THE OFFICE OF REGIONAL AND BRANCH SECRETARY THE OFFICE OF REGIONAL AND BRANCH TREASURER

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1 THE OFFICE OF REGIONAL AND BRANCH SECRETARY The office of Regional and Branch Secretary within the Federation is an elected office that carries with it a number of essential tasks. These are explained in more detail in the Guide for Region and Branch Secretaries issued following election. MAIN DUTIES AND RESPONSIBILITIES To ensure that Region and Branch meetings are called on a regular basis and in accordance with the rules. To liaise with the Regional or Branch Chairman in the preparation of an agenda. To attend and minute all meetings of the Regional or Branch committee. To receive and respond to correspondence in accordance with decisions of the Regional Committee. To call for nominations for election at Annual General Meeting. To ensure the Region and Branch Annual General Meeting is called in accordance with the rules. To ensure any returns to Head Office are made within the time specified. To become familiar with the Regional or Branch rules and Standing Orders and to ensure that copies are available at every committee meeting. THE OFFICE OF REGIONAL AND BRANCH TREASURER The Regional and Branch Treasurer is responsible for ensuring that all financial transactions are: (a) within their approved budget (b) covered by clause 3 of the Memorandum of Association (c) within official standing Procedures and maximum limits (d) wherever relevant, authorised by committee concerned. MAIN DUTIES AND RESPONSIBILITIES To keep their committees fully informed of the true state of their finances using the monthly statement of Income & Expenditure and Reserves provided by Head Office. Prepare and deliver a written summary of income and expenditure to all members attending or entitled to attend Region and Branch Annual General Meetings. To ensure the Region or Branch financial affairs are run in accordance with the Financial Procedures for the Federation of Small Businesses. To comply with Head Office financial procedures. To prepare an annual budget in accordance with Treasury Committee guidelines.

2 NATIONAL COUNCIL National Council is the governing body of the FSB and exercises overall control of its affairs. It consists of the Executive and one National Councillor from each region. The National Chairman presides. The role of the Council includes: Determination of FSB policy Control of FSB funds Receiving reports from the various bodies with delegated powers Dealing with issues that are outside the jurisdiction of any other body or committee Ruling on any issue referred to it in accordance with the Rules. It operates under the Memorandum, Articles and Rules supported by the Manual of Standard Procedures. These identify the roles and authority of all bodies within the FSB and define the duties and responsibilities of individuals. A NATIONAL COUNCILLOR: Is elected for one year by the members of his Region at AGM following a democratic nomination and voting procedure. Is an integral part of the regional committee and carries 1 vote. May also be a branch representative on the regional committee but only carries 1 vote. DUTIES AND RESPONSIBILITIES: To attend all meetings of National Council. To inform the Deputy National Councillor and Regional Secretary if he is unable to attend a Council meeting. To represent the views of his Region at National Council. Subject to the obligation to exercise his role in what he considers to be the best interests of the Federation, even if this conflicts with any directions of the Regional committee. To present a report to each meeting of the Regional committee on the business transacted. When specifically requested to vote in the Council in accordance with a resolution of the regional committee, to be free to exercise his own judgement not to do so if it is regarded as being in the wider interests of the Federation as a whole. Is a director of the FSB and is registered as such at Companies House. This carries a responsibility for ensuring that the high reputation and good name of the Federation is maintained at regional level. If the National Councillor or Deputy National Councillor fails to attend two consecutive council meetings, the regional committee must appoint one of its number to serve for the remainder of the term of office of the original National Councillor.

3 DEPUTY NATIONAL COUNCILLORS AND REGISTRATION AS A DIRECTOR A Deputy National Councillor is effectively in the same position as an Alternate Director. Responsibility arises from these actions, not from registration at Companies House. A Deputy National Councillor s duties only arise in the absence of the National Councillor, ie when attending and voting at National Council meeting. Registration as a director in the Companies Registry has no effect upon the position, duties, rights and obligations of a Deputy National Councillor under the constitution of the FSB except in so far as his actions when acting in place of the absent National Councillor. A Deputy National Councillor cannot be held responsible for business transacted at a meeting he was not entitled to attend and vote under the constitution. A Deputy National Councillor s duties as a director of the FSB do not extend beyond his duties under the constitution as a Deputy National Councillor.

4 AND DUTIES OF REGIONAL CHAIRMAN The Regional Chairman is elected by members in accordance with the Regional Rules. The role of the Regional Chairman includes the duties shown below and such additional duties as may be conferred by the Executive Board, National Council or Regional Committee. DUTIES AND RESPONSIBILITES The Regional Chairman will fulfil the role and carry out the duties defined below: To attend and preside at all meetings of members at Regional level and the Regional committee. At the regional Annual General Meeting to present to the members a report covering his tenure as the Regional Chairman. To represent, where appropriate, the Federation as head of any Regional delegation attending meetings with local government officials or officials of any official or non-official bodies. To represent the Federation at local functions where in his judgement it should be represented. To be available to the local media when necessary during the tenure of his office to issue statements or make announcements on matters of national or Federation issues in keeping with declared policies of the Federation. To be aware of and apply the constitution at Regional and Branch level. To ensure the smooth running of the Region. To liaise with the Regional Secretary over the production of meeting agenda. To delegate a Regional Vice-Chairman or other appropriate member to carry out his duties if for any reason he is unable to fulfil them.

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