AGM pre meeting information for April 6th 2011

AGM 7.30 pm 6th April St Jude’s Church, 76 Blurton Road E5 0NH

The AGM is when the current committee will sum up what has happened in the last 12 months, and what we envisage for the future. The AGM is also where we elect new committee members, and we’re looking for people to volunteer to join the committee to help run the organisation. If you have a few hours a week to spare and would like to help shape your community, please read through the roles detailed below. Reflect on how best you feel you can help, and should you wish to join the committee drop us a line 24 hours in advance of the AGM (eg Tuesday 5 April) at info@chatsworthroade5.co.uk, letting us know in which role you are interested.

If we get more people interested than there are places, or we have more than one person wanting to do a specific role, then we will have a secret ballot at the AGM. This will, we hope, be friendly and relatively informal. All candidates will have a chance to briefly state their case as to why they think they are appropriate for the role.

Committee

1. Chair
2. Vice Chair
3. Treasurer
4. Secretary
5. Non-trading resident
6. Non-trading resident
7. Non-trading resident
8. Trader – business or market
9. Trader – business or market
10. Trader – business or market

BASED ON PEOPLE IN GROUP BEING IN THESE ROLES
Chair:

• Shall be the chief presiding officer and chairperson for the Executive Committee, Committee and General meetings with a casting vote in any tie of votes only
• Shall lead the CRTRA in all communication and business with external organisations and individuals
• Shall provide leadership and motivation
• Shall be one of two people (minimum) to attend all meetings with Hackney Council
• Shall organise the distribution to traders of all CRTRA written communications
• Shall act as sign off point for any communication with external organisations, media and for marketing material outside every day activity (eg. Guide)

Meeting commitment: one evening meeting approx. once per month for two hrs
Meetings with Hackney Council approx. once per month, timing agreed in line with each meeting

Vice Chair:

• Shall be the Chair’s alternate in his/her absence
• Shall be one of two people (minimum) to attend all meetings with Hackney Council
• Shall enforce the Constitution
• Shall lead the evaluation of any grievance, be they grievance by an individual trader or all traders
• Shall be the main contact for stall hire arrangements with the supplier (for market only)

Meeting commitment: one evening meeting approx. once per month for two hours
Meetings with Hackney Council approx. once per month, timing agreed in line with each meeting

Secretary

• Shall be responsible for organising meetings, conferences etc including preparing agendas, finding a venue and checking diaries
• Shall be responsible for maintaining all meeting records and minutes (which are posted to CRTRA website) and chasing up actions amongst the committee
• Shall be one of two people (minimum) to attend all meetings with Hackney Council
• Shall support the chair and vice chair in responding to email requests and trading queries
• Shall be available (now and again) to support the committee in manning a stall at the market
• Shall be responsible (via volunteers) for getting posters and neighbourhood information out
• Meeting commitment: one evening meeting approx. once per month for two hrs
• Meetings with Hackney Council approx. once per month, timing agreed in line with each meeting
• 30 mins to 1 hr per week on email / other activities

Treasurer

• Shall be responsible for maintaining all budgetary records
• Shall be responsible for maintaining the bank account and be a designated signatory
• Shall be responsible for the publication of annual CRTRA statement of accounts
• Shall be responsible for market day costs and payment of all associated fees
• Shall act as sign off for any spend against the CRTRA bank account

Time commitment: 2 hours per week

Misc tasks
Facebook, Twitter and website updates on CRTRA activity – Simon doesn’t want to be one of the committee but does want to carry on with work he does
Shall be the main contact for stall hire arrangements with the supplier (for market only)
Shall organise the distribution to traders of all CRTRA written communications
Shall act as sign off point for any communication with external organisations, media and for marketing material outside every day activity (eg. Guide)