Appendix 1: Group Committee Roles

It is essential to have a good mix of skills on the committee to ensure that no one individual becomes overburdened and/or the activities carried out by the Group are not over-reliant to one volunteer.

The IoF encourages diversity in its Groups and extends its equal opportunities policy to voluntary activities.

The essential officers of the committee comprise of a Chair, Vice-Chair (*optional), Treasurer and Secretary. These roles are agreed by the Committee (not by election at the AGM) at the first committee meeting and should be announced to the Group’s participants at the earliest opportunity afterwards. It is recommended Groups nominate a Communications Officer, however this is not essential. 

Officers take on their role for a minimum of one to a maximum of three years. Committee members can be co-opted during the year, but must be elected at the following AGM. All Committee members must be IoF members and be advocates for IoF. 

After the AGM and once the officer roles have been confirmed, each Group committee member is required to sign a volunteer agreement with the IoF. These agreements must be returned to the Membership Communities Manager as soon as possible.

 

Group Committee structure

The Chair:

  • is answerable to the Trustees of the IoF and must comply with the IoF on all constitutional matters. 
  • is expected to further the interests of the IoF promoting its policies and initiatives, in particular as requested by the Membership Communities Manager. 
  • is the main contact with the IoF or must appoint a substitute. 
  • is responsible for providing a programme of activities for the year. 
  • is responsible for ensuring that the Membership Communities Manager is kept informed of the Group’s activities and receives copies of all mailings. 
  • is responsible for ensuring that relevant communications from central office are circulated to all Committee members.
  • should preside over all Group meetings at which he or she is present and have the casting vote at Committee meetings where necessary. 

* Nations and Regional Groups that cover large geographical areas may wish to appoint Vice-Chairs operating in different parts of their region. Equally a Group may wish to appoint two Co-Chairs.

 

The Vice-Chair:

If a Vice-Chair is appointed, this position presides over committee meetings and covers for the Chair in their absence. The Vice-Chair does not automatically fill the role of the Chair when the Chair retires.

  

The Secretary:

  • is responsible for organising the committee meetings, recording the minutes and related action points. 
  • is responsible for convening the AGM – sending out a written notice (either hard copy, in the form of an email or posting on an E-board) to all participants signed up to the Group’s list at least 28 days in advance – and all matters relating to the AGM including the election and re-election of the committee members and recording the minutes and related action points. 
  • is responsible for maintaining the register of all participants who have signed up to the Group. 
  • is responsible for collating and returning volunteer agreements for all Committee members
  • is expected to send a copy of all AGM and committee minutes to the Membership Communities Manager. 

 

The Treasurer:

  • is responsible for maintaining the written financial records of income and expenditure of the Group and sending Group accounts to the IoF in accordance to the procedures laid down by the Hon Treasurer of the IoF (currently quarterly reports) and as periodically requested. 
  • is responsible for running the Group’s finances. 

For more information see the Quarterly Returns Workbook

 

Other committee members:

It is recommended that other members of the committee are given a dedicated role and responsibility. This does not necessarily mean sole responsibility, but a sharing out of key tasks to successfully run the Group’s activities. Depending on the numbers of the committee some of the tasks may be covered by the Chair, Vice Chair and Secretary.

The roles include:

Web Editor – responsible for maintaining and updating information on Groups’ pages of the IoF’s website in accordance with the style guidelines. See How to Edit IoF Webpages

Membership (Participant) Secretary – Maintaining and updating the Group’s contacts, recruiting new participants to the Group and to the IoF, displaying membership leaflets and the regional banner stands at meetings.

Marketing and Communications – Promoting the Group’s events and activities through electronic mail, online forums and other channels in conjunction with the IoF and its partners. 

Policy (Nations) – In Scotland, Wales and Northern Ireland there will from time to time be a role working with the policy team centrally, on national policy issues.

Events – Co-ordinating and organising meetings, i.e. setting dates in advance, booking venues, co-ordinating speakers, setting prices for events with a reduced rate for IoF members, marketing etc.

Training – Nations and Regional Groups should aspire to deliver the Introduction to Fundraising training course. All Groups should seek to provide training opportunities for their Group members.

Communications Officer – Keeping in touch with the members through regular e-bulletins.

Social Media – To run the e-Group and/or social media platforms on behalf of the Group. See IoF Guide to Social Media