Management Committee Roles and Responsibilities
The key elements of each role are as follows.
The chair leads the organisation by:
- acting as a figurehead and setting the direction of the organisation
- representing the organisation publicly and speaking on its behalf
- taking an overview of the organisation and its work
- ensuring the governing document and policies are complied with
- exercising specific and delegated authority
- authorising action to be taken between meetings of the full management committee
- ensuring the effective working of the management committee
- leading and managing management committee and general meetings
- preparing the agenda for meetings (usually with the secretary) and disseminating necessary advance information
- signing cheques and legal documents
- supporting and encouraging other management committee members and staff.
The Vice Chair
Some groups have a vice-chair who can stand in for the chair when required and help organise meetings. The vice-chair may also have specific responsibilities within the organisation.
The secretary provides administrative support to the management committee, and the role includes the following:
- meetings:helping to set agendas with the chair, sending out agendas and paperwork; organising a meeting room; checking that a quorum is present; taking and circulating minutes, and attending to other administrative matters.
- documents:maintaining membership lists and other organisational records; safeguarding key documents; arranging for the production of the annual report; sending out documents and returns to regulators; keeping internal policies up to date, and ensuring there is adequate insurance cover.
- administration:dealing with correspondence, press and publicity, and providing secretarial services to the management committee generally.
- ensuring the annual general meeting (AGM) is held within the specified time limits, and other general meetings are called with due notice
- reporting the minutes for all relevant meetings
The treasurer deals with finances but ultimate legal responsibility rests collectively with the whole management committee. The treasurer should not be in sole control of finances as highlighting mistakes, financial problems and fraud may prove difficult
The treasurer’s responsibilities may include:
- planning and overseeing the financial affairs of the organisation
- ensuring the organisation is in good financial health
- maintaining suitable systems for budgeting, financial control and reporting
- preparing annual accounts and other financial reports
- reporting and interpreting financial information to the management committee
- ensuring that the accounts and financial systems are audited or inspected as required by law
- ensuring all tax, VAT and in some circumstances national insurance obligations are complied with
- managing fixed assets and stock
- acting as a signatory for cheques, invoices, contracts and other relevant documentation.
For further information and training opportunities