taker’ to assist the Secretary.


Treasurer

The Treasurer has the responsibility for the finances of the Association and is an essential elected position as part of the Executive Committee.

The Treasurer role involves:

  • Keep a true record of money received and issued from the account.
  • Issue receipts for money received.
  • Pay approved invoices and payments.
  • Keep the Committee informed about the financial position of the association and take key decisions on finance.
  • Managing and updating any bank records and keeping a record of statements.
  • Liaise with the bank on matters affecting the association.
  • Prepare and present a final statement for the Annual General Meeting.
  • Have a active role in executive decisions made by officers and those of committee members
  • Must comply with all obligations and carry out duties as set out in the agreed association constitution.

 

Elected Committee Members

These are made up of no less than 5 members but no more than a number agreed by the association in line with the constitution and can have various allocated roles such as:

  • Minute taker
  • Admin Support
  • Fund Raising

These are not an exhaustive list and the association can appoint other roles as necessary allocated to committee members.

The committee will be responsible for ensuring the correct procedures are followed by the executive and all voting is carried out fairly and adequately. Committee members will have full voting rights in which 1/3 of the elected committee must be in agreement. The various roles can be suited to an individual’s skills and a committee member can request to be elected into a particular position.