Committees
Purpose of Committees
Responsibilities:
Ensure smooth daily operations, provide meeting places, support attendees, and secure necessary resources.
Ensure safety and high service standards.
Meeting Frequency: Committees can meet as often as needed. Service-delivering committees often meet monthly; others may meet quarterly.
Being on a Committee
Responsibilities: Committees must be honest and understand each other's limits. Roles can be shared.
Public Interest: Act with the best intentions for everyone. Follow ethical practices to avoid problems and ensure liability and insurance coverage.
Transparency: Be open with members and donors. Avoid secretive decisions to prevent personal liability.
Time Commitment: Understand the time needed for tasks like writing minutes, updating accounts, and organizing events. Support group activities and big events.
Capacity: Ensure members have the skills or willingness to learn. Support each other and create a culture where asking for help is encouraged.
Self-Governance: Hold each other accountable. Ensure members fulfill their roles and act ethically. Challenge those who don't attend meetings or follow through on actions. Support each other and work as a team.
Removing Members: You can remove members before the AGM if needed but fill their position with someone new or existing members.
Resignations: Encourage members to stay until the next AGM and handover to their successor if possible.
What Makes a Good Committee Member?
Choosing the right committee is crucial for an organisation's success. A good committee can lead to success, while an ineffective one can cause problems.
Key Qualities for Committee Members:
Understand the group and its activities.
Desire to grow the group's services and activities.
Willing to take on a committee role.
Attending and participating in meetings.
Put the group's interests first.
Be part of the committee's self-governance.
Support members and be a point of contact.
Share these qualities with members and those interested in joining the committee. Encourage candidates to meet these criteria. If forming a new committee, consider these qualities when choosing members.
Traditional Committee Roles
Main Roles:
Chair:
Ensures smooth running of the group.
Chairs meetings, ensures all business is covered, and everyone has a voice.
Helps the committee work as a team.
Main contact person for the group.
Takes full responsibility for the group's actions.
Secretary:
Records the group's work and communications.
Takes minutes in meetings.
Keeps files of past minutes and reports.
Prepares and shares agendas.
Manages group correspondence and records.
Treasurer:
Manages the group's finances.
Keeps records of money in and out.
Checks and keeps bank statements.
Keeps receipts and paperwork for grants and money received.
Manages expenses and petty cash.
Additional Roles:
Safeguarding: Ensure someone is responsible for safeguarding and protection.
Estates Coordinator: Manages space and equipment for services.
Member Liaison: Acts as the link between members/users and the committee.
Communications: Manages social media and works with local press.
Fundraising: Organizes fundraising events and opportunities.
Volunteer Coordinator: Manages recruitment, screening, and support of volunteers.
Flexible Roles:
Have members with no fixed roles to assist with tasks as needed.