S.P.L.A.Sh.
Supporting People Linked by ADHD in Sheffield
AGM ELECTIONS 2009.
Chairpersons message
Hi everyone. This is just a brief note to let you know that, at our next meeting, Thursday 19th March 2009, we will be holding our first Annual General Meeting (AGM). This page contains deatils of the process and a description of the roles.
As our constitution clearly states, we must allow anyone to represent the management committee provided they have been voted onto the committee at the AGM or in special circumstances, at an Emergency General Meeting (EGM). We have, therefore, to open up all positions for the next year and I need to ask who would like to represent the group on the committee from March 2009 to the next AGM which will be in March 2010.
Until the election, on the night of Thursday 19th March 2009, the current management committee will remain in place. On Thursday 12th March 2009, a list of the candidates for each role will be sent out. You can vote for ONE candidate only for EACH role on the night of the election. (If there is only one person standing for any given role, it is assumed that, unless there are objections, that person is duly elected)
In the event of a tie in votes between two or more candidates, a further election will be held on the evening.
The positions available are:-
Chairperson | Vice-Chairperson | Secretary | Co-Secretary | Treasurer | Co-Treasurer | Fundraising & Events Coordinator
Please submit your application, stating which role you would like to stand for, to splash.adhdsheffield@gmail.com by Wednesday 11th March 2009.
Further details about the committee's work and the roles follows:
The work of the committee includes:
• meeting regularly
• ensuring members are kept informed
• managing the finances
• agreeing a budget, and a fundraising strategy
• making sure the organisation is properly insured
• making sure the organisation stays within the law
• developing policies in areas such as equal opportunities, health and safety, and recruitment, induction and supervision of volunteers and employees
• managing volunteers and employees and making sure they are treated properly
• monitoring and evaluating performance
• a shared vision and agreement about why the organisation exists
• clear roles and responsibilities
• clear short and long term goals
• an ability and willingness to plan, work together and set targets
The brief outlines for each role is as follows.
The Chairperson/Vice Chairperson
Prepare the agenda for meetings, chair committee meetings and the Annual General Meeting, represent the group and speak on its behalf, have an overview of the organisation and its work, sign and write letters (only sometimes and usually with the secretary), lead, produce ideas and keep the organisation on the right lines, support and encourage other members and help to resolve conflicts.
In the event where the Chairperson is not available to make meetings etc, the Vice Chairperson is expected to step in and take the role for that meeting.
The Secretary/Co-Secretary
Prepare the agendas, produce and circulate the agendas, ensure that appropriate information is obtained and provided for committee members before the meeting, take, write and circulate minutes, after meetings, to inform members who were absent of any action they need to take, maintain the membership list, receive correspondence and report about it to the committee, write letters on behalf of the organisation, book rooms, arrange meetings and organise refreshments, keep the organisation’s constitution, a copy of minutes and other records in a safe place, produce a written annual report, if needed, ensure the organisation has adequate insurance, ensure that any other necessary documents are completed.
The Treasurer/Co-Treasurer
Keep accurate, up-to-date financial records (records should be kept for 7 years), produce end-of-year accounts – in line with statutory requirements, and the group’s constitution, communicate with the bank, including ensuring that bank statements are regularly received and kept safely and that cheque signatory mandates are kept up-to-date, check bank statements and reconcile them with the cash book/current account book on a regular basis, ensure that understandable systems are in place and operated by all members, staff and volunteers, eg for petty cash claims (the treasurer need not necessarily handle every item of cash themselves), ensure that bills are paid promptly and all income is banked on a regular basis, report regularly to the committee on the financial situation, be able to give an accurate picture of the organisation’s financial position at any given time, report to the Annual General Meeting on the end-of-year accounts, prepare an annual budget for the committee, ensure that funds are being spent in accordance with the organisation’s objects and that money given for a specific purpose can be seen to have been used correctly, keep an inventory of equipment e.g. computers, craft items, any other assets of the group.
Fundraising & Events Coordinator
Working closely with all of the other committee members, the Fundraising and Events Coordinator will help in finding which organisations can help to supply funds that will help us to run successfully over the coming years, helping to fill out necessary forms and or e-mails. Also will help to run fundraising events and attend outside meetings regarding funding.
Chairperson 2008/2009