GUIDE
TO MEMBERSHIP
Current Management Structure
Committee
of Management
|
Chair
– Roy Hancock MBE
|
Chief
Officer – Graham Pollock
|
|
Wayne
Osbond |
Gary
Wall |
Sarah
Carcillo |
Bev
Robinson |
|
|
Learning
Disabilities |
Torbay
|
Exeter & East DevonMental HealthSector Manager |
Community
|
Management
Committee Terms of Reference and Roles
What
is the Management Committee?
The Management Committee is made up of members of the Society and has legal and financial responsibilities for the organisation. It may elect or appoint members to positions (e.g. Chair) and Sub-Committees (e.g. Finance and Operations Sub Committee) and appoints the Chief Officer.
What
are the rules of membership and operational procedures?
A
copy of the rules of the Society is available to all members and the Society has
a comprehensive policy handbook covering its operational procedures.
Management
Committee Terms of Reference
 | To maintain a long-term overview of the Society and all its work. |
| To make strategic and major decisions about the Society’s objectives, policies and procedures. |
| To ensure the needs and interests of relevant people and bodies are taken into account when making decisions. |
| To ensure adequate resources (especially people and money) are available to carry out the Society’s activities. |
| To monitor progress towards objectives. |
| To
take legal responsibility for the organisation and all its actions and
comply with statutory requirements and the Society’s rules. |
| Serving as a well-informed interested, supportive Committee, which meets on at least a quarterly basis. |
| Maintaining democratic procedures and accountability. |
| Adhering to the Society’s Code of Conduct. |
| Undertaking visits to schemes under the provisions of the Care Standards Act 2000. |
| Ensuring the members have the information needed to make decisions. |
| Calling the AGM and ensuring elections and other essential items are dealt with as required. |
| Ensuring adequate communication between the committee, subgroups, managers, staff, volunteers, and the organisation’s users, members, clients, residents or other people served by the organisation. |
Delegation
of Responsibilities
The
Society employs a team of managers and staff to whom the majority of day-to-day
responsibility for work is delegated. This is managed under the direction of the
Chair, the Management Committee and the Society’s policies.
Ultimate
Legal Responsibilities
The
legal responsibilities of the Management Committee include:
| Constitutional
rules and standing orders |
| Procedures
and accountability |
| Legal
obligations and undertakings |
| Financial
responsibility and accountability |
| Employment |
| Equal
opportunities |
| Premises
and health & safety |
| Insurances |
Statutory and common law obligations exist in law and must be met (e.g. Data Protection Act, contracts of employment etc).
Financial
Responsibility and Accountability
The Management Committee is responsible for all aspects of the finances, (e.g. bills paid and proper records kept). It has ultimate responsibility for:
| Wages, tax, NI, statutory sick pay and maternity pay, pensions, redundancy pay, and any other pay or benefits due to workers under legislation or the terms of their contracts. |
| Mortgages, rents, rates, insurances and all other bills. |
| Ensuring the organisation will have enough money to meet any financial obligations when they come due. Ensuring all grants or other funds received for specific purposes are used as specified. |
| Ensuring the organisation is paid enough for any services it is providing under a service agreement or contract. |
| Ensuring the organisation’s funds are wisely invested. |
| Ensuring the organisation keeps accurate and comprehensive financial records, accessible to Management Committee members and authorised members of staff. |
| Receiving regular financial reports in a form, which members can understand. |
| Ensuring annual accounts are drawn up and audited in accordance with rules and, where relevant, funders’ requirements and/or legislation. |
| The Management Committee delegate’s specific financial responsibilities to the Finance and Operations Sub-Committee and these are detailed in the Society’s Financial Regulations. |
Management
of Risk and other Responsibilities
The
Management Committee is responsible for ensuring all insurances are taken out
and paid for.
Insurance
cover extends to:
| Employer’s liability - for paid staff. The certificate of insurance is displayed at the Society’s offices |
| Public liability and professional indemnity insurance |
| Buildings insurance, road traffic insurances. |
| Fidelity - insurance against dishonesty, covering employees and management committee members. |
The
Management Committee has overall responsibility for use, safety and security of
premises used by the organisation and must ensure they are properly and legally
managed and used.
It is the Management Committee’s responsibility to ensure the organisation complies with equal opportunities legislation in both employment and service delivery.
Roles
Chair
1.
In liaison with members and Chief Officer set agenda for Committee
meetings. Oversee conduct of
business at Committee meetings.
2.
Represent the organisation periodically at such events as AGM or
occasionally high profile meetings.
3.
Support, appraise, and monitor performance of and with the Chief Officer.
4.
If required, such matters, which allow of/require ex-officio involvement
of Chair e.g. Grievances/Disciplinaries/Appeals etc.
Vice
Chair
1.
Deputize for Chair, as necessary, in fulfilling functions listed above.
Secretary
1.
Role undertaken by Chief Officer in ensuring that the Society meets its
obligations. This is to include
meeting FSA requirements.
2.
In conjunction with the Chair, to ensure that Committee meetings are
quorate.
3.
To be responsible for filing annual returns with FSA etc.
4. To notify FSA of changes in membership.
Chair
of Finance & Operational Sub-Committee/Treasurer
1.
To monitor systems for budgeting, financial control, reporting and act as
Treasurer when required for organisational or statutory purposes.
2.
To ensure that financial reports are regularly compiled and presented to
the Committee Members.
Guide
to Members, Function and Duties
Purpose:
To
further the organisation.
Main
Tasks: Promoting
the Society’s aims, values and rules.
1. To take part in formulating and regularly reviewing the
strategic aims of the organisation.
2. With other members to ensure that the policy and practices of
the organisation are in keeping with it aims, values and rules.
3. With other members to ensure that the organisation functions
within legal and financial requirements and strives to achieve best practice.
Main
Duties
1. Formulating strategic aims
·
Consider the organisation as a whole and its beneficiaries, whether as a
member of the Management Committee of any of the sub-committees, groups etc.
Reflect
the organisation’s mission, aims, values, strategy and major policies at all
times.
Contribute
specific experience, skills, interests, contacts and support the organisation in
its activities.
2. Ensuring policies and practices are in keeping with aims,
values and roles
·
Follow the Code of Conduct at all times,
particularly when exercising the functions of membership, of the Committee,
Sub-Committees, groups.
Attending meetings of the Committee of Management
Reflect the Society’s policies and concerns on all
its Committees, Sub Committees and groups
3. Ensuring best practice
Be
an active member of the Society in exercising its responsibilities and
functions.
Maintain
good relations with senior managerial staff.
Take
part in training sessions provided for the benefit of the members.
Fulfill
such other duties and assignments as may be required from time to time by the
Committee of Management.
How
do I find out more?
Contact
us at the above address and telephone number provided.