Chairs the majority of meetings - certainly all committee meetings
Is the spokesperson for your organisation between meetings - the official “voice” of your organisation.
Liaises with the Secretary about dates/arrangements/agendas for meetings
Arrives early for the meeting to allow others members to speak to them prior to meeting.
Starts the meeting on time and keeps to time limits while allowing reasonable time for each agenda item.
Facilitates discussion during meetings and encourages all members to participate.
Brings agenda items to a conclusion by a brief review of points (invites proposals/decisions from the committee)
In the event of a vote, clarifies voting procedure and enacts the procedure (In the event of a tie the Convener may have a casting vote).
At the end of the meeting, liaises with the Secretary to action results from the meeting.
A good Convener is also well-prepared prior to the meeting and forewarned of any possible controversial or delicate items on the agenda.

VICE CONVENER

Deputises for the Convener in his/her absence.

SECRETARY

Deals with incoming correspondence and notes it on the agenda. Takes correspondence to the meeting for discussion.
Reads out important correspondence, signs correspondence on behalf of the committee.
Keeps membership list up-do-date and records full details of all members, unless there is a separate membership secretary.
Posts notices of special meetings.
Records the names of people present at meetings and checks that there is a quorum.
Obtains nominations for people wishing to become officers and committee members for the following year.
Arranges the AGM

TREASURER

Maintains the books of account
Prepares estimates and budgets.
Submits regular financial reports to your Committee
Prepares statutory returns to the Inland Revenue.
Fosters the financial resources of your organisation
Advises on the use of these resources to maximum advantage.
Protects the financial interests of the committee members.
Must be aware of the policies being pursued.

SUB COMMITTEES

Often the main committee does not have time to undertake all the business, particularly the detailed discussions. A sub-committee can be set up for a particular purpose, eg a fund raising sub-committee. The sub-committee can comprise those members most involved in a subject and may also include other experts and representatives from outside bodies. The main body receives from the sub-committee how it has carried out instructions and its delegated functions, recommendations for action and information which help the main committee to reach a decision.

THE MAIN COMMITTEE CAN:

receive a sub-committee report

refer the report back for further work

accept, or not, its recommendations.

It is important that, in order to avoid any confusion, the sub-committee is given clear guidelines on its powers, objectives, what is to be presented as information and what as recommendations for a decision.

While the main committee can ask questions and be answered by the chair of the sub-committee, it is important not to slide into renewed general discussion.

Whatever the legal structure or form adopted by your voluntary organisation, one or more individuals with overall responsibility for the conduct of your organisation’s affairs will make sure the aims of the organisation are being met, and ensure that it remains within budget.

This is the ‘voluntary management committee’. In a limited company these individuals may be known as directors, in a trust they will be referred to as trustees. In charities they are, “persons involved in the management or control”.

Your Committee should ensure that your organisation is run in accordance with your rules and consititution.

You have a right to know how your organisation stands financially.

If you employ staff you have a right to know what your staff are doing and to challenge issues with which you are unhappy.Where staff are employed some of the roles may be carried out by the staff member to avoid a break down in communication. (see section on employing staff).