OFFICERS OF THE ASSOCIATION
The Chairman is responsible for the smooth working of the Association and should promote the aims of the Federation.
- He/she should have a pleasing personality and a sympathetic understanding of other people’s viewpoints
- have the skill to decide when to speak and when to keep silent
- though in command of the proceedings he/she has got to resist the temptation to dictate
- should encourage discussion to ensure that the minority viewpoint gets as much attention as the majority viewpoint
- should ensure the meetings are conducted in an orderly fashion and kept within a time limit.
- shall take the chair at all Association meetings; if unable to do so, he/she will delegate that duty to the Vice-Chairman.
The Chairperson will have a casting vote in addition to his/her ordinary vote should voting be equal in any division.
The Secretary’s duties include:
- Attendance at all Association Meetings.
- Recording the Minutes of Committee Meetings and the Annual General Meeting.
Before each meeting he/she should:
- Draw up agenda in consultation with Chairman.
- Check meeting venue.
- Notify members in good time. (Usually a minimum of 7 days).
- On meeting night, arrive in good time at venue.
- Read to the meeting, minutes of previous meeting.
- Read relevant sections of correspondence.
- Record accurately and briefly the minutes of each meeting.
- After each meeting, write minutes in minute book.
- Answer correspondence immediately.
- Notify Treasurer of any expenses.
- Get feedback from members and inform Chairman.
- Check on forthcoming events.
- After AGM notify any change of Officers to Secretary, FIBKA & check your associations contact details on the website are correct.
Is responsible for all funds received and disbursed on behalf of the Association together with the keeping of records and accounts in respect thereof.
- Provide the Federation Treasurer with a listing of all paid-up members submitted on an excel sheet, name & correct postal address ( a typical excel spread sheet is available from the FIBKA treasurer) & accompanied by cheque for affiliation fees.
- Receipts should be issued for all funds received; this is particularly important in the case of the membership subscription, as a member is considered to be insured from the time that the subscription has been paid and a receipt has been issued for it.
It is recommended that the membership subscription should be set at a level sufficient to cover the cost of:
- Association administration expenses.
- Affiliation fee.
Members should be encouraged to pay.
The Treasurer should forward the insurance and affiliation fees to the Federation Treasurer as soon as practicable after collection.
Please note that the FIBKA affiliation runs from 1 Jan – 31 December anybody or association not paid up on the 1st Jan is not covered until the FIBKA Treasurer receives the payment. Your subscription still runs out on the 31st of December.