The Role of the Executive Committee is:
· To represent the people they serve
· To be open and accountable to the public
· To ensure the group/association operates within its rules and within the law
· To enter into any agreements on behalf of the group/association
· To authorize the payment of expenses to any group member in accordance with the group/association’s rules
· To decide which organizations, if any, the group/association will affiliate to
· To decide who should be co-opted members of the committee
· To ensure that information is passed to all members of the group/association so that they understand how the group/association works, and what decisions have been taken
· To conduct their affairs to the highest standard
· To ensure the code of conduct is being adhered to
The Code of Conduct has been produced to supply the committee with a guideline on standards of behaviour, and how to deal with any problems that may occur. Members of the TRUK committee want their work to be respected, and they need to handle matters in a businesslike way to secure the best possible level of service for everyone, and avoid any action which might bring the group into disrepute. This Code of Conduct applies to all members of the group.
TRUK Committee members should respect all individuals confidentiality, whether present or not, and refrain from mentioning specific individual cases/issues which may cause embarrassment or identification of an individual unless the person gives their consent.
3. Personal Interests
TRUK committee members will not use their position as part of this committee to bypass agreed procedures and decisions for personal gain or particular interest.
Members should say if they are personally involved in any issue being discussed by the committee, and accept that they may not be able to speak or vote on such issues if the group feels it would not be right for them to do so.
4. Equal Opportunities
Members must accept that the group works for the benefit of
All Tobagonians and Trinidadians resident in the UK, irrespective of race, age, sexuality, class, disability, gender, religious or political beliefs or appearance.
The group should be prepared to eliminate all types of discrimination from the way it works, and actively promote equality of opportunity.
5. Respecting Each Other
TRUK committee members should treat each other with consideration, showing regard for people’s feelings and respect for their contribution and efforts. Membership of the committee is voluntary.
6. Team Work
Because a group works best as a team, every member of the committee should take responsibility for helping. Contributions should be welcomed from new members, or those whose circumstances make them less active, so that the group is not dominated by a few. Members who are able to be less active/ involved should not criticise those who are more involved.
Committee members should always try to do what they promise, and not let other members of the team down. If a member is unable to do what they have promised, they should let the group know as soon as possible.
8. Differences Of Opinion
The committee is working for everybody’s benefit, but differences of opinion are bound to occur. Group members should recognise this, and should respect different views. They should be prepared to talk differences through and accept the group decision made after discussion.
Differences will sometimes get personal, or be hard to resolve for other reasons. Committee members should be prepared to recognise when this is happening. They should be ready to find fair ways of cooling things down through mediation and discussion for example, to allow the group to work together and their good name to continue.
TTRUK will have clear basic guidelines for handling money. These will include keeping a bank account, numbers of signatures needed for cheques, items money can be spent on, maintaining accurate records of spending and income and providing regular finance reports to meetings. No money should be spent without a decision at a meeting to do so.
11. Causes for Concern
Issues that can cause concern include: -
• Conflict between committee members that means the group ceases to operate effectively and is no longer representative of it original aims and objectives
• Financial mismanagement
• Inappropriate or offensive behaviour
• Allegations of verbal or physical assault by a member of the group
• Allegations of criminal behaviour made against a group or member of the group
12. Breaking The Code of Conduct
The committee at the earliest opportunity should consider any report of a breach of the Code of Conduct. In responding to any breach, the group can carry out any action it decides is appropriate, provided the action is in accordance the majority vote of the committee.
The Chair Person
The role of the Chairperson is to guide the committee towards achieving their aims as agreed.
The following are key activities for a Chairperson:
· Chairing meetings, welcoming newcomers
· Signing the approved minutes of the last meeting
· Keeping the group to the agenda and timescales given
· Ensuring that the meeting is orderly and keeps to the group’s own rules
· To assist in finding common ground in discussions
· To ensure that everyone gets the chance to take part in any discussions, tactfully keeping to the time limits
· To summarise the discussion and clarify decisions taken between meetings if required.
The committee may decide to nominate a person who’s sole role is to take minutes (notes) at meetings.
· To ensure a record of who attends a meeting is taken
· To take the minutes of the meeting
· To ensure all correspondence received by the committee is reported at the meeting
The Treasurer is the person with overall responsibility for TRUK finances.
· Open and maintain a bank or building society account in the name of TRUK ensuring there are two signatories or as agreed by the committee
Keep accurate records of all the groups financial transactions (for example receipts, cheques/cash received)
· Prepare a regular financial report for the meetings
· Allow any member of the committee to inspect the account books
· Prepare the books for the annual audit/examination
· Bank any monies received, make payments and write receipts
· Ensure any petty cash held by the group is kept in a secure place
An agenda lets everyone know what is going to be discussed at the meeting and in what order. Ideally it should be circulated in advance of the meeting. The agenda should be headed with the name of the group and give the time, date and place of the meeting. It may be useful to have a timetable for items, particularly if these are to be a guest speaker.
The agenda should usually contain a number of standard items.