The Chair facilitates discussion without taking over the meeting and creates an atmosphere where members can debate, struggle with issues, reach compromise and at times, agree to disagree.
An effective Chairperson will:
- Define the purpose of a meeting, think about priorities and clarify what decisions need to be made, and by when.
- Clarify the rules and style of meeting and maintain consistency throughout the meeting.
- Acknowledge all members by name, actively listen to and acknowledge speakers and clarify or summarise their points when necessary.
- Remain neutral at all times, introducing each agenda item with a brief summary of the background to the item and then quickly passing on to someone else. Another committee member may be asked to take the Chair for some agenda items so that the Chairperson is able to participate more freely in the debate.
- Ensure that everyone has an opportunity to speak and deal with diversity with patience.
- Be democratic but stay in control. If someone else wants to dominate or divert the agenda and is derailing a meeting it is up to the Chair to bring them to order and keep the meeting focused on the task at hand.
When a topic has been fully discussed, the Chair summarises the main points and put the item to the meeting for a decision or a vote.
If an item is far more complex than previously thought the Chair will need to stop the discussion on the agenda item, summarise what has happened and ask approval from the meeting to:
- Extend the time for the item, or
- Refer the item to a working group for a report at the next meeting, or
- Set up an extraordinary meeting of the entire School Association to deal with the item
The role of Secretary is to support the Chair in ensuring the smooth running of the meeting. The Secretary is an important role, keeping the lines of communication open between meetings.
The Secretary is required to:
- Receive items to be added to the Agenda
- Prepare the Agenda in consultation with the Chair
- Handle communication and correspondence
- Be the point of contact between meetings
- Circulate the agenda and any supporting papers in a timely manner
- Advertise meeting dates and times
- Take the minutes of the meeting
- Circulate the minutes
- Check that the agreed actions are carried out
The role of Treasurer is to oversee the financial administration of the association.
The Treasurer is required to ensure true and proper records and accounts of receipts and expenditure connected with the operations and business of the association are kept.
The Treasurer provides regular reports to the association on its financial business.
The Treasurer’s Report should include:
- Bank Statement
- Balance Sheet
- Profit & Loss Statement
- Bank Reconciliation