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CAA Committee Role Responsibilities and Descriptions

Chair and Vice Chair Purpose - Ensure the committee functions properly Duties include: To plan and run meetings in accordance with our Constitution To ensure matters are dealt with in an orderly, efficient manner To bring impartiality and objectivity to meetings and decision-making To facilitate change and address conflict within the Committee To review governance performance and skills Secretary Purpose - Ensure responsible administration and to facilitate efficient communication between committee and members. Duties include: To prepare agendas in consultation with the Chair To receive agenda items from other committee members To check that quorum is present To minute meetings and circulate the draft minutes to all committee members To circulate calling notice, agendas and minutes of committee meetings, the annual general meeting (AGM) and any special or extraordinary general meetings To distribute the approved minutes To make arrangements for meetings To deal with general CCAA correspondence Treasurer Purpose - maintain an overview of the association’s financial affairs, ensuring its viability and ensuring that proper financial records and procedures are maintained. Duties include: General financial oversight To oversee and present budgets, accounts and financial statements To ensure that appropriate accounting procedures and controls are in place To ensure compliance with relevant legislation To ensure any recommendations of the auditors are implemented To ensure accounts meet the conditions of contractual agreements with external agencies such as funders and statutory bodies including OSCR To present financial reports to the secretary and committee To make a presentation of the accounts at the annual general meeting (AGM) To advise on the Association’s reserves policy and investment policy To advise on the financial implications of the Association’s strategic and operational plans Membership Secretary Purpose - To ensure up-to-date records are kept of association membership Duties include: To establish and maintain an up to date database of members’ details Provide regular updates of membership to CCAA officers To liaise with the Secretary and Treasurer as required Site Manager Purpose – to maintain the communal areas of the site. Duties include: Managing work group to maintain communal areas Identifying potential site improvements Maintaining an equipment inventory together with maintenance schedule Ensuring the provision of appropriate training to work group members Ensuring site tidiness To organise and carry out Site Inspections To carry out administration tasks associated with Site Inspections To liase with Maintenance Team and Buildings Manager Buildings Manager Purpose – to manage the maintenance and cleaning of CCAA buildings. Duties include: Manage work group to clean portacabin and toilet block as necessary Liaise with Project Manager to identify maintenance requirements for buildings Liaise with Treasurer to ensure adequate stock of equipment and disposable supplies Polytunnel Manager Purpose – To manage operation of polytunnel. Duties include: Coordinating activities of polytunnel plot holders, dealing with day-to-day issues as they arise to ensure the smooth running of the facility. To co-ordinate and organise work parties to maintain and clean Poly tunnel To develop and improve structure of Polytunnel. i.e Paths, doors etc To be involved in Site Inspections and ensure criteria is adhered to To produce Polytunnel plan identifying Bay numbers and tenants Maintaining details of polytunnel plot holders. Collecting rents to be passed to Treasurer PR Manager Purpose – To act as external point of contact for all public relation issues. Duties include: Issuing press releases as required. Preparing and issuing advertisements and notices. Maintaining contact with other Allotment organisations. Events Manager Purpose - To organise and deliver social and educational events. Duties include: Establishing and managing team to deliver social and educational events as required. Organising catering. Organising resources required for events. Project Manager Purpose – to organise and maintain an overview of delivery of major and strategic projects. Duties include: Advising on delivery of major development projects To advise on the fundraising strategy of the organisation To liase with Treasurer on securing external funding for Site Development Overseeing delivery of building and site maintenance projects Advising on technical issues in respect of site. Beeskeeper Purpose – To manage welfare of CCAA bees and hives. Duties include: Ensuring the welfare of our bee population Managing the stocks and maintenance of CCAA bee-keeping equipment Dealing with day-to-day issues as they arise to ensure the smooth running of the hives Arranging for the sale to members of any surplus honey Liaising with external bodies such as Moray Beekeeping Association The Beekeeper will report to the CCAA Committee on a regular basis Pond Manager Purpose - To manage and maintain the CCAA Pond. Duties include: Monitoring and maintaining optimal water levels. Managing pond flora and fauna. Managing surrounding plant life, mowing and strimming as necessary. Budgeting for any changes and improvements.