Northowram Scarecrow Event Committee

Membership Roles & Responsibilities

 

Version 2 – 2016

Review Date 2017

 

Chair/Vice Chair

 

á      The Chair will chair all meetings and in their absence the Vice Chair will step into  the role;

 

á      The Chair/Vice Chair will have a deciding vote on any issue where a tie occurs;

 

á      The Chair/Vice Chair will ensure all roles are carried out competently and in a professional manner offering support where necessary.

 

á      The Chair/Vice Chair will lead on Corporate Sponsorship for the Scarecrow Event.  The will be supported in this by the Joint Treasures and Fundraising & Business Link.

 

Treasurers

 

á      The Treasurer role will be held by two people to ensure checks and balances are in place;

 

á      The joint Treasurers will be joint signatories on the Scarecrow Community Fund bank account;

 

á      It will be the responsibility of the joint Treasurers to collect, count and record all income and outgoings; 

 

á      It will be the responsibility of the joint Treasurers to provide a financial breakdown to be tabled at the AGM annually;

 

á      At least one of the joint Treasurers will attend all meetings of the Funding/Bids Sub-Group and will give feed back to the full committee on recommendations from that group;

 

á      The Joint Treasurers will be responsible for retaining a file record of all bids/funding decisions and will make this available to the Chair/Vice Chair or Auditor on request

 

á      The joint Treasurers will support the Fundraising Co-Ordinator with the collection of prizes, donations and fees for advertising.

 

 

Secretary

 

á      The Secretary will ensure the Aims & Objectives and Membership Roles and Responsibilities are regularly up-dated in line with current practice and ongoing changes.

 

á      The Secretary will be responsible for organising nominations and voting as and when required.

 

á      The Secretary will be supported by a Minute Secretary.

 

á      The Secretary will link in with the Communications Lead and Programme/Trail Co-ordinator on the production of all material for publication. 

 

á      The Secretary will develop and produce a quarterly newsletter and ensure this is shared across the community on all communications mediums.

 

á      The Secretary will be responsible for producing posters and flyers to inform residents of events.

 

á      The Secretary will ensure that all material for publication is approved by the committee before going to press.

 

Minute Secretary

 

 

 


Communication Lead

 

á      The Communications lead will be the main point of contact for all publicity i.e. Halifax Courier or Grapevine articles;

 

á      The Communications Lead will support the Secretary in the development and publication of the newsletter and ensure the school is kept informed as they link to a large section of the community;

 

All publications will be approved by the committee before publication.

 

ChildrenŐs Games Lead and School Link

 

á      The ChildrenŐs Games Lead will be responsible for co-ordinating all childrenŐs games run directly by the Scarecrow Committee (not Scout or School games);

 

á      The ChildrenŐs Games Lead will be responsible for ensuring they have access to sufficient equipment which is appropriate, safe and secure;

 

á      The ChildrenŐs Games Lead will be responsible for ensuring games, venue and equipment are risk assessed.  They will be supported in this by the Risk Lead;

 

á      The ChildrenŐs Games Lead will be responsible for ensuring they have sufficient prizes and floats for the games.  They will be supported in this by the Joint Treasurers;

 

á      The ChildrenŐs Games Lead will also act as main link with Northowram School.  They will be supported in this by the Secretary and Communications Lead.

 

Risk Assessment and Health & Safety Lead

 

á      The Risk Assessment and Health & Safety Lead will be responsible for ensuring that a risk assessment is undertaken for the event annually.  This will entail each venue informing them of all planned activities;

 

á      The Risk and Health & Safety Advisor will be responsible for notifying Local Authority and emergency services of all planned activity.  They will be supported in this by the Local Authority Lead.

 

Fundraising Co-ordinator and Business Link

 

á      The Fundraising Co-ordinator will be responsible for canvasing local businesses for raffle prizes and donations/uptake of advertising space;

 

á      The Fundraising Co-ordinator will be responsible for collecting raffle prizes, donations and advertising money – they will be supported in this by the joint Treasurers;

 

á      The Fundraising Co-ordinator will be responsible for delivering information as and when required – they will be supported in this by the Joint Treasurers and other committee members and volunteers as and when required.

 

Local Authority Link

 

á      The Local Authority Link will support the Risk Lead in ensuring all relevant authorities and emergency services are informed of planned events.

 

á      The Local Authority Link will advise the Committee on the appropriateness of funding streams ensuring there is no over-lap or clash with Local Authority funding.

 

Trail & Programme Co-ordinator

 

á      The Trail and Programme co-ordinator will work with volunteers/Associate members to develop a programme and trail questions that is varied each year.

 

á      The Trail & Programme Co-ordinator will work with the Secretary to co-ordinate the production of the Trail Questions/programme. 

 

á      Help will be required in the collation of the questions for the programme this may be undertaken by someone other than the Trail & Programme Co-ordinator for example an associate member or volunteer.

 

á      Help will be required in the collation of the advertisements for the programme.  This support will come from the Fundraising Co-ordinator and the Joint Treasurers.