Terms of Reference
The Constitution of the Society sets out clauses relating to the election and functions of the Committee, and provides guidance on the way the Society should be run. The Constitution can only be changed with the consent of members at an Annual or Extraordinary General Meeting of the Society.
However, the consistent and smooth running of the Society is also ensured by adherence to the Terms of Reference. This document is a working tool and may be changed or amended by the Committee at any time.
1. Meetings:
Shall be held at least three times per year. Dates will be agreed between the committee
members.
2. Agenda:
The Chair and Secretary will usually draw up the agenda for Committee meetings, but any member of the Committee may request items for the agenda. The Agenda will be sent to all Committee members at least seven days before the meeting.
3. Communication:
Notice of meetings and other communications amongst the Committee members will be sent by email whenever possible.
4. Minutes:
The Secretary will take minutes of each committee meeting. The draft minutes should be sent to the Chair for agreement before circulation to the other members of the committee. The agreed minutes should be sent to members within fourteen days of the meeting. The minutes of the previous meeting will be agreed at each Committee meeting when the Chair will sign the approved minutes. The Secretary will maintain a paper copy of the signed minutes from Committee Meetings, Annual General Meetings and Special General Meetings.
5. Officers:
The Officers (Chair, Secretary and Treasurer) shall be appointed annually by the committee following the Annual General Meeting.
6. Roles: The allocation of roles or tasks within the Committee may vary depending on the strengths of the individual members.
7. New Members:
Potential new members of the Committee may be invited to attend one or more committee meeting(s) as an observer in advance of their nomination at the AGM.
8. Subcommittee:
It may sometimes be desirable to set up a small subcommittee to be responsible for a particular activity. The sub committee should:
- Have clear tasks and objectives.
- Have a limited life-span.
- Be able to co-opt individuals to serve on the sub committee. These individuals need not be members of the Society.
- Report on a regular basis to the Committee.
The Committee must review the activities of the subcommittee regularly to ensure that it still has a clear function and purpose. If necessary, the Committee may dissolve the subcommittee at any time.
9. Planning:
The Committee may draw up an outline of activities to be carried out over the next 12 months. The Committee may draft a timetable to ensure that tasks allocated to members constitute a reasonable workload. The allocation of tasks within the Committee may vary depending on the strengths of the individual members
10. Management of Financial Matters
10.1 Contact with Members: A statement of the Society’s finances should be made available to any paid up member of the Society within seven working days of receipt of a reasonable written request to the Treasurer.
10.2 Budgeting: At the start of each financial year, the Treasurer should prepare a draft budget for the coming year. This will establish expected income and expenditure and will assist financial management through the year.
10.3 Funds: The Society’s funds will be held in a bank account as detailed in the Constitution.
10.4 Reporting: The Treasurer should present a summary of all income and expenditure to every committee meeting. If the Treasurer is unable to be present at the meeting, a written summary should be submitted through the Chair.
10.5 Expenditure: Every item of expenditure must be covered by a receipt. As far as possible, all major expenditure must be agreed by the Committee in advance.
10.6 Signing of Cheques: ONE signatory is required on cheques up to the sum of £5,000. TWO signatories are required for any sum over this amount. Two Committee members shall be registered as signatories with an additional two signatories from the Portsmouth Roman Catholic Diocese in accordance with their Rules. No signatories may sign a blank cheque nor sign a cheque made payable to themselves. The signatories must also sign the cheque stub and/or claim form in order that it is clearly recorded who signed for every payment.
10.7 Changing Signatories: Any changes to those registered as signatories at the bank must be approved by the Committee and recorded in the minutes. The Portsmouth Roman Catholic Diocese shall be informed and they shall register the changes with the bank.
10.8 Forward Funding: No forward funding or ‘petty cash’ may be given to any person or organisation without prior agreement of the Committee. Such agreement must be recorded in the minutes.
10.9 Reimbursement: All claims for reimbursement should be made on a Claim Form and accompanied by the appropriate receipts(s).
10.10 Presentation of Annual Accounts: The Treasurer shall present a written statement of the Annual accounts (Financial Statement) to the members at the Annual General Meeting.