Chairperson
The chair directs the group’s activities and guides the committee meetings. The chair has a clear understanding of the group’s interests, lets everyone have their say and makes sure the constitution is upheld. The chair is responsible for making sure agreed tasks are carried out, and making decisions between meetings if necessary.
Before meetings the chair should plan and understand the agenda and ensure all necessary information is available. At meetings the chair should welcome everyone, introduce new members and visitors, ask for any apologies and check the minutes are an accurate record of the previous meeting. During meetings the chair should introduce each item and its purpose, request contributions, encourage participation, ensure others do not dominate the meeting, delegate tasks, record votes if necessary, and make sure the meeting keeps to time.
At the end of each meeting the chair should allow time for “any other business”, confirm the time, date and location of the next meeting, close the meeting and thank everyone for attending.
The chairperson should:
Help prepare agendas
Guide conduct of meetings
Build unity of purpose
Welcome new members and introduce guests
Know and understand the constitution
Ensure sufficient consideration of issues
Try to promote consensus
Prevent anyone taking over and dominating discussions
Get through the agenda on time
Sum up problems, points, decisions
Ensure decisions are carried out
Delegate tasks
Represent group to the outside world
The chairperson should always have:
A diary
Appropriate paperwork for the meeting – agenda, minutes, reports
Notepad and pen
Folder to keep paperwork in order
Watch or clock to ensure meetings keep to time, and
Chairperson hammer – to keep order!
Vice Chair
The vice chair assumes the role and responsibilities of the chairperson in their absence.
Secretary
The group secretary is responsible for taking and circulating minutes, preparing agendas for meetings, organising paperwork and correspondence, distributing information to members, and keeping members up-to-date about dates for other meetings and events.
The secretary should:
Prepare an agenda in consultation with the chairperson
Arrange and book a suitable venue for the meeting and guest speaker if necessary
Send notice of the meeting and agenda to all committee members so that they will receive them at least a week before the meeting is arranged. These should always be sent out even if they are held at the same time and place each week or month
Keep a complete, approved and signed up to date set of minutes
Attend to all incoming and outgoing correspondence
Make phonecalls and gather information
Maintain minutes and records in an accurate filing system
Keep diary of forthcoming events
Keep record of everyone attending the meeting or collect their names in an attendance book
Record apologies of absence
Ensure a quorum is present before any business is done
At meeting – read minutes of previous meeting (unless already sent out) and obtain the chairman’s signature for the official copy
At meeting – read out all correspondence received and report any action taken since last meeting, and
Ensure chairperson is supplied with all necessary papers and information relevant to the meeting.
The secretary should always have:
A diary
Necessary paperwork for the meeting – agenda, minutes, reports and spare copies for committee members who may have forgotten theirs
Notebook and pen
Folder to keep paperwork in order
Headed notepaper with the organisation’s logo
Stamps and envelopes, and
Computer or typewriter
Treasurer
The treasurer looks after the group’s income and expenditure by keeping the finances up-todate, keeping track of receipts and bank statements and compiling financial reports detailing income and expenditure. The treasurer is responsible for budgeting for the group and preparing annual financial accounts that must be checked by an independent person.
The treasurer should:
Operate clear and accurate book-keeping system and be able to handle figures
Be responsible for proper handling of the finance of the organisation, but not the actual raising of money
Be one of three office bearers of the committee authorised to draw out money
Before the meeting:
Prepare a financial report before each meeting
Check members have paid their subscription (if applicable)
Ensure all approved bills are paid
At the meeting:
Present a report of money paid into the account
Bring all account books to the meeting so that he or she can answer any questions
Advise the group on the amount of money available for the groups work and highlight any possibility of excess spending
Collect any subscription (if appropriate)
At the Annual General Meeting (AGM):
Prepare a financial statement for audit prior to the AGM
Present the balance sheet and financial statement at the AGM after they have received audited accounts
The treasurer should always have:
A diary
A money box
A cheque book
An accounts book
Folder for receipts
Receipt book
Bank book
Petty cash book
Note pad
Paperwork for meetings
The Committee Members
The committee members should:
Attend meetings punctually
Arrive prepared with agenda and relevant papers
Stick to the agenda
Work as a team
Support and encourage quieter members
Discourage domination by one or few
Take action on tasks identified from the previous minute
Vote on issues
Assist with projects, fund raising etc
Aim towards constructive discussion and decisions
Stick to the decisions of the group
Encourage membership
Thank you so much for the information on the roles of office beras of NPO.