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Home / About / Committee Roles and Responsibilities
Home / About / Committee Roles and Responsibilities

Committee Roles and Responsibilities

Introduction

Cowes Business Association committee members have the ultimate responsibility for directing the activity of the Cowes Business Association, ensuring it is well run and delivering the outcomes for which it has been set up.

The elected and/or co-opted Cowes Business Association Committee should provide leadership to the Cowes Business Association by:

  1. Setting the strategic direction to guide and direct the activities of the organisation;
  2. Ensuring the effective management of the organisation and its activities; and
  3. Monitoring the activities of the organisation to ensure they are in keeping with the founding principles, objectives and values.

The committee shall be made up of the following:

  1. Chairperson
  2. Treasurer
  3. Membership Officer
  4. Marketing Officer
  5. Social and Networking Officer
  6. Committee Member
  7. Committee Member
  8. Cowes Town Council Representative

Other essential admin roles but not committee positions are Secretary and Bookkeeper

Chairperson

The Chairperson plays a key role in the Cowes Business Association and in the Cowes Business Association Committee. The Chairperson acts as a figurehead for the Association and ensures that the Committee functions properly, chairs committee meetings ensuring that there is full participation during meetings, that all relevant matters are discussed and that effective decisions are made and carried out.

Duties and responsibilities
The responsibilities of a Chairperson can be summarised under three areas:

1. To represent the Cowes Business Association.
a. The Chairperson may from time to time be called upon to represent the Cowes Business Association and sometimes be its spokesperson.

2. To ensure the Cowes Business Association Management Committee functions properly.

a. The Chairperson fulfils the role of Chair presiding at Cowes Business Association management committee meetings. He/she is responsible for making sure that each meeting is planned effectively, conducted according to the constitution and that matters are dealt with in an orderly, efficient manner. The Chairperson must make the most of all his/her committee members and 'lead the team'. This also involves responsibility for identifying and managing the agreed process for renewal of the Committee through recruitment of new members.

3. To ensure the organisation is managed effectively.
a. The Chairperson must co-ordinate the Committee to ensure that appropriate policies and procedures are in place for the effective management of the organisation.

Treasurer

The Treasurer has a watchdog role over all aspects of financial management, working closely with other members of the Cowes Business Association Committee to safeguard the organisation's finances. The treasurer is responsible for ensuring that effective financial systems and procedures have been established, are being consistently followed and are in line with best practice.

Duties and responsibilities
Main responsibilities of the Treasurer

  1. General financial and constitutional oversight
    1. Oversee and present budgets, accounts and financial statements to themanagement committee
    2. Ensure that appropriate financial systems and controls are in place
    3. Ensure compliance with any relevant legislation and constitutionalobligations.
  2. Funding and fundraising
    a. Advise on the organisation's fundraising strategy
    b. Ensure use of funds complies with conditions set by funding bodies. c. Ensure effective monitoring and reporting
  3. Financial planning and budgeting
    1. Liaise with the Cowes Business Association committee and working groups(sub-committees) to prepare and present budgets for new or ongoing work
    2. Advise on financial implications of future Cowes Business Associationactivities
  4. Financial reporting
    1. Present a report on the Cowes Business Association financial position at eachCommittee meeting
    2. Prepare end of year accounts for audit and liaise with an auditor, as required
    3. Present accounts at the AGM
  5. Banking, bookkeeping and record keeping a. Manage bank accountsb. Set up appropriate systems for bookkeeping, payments & petty cash
    c. Ensure everyone handling money keeps proper records and documentation
  6. Manage the finance subcommittee

a. Chair and provide leadership to the Finance subcommittee. (Membership ofthis committee provides an opportunity for those with no experience of finance matters to develop their knowledge and skills).

Membership Officer

Duties and responsibilities

  1. Maintain the mailing list of members and the mailing list for committee members
  2. To liaise with the Secretary and the Marketing Officer
  3. Monitoring membership numbers, satisfaction, needs etc, working in conjunction with the Marketing officer.

Committee member (without portfolio) Duties and responsibilities

  1. To attend meetings of the Cowes Business Association committee (approximately 1 per month) plus AGM
  2. To play an active role in the Cowes Business Association committee supporting the named role holders.
  3. To join a subcommittee(s) of your choice led by one of the Cowes Business Association Committee members. Subcommittee meetings are arranged by the head of each subcommittee.
  4. To contribute to the strategic direction of the Cowes Business Association.

Marketing Officer

Duties and responsibilities

  1. To chair and lead the Marketing subcommittee
  2. To report to the monthly Cowes Business Association management committee on the activities of the Marketing subcommittee.
  3. Set, review and monitor marketing strategy of the Cowes Business Association including sales packs
  4. Coordinate the Sales subcommittee to deal with the proactive sales of flags and banners etc.
  5. Maintain integrity of Cowes Business Association brand through watchdog role over all activities and communications to ensure consistency with objectives and style. Including:
    1. Overseeing the design and regular delivery of the marketing literature for Cowes Business Association, including posters, leaflets, banners etc;
    2. Overseeing writing and distribution of regular and ad hoc communications to the membership and mailing list;
    3. Overseeing writing and editing of content for Cowes Business Association website and social media presence (Facebook, Instagram, LinkedIn and Twitter) through liaison with Social media & networking officer

Social and Networking Officer

Duties and responsibilities

  1. To chair and lead the Social and Networking Events subcommittee.
  2. To report to the monthly Cowes Business Association management committee on the activities of the Social and Networking events subcommittee.
  3. To plan, deliver and evaluate Cowes Business Association social events. This includes identification and booking of suitable activities and venues, ordering catering and speakers/trainers/entertainment where appropriate.
  4. To organise the regular monthly and quarterly networking events
  5. To liaise with the Treasurer to plan the full costings of events, including charges to members.

Secretary

The role of the Secretary is to support the Chairperson and Treasurer in ensuring the smooth functioning of the Cowes Business Association Committee.

Duties and responsibilities

  1. Ensuring meetings are effectively organised and minuted a. Liaising with the Chair to plan meetings
    b. Receiving agenda items from committee members c. Circulating agendas and reportsd. Taking minutes
    e. Circulating approved minutes
  2. Maintaining effective records and administration
    1. Keeping up-to-date contact details (i.e. names, addresses and telephonenumbers) for the committee and (where relevant) ordinary members of theorganisation.
    2. Filing minutes and reports
    3. Compiling lists of names and addresses that are useful to the organisation asinstructed by committee members, including those of appropriate officials orofficers of voluntary organisations.
    4. Keeping a record of the organisation's activities
    5. Keeping a diary of future activities
  3. Upholding legal and constitutional requirements shared with the Treasurer
    a. Acting as custodian of the organisation's governing documents
    b. Ensuring elections are in line with procedures outlined in the constitution
  4. Communication and correspondence
    a. Responding to committee correspondence
    b. Filing all committee correspondence received and copies of replies sent c. Keeping a record of any of the organisation's publications (e.g. leaflets ornewsletters)
    d. Preparing a report of the organisation's activities for the year, for the AnnualGeneral Meeting.
    e. Managing Slack and/or other relevant internal communications platform

Bookkeeper

The role of the Bookkeeper is to support the Treasurer in ensuring accuracy of the accounts and financial viability of the association as a whole

Duties and responsibilities

  1. Collating Accurate Accounts a. Monthly spreadsheetb. Cash book
  2. General Banking Tasks
    a. Making paymentsb. Pays in checks
    c. Bank Reconciliations
  3. End of year accounts
  4. Liaising with the accountant.


Last updated 09:22 on 31 March 2020

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