Roles and Responsibilities
Board Member of the Committee
I
am here to declare my roles and responsibilities:
As board member of the committee, we will make decisions
as a collective group and hold joint responsibility for decisions and actions
taken by the board members on behalf of "Emerald Residenz - Tiara", even
in their absence. Management should have access to relevant informations to
support them in carrying out their responsibilities.
It
is the responsibility of the Board Members of the committee to:
•
Attend meetings
•
Arrive at meetings on time
•
Respect the rules of procedure
•
Speak clearly and to the point on agenda items while at meetings
•
Listen attentively
•
Respect other participants and maintain an open minded attitude towards others
opinions
•
Undertake and complete tasks allocated
•
Submit reports when required
•
Support all other Committee Members in the conduct of their
responsibilities.
It is important that all Board Members of the
committee is fully understand the individual roles and responsibility of the
nominated positions in order to manage effectively and efficiently.
Important note: email must be copied to all
committee members included all AJKs.
Chairman:
The Chairperson is responsible for making sure that each
meeting is planned effectively, conducted according to the constitution and
that matters are dealt with in an orderly, efficient manner. The Chairperson
must make the most of all his/her committee members, building and leading the
team.
• Encourage participation by members in activities and
projects.
• Ensure Committee Members fulfill their responsibilities.
• Preside at all meetings and will have a casting vote.
• Ensure that meetings are productive and results focused.
• Ensure that the Secretary completes the proper entry of
minutes and the handling of the Association's affairs as instructed by
meetings.
• Report activities of the portfolio to the membership at the
Annual General Meeting.
Vice Chairman:
The Vice Chairman will be required to act as Chairman when the Chairman
is either unavailable to carry out his duties or has delegated these
duties.
Tasks that will be carried out by the Vice Chairman
include:
•
Chair committee meetings as required.
•
Assist with oversight and co-ordination of Shed activities and
administration
•
Assist with ensuring that all tasks necessary for the smooth running of the
Shed are performed and/or appropriately delegated
•
Maintain a thorough knowledge of the Constitution & Rules of the
Association, the Incorporations Act and other Shed requirements.
Treasurer:
This position requires the skills and diligence to ensure
correct and accurate financial records are maintained and is crucial to the
efficient running of “The Emerald Residenz - Tiara”.
The
Commandments of the Ethical Treasurer:
•
Do not use financial funds as a personal expense account.
•
Do not allow “The Emerald Residenz - Tiara” to fall into a serious and
unnecessary financial position - attempt to match expenditure with
income.
•
Always obtain a receipt or invoice to substantiate expenditure.
•
Always provide receipts to those who make payment to "The Emerald Residenz
- Tiara".
•
Always keep the financial records of “The Emerald Residenz - Tiara” up to date.
Key responsibilities include:
• A
thorough understanding of financial procedures.
•
The deposit of all monies received, as soon as possible.
•
Signatory for cheques.
•
Preparation of annual budgets.
•
Preparing comprehensive financial reports for committee meetings, general
meetings and as requested by the committee.
•
Creation and maintenance of financial records throughout the term of
office.
•
Organization of Annual Audit of financial records. (A legislative requirement
for incorporated bodies - outsource)
•
Maintain appropriate accounts of all income and expenditure.
•
Report monthly to the Management Committee.
•
Present all accounts for payment for approval and priorities payment of
accounts.
•
Make details of all accounts available to the Management Committee and members
as provided in the Act.
•
Ensure “The Emerald Residenz - Tiara” finances are correctly audited.
•
Report activities of the portfolio to the membership at the Annual General
Meeting.
•
Reports to the Chairman and Management Committee
•
Liaises with all Creditors and Debtors.
Secretary:
The role of the Secretary is to support the Chair in
ensuring the smooth functioning of the Management Committee. The Secretary
is responsible for as follows:
• Establish a meeting schedule for the Management Committee for
the current year.
• Provide secretarial support to the committee.
• Maintain an accurate copy of the Constitution and Rules.
• Provide administrative support to the committee in ensuring
all relevant association responsibilities are dealt with appropriately.
• Maintain a complete record of all activities of "The Emerald
Residenz - Tiara".
• Be familiar with the policies and procedures, relevant
associations and any other body that has governance to give advice to the Chairman
and Committee as required.
• Prepare minutes of all Committee Meetings.
• Receive all correspondence directed to “The Emerald Residenz -
Tiara”.
• Prepare and send correspondence in accordance with the
direction of the Chairman and committee.
• Co-ordinate all committee reports.
AJK Members:
The member will be required to dedicate a significant amount of
time to "The Emerald Residenz - Tiara" and may undertake tasks to
communication with the residents assigned to them.
•
Assist all members in promoting "The Emerald Residenz - Tiara" in the
local and wider community.
• Undertake
publicity tasks & events at the request of the Committee where
required.
•
Assist other Committee members in their duties as required.
•
Undertake tasks at the request of the Chairman or Committee.
BAHASA MELAYU
PERANAN DAN TANGGUNGJAWAB
Sebagai ahli lembaga jawatankuasa, kami akan membuat keputusan sebagai kumpulan kolektif dan memegang tanggungjawab bersama untuk keputusan dan tindakan yang diambil oleh ahli lembaga bagi pihak "Emerald Residenz - Tiara", walaupun semasa ketiadaan mereka. Pengurusan harus mempunyai akses kepada maklumat yang berkaitan untuk menyokong mereka dalam menjalankan tanggungjawab mereka.
Adalah menjadi tanggungjawab
Ahli Lembaga jawatankuasa untuk:
· Menghadiri mesyuarat
·
Melaporkan aktiviti portfolio kepada ahli pada Mesyuarat Agung Tahunan.
Naib Pengerusi:
· Berhubung dengan semua Pemiutang dan Penghutang.
· Menyelaras semua laporan jawatankuasa.
· Menjalankan tugas atas permintaan Pengerusi atau Jawatankuasa.
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