Title: OFFICERS ROLES AND RESPONSIBILITIES

Title: OFFICERS ROLES AND RESPONSIBILITIES

• Maintain on behalf of the Trustees an accurate list of members, on a computer, in accordance with the governing document,
• Maintain an accurate record of all receipts and payments on behalf of the Trustees
• Provide a point of contact for the Charity Commission and ensure all annual returns are submitted on time and in the correct format on behalf of Trustees
• Advise the Trustees on compliance with the Data Protection Act regarding membership information held on computer
• Arrange suitable insurance cover for the Associations affairs retaining policy documents and handling any claims
• Agree budgets with the Trustees to help ensure the Charity has sufficient reserves to continue to carry out its objectives
• Prepare statements of accounts on behalf of the Trustees in a format acceptable to the Inland Revenue and Charity Commission.
• Maintain an accurate list of the charities assets and note their locations to help ensure safe keeping
• Advise the Trustees on compliance with the Charities Act
• Ensure each Trustee receives Charity Commission publication CC3 "Responsibilities of Charity Trustees".
• Act in accordance with the ANYCOUNTYBKA Internal Financial Controls rules document.

• Bank cash and pay bills in a timely manner
• Send reminders to all members failing to pay their subscriptions by the due date
• Contact the Inland Revenue (Financial Intermediaries and Charities Office) and ensure accurate Tax Returns are submitted on time on behalf of the Trustees
• Ensure accurate records are maintained for Bee Disease Insurance and that the spring and autumn returns are submitted on time
• Print all membership address labels for postal communications
• Appraise the Trustees of the current financial position at each meeting of Trustees.
• Present the accounts duly audited to the annual meeting of members
• Retain records for audit purposes for at least six years
• Arrange with the auditors an annual audit of the accounts, the membership list and list of assets.
• Maintain the list of assets, including those assets on loan to the charity where the charity is responsible for their safe keeping and insurance against loss

Title: OFFICERS ROLES AND RESPONSIBILITIES

• To take the chair at meetings of the Executive Committee
• To take the chair at meetings of Members
• Ensure that the Trustees manage the association in accordance within the guideline specified by the Charity Commissioners.
• Write any letters of congratulation or condolence on behalf of the ANYCOUNTYBKA

• Be familiar with, and act in accordance with, the Charity Commission publication CC3 "Responsibilities of Charity Trustees".
• Chair meetings of members or of Executive Committee meetings in accordance with the following guidelines:

• Arrive in good time.
• Start on time and keep to time.
• Stand up and start the meeting with a welcoming smile and a friendly greeting.
• Introduce the agenda items clearly and audibly.
• Be informative. Tell members all they need to know to feel involved and interested.
• Where propositions are being discussed or voted upon:
  
  
  • Ensure all opinions are heard, and maintain order by asking that all remarks are addressed to the chair.
  • Reach decisions by summing up quickly the main points for and against, then ask for a vote
    
    
• If necessary be prepared to take any of the following actions:
  
  
  • Take the Floor to make a Statement. To stand and thus requiring any member addressing the meeting to cease doing so and resume their seat thus allowing the Chair to address the meeting without interruption
  • Interrupt a Speaker. For any of the following reasons:

    (a) Speaking beyond the terms of the matter under debate
    (b) Using words not conducive to good order and conduct
    (c) Making statements of a defamatory nature
    (d) Breaching the law of the land
    (e) For not facing or addressing the Chair.

  • To make rulings on procedural matters, Points of Order and voting results. (These rulings are, however, subject to challenge from the floor).
  • Make an Emergency Adjournment. This should be in exceptional cases only, such as unruly behaviour by members or any untoward activity.
    
    
• Welcome and introduce the speaker, if appropriate.
• Make time to circulate amongst members and chat informally.
• Close the meeting formally and thank the members for coming.

• Arrive in good time.
• Start on time and keep to time.
• Stand up and start the meeting with a welcoming smile and a friendly greeting.
• Introduce the agenda items clearly and audibly.
• Ensure all opinions are heard, and maintain order by asking that all remarks are addressed to the chair.
• Reach decisions by summing up quickly the main points for and against, then ask for a show of hands.
  
  
  • Confirm that the secretary (or Minutes secretary) has adequate notes of the discussion and decisions made.
    
    
• If necessary be prepared to take any of the following actions:
  
  
  • Take the Floor to make a Statement. To stand and thus requiring any member addressing the meeting to cease doing so and resume their seat thus allowing the Chair to address the meeting without interruption
  • Interrupt a Speaker for speaking beyond the terms of the matter under debate.
    
    
• Close the meeting formally no later than 10 pm (evening meetings) and thank the members for coming.
• Following a meeting:
  
  
  • Check and then approve the draft copy of the minutes/ record prepared by the Secretary (or person assigned to take minutes) prior to circulation to committee members.
  • Check with the Secretary any follow-up work generated by the meeting.

• Agree the agenda with the Secretary (and Treasurer if appropriate) and read through any necessary papers and correspondence.
• Discuss with the Secretary the items of business and clarify details.
• Arrange the items in a logical sequence
• Time the agenda - not too many items with, ideally, a time limit for each item.
• Identify any item that requires special attention.

Title: OFFICERS ROLES AND RESPONSIBILITIES

• Handle and acknowledge all correspondence as determined by the Executive Committee
• Establish and maintain good relations with the Secretary and staff of the BBKA and with the secretaries of adjacent Beekeeping organizations
• Ensure minutes of meetings are recorded and signed off in accordance with the Constitution, are kept securely in perpetuity and for Executive Committee meeting, ensure that the minutes are kept confidential to the Executive committee.
• Book meeting rooms for Members meetings and Executive Committee meetings.
• Establish and maintain good relations with the local Farmers organizations such as the NFU (national Farmers Union) and CLA (Country Land Owners Association)
• Establish and maintain good relations with the local Farm Institute(s).

• Be familiar with, and act in accordance with, the Charity Commission publication CC3 "Responsibilities of Charity Trustees".
• With the Chairman prepare the agenda for Association and committee meetings.
• Write up the minutes for members meeting and the minutes for the Executive Committee meeting and agree them with the Chairman.
• Send out invitations to speakers and confirmations of bookings with guidance on how to find the meeting place.
• Copy and distribute the Charity's newsletter.
• Distribute copies of the BBKA newsletter.
• Copy and distribute copies of the annual Yearbook
• Provide each new member of the charity with a copy of the members handbook.
• Distribute annual updates of the members handbook to all members

• Collate the information from previous minutes/records.
• Check any action required has been taken.
• Draft agenda into logical order of priorities.
• Discuss and agree proposed agenda with the Chairman
• Arrange all necessary papers in order of use at the meeting.
• As appropriate: Issue calling notice for the meeting together with the unapproved minutes of the prior meeting together with any papers that members will need time to study prior to the meeting.

• Arrive in good time.
• Be ready to start punctually with papers in correct order.
• Note the apologies for Executive committee and Annual General meetings.
• Take careful, adequate notes of all items of business discussed, noting particularly names of proposers and seconders and the result of any voting.
• Remind members of closing dates for applications for courses, events, newsletter, subscriptions etc.

• Ensure that the draft minutes/record are written up as soon as possible after the meeting.
• Agree these with the Chairman.
• In consultation with the Chairman, do any required follow-up work/action from the meeting.
• Write any letters that were awaiting decisions taken at the meeting.
• Be helpful over queries from members, but ensure the confidentiality of Executive committee minutes.

Title: OFFICERS ROLES AND RESPONSIBILITIES

Title: OFFICERS ROLES AND RESPONSIBILITIES

Executive Committee Member   (Excluding Honorary Officers)

• Attend Executive Committee meetings and provide input and expertise to further the objects of the Charity
• Be familiar with, and act in accordance with, the Charity Commission publication CC3 "Responsibilities of Charity Trustees".
• Be prepared to take on one of the non-executive roles within the Charity such as the role of advisor, newsletter editor, librarian, etc.

Title: OFFICERS ROLES AND RESPONSIBILITIES

• Be prepared to answer a members' telephone or personal queries regarding any practical aspect of the ownership and management of bees.
• Be prepared, on request, to visit a members' apiary (typically within the advisors designated district) to provide practical help and advice to assist the member in the management of their bees. The timing and carrying out of such visits are at the discretion of the advisor who is entitled to make a charge for traveling expenses. (Note: The first visit is free to the member; any mileage expenses charged by the advisor will be at the rate specified by the charity and charged to the charity. Subsequent visit expenses, if charged, will be agreed directly between the member and the advisor.)
• Be prepared to give information respecting the objects of the association and the conditions and advantages of membership to any member of the public who contacts them with regard to bees and beekeeping.

Title: OFFICERS ROLES AND RESPONSIBILITIES

• Be familiar with the Charity Commission publication CC3 "Responsibilities of Charity Trustees".
• To inspect the financial records and ensure that there is evidence to support all income and payments.
• To inspect the records of assets, and where necessary the actual physical assets to ensure that the records reflect a true record of the actual assets and their value.
• Check the methods used in transacting the Charity's financial affairs and ensure they follow the Charity Commissioners guidelines.
• Submit to the trustees a signed statement as to the correctness or otherwise of the accounts.

Title: OFFICERS ROLES AND RESPONSIBILITIES

• Ensure that the association's bees are managed in a manner that supports the teaching needs as prescribed by the trustees.
• Maintain / breed a strain of bee in accordance with the direction provided by the trustees.
• Ensure that the equipment attached to the apiary, is kept and maintained in good order.
• Keep and maintain an inventory of bees and equipment held at the apiary
• Ensure that the apiary grounds are kept in a tidy condition.
• Together with the trustees, define what teaching courses are to be held each year; propose suitable training materials and determine the list of suitable tutors.
• Hold a minimum of 3 Apiary sub-committee meetings a year, one of which, preferably held in September, must provide to the Trustees a statement of the activities carried out during the past beekeeping season and also provide a likely budget of Income and Expenditure for the following year.
• Propose recommendations to the Trustees to modify / improve the facilities and / or training courses and activities carried out at the apiary.
• Prepare and give a report on the activities and the state of the apiary at meetings of trustees.
• Encourage members on training courses to take BBKA examinations

Title: OFFICERS ROLES AND RESPONSIBILITIES

• To teach the art of beekeeping to members of the ANYCOUNTYBKA by both practical demonstration using the association hives and equipment and by classroom instruction as determined by the syllabus prescribed by the Trustees.
• Maintain a log of members attending each demonstration and /or lecture.
• Be prepared to answer member's questions on any aspect of beekeeping during demonstrations.
• Be proactive in working with members to assess their beekeeping capabilities and advise them on their suitability to take BBKA examinations and / or the suitability of the various classes / levels of instruction to them that the ANYCOUNTYBKA may be undertaking at that time.

Title: OFFICERS ROLES AND RESPONSIBILITIES

• No person should attend an outside demonstration unless fully protected.
• All accidental stings to be reported to the manager and entered in an accident book.
• Phone Number for Paramedics to be displayed on the Notice Board
• A mobile phone should be available to call for help if required.

• The apiary manager and / or the person that is given responsibility for the apiary at the particular time to make sure that the site and any item of equipment that needs to be secured is locked up and or secured prior to leaving the apiary site.
• Access keys to the Apiary to be held by the Manager and / or an appointed member of the Apiary sub-committee.

Title: OFFICERS ROLES AND RESPONSIBILITIES

• Prepare a regular newsletter for the members of the Charity
• Prepare and keep updated a Members pack
• Prepare an annual Yearbook

• Seek out items of interest for members, and put together with a calendar of events for the charity for the next 6 months into a newsletter which should be in A4 format with typically 2 full sides of text.
• Publish newsletters to a timetable agreed with the Trustees. (Typically 4 to 6 newsletters are published per year.)
• Deliver the completed text to the Secretary to copy and distribute.

• Prepare and maintain the “Members pack” as specified by the Trustees.
• Provide the Secretary with a master copy of the Members pack, following the Annual General Meeting (to be used for new members). In addition provide a set of update sheets for distribution to existing members to maintain their members packs.

• Prepare, in accordance with the Trustees requirements, the annual yearbook, in lieu of a newsletter, in February each year.
• The yearbook will typically comprise, at a minimum:
  • Calling notice for the Annual General Meeting (AGM)
  • List of Officers elected at the prior AGM
  • Minutes of the prior years AGM
  • Officers Reports for the prior year
  • Copy of the accounts
  • A list of Advisors
  • Program of events for the coming year
  • Library rules / Other information for members

Title: OFFICERS ROLES AND RESPONSIBILITIES

• To take responsibility for the Charity's collection of books, pamphlets and videos, collectively called the library.
• To make available at meetings of members a significant proportion of the books and the videos to enable members to borrow them
• Record the names of members borrowing library items and collect any fees due.
• Maintain an up to date list of all the books, pamphlets, videos etc in the library.
• Propose to the Trustees likely additions to the library

• Keep in proper conditions the total collection of books, pamphlets and videos for the charity.
• Segregate the books into those that can be lent to members and those that are of historical importance which are for reference only and not for loan.
• Attend members meetings with a varied collection of books and videos that can be loaned to members
• Maintain a record book of all loans, ie Name of book, members name, fee paid, date of loan.
• Collect fees and deposits from members as defined in the rules applicable to the library, and pass to the Treasurer any surplus monies collected as fines etc.
• Bring to the attention of the Trustees the names of members who have not returned books in accordance to the library rules
• Propose to the Trustees likely books and videos that should be added to the library
• Agree with the Trustees on an annual basis the budget for new purchases and / or refurbishment of existing items.
• Propose to the Trustees names of books or videos that are obsolescent and should be disposed of.
• Arrange with the Trustees to have the library valued, (Approximately every 3 years).