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| {{notice|This page is work in progress: please contribute directly or on [[Talk:Board/Role profiles|talk page]]. These role profiles are a draft and have not yet been approved by the Board.}}
| | #REDIRECT [[Trustee officer roles]] |
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| ==Background==
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| Many charities have defined terms of reference for individual office-holders on the Board, and sample role profiles are often provided in good practice guides. At present, we don't have any defined expectations of our office-holders; however we do in effect have custom and practice which we expect people to abide by. (See, for instance, sections 20.9 to 20.11 of the [[Articles]] which are currently all there is to define the role of Chair). It is probably a good idea for us to discuss and agree some office-holder job descriptions, to help clarify expectations.
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| The purpose of terms of reference like these is not to be prescriptive, nor to prevent Trustees from doing things. In a small organisation it will be common that Trustees will work, as volunteers, closely with staff and other volunteers on various projects. That should remain the case.
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| ==Chair==
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| The Chair has the responsibility for the following items.
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| Chairing [[Board meetings]] and ensures Board time is used effectively for the governance of the organisation. This includes:
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| * Chairing the discussion at Board and General meetings;
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| * Determining the order of business at Board and General Meetings;
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| * Facilitating open discussion on the Board, ensuring all voices and points of view are heard, and that discussion remains focused and timely
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| * Developing an annual calendar of agenda items to ensure all necessary subjects are covered by the Board throughout the year
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| Ensuring that the Board works effectively, develops and learns. This includes:
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| * Ensuring that all trustees attend meetings and comply with the [[Trustee Code of Conduct]]
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| * Working with other Trustees to ensure they are able to make the most out of their time on the Board and the organisation is benefiting from their skills and experience
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| * Playing a leading role on the continuing development of the organisation's governance and the performance of the Board of Trustees
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| * Playing a leading role in ensuring new Board members are inducted effectively into the organisation and their duties as Trustees
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| * Working with the Chief Executive to ensure that the Board receive clear professional advice to inform their discussions when appropriate.
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| Acts as the key conduit between the Board and staff. This includes:
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| * Meeting regularly with the Chief Executive, offering support and guidance
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| * Conducting the Chief Executive's appraisal, ensuring that all parties are involved
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| * Ensuring that a Trustee is able to act as independent reviewer of staff appraisals if required
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| Represents Wikimedia UK externally, including to the Wikimedia movement. This includes:
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| * Acting as a spokesperson for the organisation as appropriate or when required
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| * Being a point of contact between the Board of Trustees and senior contacts at the Wikimedia Foundation and in other Wikimedia chapters
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| ==Treasurer==
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| The Treasurer has the responsibility for the following items.
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| Ensuring that the organisation follows all legal financial requirements. This includes
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| * Ensuring that the accounts are maintained
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| * Ensuring that our financial protocols are abided by
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| * Ensuring that our accounts are appropriately audited
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| Maintaining the annual budgets, including:
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| * Ensuring that budget decisions are recorded appropriately, and are followed (with Secretary support)
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| ==Secretary==
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| The Secretary has the responsibility for the following items.
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| Recording Board discussions and decisions. This includes:
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| * Ensuring that minutes of board meetings are duly recorded and subsequently approved by the Board
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| * Ensuring that clear and well-understood decisions are made by the Board
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| * Ensuring that decisions made outside of board meetings are duly recorded
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| * Ensuring that actions that have been placed on trustees and the office (via the Chief Exec) are duly recorded
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| * Following up on actions to ensure they are closed off as appropriate.
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| Maintaining records. This includes:
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| * Ensuring that the Register of Members, in the form of a membership database, is kept up to date
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| * Ensuring that the record of information held by Companies House and the Charities Commission is kept up to date
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| * Ensuring that the [[Declarations of Interest]] is maintained and kept up-to-date
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| Following the [[Constitution]]. This includes:
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| * Playing a leading role in ensuring that the constitution is followed
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| * Playing a leading role in changes made to the constitution
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| ==Examples==
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| Chair:
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| *[http://www.reachskills.org.uk/file/model-chair-role-description-corrected-aug-24-pdf Trustee Works model]
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| *[http://clients.squareeye.net/uploads/dea/CHAIR_OF_TRUSTEES_PACK.pdf 'Think Global' Chair advertisement and role profile]
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| *[http://www.trusteenet.org.uk.blueplanet.webhoster.co.uk/files/ISCA%20Model%20Role%20Description%20for%20Chair%20of%20the%20Board%20of%20Trustees.pdf ICSA model]
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| Treasurer:
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| * [http://www.reachskills.org.uk/file/070604-pdf ICSA model]
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| === Background information ===
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| [http://www.icsaglobal.com/assets/files/pdfs/guidance/Guidance%20Notes%202011/Matters%20reserved%20for%20trustee%20board%20revised%20100111.pdf ICSA Matters Reserved for the Board of Trustees]
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| [[NCVO_Trustee_job_descriptions_2012|NCVO Job Descriptions]]
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| [[Category:Board]]
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