We are engouraging residents within the parish of Heyford Park to get involved Just so you know whats going on There needs to be a committee formed at the EGM and the roles are: HEYFORD PARK RESIDENTS & COMMUNITY DEVELOPMENT ASSOCIATION Guidelines on Responsibilities of Office Bearers & of Committee Members CHAIRPERSON Agree with Secretary dates for Committee meetings in accordance with the Constitution Keep order at meetings and ensure all committee members are able to participate Allow time for public comment and questions during committee meetings Ensure that committee business is completed within a reasonable time Ensure that members of the committee follow the agenda and stick to the point At the end of discussion on each item summarise any decisions made and organise a vote if needed Remain balanced and allow for all points of view to be heard and considered Oversee the annual business plan (if any) With the Treasurer, monitor the annual budget Ensure that an Annual General Meeting is held in accordance with the constitution Represent the organisation in all discussions with public & private outside bodies If unable to attend any outside meeting ensure that a deputy is appointed and brief that deputy DEPUTY CHAIRPERSON To deputise for the Chairperson in every respect on any single occasion or for any longer period. During any such period undertake any or all of the responsibilities of the Chairperson as required. To challenge and support the chairperson in the carrying out of their duties. TREASURER Prepare or oversee the preparation of annual budgets and any updates to those budgets Ensure that a proper record is kept of all financial transactions Ensure that the Association remains financially stable and viable Inform and advise the Committee on all matters financial and implement its financial policies Act as a signatory on all the Association’s bank accounts and other financial documents Ensure that the committee is aware of its financial duties and liabilities Ensure that annual accounts are prepared and properly audited and present these to the AGM Make information available to members of the RA and grant-giving bodies as As per clause 7.12 relation to expenditure and money held by the RA SECRETARY Make arrangements for meetings In consultation with the Chairperson, prepare and distribute the agendas for those meetings Check that a quorum is present at each meeting Take minutes of matters discussed, decisions made at meetings & record what actions are required Ensure that minutes of the previous meeting are distributed to all Committee members at least 5 days before any subsequent meeting. Following approval (or modification) of those minutes at that subsequent meeting, ensure that the approved minutes are displayed and available to all members of the Association. Oversee the election of new Committee members at each AGM Keep lists of the Committee members up to date with all contact details recorded Handle complaints about RA committee members, if they arise, in accordance with the constitution Liaison Officer Working in partnership with the deputy chair, represent the organisation in discussions with public & private outside bodies, as agreed by the committee or delegated by the Chairperson Report back to the committee details of those discussions COMMITTEE MEMBER NOTE – These responsibilities also apply to the office bearers Whenever possible attend Committee meetings and inform Secretary if unable to attend. There are usually 9 committee meetings per year and one AGM. It is suggested that committee members attend at least six meetings in a year. The frequency of meetings can vary, depending on the residents’ needs Ensure that the Association fulfils any current stated objectives Ensure that the Association complies with the law Ensure effective management of money, staff, volunteers, operations, etc. as appropriate Assist in preparing policy, strategy and objectives Accept, jointly with other Committee members, responsibility for all property and equipment Act in the best interests of the Association and its members collectively Please fill in the nomination form and return as requested, or email to email@example.com entries will be taken up to the start of the meeting but to allow for organisation of the list of nominees if possible get your entries in by 12noon on the 24th April PRE EGM ——- Listening Events there will be two. First one is Saturday 9th April
Zoom details for tomorrow’s listening event the first of two
Saturday 10 April 2021
Meeting ID 709 026 8497
Dial in 0203 901 7895 or 0131 460 1196
Will pop the direct link into comments.
Please join and let your voice be heard!
The purpose of this zoom call is to inform the future committee of what is important to you.
For this reason the call will be recorded and key points summarised at the egm.
You will also have the opportunity to ask questions to the egm working group members, who have been focused on getting thing set up for the 24th April.
If you are considering joining the committee, this will be a good opportunity to find out more.
—————— From the First Listening Event——————-
Second Listening Event
Sunday 18th Apr 2021
07:00 PMThis will be on Zoom and the event recorded Zoom Details Join Zoom Meeting https://us02web.zoom.us/j/7090268497?pwd=WXBRQjVwTHV5b1o4cThmQUV6MndSQT09 Meeting ID: 709 026 8497 Passcode: 504110 One tap mobile +442039017895,,7090268497#,,,,*504110# United Kingdom +442080806591,,7090268497#,,,,*504110# United Kingdom Dial by your location +44 203 901 7895 United Kingdom +44 208 080 6591 United Kingdom +44 208 080 6592 United Kingdom +44 330 088 5830 United Kingdom +44 131 460 1196 United Kingdom +44 203 481 5237 United Kingdom +44 203 481 5240 United Kingdom Meeting ID: 709 026 8497 Passcode: 504110
—————— From the Second Listening Event——————-Important point raised, at the EGM there will be a some ammendments to the constitution proposed so it would be a good idea for all memebers to have a read of the current constitution This would then allow people to understand the implication of any change before they vote on the change.