Governance & Management

Role descriptions:

1. Chair
2. Secretary
3. Treasurer
4. Annual General Meeting and Election of Officers
   1. Appendix A - Model Agenda for Regional Group AGM

1 - Chair of Regional Group - role description

The chair is the driving force behind the Group and requires strong leadership qualities and a clear vision of the group's objectives and future direction. The role of the chair is to lead the committee in organising a programme of events that enhances the value of Socitm membership to local members and encourages new members to participate.

The chair needs particular personal skills to ensure the smooth running and successful completion of meetings including:

• discipline in keeping the meeting running to time and in accordance with the agenda
• fair-mindedness and receptiveness to allow all opinions to be aired and given equal consideration
• firmness in dealing with problems
• an ability to summarize the discussion, the actions agreed, and the timeframe for their completion

Eligibility

The chair must be a current member of Socitm

Election process and term of appointment

The chair is elected at the AGM, and may be nominated either from the membership of the Regional Group or from the Group's committee. The chair serves for one year and the usual maximum term of office is three consecutive years. This can be extended with the agreement of the Regional Group.

Duties

The duties of the chair include:

• Ensuring that the Group operates in accordance with Socitm's Articles of Association and Code of Conduct
• Directing, in co-operation with members of the committee, an annual programme of activities providing value to Regional Group members
• Developing a committee of active volunteers and charging individuals with specific tasks, with clear allocation of responsibilities, and providing them with appropriate leadership and guidance to help them complete those tasks
• Safeguarding the future of the Group through succession planning and preparing less experienced committee members for positions of greater responsibility
• Preparing the annual activity report, activity plan and budget, in co-operation with the treasurer
• Convening and chairing committee meetings
• Convening, preparing a report for and chairing the AGM
• Attending events as appropriate
• Representing the interests of the Regional Group through attendance at NAC and making representations to Socitm's Boards and Committees as appropriate.  These activities can be delegated to another individual
• Encouraging Socitm's members to become actively engaged in their Society.
• Acting as an ambassador for Socitm

2 - Secretary of Regional Group - role description

Eligibility

The secretary must be a current member of Socitm.

Election process and term of appointment

The secretary is elected at the AGM and may be nominated either from the members of the Region, or from the Regional Group committee. There is no fixed term of appointment but three years is suggested as the maximum period of office. This can be extended with the agreement of the Regional Group members.

Duties

The duties of the secretary include:

• Contributing to the planning and delivery of an annual programme of activities that provide value to members in the Region.
• Liaising with the chair on the preparation of the agenda for committee meetings and the AGM and arranging for the circulation of documentation in good time before the meeting
• Recording and arranging for the circulation of the minutes of committee meetings and the AGM within two weeks of the meeting
• Providing copies of agendas and minutes to Socitm for posting on the website
• Providing Socitm Head Office with a list of attendees at events including contact details of non-member delegates
• Attending events as appropriate
• Encouraging Socitm members to become actively engaged in their Society
• Acting as an ambassador for Socitm

3 - Treasurer of Regional Group - role description

Eligibility

The treasurer must be a current member of Socitm

Election process and term of appointment

The treasurer is elected at the AGM and may be nominated either from the members of the Region or from the Regional Group committee. There is no fixed term of appointment but three years is suggested as the maximum period of office. This can be extended with the agreement of the Regional Group members.

Duties

The duties of the treasurer include:

• Contributing to the planning and delivery of an annual programme of activities that provide value to members in the Region
• Preparing an annual activity report, activity plan and budget in co-operation with the chair
• Operating the group's finances in accordance with set procedures
• Reviewing the monthly accounts of the group and reporting any significant variances
• Attending events as appropriate
• Encouraging Socitm members to become actively engaged in their Society
• Acting as an ambassador for Socitm

4 - Annual General Meeting and Election of Officers

Regional Groups normally hold an annual general meeting (AGM) and the AGM usually takes place alongside another event to ensure a good attendance. The suggested quorum is four members.

The business of the AGM is to:

• Approve the minutes of the previous AGM
• Receive a report from the chair
• Receive a financial report from the treasurer
• Receive a report on the Region's membership
• Elect officers and ordinary members of the committee.  Election can be by vote of those present in person and entitled to vote and the Regional Group may allow proxy voting by members unable to attend.
• Conduct any other necessary business at the discretion of the chair

Notice of AGM

• 21 days' notice of the AGM is normally given to all members in the Region.  This is usually by email but Regions may use postal communication where e-mail is not possible.
• The notice invites nominations for membership of the committee.
• Nominees must be current members of Socitm and supported by a proposer and seconder.
• Nominations should be submitted to the secretary before the meeting commences. In exceptional circumstances, and at the discretion of the chair, nominations may be taken from the floor of the meeting.
• The minutes are recorded, and should include a calendar of committee meetings for the year ahead. They are formally approved at the following AGM.

4.1 Model Agenda for AGM

A model agenda for a Regional Group AGM is attached at Appendix A.