organisation
The Associations organisation is fairly simple with a Committee that meets about 10 times each year. The committee meetings are used to discuss current issues, plan future events, oversee the annual Ale-ing Fest, and to evolve our links with Gorron. The Committee links with the membership through:
- Resume of the Meeting Minutes on the web site.
- Bi-Annual Salut magazine.
- Annual General Meeting (AGM) each spring.
- Interaction with members at functions etc.
At the AGM one third of the Committee stand-down each year, allowing other members the opportunity to stand for election to the Committee.
If you are interested in reading the Twinning Constitution go to the constitution tab under organisation on our home page.
Roles of various Committee Members
President
The President of the Club is an honorary position held by Averil Pollicot in recognition of her role in the setting up of the Association. The President will support the Chairman, representing the Club if required and will act as a lead when required, for example to welcome club guests, judging or giving prizes.
In the event of the failure or dissolution of the Club’s Committee, the President will lead and take the necessary action to rectify the issue or wind up the Club.
Chairman
The Chairman’s role is to provide leadership to the Association and to the Committee, ensuring that the Association operates to meet the agreed Aims of the Association. Specifically the Chairman will:
- Chair Committee meetings and the AGM.
- Prepare the agenda for Committee Meetings and ensure that the Meetings are efficiently run.
- Prepare all relevant documentation for the committee meetings and the Chairman’s report for the AGM.
- The Chairman holds the deciding vote where committee votes are tied.
- Act as a spokesperson and figurehead for the Association.
Secretary
The Secretary’s role is to support the administration of the Association and facilitate and support Committee Meetings. Specifically the Secretary will:
- Assist the Chair with external correspondence and liaison.
- Maintain a record of committee members’ period in office and manage the committee member election process at the AGM.
- To take minutes at all committee and general meetings and to issue those minutes to committee members and association members as appropriate.
Treasurer
The Treasurer’s role is to ensure that the fiscal assets of the Association are properly managed*. Specifically the Treasurer will:
- Maintain an overview of the Association’s finances.
- Ensure the Association has sound fiscal policies and procedures.
- Ensure that funds are spent in accordance with the Association’s Aims** and that money given for a specific purpose can be seen to have been used correctly.
- Maintain day-to-day control of the Association’s finances.
- Ensure creditors are paid and income is banked in a timely fashion.
- Report into Committee Meetings the current financial position.
- Produce end-of-year accounts for the AGM.
- Ensure on a bi-annual basis that the accounts are reviewed / audited by an agreed member of the Committee.
Membership Secretary
The Membership Secretary’s role is to promote membership, maintain membership records and to collect membership dues. Specifically the Membership Secretary will:
- Where directed by the Committee undertake work to promote membership of the Association.
- Maintain a membership database containing contact details and membership currency.
- Manage the collection of the annual membership fee.
- Prepare a ‘Membership’ report for the AGM.
External Publicity Member
The External Publicity Member’s role is to manage the flow of information from the Committee to the general public. Specifically the External Publicity Member will:
- Manage submissions to External Public Publications (e.g. the Islander and/or Trader) on regular (bi-monthly) basis.
Membership Publicity Member
The Membership Publicity Member’s role is to manage the flow of information to the membership so that the membership is aware of forthcoming events and matters of interest. Specifically the Membership Publicity Member will:
- Manage the production of at least 2 members’ newsletters (Salut) each year.
- Manage the production and delivery of information to members on forthcoming events.
Entertainments Member
The Entertainments Member’s role is to manage a programme of events for the Members, as agreed by the Committee. Each event will have a ‘lead’ person, usually not the Entertainments Member. Specifically the Entertainments Member will:
- Where appropriate Manage attendance and monies for specific events or coordinate with the nominated event manager
- Maintain a diary of events and actions completed.
- Provide an ‘event’ brief to the ‘lead’ for a specific event.
- Ensure an event report is provided for the Committee covering attendance, finance and material suitable for publication for the Publicity Members.
- Act as co-ordinator where another member has the lead for a specific event.
- Prepare an Entertainments Report for the AGM.
Ale-ing Fest Member
The Ale-ing Fest Member’s role is to chair the Ale-ing Fest sub-committee. The Ale-ing Fest sub-committee is responsible to the Twinning Committee for raising funds for the Association and for providing a successful Island social event. Specifically the Aleing Fest Member is to:
- Identify a body of volunteers for the sub-committee, covering accounts (treasurer), sponsorship, advertising, equipment etc to assist in the delivery of the Ale-ing Fest. These volunteers are in the first instance to come from the Twinning Committee, and then if required from the wider membership.
- Chair the sub-committee to achieve all pre-event advertising, equipment hire, beer selection, bookings, sponsorship, tickets, beer ordering and glasses.
- Apprise the Twinning Committee of any problems or issues that need to brought to their attention and provide a report on progress to all Twinning Committee Meetings.
- Manage the venue preparation, event delivery and the venue clearance.
- Provide to the Twinning Committee a financial assessment of the event within one week and a set of accounts within two months of the event completion.
- Ensure all post-event issues are completed and the event leaves no footprint.
Where decisions are made by vote the Ale-ing Fest Chairman has a deciding vote in the case of a tie.
* The Treasurer has a specific role within the Committee in relation to money matters but responsibility for financial management lies with the Committee as a whole.
** The Aims are laid out in the Association’s Constitution.
The present Committee Members are:
Averil - President and External Publicity Member
Dudley - Chairman
Tony - Vice Chairman
Stacey - Treasurer
Vi - Secretary
Kathy - Membership Secretary
Allan - Membership Publicity Member
Sue - Entertainments Member
Julia - Website Co-ordinator
Dave - Committee Member