IntroductionThe Executive consists of those who are charged with executing the decisions to the members and with the administration of the organisation. Unless the constitution and standing orders say otherwise, the entire Executive is permitted to do so. Much of the assumed powers of this body are created by its own interpretation of the decisions of the members. Unfortunately, most resolutions of members read more like an open cheque, with the how and when having a significant on the final result.
The normal personnel of an Executive are President, one or two Vice Presidents, Secretary, Treasurer, one or more specialist Directors (social, sports, etc) and the Minute Secretary.
The PresidentThe President provides a moral and ethical standard that is, or should be, divorced from partisan influences. On the occasions that the president acts as Chair, true impartiality does not only exist but is seen to exist.
Vice PresidentThe worst aspect of this position comes from the general availability of this person to stand in for the President, the Secretary, the Treasurer and the Minute Secretary and in fact do any and all tasks occasionally beyond the time available to other officials. As a sinecure, past Presidents, retired Secretaries or Treasurers and 'true believers' of the cause, can fill the position. Vice presidents can certainly be used to Chair special committees or even standing committees supervising some special function of the organisation. They are especially useful as delegates to other organisations or to represent the President at community social functions.
The SecretaryThe Secretary may get the name from 'secracy' but in the sense used in meeting procedures a Secretary is more than a note taker and is in fact an administrator. In this role, there is no more important office in an organisation that fully justifies the current name of Chief Executive Officer. Under corporate law, this is the real person, the Public Officer that represents the organisation and whose signature is an essential part of any contract or agreement entered into by the organisation.
The TreasurerIn a world so populated by financial gurus, taxes, bank statements, expense accounts, and a host of reports to 'big brothers' of all kinds, the Treasurer is often elected not appointed. This position requires a person with professional hands-on experience with accountancy.
Executive DirectorsWhen specialists Directors are required it is in order to give them the title of Executive Director, as they should normally be expected to work with a standing committee covering their particular activity. The presence of chairs of standing committees on the Board of Management is essential in view of the major function their committee has in the organisation's endeavours and especially in what could be a major source of financial expenditure.
The Minute SecretaryThe most efficient minutes are those that only record the resolution made. Names of movers and seconders are basically unimportant in comparison to the decision itself. Any attempt to record debating points pro or cons for the proposal can be very confusing, particularly as the tone of voice or gestures are often modifiers of the actual words used.
What must be recorded is as follows:
- Name of Organisation
- Type of Meeting
- Location, Date and Time of Meeting
- Name of Presiding Officer
- Use of Attendance Book
- Apologies for Non-Attendance
- Minutes of Previous Meeting
- Matters Arising from the Minutes
- Matters Arising from Reports
- Motions on Notice
- General Business