Mind Halton

Association for Mental Health

Guidelines for the Management Committee

Updated:January 2012

Review:January 2014

  1. Job description for Executive Committee Members
  1. Duties of Executive Committee Members
  1. Eligibility
  1. General Conditions
  1. Establishing a Committee that works well
  1. Membership of the Association
  1. Declaration of interest

1.Job Description for Mind Halton Executive Committee Members

Introduction

The following guidelines have been designed to give new, and existing, management committee members the information they need to play a full role in the affairs of MindHalton. It is based upon relevant legislation and good practice guidelines.

  1. The duties of Executive Committee members are:
  • To ensure that Mind in Halton complies with its constitution (called its Memorandum and Articles of Association) and with charity law, and any other relevant legislation or registration.
  • To ensure that Mind in Halton pursues its objectives as set out in it Memorandum of Association.
  • To ensure that Mind in Halton only spends its money on activities which fall within its own objects.
  • To contribute to the Executive Committee’s role in giving firm strategic direction to Mind in Halton, setting overall policy, defining goals, setting targets and evaluating performance against agreed targets.
  • To safeguard the good name and values of Mind in Halton.
  • To ensure the effective and efficient administration of Mind in Halton.
  • To ensure the proper investment of Mind in Halton’s funds.
  • To appoint the Co-ordinator and monitor his or her performance.
  • To use any specific knowledge or experience to help the Executive Committee reach sound decisions.

n.b. You do not have to be an expert in all these areas; staff and other members are always willing to advise new members.

2.Eligibility

Members will be asked to sign a form stating they are eligible to serve as a Trustee. You are not eligible if you have unspent convictions for offences involving deception or bankruptcy; you are an undisclosed bankrupt; you have been removed from trusteeship of a charity by the Charity Commission or the court in England, Scotland or Wales because of misconduct; you have been disqualified from being a company director under the Company Directors Disqualification Act 1986; you have failed to make payments under the company court administration orders, you have made compositions (i.e. come to an arrangement) with your creditors which you have not been discharged.

3.General Conditions

  • Committee Members are expected to undertake duties in a manner which reflects the values and ethos ofMindwhich is open, non-oppressive, respectful, user centred and committed to equality of opportunity.

The role of the executive committee and its members requires regular meetings at the convenience of the executive members to ensure the effective management of the charity. From time to time additional working meetings will be necessary.

Executive Committee members should be bound by a collective responsibility in that they should abide by and, if appropriate, implement any decision taken by the Committee, irrespective of whether or not they agree with that decision.

Executive Committee members should not behave in ways that could damage or undermine the reputation of Mind in Halton or its staff and should not take part in any activity which is in conflict with the objectives of Mind in Halton.

Any confidential information relating to service users, staff, or Executive Committee meetings must remain confidential and not be discussed or shared with others.

Executive Committee members do not have the authority to give instructions or otherwise direct to Mind in Halton service users and/or members. Any Executive Committee member who has a complaint about user and/or member should be guided by Mind in Halton’s Grievance or Complaints Procedure.

Executive Committee members should not in any way undermine the delegated authority of the Co-ordinator, recognising that they do not have the authority to give instructions to workers without going through the appropriate channels. Informal communication between Executive Committee members and workers is nevertheless encouraged, provided it does not interfere with the management process.

Trustees should attend every Executive Committee where possible and are expected to attend a minimum of 4 meetings per year

4.Establishing an Executive Committee that works well

The aim is a membership of a board of trustees that:

  1. Is effective and works well together, with shared vision and members who trust one another
  2. Involves people who represent a broad spectrum of experience, perspectives and opinions
  3. Recognises that there will be conflict and disagreement at times, but is able to deal with this and sees it as a strength
  4. Uses effective structures that respect and reflect differences
  5. Makes effective use of sub committees and working groups

5.Roles and responsibilities of officers

Officers are usually elected at the A.G.M.

Chair/Chairperson

Can have great influence on proceedings by style of chairing.

  • Has to strike the right balance between encouraging fruitful discussion and keeping people to the subject so that business can get through
  • Although responsibility of all committee members is to ensure everyone feels comfortable, it is prime responsibility of the chair to ensure everyone has chance to speak and put their views.
  • Responsible for creating and sustaining momentum so that people feel they are getting somewhere.
  • Agrees agenda incorporating ideas submitted to the secretary or to her/him – can relegate items to the next meeting but the final vote is with the members.
  • Responsible for representing the views of the committee to the media unless someone else is delegated to do this.
  • Should command respect through integrity and ability and personal relationships with other committee members
  • Responsible for ensuring observance of statutory and other requirements e.g. ensure Mind Halton meets its conditions of affiliation
  • Responsible for disbanding the meeting if there is no quorum

Treasurer

The guardian of finances: responsible for ensuring proper oversight of finances

  • Responsible for recording, control and proper reporting of all financial transactions
  • Must ensure all expenditure is for charitable purposes for which group is formed
  • Although other members are entitled to rely on the treasurer for information, guidance and assurance that financial matters are handled satisfactorily, this does not absolve them of responsibility. The treasurer must provide enough information for committee members to ask questions and make decisions as appropriate
  • Should strive to demystify financial matters and present information in a form that is readily understood by members who are not trained in finance
  • Should ensure all necessary returns/balance sheets/reports are finalised and filed on time
  • Should ensure that auditors are appointed (usually at A.G.M.)
  • Should ensure a sound financial stance is maintained at all times and alert members to possible difficulties.
  • Should submit Charity Commission Annual Returns within agreed timescales

Secretary

Another key role as good secretary can ensure efficiency of group, responsible for:

  • Sending out notices for meetings (including A.G.M. for which members must be given at least four weeks notice) and any other information
  • Receiving suggestions for agenda from members
  • Conferring with Chair on form and content of agendas, preparing agenda and despatching it
  • Receiving and passing on correspondence appropriately
  • Taking minutes and sending them out for next meeting (may elect a minute secretary for this role)
  • Submitting or delegating the task of submitting returns e.g. Mind Annual Returns

6.Membership of the Association

The Executive committee may admit to membership of the association individuals who support the aims and objectives of the association. Members of staff may not be admitted to full membership but only to non voting membership. Every person wishing to become a member shall complete an application for membership and will receive a certificate of membership. There is no fee for membership but donations toward costs are welcome.

7.Declaration of Interest (for further guidance see Mind Halton Conflict of Interest Policy)

The aim of all committee members is to serve and deliver the interests of Mind in Halton as a whole. Members do not offer their services in order to gain personal financial or other material benefits for themselves, their family their friends or other organisations they represent. Members may be service users or joint working partners or other parties interested in developing closer links with Mind in Halton – this is not the same as obtaining material benefit.

Members have a duty to declare any interests relating to their role on the management committee and to take any steps to resolve conflict of interest which arise. Where private interests of a member conflict with their duties they resolve this conflict in favour of their management role.

Any member who has a financial interest in a matter under discussion declares the nature of that interest and withdraws from management committee deliberations on that matter unless given a dispensation to attend.

If a member has any interest in the matter under discussion which affects themselves or a member of their household – more than the generality affected by the decision – they declare the nature of that interest but remain in the room and participate in the discussion.

If in doubt about the nature of their interest, members consult the chair.

These are some definitions of where an interest may lie:

Clear and substantial interest

  • Members ask themselves whether members of the public, knowing the facts of the situation and interest, would reasonably think that they MIGHT BE influenced by it.

Private and personal interest

  • Private and personal interests include those of a member’s family and friends, as well as those arising through membership of, or association with, clubs, societies, businesses and other organisations such as freemasons, trade unions, companies, funders, suppliers of goods and services and voluntary bodies. Members declare their interest although they may still speak and vote.

Insignificant interest

  • If in doubt, the presumption is to disclose the interest – or at least to seek advice from the chair.

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