The Chair Person:
The role of the Chairperson is to guide the committee towards achieving their aims as agreed.
The following are key activities for a Chairperson:
- Chairing meetings, welcoming newcomers.
- Signing the approved minutes of the last meeting.
- Keeping the group to the agenda and timescales given.
- Ensuring that the meeting is orderly and keeps to the group’s own rules.
- To assist in finding common ground in discussions.
- To ensure that everyone gets the chance to take part in any discussions, tactfully keeping to the time limits.
- To summarise the discussion and clarify decisions taken between meetings if required.
The Secretary:
The committee may decide to nominate a person who’s sole role is to take minutes (notes) at meetings.
In meetings:
- To ensure a record of who attends a meeting is taken.
- To take the minutes of the meeting.
- To ensure all correspondence received by the committee is reported at the meeting.
The Treasurer:
The Treasurer is the person with overall responsibility for TRUK finances.
- Open and maintain a bank or building society account in the name of TRUK ensuring there are two signatories or as agreed by the committee.
- Keep accurate records of all the groups financial transactions. (for example receipts, cheques/cash received)
- Prepare a regular financial report for the meetings.
- Allow any member of the committee to inspect the account books.
- Prepare the books for the annual audit/examination.
- Bank any monies received, make payments and write receipts.
- Ensure any petty cash held by the group is kept in a secure place.
The Agenda:
An agenda lets everyone know what is going to be discussed at the meeting and in what order. Ideally it should be circulated in advance of the meeting. The agenda should be headed with the name of the group and give the time, date and place of the meeting. It may be useful to have a timetable for items, particularly if these are to be a guest speaker.
The agenda should usually contain a number of standard items.