Below are the job descriptions for the members of the Administration Team of the Basingstoke Friends Committee

TREASURER

* To maintain an up to date statement of the Basingstoke Friends accounts. 

* To ensure that a summary of the cumulative and monthly accounts are made available to all committee members at each committee meeting. Such summaries to be distributed by post to those absent from a committee meeting. 

* To draw attention to appropriate committee members of any significant trends re: underspend / overspend in specific areas in a timely period. 

* To act as a signatory for Basingstoke Friends cheques. 

* To ensure that Basingstoke Friends cheques are distributed to the appropriate recipients in a timely manner. 

* To advise bank / building society of change of address and change of signatories. 

* To oversee finances of individual committee events (e.g. Christmas and Summer parties) to ensure that such events are economically viable. 

* To bank all cheques received and check bank statements. 

* To ensure that an adequate balance is maintained within the bank account and arrange for transfers to / from deposit accounts as required. 

* To prepare Year end accounts and ensure that the accounts are inspected by someone who is not a member of the Committee prior to the AGM. 

* To prepare proposed budget for the next financial year and seek agreement from the committee prior to the AGM. 

* To present a written and verbal report to the AGM on the financial affairs of the Club over the past year and to propose the budget for the following year.

Treasurers Calender

December - Seek suitably qualified person to audit / inspect Club accounts.

January - Arrange for Club to accounts to be scrutenised.

* Prepare budget for following year for presentation to Committee.

* Agree budget and proposals for Subscription.with Committee.

February - Present Accounts and budget to the AGM.

* Present Subscription proposals to the AGM.

* Present Budget proposals to the AGM.

 

SECRETARY

* To prepare minutes of committee meetings and distribute to all committee members irrespective of their attendance.

* To prepare minutes of Annual General Meeting.

* To maintain records of all minutes of committee meetings and AGMs.

* To write the formal letter required by the Constitution to prospective members whose application for membership has not been accepted using standard letter stating that the club will not enter into correspondence on the subject.

* To receive and send out any correspondence related to the organisation of the club.

* To advise AIVC of change of address of any of Chairman, Secretary, Treasurer or ALO.

* To act as signatory for Basingstoke Friends cheques.

* To ensure that due notification of the Basingstoke Friends AGM is provided and to co-ordinate motions proposed for the AGM in accordance with the Constitution.

Secretary's Calender

January - Discuss Motions / Proposals for AGM with Chairman

 

CHAIRMAN

* Chairs Annual General Meetings

* Chairs Extraordinary General Meetings

* Chairs monthly Committee Meetings

* Reports to the members any relevant matters relating to events, membership or administration by writing a regular information column for the front of the club bulletin.

 * Reports to the members any relevant matters relating to events, membership or administration by writing and updating a regular information column for the club web site.

* Oversees the running of the club through delegation to committee members.

* Acts as a substitute for other Committee members during a period of absence or where a full compliment of Committee members has not been elected.

* Ensures that a full compliment of committee members is maintained during the period in office.

* Ensures that an Agenda is produced and followed.

* Ensures all committee members are aware of topics for discussion at the following committee meeting.

* Ensures that meetings are conducted in an orderly fashion / manner.

* Ensures that all committee members have the opportunity to express opinions without impeding the meeting progress.

* Ensures that the club is run in accordance with the articles laid down in the Basingstoke Friends Constitution.

* Act as signatory for Basingstoke Friends cheques.

Chairman's Calender

February - Chair Annual General Meeting.

* Ensure handover of officers is satisfactorily achieved.

* Ensure that (outgoing) secretary prepares minutes of AGM in a timely fashion (i.e. before it is all forgotten).

* Set date for March Committee Meeting if not already done.

* Propose strategy for the year ahead and seek agreement with the rest of the committee.

* Propose whether Basingstoke Friends should host an AIVC Weekend (normally bank holiday weekend in August).

January - Agree Membership Returns to AIVC.

* Agree who will attend at AIVC Conference.

* Set organisation of Summer Party (if any) in motion.

February - Discussion of contentious issues for AIVC Conference.

* Ensure AIVC Weekend preparations in progress if applicable, including slide presentation to AIVC Conference. (Reference AIVC Handbook).

March to July - Attend AIVC Conference if available when no other club officer is able to attend.

June / July - Consider theme & book venue & disco for Christmas Party.

* Ensure tickets for Christmas Party/Meal are sold.

September - Arrange Christmas Party

* Delegate organisation of food, etc. for Christmas Party / Meal.

December - Christmas Party / New Years Eve

* Ensure that adequate New Years Eve Party(ies) are set.

November / December - Book venue for AGM.

November - Announce AGM within bulletin.

* Create first of 3 entries for December Bulletin describing Officers Responsibilities

January- Review year end accounts with Treasurer.

* Agree proposed budget for coming year with committee.

* Create second of 3 entries for January Bulletin describing Officers Responsibilities

* Create Preliminary AGM Agenda for Bulletin with the Secretary

* Ensure with the Secretary that AGM nomination forms and Preliminary Agenda get in the bulletin

January - Create proposed Agenda for AGM

* Discuss Motions / Proposals for AGM with Secretary

* Create final entries for November Bulletin describing Officers Responsibilities

* Ensure with the Secretary that AGM nomination forms and Final Agenda get in the bulletin