Duty statements: Interested committee members for 2015-2016

Duty Statement: Committee Convener Male & Female

 

Statutory duties are given in bold type
Governance Provide leadership to the organisation
  Ensure compliance with the associations code of conduct
  Ensure [in partnership with the Committee] that the organisation’s objectives, goals and mission are being followed and comply with the association’s constitution
  Ensure [in partnership with the Committee] that the organisation develops in the appropriate direction
  Ensure [in partnership with the Committee] that the organisation operates in an ethically, environmentally, and socially responsible fashion
Planning Produce [in partnership with the Committee] a Strategic Plan for the organisation
  Ensure [in partnership with the Committee] the regular review and development of the Strategic Plan
Meetings The Convenor in alternating order shall preside as chairperson at each general meeting of the organisation (if both convenors are absent from a general meeting or unwilling to act, the members present must elect one of their number to preside as chairperson at the meeting)
  Ensure that appropriate standing orders are in place
  With the Secretary, prepare the agenda in advance of the meeting
  Chair Committee meetings according to Standing Orders
  Minutes of the proceedings at a meeting must be signed by the presiding convenor of the meeting or by the presiding convenor of the succeeding meeting
  Rule on issues of meetings procedure not covered in the Standing Orders
  Report to the Annual General Meeting on the situation of the organisation
  Chair General Meetings according to Standing Orders
Administrative & Management Chair the Executive Committee between Committee meetings
  Ensure the association’s full name (including the word ‘Incorporated’ or the abbreviation ‘Inc’) appears in legible characters on any letter, statement, invoice, notice, publication including website, order for goods or services or receipt in connection with its activities.
  Assign [in partnership with the Committee] administrative duties to Committee members and volunteers
  Personally carry out administrative duties as assigned
  Manage the business of the Committee
  Manage the recruitment, induction, and training of Committee members [in partnership with the Committee]
  Manage [in partnership with the Committee] the assessment, review and renewal of the Committee
  Manage the organisation’s grievance procedures
  Ensure the harmony of Committee deliberations
  Manage [in partnership with the Committee] the succession of the position of Chair
Media Under the organisation’s Media Policy, serve as spokesperson for the organisation as appropriate
Promotion Promote the organisation in the community as opportunities arise in a positive manner
Negotiation Serve [as nominated by the Committee] in negotiation with other organisations
Legal Ensure that:·       the modes of performance of all legal requirements are featured in the procedures manual·       the performance of all legal requirements is reported to the Committee

·       the performance of all legal requirements is fully documented.

  Ensure that all legal requirements are met
Finance With the Treasurer, ensure the organisation’s financial control procedures are adequate and that risk management strategies are in place
Other duties As for Committee members (below)

 

 

Duty Statement: Committee Treasurer

Statutory duties are given in blue bold type
Governance Ensure that the Committee maintains the degree of financial literacy necessary to conduct the business of the organisation
  Ensure compliance with the associations code of conduct
  Advise the Committee on matters of finance
  Advise the Committee on fundraising
  Ensure that appropriate financial policies and procedures are in place and fully documented
Planning Produce [in partnership with the Committee] a Business Plan for the organisation
  Ensure [in partnership with the Committee] the regular review and development of the Business Plan
Meetings Report to the Committee at each meeting on the financial situation of the organisation
  Report to the Committee at each meeting on variances from the approved budget
With the Secretary, place any necessary financial items on the Committee agenda in advance of the meeting
Report to the Annual General Meeting on the financial situation of the organisation
Administrative & Management Serve on the Executive Committee between Committee meetings
  Ensure the association’s full name (including the word ‘Incorporated’ or the abbreviation ‘Inc’) appears in legible characters on any letter, statement, invoice, notice, publication including website, order for goods or services or receipt in connection with its activities.
Ensure all monies due to the organisation is collected and received and that all payments authorized by the association are made
Correct books and accounts are kept showing the financial affairs of the association including full details of all receipts and expenditure connected with the activities of the association
Personally carry out financial duties as assigned
Keep the books of the organisation
Ensure the organisation’s financial records are adequate, protected, backed up, and accessible.
Manage the organisation’s banking
Maintain the organisation’s asset register
Finance Ensure the organisation’s financial control procedures are adequate and that appropriate safeguards against fraud are in place
Ensure that risk management strategies (including appropriate insurances) are in place
Collect and receive all money due to the organisation and make all payments authorised by the organisation
Ensure the funds of the association are to be used in pursuance of the objectives of the association in such a manner as the committee determines
Ensure all monies received by the association are deposited as soon as practicable and without deduction to the credit of the association’s bank account
Oversee the organisation’s investment strategy and report to the Committee
Prepare the Budget for the coming year
Review income and expenditure against the budget on a continuous basis
Legal Ensure the organisation’s compliance with all applicable tax arrangements
  Ensure as soon as practicable after receiving any money, issue an appropriate receipt
  Ensure all cheques, drafts, bills of exchange, promissory notes and other negotiable instruments are signed by any 2 members of the committee (being members authorized to do so by the committee)
Other duties As for Committee members (below)

 

 

Duty Statement: Committee Secretary

 

Statutory duties are given in blue bold type
Governance Ensure the preparation and adoption of appropriate Committee policies
  Ensure compliance with the associations code of conduct
Planning Produce [in partnership with the Committee] a Marketing Plan for the organisation
  Ensure [in partnership with the Committee] the regular review and development of the Marketing Plan
  Ensure that appropriate standing orders are in place
Meetings Organise the venue for Committee meetings
  With the Chair, prepare the agenda in advance of each Committee meeting
  Organise meeting papers for distribution before the meeting
  Take minutes at each Committee meeting and circulate to Committee members including the names of members of the Committee present at the meeting
  Take minutes at each General Meeting and circulate to members of the organisation
Administrative & Management Serve on the Executive Committee between Committee meetings
  Ensure the association’s full name (including the word ‘Incorporated’ or the abbreviation ‘Inc’) appears in legible characters on any letter, statement, invoice, notice, publication including website, order for goods or services or receipt in connection with its activities.
Serve on Committee committees as required
The secretary of the association must, as soon as practicable after being appointed as secretary, lodge notice with the association of his or her address
It is the duty of the secretary to keep minutes of-a)     all appointments of office bearers and members of the committeeb)     the names of members of the committee present at a committee meeting or a general meeting

c)      all proceedings at committee and general meetings

 

Ensure the proceedings of meetings are signed by the presiding convenor or by the presiding convenor of the succeeding meeting
Maintain a register of members
Handle the procedures for the admission of new members and enter nominees name in the register of members
Refer nominations for membership to the Committee, which will determine whether to approve or reject the nomination
Handle the procedures for the resignation of members
  Handle the procedures for the discipline, suspension and expulsion of members
  Organise General, Committee and AGM Meetings and notify members in advance
  Notify all financial members in writing of the AGM within 14 days
  Receive nominations for positions on the Committee and record appointments of all office bearers
Keep in their custody all books, documents and securities, and make them available to members as requested
Personally carry out administrative duties as assigned by the Chair
Check PO Box at least once a week
Media Ensure preparation and adoption of a Media policy
Under the Media Policy, serve as spokesperson for the organisation as appropriate
Promotion Promote the organisation in the community as opportunities arise
Negotiation Serve [as nominated by the Committee] in negotiation with other organisations
Legal As for Committee members (below)
Other duties As for Committee members (below)

 

 

Duty Statement: Publications Officer

 

Statutory duties are given in blue bold type
Governance Ensure the preparation and adoption of appropriate Committee policies
  Ensure compliance with the associations code of conduct
Planning Produce [in partnership with the Committee] a Marketing Plan for the organisation
  Ensure [in partnership with the Committee] the regular review and development of the Marketing Plan
  Ensure that appropriate standing orders are in place
Meetings Present publication’s officers report at each meeting
Administrative & Management Serve on Committee committees as required
Ensure the association’s full name (including the word ‘Incorporated’ or the abbreviation ‘Inc’) appears in legible characters on any letter, statement, invoice, notice, publication including website, order for goods or services or receipt in connection with its activities.
Media Ensure preparation and adoption of a Media policy
Under the Media Policy, serve as spokesperson for the organisation as appropriate
Promotion Promote the organisation in the community as opportunities arise
  Seek out new publicity and promotional opportunities
Negotiation Serve [as nominated by the Committee] in negotiation with other organisations
Legal & Ethical Avoid making any improper use of their position in the organisation so as to gain any material advantage for themselves, or for any other person, or to the detriment of the organisation
  Avoid making any improper use of any information acquired by virtue of their position in the organisation so as to gain any material advantage for themselves, or for any other person, or to the detriment of the organisation
  If they have any direct or indirect pecuniary interest in any contract with the organisation, inform the Committee immediately
  If they have any direct or indirect pecuniary interest in any contract with the organisation, not vote in the Committee on that issue
  If they have any non-pecuniary conflict of interest in any matter before the Committee, or believe that the perception of such a conflict might arise, inform the Committee immediately and follow the Committee’s rulings as to proper procedure
  At all times conduct Committee business politely and with consideration for others, without ill feeling, improper bias, or personal animus
Other duties As for Committee members (below)


Duty Statement: Ordinary Committee Member

 

Statutory duties are given in blue bold type
General On being elected to the Committee, undertake induction and training procedures as provided by the Committee
  Ensure compliance with the associations code of conduct
Governance Consider, debate, and vote on issues before the Committee on the basis of the best interests of the organisation only
  Comply with the rules, policies, and standing orders of the organisation
Planning Review and approve the organisation’s Strategic Plan, and other consequential arrangements (Business Plan, Marketing Plan, etc)
Meetings Attend all meetings, or, if absolutely unavoidable, apologise in advance for absence
  Where Committee papers are circulated in advance of the Committee meeting, read papers and consider issues before the meeting
  Contribute to the discussion and resolution of issues at meetings and otherwise as appropriate
Administrative & Management Serve on Committee committees as required
Ensure the association’s full name (including the word ‘Incorporated’ or the abbreviation ‘Inc’) appears in legible characters on any letter, statement, invoice, notice, publication including website, order for goods or services or receipt in connection with its activities.
Review and approve the organisation’s systems for financial control and risk management
Undertake administrative duties as required
Media Make comments to the media only as provided in the organisation’s Media Policy
Promotion Promote the organisation in the community as opportunities arise
Fundraising Participate enthusiastically in any fundraising approved by the Committee
Legal & Ethical Avoid making any improper use of their position in the organisation so as to gain any material advantage for themselves, or for any other person, or to the detriment of the organisation
  Avoid making any improper use of any information acquired by virtue of their position in the organisation so as to gain any material advantage for themselves, or for any other person, or to the detriment of the organisation
  If they have any direct or indirect pecuniary interest in any contract with the organisation, inform the Committee immediately
  If they have any direct or indirect pecuniary interest in any contract with the organisation, not vote in the Committee on that issue
  If they have any non-pecuniary conflict of interest in any matter before the Committee, or believe that the perception of such a conflict might arise, inform the Committee immediately and follow the Committee’s rulings as to proper procedure
  At all times conduct Committee business politely and with consideration for others, without ill feeling, improper bias, or personal animus

 

 

 

Duty Statement: Public Officer

 

Governance Ensure the preparation and adoption of appropriate Committee policies
  Ensure compliance with the associations code of conduct
Planning Ensure that appropriate standing orders are in place
Meetings
Administrative & Management Establish and maintain a register of members and a register of associate members of the association
  The public officer is, by virtue of that office, an authorized signatory for the association.
Media Under the Media Policy, serve as spokesperson for the organisation as appropriate
Promotion Promote the organisation in the community as opportunities arise
Negotiation Serve [as nominated by the Committee] in negotiation with other organisations
Legal The common seal of the organisation shall be kept in the custody of the public officer
  The Associations Incorporations Act 2009 divides associations into two tiers for reporting purposes.Larger, or Tier 1 associations, whose gross receipts exceed $250,000 or current assets exceed$500,000 are required to submit audited financial statements each year to the members at the AGM.

Smaller, or Tier 2 associations are required to submit a summary of their financial affairs to the AGM.

The public officer must lodge annual financial summaries in the approved form:  Annual Summary of Financial Affairs: available at-http://www.fairtrading.nsw.gov.au/About_us/Forms/Associations_forms.html#Form_A12__Annual_summary_of_financial_affairs

Associations must lodge annual financial summaries in the approved form with the Director-General within 1 month after the AGM.

Refer to sections 42 to 49 of the Act.

The public officer can lodge the financial reports (and fee) in the following ways:

·       In person at any Fair Trading Centre or at the Registry of Co-operatives & Associations, 154 Russell Street, Bathurst NSW 2795

·       By mail to the Registry of Co-operatives & Associations, PO Box 22, Bathurst NSW 2795.

 

  The committee must fill any vacancy in the office of public officer within 28 days of that vacancy and the new public officer must advise Fair Trading the details of the appointment within 28 days of taking office.A former public officer must ensure that all documents of the association in their possession are delivered to a committee member within 14 days of vacating office.
  The public officer must keep in his or her control, all records, books and other documents relating to the association
  Ensure the register of members are not made available for public access
  The public officer must be over 18 years of age and a resident of New South Wales.
Other duties As for Committee members (above)

 

Points to Note

 

If a task is assigned to one person (“X is responsible for ensuring that the objectives, goals and mission of the organisation are being followed”), then you can assume that no other person will concern themselves with the matter.  If a task is so essential as to be assigned to all staff (“All staff are responsible for ensuring that the objectives, goals and mission of the organisation are being followed”), then it’s likely that nobody at all will concern themselves with the matter.

The duties of a position are the flip side of the powers of a position.  The more responsibilities you heap on any person, the more power that person has. If you wish for a powerful executive capable of acting on its own initiative, allocate them heavy responsibilities.  If you wish your executive to carry out the wishes of the Committee and to be under its continuous direction, assign these responsibilities to the whole Committee and not the executive.

In the community sector the same thing may have many different names, and some names may apply to many different things. To simplify matters a little in some places we’ve settled on using one name throughout.  So in this respect:

 

Committee means the governing body of a not-for-profit or community organisation – and covers § Councils§ Committees of Directors§ Committees of Management
Committee member means a member of a governing body – and covers § Members§ Directors§ Trustees
Chief Executive Officer (CEO) means the (paid) head manager of the organisation – and covers § Managing Directors§ Administrative Officers§ Principals
Not-for-profit (NFP) means any not-for-profit or community organisation – and covers § Associations§ NFP Companies§ Non-profits

§ Community groups

 

 

 

    Posted in Media & News

    Hume Phoenix