Roles (as at March 2009)

Committee Roles

Notes:

1. This document should be read in conjunction with the Statutes (February 2009) of La Asociacion de Gata Residencial.

2. It should be noted that the roles of President, Treasurer and Secretary are mandatory for organisations such as La Asociacion de Gata Residencial.

3. The committee is comprised of the following members:

1. President

2. Vice President

3. Treasurer

4. Secretary

5. Membership Secretary

6. Representative

7. Webmaster

8. Other Roles

4. Any sub-group created from and by the committee is answerable to the committee.

5. The committee is answerable to the membership through the General Assembly.

1) PRESIDENT

General Role

The President’s role is to provide leadership through the Association’s Committee and representation of the Association.

Role on the Committee

To convene and chair committee meetings a minimum of every two months.
To cast his presidential vote in the event of a tie between committee members.

Role at General Meetings

To convene and chair general meetings of all members, as required.
To convene and chair an Annual General Meeting.
To provide an annual report to the membership regarding the activities during the previous year.
To present plans for the forthcoming year.
To preside over votes to accept reports and agree plans.

Role outside of Meetings

To assist members with their concerns or queries in relation to association matters or to delegate such concerns to the relevant committee member.
To respond to correspondence from any external sources, or delegate same to the relevant committee member.
To liaise with other bodies to further the association’s interests and report back to the members accordingly.

General requirements

A working knowledge of Spanish would be beneficial to the position holder but is not essential.
Basic computer experience of Microsoft Word and e-mail is required.

2) VICE PRESIDENT

General Role

The Vice president´s prime role is to be able to act in the absence of the President and/or take over the Presidency should the need arise until elections can be held. It is therefore essential that the Vice-president is fully conversant with the actions of the president.

Role on the Committee

To attend meetings of the committee a minimum of once every two months.
To chair committee in the absence of the President and chair at least one committee meeting each year.

Role at the General Meeting

To chair general meetings in the absence of the President.

Role outside of Meetings

To take responsibility for any tasks the President may request or delegate.

General

Basic computer experience of Microsoft Word and e-mail is required.

General Role

The treasurer´s role is to control and manage effectively the financial resources of the Association.

Role on the Committee

To attend committee meetings and provide reports of transactions and the state of the association´s resources.

Role at the General Meeting

To prepare the annual balance sheet and the statement of accounts for submitting to the membership.
To prepare a budget for the forthcoming year.
To accept membership fees, as appropriate.

Role outside of Meeting

To accept and process income and outgoings.
To maintain bank account(s), as agreed by committee.
To maintain monthly accounts, checking against Bank Statement and any cash held.
To liaise with Membership Secretary regarding all matters to do with subscriptions and fees.
To maintain a petty cash float.
To sign receipts including subscriptions and other treasury documents.
To identify auditors for the forthcoming year and to present to membership for agreement.

General

Basic computer experience of Microsoft Word and e-mail is required.
Ability to use a spreadsheet or similar package to produce accounts.

General Role

The secretary´s general role is to produce and process all documentation related to association activities and ensure that practice is in line with registered statutes.

Role on the Committee

To attend meetings of the committee a minimum of once every two months.
To circulate agendas.
To take the minutes of the committee meetings and distribute to members.
To provide representatives with appropriate documentation to assure the smooth running of meetings.

Role at the General Meeting

To book venues.
To draw up and circulate agendas with any appropriate documentation.
To take the minutes of the General Meeting.
To process proxy votes.

Role outside of Meetings

To provide secretarial support to the committee, as necessary.
To communicate with individuals and organizations, as necessary.
To process documentation and periodically manage the review of documentation.
To draw up and arrange signing of any official documents.

General

Proficiency with computer and good experience of Microsoft Word and e-mail is required.
Good use of English.
A working knowledge of Spanish and /or Dutch would be an advantage.

5) MEMBERSHIP SECRETARY

General Role

The membership secretary´s role is to deal with all matters related to membership.

Role on the Committee

To attend committee meetings a minimum of every two months.
To provide each meeting with an update of the membership status for ratification and any issues relating to it.

Role at the general meetings

To ensure that a correct record of attendance is obtained.
To provide the meeting with a report of membership.
To answer queries or give information relating to membership, as required.

Role outside of the general meetings

To maintain the membership database including updates of new subscriptions, members joined, and members withdrawn due to non-payment and cessation of membership.
To receive and process completed membership forms.
To receive annual membership fee and annotate forms as PAID liaising with Treasurer, where necessary.
To prepare and distribute Membership Cards.
To complete introduction procedures including sending out welcome letter, ensuring that they have access to website, as required and answering any queries related to membership.
To prepare new members lists for approval at each committee meeting.
To prepare entry lists for and sign in members at general meetings.
To receive and process database amendments.
To answer any query from members related to membership.

General

Computer proficiency with good experience of Microsoft Word, excel and e-mail is required.
Ability to undertake any of the Secretary’s roles if he/she is unable to fulfil it.

6) REPRESENTATIVE

General Role

The representative´s role is to represent the interests of a group of residents and owners who are “members” of the association on a given manzana(s).

Normally that group will be defined by:

One or more M blocks e.g. M18 & M19
Language e.g. Spanish or Dutch speaking
A specific responsibility or skill e.g. Website.

Role on the Committee

The group of representatives shall be called the “committee”. The committee will elect a Chairman, Vice chairman, Treasurer, Secretary and Membership Secretary.

To attend committee meetings a minimum of once every two months.
To relay communications between the association and all the members represented including distribution of information and relaying feedback.
To ensure that all members have received information such as minutes of the committee meetings. Wherever possible this will be done through electronic circulation lists but it is the representative’s responsibility to ensure that individuals are fully informed of actions, issues and debate.

Role in General Meetings

To act as tellers in any vote, as required.

General Role

To have a desire to work with others to further the interests of the community.
To have good communication skills.
To have basic computer skills with Word and email.

Each representative must be elected by the group that they represent.

For the Arrabal communities, La Asociación de Gata Residencial representative could be elected by the community e.g. as an agenda item during the AGM
For the Alfar M blocks, any member can offer to undertake the role of representative for their M block. Where there is more than one candidate it will be necessary to have an election and each candidate will need a proposer.
The association will only accept one nominated representative for each M community. Nevertheless each representative should ensure that they have a deputy who is prepared to carry out their role in their absence.

General Role

To maintain and develop the association website.
To liaise with the Secretary, as appropriate regarding the website.
To report website developments to the Committee and where necessary to the membership.
To establish levels of access to the site and review this as necessary.

Role in committee and at General Meetings

To report to meetings any developments related to the website.
To present to meetings any plans related to the website.

General Requirements

To have high levels of computer skills related to the creation, maintenance and development of websites.

8. OTHER ROLES & RESPONSIBILITIES

SUPPORT

To provide specific support, knowledge and expertise to the committee. E.g. Language.

ACTIVITIES & EVENTS CO-ORDINATOR

To maintain and develop a calendar of events and activities aimed at enhancing the community and social life of Gata Residencial. (Webmaster)
To liaise with members, outside bodies and non-members in order to produce the events and activities. (Various members)
To organise venues for general meetings, committee meetings. (Secretary and individual event organizers)
To co-ordinate ideas for social events. (To be agree at committee)

Members' BenefitS scheme

To maintain and develop the Members' benefits scheme.
To investigate new proposals of discounts on behalf of the members.
To liaise with secretary / webmaster regarding the updating of the member´s discount scheme on the website.