What voluntary and community organisations need to know about...

Responsibilities of the Management

Committee
For information purposes only. Not to be used as a substitute for appropriate legal and/or specialist advice.

Introduction Management committee membership

Voluntary and community Most VCOs have a constitution or set of rules that sets out the basic
organisations (VCOs) range in size requirements for the management committee, including membership
from a group with a handful of and frequency of meeting.
members to an organisation with
The committee is drawn from members of the group/organisation and
membership of a hundred or more,
is elected by them, usually at the Annual General Meeting.
but each will have a governing body,
a group of people that manages It is important that management committee members have the
its affairs. This is most commonly understanding and skills to oversee the work of the organisation (or
referred to as the management the aptitude and interest to gain them), and the time to commit to its
committee. development.
This information sheet uses the If tasks can be shared between members of the committee then this
term management committee will help everyone to feel involved and can provide the opportunity for
to describe the governing body newer or less experienced members to develop their confidence and
of any voluntary or community skills. It will also help to avoid over-burdening one or two key individuals.
organisation.
Generally, management committee members should not derive any
Small groups financial gain from their position. They cannot be employees of the
A very small and informal group organisation.
may not have a separate committee
and, in this case, its entire Management committee responsibilities
membership is the governing body.
Members of the management committee have ultimate responsibility
Legal status for the affairs of the organisation, though they may delegate certain
Voluntary organisations can take responsibilities to staff and volunteers, subject to the powers in the
a number of different legal forms, constitution or rules.
such as registered charity and The management committee sets the direction and oversees the work
company limited by guarantee. of the organisation. It makes the key decisions, ensures the organisation
Registration with an external
is well run, has sufficient funds and resources, and is doing what it was
body will entail legal obligations
set up to do.
alongside the general management
committee responsibilities covered The management committee is accountable to the wider membership.
in this information sheet. In carrying out its job, the committee should follow the procedures
laid out in the organisation’s constitution or rules and should also take
account of good practice and the law.
The Good Governance Code:
Its key areas of responsibility can be summarised as follows:
www.ncvo-vol.org.uk/
• running the organisation: in accordance with the constitution or rules
codeofgovernance
• keeping the organisation on track: setting policy and objectives and
 Responsibilities of the Management Committee 6

Management committee responsibilities contd. Running effective meetings

making decisions about new work It can be helpful to set out some simple
rules for committee meetings. For
• financial management: ensuring finances are appropriately
example:
managed and that accounts are produced
• start and finish the meeting on time
• fundraising: ensuring that the organisation has the resources it
needs to fulfil its purpose • stick to the agenda
• insurance and legal liability: ensuring that the group/organisation • don’t talk amongst yourselves and
is appropriately covered for key risks and that it acts within the law don’t interrupt other people
e.g. equal opportunities, health and safety, charity and company law • speak ‘through the chair’ i.e. when the
Chairperson says it’s your turn
• organising activities: ensuring that appropriate systems are put in
place for planning, monitoring and evaluation • respect other’s views: don’t groan
or pull faces when someone else is
• members and beneficiaries: any actions taken and decisions made speaking. Wait until they’ve finished
should be in the interests of the organisation and its beneficiaries and then put your point of view calmly
(and not for the personal benefit of committee members)
• keep contributions short and to the
• management of employees and volunteers: in accordance with point.
good practice and the law
• management of premises: with particular attention to use, safety
and security.

Management committee officers

Officers, such as chairperson, secretary and treasurer, will carry out
particular jobs on behalf of the organisation. However all committee Remember
members have equal legal and financial responsibility. Every member of the management
committee is responsible for the
Chairperson
decisions, actions and omissions of the
The Chairperson is responsible for the smooth and fair running of organisation.
the organisation, including managing debate and decision-making at
When making decisions, the management
meetings. committee should follow the rules set out
There may also be tasks such as supporting or supervising staff, in the organisation’s constitution.
taking part in recruitment, making decisions on behalf of the All decisions should be recorded in the
organisation and acting as its spokesperson. minutes of meetings.

Many organisations also appoint a Vice-chairperson to deputise for The management committee as a whole,
not only the Treasurer, is responsible for
the Chairperson and/or to share the load.
the management of the organisation’s
Secretary financial affairs.
The Secretary is responsible for keeping people informed about the Your local support and development
organisation’s activities and for maintaining the organisation’s agency can help you to understand your
records, particularly minutes of meetings. organisation’s responsibilities.

The secretary’s tasks can be shared out among members of the

committee.
Treasurer
The Treasurer has overall responsibility for the organisation’s
Local development & support agencies
finances and, for organisations without paid staff, this will involve
www.mvda.info
keeping financial records.
October 2011

www.rcvda.org.uk
See information sheet number 4, Managing Money. www.srcga.co.uk
www.teesvalleyrcc.org.uk