The Office Bearers shall be:
- General Secretary
- Facilitator (Share And Care)
- Governing Body Members (Maximum up to three)
No remuneration shall be payable to any of the Governing Body Members in respect of his/her services as Governing Body Member or on any committee of the Trustees. The Committee Members may be paid all traveling, hotel and other expenses properly incurred by them in attending and returning from meetings of the Trustees or any committee of the Governing or general meetings of the Body or otherwise in connection with the business of the Body. The business of the Body shall be managed by the Governing Body, who may exercise all such powers of the Body as are not by these Rules required to be exercised by the Body in general meeting, subject nevertheless to the provisions of these Rules and to such directions as the Body in general meeting may give. No such direction given by the Body in general meeting shall invalidate any prior act of the Trustees which would have been valid if that direction had not been given. All cheques and other negotiable instruments and all receipts for moneys paid to the Body shall be signed, endorsed or otherwise executed by such person or persons and in such manner as the Executive shall from time to time by resolution determine.
- of the names of the Governing Body Members present at each meeting of the Trustee and of any committee of the Trustee;
- of all resolutions and proceedings at all meetings of the Body and, of the Trustees and of committees of the Governing Body.
Role of Management Governing BodyRole of Chairperson
- Chair meetings
- Plan meetings and develop the agenda in conjunction with the Treasurer/ General Secretary/Facilitator and other members of Governing Body.
- Chairperson is the primary facilitator of overall association’s decision makers.
- The Chairperson must ensure that the management committee functions properly, that there is full participation during meetings that all relevant matters are discussed and that effective decisions are made and carried out.
- Provide leadership and ensure the effective operation of the Governing Body
- Ensure that decisions made at meetings are implemented
- Work closely with the organisation’s trustees
- Provide a focus for the governing body of the organisation (please note, however, that the Chairperson has no more authority than any other Governing Body Member)
- Act as a spokesperson for the organisation and/or the Governing body
- Sign and certify the annual accounts of Cultural and Social activities for the organisation.
- Ensuring meetings are effectively organized and minutes
- Liaising with the Chair to plan meetings and receiving agenda items from committee members and circulating agendas and reports and keeping a record of the organization’s activities
- Taking minutes and Circulating approved minutes
- Checking that agreed actions are carried out and maintaining effective records and administration.
- Keeping up-to-date contact details (i.e. names, addresses and telephone numbers) for the trustees and (where relevant) volunteers (non- trustees) of the organization.
- Compiling lists of names and addresses that are useful to the organization, including those of appropriate officials or officers of voluntary organizations.
- Checking quorum is present at meetings and ensuring elections are in line with stipulated procedures
- Ensuring organization’s activities are in line with its objects and Acting as custodian of the organization’s governing documents
- Keeping a record of any of the organization’s publications (e.g. leaflets or newsletters) and preparing a report of the organization’s activities for the year, for the Annual General Meeting.
- Chairperson is the primary facilitator of the group’s charity decision makers. Chairperson creates the agenda for and runs the meetings with Chairperson and General Secretary. The overarching role of the Facilitator is to provide leadership; they must be an effective strategist and a good networker.
- He/she must gather the information for the agenda based on upcoming events and needs for the organization, communicating with committee members to maintain a knowledgeable understanding of the tings transpiring in the group.
- The Facilitator must be involved with the strategic planning of events in relation with charity and ensure that all charity activities are in accordance with the organizations mission.
- The Facilitator must ensure that the Management Committee functions properly, that there is full participation during meetings that all relevant matters are discussed and that effective decisions are made and carried out.
- Facilitator should work between meetings, external representation of the organization, and work with staff.
- The Facilitator must co-ordinate the Committee to ensure that appropriate policies and procedures are in place for the effective management of the organizations charity works.
- The Facilitator should be responsible for the organization the monthly collections/donations from its members and any donations from outside.
- The Facilitator should be responsible to verify documents for the financial and educational help and contact the people/office before donating to the needy.
- Oversee and present budgets, accounts and financial statements to the Governing Body. Liaise with designated members about financial matters
- Ensure that appropriate financial systems and controls are in place and ensure that record-keeping and accounts meet the conditions of funders.
- Advise on the organisation's fundraising strategy. Prepare and present budgets for new or ongoing work.
- Advise on financial implications of strategic and operational plans
- Present regular reports on the organisation's financial position.
- Prepare accounts for audit and liaising with the auditor, as required
- Present accounts at the AGM and manage bank accounts.
- Set up appropriate systems for book-keeping, payments, lodgements & petty cash. Ensure proper records are kept.
- Ensure everyone handling money keeps proper records and documentation.
- Take the role and responsibility as per the decisions of the Trustees/ Governing Body
Rotation of Executive Members
- At the first Annual General Meeting of the Body, all the Executive Members shall retire from office and at the Annual General Meeting in every subsequent year, one-third of the Executive for the time being, or, if their number is not three or a multiple of three, then the number nearest one-third, shall retire from office.
- The Executive Members to retire in every year shall be those who have been longest in office since their last election, but as between persons who became Executive Members on the same day, those to retire shall (unless they otherwise agree amongst themselves) be determined by lot.
- A retiring Executive Member shall be eligible for re-election.
- The Body, at a meeting at which an Executive Member retires in manner aforesaid, may fill the vacated office by electing a person thereto, and in default of the Body doing so, the retiring Executive Member shall, if offering himself for re-election, be deemed to have been re-elected, unless (a) at such meeting it is expressly resolved not to fill such vacated office; or (b) a resolution for the re-election of such Executive Member has been put to the meeting and lost.
- No person other than an Executive Member retiring at the meeting shall, unless recommended by the Executive, be eligible for election to the office of Executive Member at any general meeting unless, not less than three nor more than 7 days before the date appointed for the meeting, there has been left at the Body’s principal place of business (a) notice in writing, signed by a member of his/her intention to propose such a person for election, and (b) notice in writing signed by the person concerned of his/her willingness to be elected.
- The Body may remove any Executive Member before the expiry of his/her period of office.
- The Executive may at any time appoint any person to be an Executive Member, either to fill a casual vacancy or as an addition to the existing Executive Members, but so that the total number of Executive Members shall not at any time exceed the number, if any, provided for in these Rules. Any Executive Member so appointed shall hold office only until the next annual general meeting, and shall then be eligible for re-election.
Proceedings of the Executive
- The Executive may meet for the dispatch of business, adjourn and otherwise regulate their meetings as they think fit. Questions arising at any meeting shall be decided by most votes. In case of equality of votes the chairperson shall have a second or casting vote.
- The quorum for meetings of the Executive may be fixed by the Executive and, unless so fixed, shall be two (2).
- If their number is reduced below the necessary quorum, the continuing Executive Member(s) may act for increasing the number of Executive Members to that number or of summoning a general meeting of the Body, but for no other purpose.
- If at any meeting the chairperson is not present within 15 minutes after the time appointed for holding it, the Executive Members present may choose one of their numbers to be chairperson of the meeting.
- The Executive may delegate any of its powers to committees consisting of such member or members of the Executive and such other persons as they think fit, and any committee so formed shall, in the exercise of the powers so delegated, conform to any regulations imposed on it by the Executive.
- The Executive may appoint the chairperson of any committee; if no such chairperson is elected, or if at any meeting of a committee the chairperson is not present within fifteen minutes after the time appointed for holding it, the members of the committee present may choose one of their numbers to be chairperson of the meeting.
- A committee may meet and adjourn as it thinks fit. Questions arising at any meeting of a committee shall be determined by a majority of votes of the members of the committee present, and when there is an equality of votes, the chairperson shall have a second or casting vote.
The steering committee shall oversee the day to day activities of MICA under the direction of the Governing Body.
The steering committee shall be elected every year at the AGM.
The Office Bearers shall be:
- Vice President
- Joint Secretary
- Treasurer (Same person from Governing Body)
- Facilitator (Same person from Governing Body)
- Public Relations Officer
- Programme Coordinator
- Safety Officer