A tree in Nightingale Valley, in leaf with the sun shining through the branches

Officer’s roles and responsibilities

Chair

Fundamentally, the Chair has a handle on everything that is going on within the organisation.  It’s imperative to refer to the Constitution in order to ensure that FoBB is moving toward meeting its aims and objectives. Moving forward is key.  The monthly Steering Meetings – where Actions are allocated and executed – is generally where progress is made in this regard.

Role

The Chair is the spokesperson for the organisation, representing and advocating for the aims and ambitions of FoBB, particularly within the organisations we work closely with.  Their overall objective is to further the aims of FoBB following the aims of the mission statement.

Responsibilities

  • Chair monthly meetings of the FoBB Steering Committee ensuring meetings have a Chair and Secretary to take minutes, and allow attendees space and time to present their ideas.  Where votes are taken, the Chair holds the casting vote
  • Together with the Secretary set an agenda, sign off minutes of previous meeting, ensure actions are completed or re submitted for future action
  • Ensure sub groups report back to the main committee
  • Liaise with relevant parties, such as Bristol City Council employees
  • Ensure that Health and Safety is a priority, particularly at work parties; and that enough members are qualified to safely carry out tasks
  • Ensure there is a suitably qualified Lead for any given work party
  • Ensure the group is covered by appropriate insurance
  • Oversee, together with the Treasurer, any grant applications made on behalf of FoBB
  • Call, giving one month’s notice, the Annual General Meeting in early November each year, calling for nominations for all the officers – Chair, Treasurer and Secretary. In the event of more than one nomination, a vote shall be taken by the floor.  Other positions may be confirmed or filled at a later date
  • Produce, with the help of others, the Annual Report to be presented at the AGM on FoBBs achievements, events and contributions made to the local neighbourhood
  • Keep and hold copies of important documents.

Treasurer

Role

The Treasurer oversees the general finance of FOBB.  They ensure FoBB spends its money correctly, pays its bills and keeps accurate accounts of income and expenditure.  The Treasurer ensures the organisation does not get into financial difficulties.  ALL expenditure has to be agreed by the committee and passed through the Treasurer before monies are paid out.  Monies are only paid out after receipts have been received by the Treasurer.

Responsibilities

  • Record and track income, keeping remittance advices
  • Accurately record expenditure keeping receipts for purposes of verification and guarantees
  • Keep separate budgets for grant income (restricted expenditure), keeping an account of expenditure from the grant for report purposes, ensuring the grant is spent within the given time frame, and financial information is sent with any requested report
  • Provide committee with regular financial reports on balances and budgets
  • Where appropriate, set an annual budget of income and expenditure.  Where surplus income is not expected, call on the committee, together with the Chair and Secretary, to make a planned expenditure for the year, taking into account pre-existing bills – for instance, insurance and web payments
  • Reconcile accounts with bank statements to ensure accounts balance
  • Keep accounts safe online, using a computer in the sole use of the treasurer.  Keep the passwords secret
  •  Submit copies of the accounts to the chair and attendees of the AGM
  • Write a Statement of Financial Affairs (SOFA) to accompany accounts
  • Write a Treasurer’s Statement to briefly explain the financial accounts
  • Keep up to date with new financial practices.

Secretary

Role

To act as Communications Officer for FoBB using letters, emails and social media, keeping people informed about FoBB’s activities.

Responsibilities

  • Respond to any correspondence whether postal or online; bring emails to the attention of the relevant person ensuring that nothing is overlooked
  • Keep address lists of those organisations useful to FoBB, for example, Owl and Bat groups, Invasive Species experts and any other groups we need to know about in relation to our work
  • Facilitate meetings of the Steering Group Committee and organise venues
  • Together with the Chair agree Agendas, asking for submissions for the Agenda in good time for the meetings
  • Take accurate minutes of committee meetings, recording decisions, actions and results of decisions
  • Ensure minutes are sent out within two weeks of the meeting (or before) to allow actions to be completed and ensure they are read and agreed for the next meeting
  • Keep minutes safe for future reference.  Do not include Treasurers Report in minutes available to the public. Keep these for reference
  • Together with the Chair, set up and organise the Annual AGM giving widely advertised public notice, one month before the AGM date
  • Advertise positions of Chair, Treasurer and Secretary, calling for nominations for these positions.  Facilitate a ballot at the AGM if there is more than one nomination for a position
  • Sign off the accounts as a true record of FOBB’s finance.  Note in AGM minutes
  • Together with the Chair, sign off the accounts provided by the treasurer at the AGM. Keep copies on file. 

If you would like to put yourself forward for one of these roles, please email info.fobb@gmail.com stating which position you’re interested in. Likewise, if one of the existing Officers would like to step down, would you please email.

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