IBM Club Warwick

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Committee Officer Roles

The roles of the various officers of the committee are essential to its smooth running. Ideally each role will have an incumbent and a deputy, although we are rarely in that fortunate position! These expanded explanations of the roles will hopefully encourage you to put yourself forward for one of them to help to ensure the future of IBM Club Warwick.


Chairman

The Constitution says:


Chairing the monthly committee meetings is fairly straightforward. The minutes of the previous meeting form the basis of the agenda for the current meeting and ensure that all matters carried forward are given due attention. There is a balance to be struck in allowing committee members to fully discuss issues whilst trying to ensure that the business of the meeting is completed. The well established processes for running events, and the use of a bespoke Notes events database to manage club affairs, makes the chairman's job fairly easy. The monthly meetings last about two hours.

The annual general meeting gives a formal opportunity for the membership to hear how the year has gone, and to give feedback. The chairman's presentation has a common core of detail from one year to the next, and so only takes a couple of hours to prepare. There is a trickle of feedback or questions from members that is dealt with throughout the year, but this takes very little time. Occasionally a prospective committee member comes forward and the chairman should take the time to encourage them.

The role of representative to the UK IBM Clubs National Committee is not necessarily fulfilled by the chairman, and may be delegated to any committee member. The National Committee meet three times a year in March, July and October. Since these meetings tend to be in Stratford-upon-Avon they only take one morning for the Warwick representative.

Very occasionally matters come up which require liaison with the Warwick Location Manager.


Secretary

The Constitution says: The principal duty of the secretary is to take minutes at the committee meetings. The previous meeting's minutes are usually taken as a starting point. Matters arising and carried forward are dealt with, then a financial report is done, then the current status of events (past, present and future) is reviewed, and then other business items are raised and discussed, and there are sections for each of these items in the minutes. It is currently the practice for the secretary to project onto a screen during the meeting, and to prepare outline minutes in advance so as to give the chairman a structure to follow (or not, as he/she wishes).

Details of events are stored in the club Notes database, as are the minutes. When these are being reviewed in a meeting, the secretary updates the event documents directly, so these changes don't need recording in the minutes as such. The finance report is provided by the treasurer (see below) via a couple of other documents in the database, the principal facts from which can simply be cut and paste into the minutes. Thus, the taking of minutes is not usually particularly arduous, except occasionally when an item that is controversial or difficult arises and needs to be carefully worded in the minutes.

The secretary also takes minutes at general meetings. These too are stored in the database, and usually based on the previous meeting's minutes as a starting point.

The overall role of keeping the club Notes database in good order generally falls to the secretary too. This involves updating information documents, collecting and collating information about the subsections, etc. Because most things are stored in the database already, there is really not a great deal to do by way of keeping records effectively. There is an "interested parties" distribution list to be maintained, and there are membership lists in the database which are updated monthly with lists sent from HR.


Treasurer

The Constitution says:
To expand on this –
  1. End of Year accounts. There are two things that need to be done:
    a) The financial year ends on 31st December and the accounts need to prepared and submitted to the auditors. In order for the audited accounts to be ready by end March the information needs to be given to the auditors by end January. This includes bank statements, cheque books, paying in books, receipts, and a spreadsheet showing all transactions including VAT claimed or due. This needs to be done for events organised by the Warwick committee, and each IBM Club Warwick subsection that was active in the year.
    b) Since IBM Club Warwick charges less for tickets than it pays for them we are able to reclaim VAT on the difference. The annual VAT reclaim needs to be completed and sent to Customs & Excise by end of February. Failure to do so results in a fine and a lot more work! An understanding of how VAT works and what can or can’t be reclaimed is essential. The auditors will produce a VAT figure in the accounts, which may differ from the amount claimed. If this occurs an adjustment should be made in the following year’s claim.
  2. Start of year budgets. The income expected by the club needs to be estimated, it consists of:
    a) Grant from IBM allocated by the UK IBM Clubs National Committee. This can be calculated from the number of members in the Warwick Club, using the spreadsheet supplied by the national committee. However, the amount may be cut if the location club has too much money left from the previous year, including all subsection balances. Added to this balance is money spent this year on next years events, less money received this year for next years events. The grant can also be reduced if accounts are submitted late.
    b) Member’s subscriptions. This is the weekly 5p subscription deducted from the salary of each member.
    c) VAT reclaim. This is calculated from the VAT receipts obtained by committee members and subsection committee members in respect of club expenditure.
  3. As and when needed:
    a) Collect cheques and receipts from event organisers and deposit into the club bank account.
    b) Issue cheques to event organisers to pay for the event.
  4. Every month, ready for the committee meeting:
    a) Enter all financial transactions into the IBM Club Warwick events database, including cheques paid out and monies paid in.
    b) Update financial details in event records in the database, including cheques received, cheques issued, and receipts received.
    c) Produce (automatic in the database) and reconcile the monthly statement, send one copy to Linda Richards (UK IBM Club Administrator).
    d) Produce (automatic in the database) the projected end of year balance to assist with the planning of club expenditure.

The following time estimates will vary according to the experience of the treasurer, and the level of club activity:
  1. End of year accounts - 2 to 3 days, mainly in late December and early January.
  2. Budgets – 1 day, early January.
  3. As and when – varies significantly depending on the number of events held in the month and how many visits to the bank are required, but probably averages 30 minutes a week.
  4. Monthly – 2 to 3 hours a month, the week before the committee meeting.


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