This article was published in 2016, in Newsletter 128.
- AGM to be held 8pm, 6 December, Friends’ Meeting House
- Special Dutch theme and guest speaker
- Nominations to Board of Trustees close 21 November
- New Trustee position ‘Fundraising Officer’
Find out more at: www.camcycle.org.uk/agm2016
This year our AGM will be on Tuesday 6 December at the Friends’ Meeting House. The AGM will start at 8pm but please join us from 7.15pm for tea, coffee and networking.
This year we will have a special Dutch theme with a guest speaker who will share with us their transport expertise and knowledge from the world’s number-one country for cycling. Please keep an eye out for more information in our weekly updates and online.
Formal AGM business and elections
Following our guest speaker’s talk we will complete the formal business of the AGM, including elections to the Board of Trustees. There are currently no motions submitted for the AGM. Any motions must be received by the Chair via our usual contact details by Monday 21 November.
All Campaign members who are present at the AGM can vote in the election of the Board of Trustees (the committee) of the Charity for 2017. All trustee positions will be up for election and those standing will have the opportunity to make a short statement at the AGM.
Nominations for the Board of Trustees must be received by Monday 21 November. Our rules require that nominees must have a proposer (a Campaign member) who will sign a note of support that will be received by an existing trustee by that date. We ask all nominees to provide a short statement or biography to explain why they are a suitable candidate for their chosen role.
We welcome new nominees to have a meeting before the AGM with existing trustees or our employee to learn more about being a trustee. We are also planning a trustee workshop and training session early in 2017. The nomination form and information about joining the Board of Trustees can found online at: www.camcycle.org.uk/about/charity/boardoftrustees/
About the trustee positions
We welcome a diversity of trustees including new members. This is an excellent opportunity to become more involved in the Campaign and to develop your own skills while making a real difference to the local quality of life for all.
On behalf of members, the trustees set the strategic direction and priorities for the Campaign. Trustees also assist with managing our employee, ensuring consultation responses align with Camcycle policy, representing Camcycle at public and stakeholder meetings, and administering aspects of the Campaign, all depending on the time they can spare.
Camcycle is continuing with a number of exciting initiatives to grow our organisation and ensure we can sustain the employment of our cycling campaign officer.
Our big focus in 2017 will be writing and distributing our policy documents, fundraising and implementation of our business sponsorship package. If you have a particular interest in these areas, then please get in touch.
The Chair acts as the ‘figurehead’ of the Campaign. Their role is to drive forward our strategy, both in terms of campaigning and our structures. Working with the other trustees, the Chair will make sure that the Campaign puts forward the best possible approach for improving cycling in Cambridge and ensure that we have the organisational capability to deliver this.
The Secretary is responsible for ensuring we meet our legal obligations such as reporting to the Charity Commission, including preparation and submission of our annual report. They also work on our organisational policies (as opposed to campaigning policies) to ensure we are compliant with various requirements. It’s also part of the Secretary’s role to reach out to new constituencies and build alliances, ensure that subgroups work effectively, seek to increase involvement of members in our campaigning, and maintain the non-partypolitical status of the Campaign.
The Treasurer is responsible for monitoring and reporting on our finances and ensuring they are properly managed. The role also entails some bookkeeping work and raising invoices as well as tasks related to the Campaign’s charitable status, such as liaising with HMRC to reclaim Gift Aid, completing a tax return and contributing a financial statement to the trustees’ annual report to the Charity Commission. We have worked hard in 2016 to rationalise the tasks required of the Treasurer and to create a finance team to help with the work including payroll, newsletter advertising and bookkeeping activities.
The 2017 financial year will be our first using new cloud-based accounting software Xero which builds on the 2016 introduction of our new cloud-based membership system.
New role – Fundraising Officer
We are introducing a new fundraising role to the Board of Trustees. As we work to sustain an employee long term, it is important that we maintain a level of fundraising from membership, donations and grants. The Fundraising Officer will work with our employee to build networks for sponsorship, apply for grants and determine fundraising strategies for the Campaign.
Other trustee positions
The responsibilities of most trustee roles are flexible and can be altered to suit the interests and skills of volunteers. Up to now the following positions have evolved. You can read more about these online.
- Membership Secretary
- Liaison Officer
- Planning Officer
- Newsletter Editor
- Events Officer
- Recruitment Officer
- Web Officer
- Press and Social Media Officer
- Schools and Student Outreach Officer
- General Campaigner (three posts. In addition, any position named in this list for which no candidate is nominated will become a General Campaigner post.)
The General Campaigner posts are a great starting point for those new to the committee.
Trustee/committee structure proposals
One of the things the committee will be looking at in the next year is whether and how to separate the trustees from the committee.
The purpose of the trustees is to run the charity, which requires different knowledge and responsibilities from campaigning. The current committee leads on both campaigning and management of the charity, which can lead to split priorities and the exclusion of willing volunteers with skills or interests which align with only one of these.
We will open up discussion of this proposal in our January monthly meeting.
Hester Wells, Charity Secretary