BVA603-Committees Activity
1. Why would you form a committee to assist in the coordination and implementation of an event like Think & Create?
- It divides the planning up between a more manageable amount of people.
- More ideas to float around.
- No double ups on organisation
2. How regularly do you think a committee needs to meet in order to successfully coordinate a project like the Think &
Create?
- Every week, maybe even twice a week.
- Once in person, more remotely
3. What might be some of the pros and cons associated with having a large committee e.g. more than 12 people?
- More people to manage and assign jobs to
- More hands, light work
4. Why do you think a committee needs a vision—clear aims and objectives?
- Clear plans mean a clear end goal in mind
5. What do you think being on a committee involves?
- Planning
- Organisation
- Communication
- Finishing tasks on time
6. Do you think collective responsibility is important in achieving an objective? Why?
- Yes, more hands make light work
- If one person doesn't fulfill their responsibilities it falls onto another person to fix it all.
7. What do you think would happen if three to four committee members are undertaking the majority of the work?
- Not shared equally
- Stresses those people with the jobs
- People won't want to do anything because they think someone else will do it.
8. Why do you think having a shared sense of purpose is important in providing direction and leadership?
- Common end goal
9. What does “being accountable to stakeholders” mean?
- Making sure the stakeholders are kept up to date about event
- Giving the event you promised to them
10. Who might your stakeholders be in terms of the Think & Create project?
- People who are funding/sponsoring
- People who are exhibiting their work
- Place of event
- Catering
11. What might you gain from being part of a committee?
12. What are some of the problems associated with committees e.g. what makes a committee good/effective? What
makes a committee bad/ineffective?
Ineffective
- Arguing with no resolution
- Severe Procrastination
- Poor communication
- No leadership
- No secretary
- Jobs not divided evenly
- Poor time management
- Undefined end goal
Effective
- Regular documentation
- Time management
- Communication
- Strong Leadership
- Sensible sub committees
- Accountability
- Positive/enthusiasm
- Clear Goals
- Compormise
- Problem Solving
13. What do you think makes a good committee member and why?
- Accounablility
14. What do you think might happen if members of the committee fail to prepare for and attend meetings?
- Slows down the progress of event
15. What are the most common Office Bearer positions in a committee?
- Chairperson
- Secretary
- Tresasuer
16. What are the main duties of the Chair?
The Chairperson is responsible for making sure that each meeting is planned effectively, conducted according to the constitution and that matters are dealt with in an orderly, efficient manner. The Chairperson must make the most of all his/her committee members, building and leading the team. This also involves regularily reviewing the Committee's performance and identifying and managing the process for renewal of the Committee through recruitment of new members.
17. What kind of qualities, skills and experience do you think a person should have to effectively fulfil the duties of Chair?
- Leadership
- Controlling environment
- Keep people on track
- Positive
- Patient
- Organised
- Efficient
- Approachable
- Clear Communicator (Written and Verbal)
- Strong Networking skills
- Initiative
- Problem Solver
- Calm Under pressure
- Time Management
18. What are the main duties of the Treasurer?
The Treasurer has a watchdog role over all aspects of financial management, working closely with other members of the Management Committee to safeguard the organisation's finances.
It is important to note that although the Treasurer ensures that these responsibilities are met, much of the work may be delegated to a finance sub-committee and paid staff or volunteers.
In summary, the Treasurer is responsible for:
- General financial oversight
- Funding, fundraising and sales
- Financial planning and budgeting
- Financial reporting
- Banking, book keeping and record keeping
- Control of fixed assets and stock more...
The charatcteristics of a good treasurer is someone who is good with figures and has an eye for detail. A treasurer role description is available here.
19. What kind of qualities, skills and experience do you think a person should have to effectively fulfil the duties of
Treasurer?
- Good with numbers
- Reliable
- Budgets/money
- Organised
- Good communicator
- Transparent
- Excel Spreadsheet
- Good written and verbal communication skills
20. What are the main duties of the Secretary?
Main responsibilities of the Secretary
The responsibilities of the Secretary of a Management Committee are outlined below:
1. Ensuring meetings are effectively organised and minuted
- Liaising with the Chair to plan meetings
- Receiving agenda items from committee members
- Circulating agendas and reports
- Taking minutes (unless there is a minutes secretary)
- Circulating approved minutes
- Checking that agreed actions are carried out.
2. Maintaining effective records and administration
- Keeping up-to-date contact details (i.e. names, addresses and telephone numbers) for the management committee and (where relevant) ordinary members of the organisation.
- Filing minutes and reports
- Compiling lists of names and addresses that are useful to the organisation, including those of appropriate officials or officers of voluntary organisations.
- Keeping a record of the organisation's activities
- Keeping a diary of future activities
3. Upholding legal requirements
- Acting as custodian of the organisation's governing documents
- Checking quorum is present at meetings
- Ensuring elections are in line with stipulated procedures
- Ensuring organisation's activities are in line with its objects
- Ensuring charity and company law requirements are met (where relevant, unless there is a separate company secretary)
- Sitting on appraisal, recruitment and disciplinary panels, as required.
4. Communication and correspondence
- Responding to all committee correspondence
- filing all committee correspondence received and copies of replies sent
- keeping a record of any of the organisation's publications (e.g. leaflets or newsletters) and
- reporting the activities of the organisation and future programmes to members, the press and the public (unless there is an Information or Publicity Officer).
- Preparing a report of the organisation's activities for the year, for the Annual General Meeting.
21. What kind of qualities, skills and experience do you think a person should have to effectively fulfill the duties of
Secretary?
- Good written communication skills
- Correspondence
- Organised
- Ability to work with chairperson on agenda
- Prioritize work loads
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