Trustee roles

HAIDAKHANDI SAMAJ (UK) TRUSTEE ROLES

THE ROLE OF CHAIRPERSON

The qualities for effective chairing are not easily defined. There are three main spheres that the Chairperson has to manage:

  • Chairing meetings.
  • Ensuring that the organisation as a whole is achieving its goals.
  • Being the official representative of the group.

Responsibilities of the HSUK Chair are:

  • Ensuring the assets of the charity are protected.
  • Ensuring that the Executive Committee exercises its powers as laid down in the Constitution.
  • Ensuring the EC uphold the Objects of the Charity as laid down in the Constitution.
  • Liaise with the Secretary concerning arrangements and agendas for meetings.
  • Facilitate discussion during the meeting, encouraging all members to participate.
  • Lead the Annual General Meeting of Members and present the Annual Report.
  • Support the functions of the Secretary and Treasurer, and work with the Treasurer to present the annual accounts to the AGM.
  • Start the meetings on time and keep to ‘time limits’ allowing reasonable time for each agenda item.
  • Bring items on the agenda to a conclusion with a brief review of points.
  • If a vote has to be taken then clarify voting procedure. In the event of a tie the chairperson may have the casting vote.
  • At the close of the meeting, fix a date for the next meeting.

Overall, the chair facilitates the well being of the EC as a functioning group. The Chair serves the members in an as detached as possible way, avoiding imposing a personal agenda. The Chair is prepared for possible controversial or delicate items on the agenda which may require diplomacy, sensitivity and care in the processing of these issues.

THE ROLE OF SECRETARY

The role of Secretary can be the most interesting and demanding office to hold on a Committee.

Responsibilities of the HSUK Secretary are:

  • Receive agenda and to keep the HSUK Membership list up to date;
  • To keep the Minute Book safe (they must never be destroyed).
  • It is acceptable to keep the minutes in electronic form but to take responsibility for backing up regularly and to keep a file of printed hard copies.
  • To convene meetings and prepare agendas.
  • To carry out actions from each meeting;
  • Check that the Executive Committee members have carried out action agreed at a previous meeting.
  • To solicit items for the Agenda from Executive Committee members, prepare agendas in consultation with the Chair and Executive Committee members, and circulate Agendas and supporting papers in good time.
  • To record names of those in attendance and apologies for nonattendance.
  • To ensure there is a quorum: the minimum number of Executive Committee members required to vote on a decision.
  • To ensure the writing up of Minutes as soon as possible after meetings – when the discussions are fresh in the mind.
  • To produce the Annual Report of the Secretary and ensure the annual reports of the Chair and Treasurer are collated.
  • To make arrangements for the Annual General Meeting.
  • To obtain nominations for people wishing to become the Honorary Officers and
  • Executive Committee members of the HS(UK) for the following year.
  • To send reports of meetings to the press or the UK Haidakhandi Journal where appropriate.
  • To ensure the updating of the Website with reports and/or Minutes of meetings where agreed.
  • Ensure that the HSUK complies with its governing document (the Constitution), the Charities Acts of the UK Government, and any other relevant legislation or regulations.
  • To conduct themselves in a non-personal and professional way to forward the Objects of the Charity

THE ROLE OF TREASURER

The Treasurer takes responsibility for the financial reporting of the Charity and ensures protection of the assets of the Charity in conjunction with the Chairperson. The Treasurer does not have absolute power over the way in which financial resources are used; these decisions are taken by the Executive Committee as a whole. It is advantageous if the Treasurer has some expertise in financial matters. Some treasurers may require training e.g. drawing up monthly cash flow statements or how to set budgets.

Responsibilities of the HSUK Treasurer are:

  • To monitor the HS(UK)’s financial resources and protect its assets.
  • To accurately maintain the books of account and source financial documents of the
  • Charity on a regular basis and to submit these annually to an independent accountant or auditor for them to draw up the Annual Accounts and provide their report thereon.
  • To ensure these Annual Accounts of the Charity are properly disseminated to the Members of the Charity and properly discussed at the AGM.
  • To liaise, in conjunction with the Chairperson, with financial consultants, accountants and banks who are contracted by the charity to assist it with financial matters.
  • To prepare estimates and budgets in conjunction with the Chairperson.
  • To submit regular financial reports to the Executive Committee.
  • To oversee fundraising developments and applications, in conjunction with the Chairperson.
  • To conduct themselves in an non-personal and professional way to forward the Objects of the Charity.

THE ROLE OF A COMMITTEE MEMBER (Trustee)

Committee members make decisions at meetings and often participate in the day to day running of the charity. Being a committee member requires dedication and commitment, and may involve learning new skills.

HSUK Committee Members should

  • Be regular in attendance and arrive on time for meetings
  • Be well prepared with an agenda and relevant papers
  • Have completed the action points required of them
  • Be able to contribute to discussions constructively
  • Take responsibility to be briefed and informed about the various items on the agenda and prepared to take the lead occasionally
  • Be assertive without being aggressive
  • Be aware of the organisation’s goals and bear them in mind in all discussions; and
  • Conduct themselves in a non-personal and professional way to forward the aims and objectives of the charity