Get a committee

You need to form a Management Committee (sometimes known as the Executive Committee) to run your group efficiently. This comprises a Chair, Secretary, Treasurer, Vice Chair and other executive members. The Management Committee is ultimately responsible for running the group or organisation. If your group or organisation becomes a registered charity, the committee members will also become trustees.

The committee will:

• meet regularly and ensure members are kept informed of meeting dates and venues
• manage finances, agree a budget, and a fundraising strategy
• make sure the organisation is properly insured and also stays within the law
• manage volunteers and employees (if applicable) and ensure appropriate policies are in place and develop policies. Examples include Health and Safety and Equal Opportunities
• monitor and evaluate projects and activities.

In order for an organisation or group to be managed well, committee members need:

• a shared vision and agreement about why the organisation has been established
• clear roles, responsibilities, and short and long term goals
• a willingness to work together, plan projects and set targets.

The Chairperson will:

• prepare the agenda and any papers for meetings (often with the Secretary). Committee members may need information in advance of meetings
• chair committee meetings and Annual General Meeting
• have an overview of the organisation and its work
• represent the group and speak on its behalf
• keep the organisation on the right lines, support and encourage other members and help resolve conflict
• make sure the business of the meeting is complete
• encourage members to work together so that they feel as if they have achieved something.

NB: It’s a good idea to have a Vice Chair (VC) who can step in if the Chair is away or ill. However, a member of the committee can step in if the group does not have a VC.

The tasks of the Secretary may include:

• preparing and circulating the agenda (with the Chairperson)
• providing committee members with any required information prior to the meeting
• taking, writing and circulating minutes, writing letters on behalf of the organisation (to be checked and signed by Chairperson), and producing a written annual report
• keeping copies of minutes and the organisation’s constitution in a safe place
• ensuring the organisation has adequate insurance
• booking rooms, arranging meetings, receiving correspondence and reporting to the committee.

The tasks of the Treasurer may include:

• keeping accurate, up-to-date financial records and producing end-of-year accounts. This could mean arranging for an external examination of records in line with the group’s constitution
• communicating with the bank and ensuring that statements are regularly received. These should be checked against the cash or receipt book and kept safe. They will also keep cheques and mandates up-to-date, establish a system for petty cash claims, make sure that bills are paid promptly and all income is banked on a regular basis to give an accurate account of the group’s financial position at any given time
• preparing an annual budget for the committee and to report the end of year accounts at the Annual General Meeting
• ensuring that funds are spent in line with the group’s objectives and that the money can be seen to have been used correctly
• keeping an inventory of all equipment.

Not the Treasurer’s job:

Although the Treasurer is responsible for preparing a draft budget and reporting regularly, the full committee have a responsibility to:

• agree the budget and allocation of money
• make grant applications
• chase committee members for receipts.

Rules about money:

• Organisations and groups should have a separate bank account. Never pay money into a personal account.
• Cheque books, petty cash and account books should be kept in a secure place.
• Cheques should be signed by at least two people. It is prudent to have three signatories as one may not be available. Relatives should not be signatories. Cheques should not be signed by the person to whom the cheque is payable.
• Where possible make payments by cheque and not cash. Never sign blank or partly completed cheques. Always get a receipt for payments made.
• Do not pay bills without an invoice. Each bill should be filed with the date and associated cheque payment number on it.
• Pay all cash and cheques into the bank and keep a record of the date and amount paid in. Give a receipt for any money received.