Appendix 1
Details of committee roles:
Tasks undertaken by committee members are as follows:
Chair:
who shall be voted in by a majority members vote.
Shall chair both general and committee meetings. Is responsible for ensuring that the trustees have not been barred from holding such positions. Can cast an additional vote when there is a tie. The Chair in conjunction with the Secretary and external PR volunteer will be responsible for public liaison. An elected Chair should be a RCTA committee member.
Secretary:
who shall be voted in by a majority members vote.
Shall be responsible for overseeing the distribution of correspondences and communications internal & external to members. Distribute trading opportunities to traders. To record items to include in meeting agendas. To record all votes. Taking of minutes at general and committee meetings and distributing these to the other Committee members.
To digitally prepare all minutes and any other documents that require storage, as provided by other Committee members. To ensure members have access to meeting minutes and documentation as required. To record and monitor any requests for Special General meetings and, if necessary, call a Special General Meeting (as required in section 6.3.)
To maintain & keep tidy the RCTA email server, distribute emails to members on a daily basis. The Secretary should be a person well versed with the trading community, the expectations and opportunities within that community from RCTA. Familiarity with WordPress, Outlook & One Drive would be advantageous.
Treasurer:
who shall be voted in by a majority members vote.
Shall be responsible for maintaining accounts and ensuring financial safeguarding. Will also ensure that all financial transactions are in keeping with the aims and best interest of the Association. Inputting of invoices
raised, and payments received, receipt keeping for supplier payments.
Maintain the complete RCTA accounts, reconciling bank statements and producing annual accounts for each AGM & monthly account summaries/updates to the committee & RCTA Members.
Some form of accounting experience and knowledge would be advantageous.
6 x Committee roles, who shall be voted in by a majority members vote.
1. Vice Chair:
(only taken up in the event of a Chair stepping down before an AGM)
In support of the Chair to temporarily step in & take over the role as required likewise in the event of the Chair stepping down unexpectedly until a SGM or AGM can be held.
2. Membership Admin/New Traders Liaison
Can be dual or separate roles:
who shall be responsible for keeping an up-to-date database of members, in liaison with the Website Manager, and ensuring all members adhere to the membership criteria, maintaining members’ information and liaising with them to enable them to keep their information up to date; Point of contact and support for new traders. Produce new members ‘good trading practises’ information. Help with getting started, booking events, queries on moorings and any other issues.
3. CRT and Traders Liaison:
Shall attend meetings with CRT as the RCTA representative, prepare meeting reports, and draft all correspondence with CRT for committee approval.
Point of contact for traders experiencing issues with mooring, and/or licensing. If needed can be raised to CRT to take further. Ideally a member who has worked with the Steering Committee & has experience of trading.
4. PR Communications.
In support of the Markets team sourcing/organising advertising for all events, linking with local news, outlets, social media, and local radio.
Communicating at national level to boost the public profile of the RCTA.
5. Market Coordinator:
Manage & book CRT applications to hold RCTA events & liaise with CRT or their bookings manager throughout.
Working internally with membership and PR volunteers, to ensure eligibility to trade and maximum advertising exposure.
Organisation and updating of all supporting necessary documents as required and sending them with event applications. Ensuring measurement of locations and assessing moorings available is undertaken appropriately.
Deciding the maximum number of boats that can trade at a set Floating Market location, communicating with traders booked via messenger groups and emails from booking to arrival at the venue, issuing refunds and adding bookings if required. Updating Fire Risk Assessments, Emergency Information, and Health and Safety documents as required for each venue.
Issuing and collating Feedback forms after markets. Making sure all One Drive folders applicable to RCTA markets/events are current, up to date and hold all necessary information & documentation required to hold the event. Working with other event organisers to secure priority trading places for members at non RCTA events.
This role needs to be undertaken by someone with a minimum 20hrs a week to spare at busy times of the year, familiar with the running of RCTA Floating Markets & the ability to work with other event organisers to benefit RCTA Members.
6. Website Manager:
In support of the SC maintaining & updating the website on a regular basis, producing a Featured Trader piece monthly maintaining the Traders Directory; adding/building links; keeping members documentation accessible in liaison with the Membership Admin and Secretary. Continuing to build & promote the website as appropriate, to support RCTA and its aims.
Experience in WordPress would be highly recommended.
Other committee roles are as follows:
These roles can be assigned by the Steering Committee as required.
Market Coordinator Northern Support:
Preparing a list of attendees for each market and communicating this to market managers & other market volunteers. Producing site plans and mooring orders. Communicate with local/relevant CRT officials. Emailing any relevant market and H&S information to attendees. Training market attendees in Market volunteer roles. To liaise closely with Market Coordinator, Market Admin and External PR & overseeing events where possible.
This is a role for a member that participates in RCTA Floating Markets throughout the year in the northern area.
Market Admin:
Liaison with relevant local authorities, fishing clubs, canoe clubs & other local businesses.
Keep updated folders with food traders EHO docs.
Undertake any other tasks in support of the Market Coordinator as required.
RCTA Facebook Admin and Market Facebook Admin:
In support of Market Coordinator, Market Coordinator Northern Support and Secretary. Administration & moderation of ALL RCTA Facebook Pages and Groups. Answering questions from members and visitors.
In support of Market Coordinator, Market Coordinator Northern Support and Secretary.
Boosting FB market posts at least one week before each market.
Sharing market posts on all appropriate FB community and interest groups
Sharing traders posts to any traders groups & regional RCTA FB pages on a rolling basis as you see them. Controlling spam & trolling on RCTA FB Pages and Groups.
This role is suitable for someone on social media daily.
Artwork & Graphics Design Volunteer:
In support of Market Coordinator, to design all posters/banners and any flyers required, ready in good time for markets team to arrange printing ready for distribution to market managers, prior to markets. Design and file poster/flyer PDFs for members’ use, online communication and social media. This is a design role only not a production role.
Marketing & Development:
Responsible in support of the Secretary, Membership Admin & Market Coordinator for identifying & pursuing new opportunities for expanding & benefiting the membership of RCTA together with wider public awareness of the Association along with suitable funding projects using RCTA donations. To continue with any projects already discussed or underway on behalf of RCTA.
Complaint/Dispute Liaison
To work independently of the committee, responsible for managing and actioning any complaints/grievances raised through the grievance procedure for members.
Amendments 30th May 2024
Amendments 28th June 2024
Appendix 2
Role of a RCTA Trustee as per the Constitution
A RCTA trustee is a voluntary role undertaken by a full member, with documented volunteer experience in the previous 3 years.
An RCTA trustee is not a legally defined position with specific responsibilities as in a charity. In our Association, a trustee has no greater authority than any other member of the Steering Committee. They do not have a vote at SC meetings. What they have volunteered to do is to monitor the governance or management of the Association to ensure that it continues to comply with its aims and purposes as stated in its constitution.
To achieve this a RCTA trustee will ensure that the association is carrying out its purposes by:
• understanding RCTA’s constitution and how the Association can benefit its members and other roving traders
• making sure the association complies with its constitution
• explaining to others how activities are intended to help its members and roving traders generally
• making sure that the association complies with the requirements of legislation and criteria laid down by the Canal and River Trust
• making sure that actions taken by individual steering committee members do not conflict with the purposes of the association or improperly benefit the personal interests of individual committee members, their partners, business partners or dependent children
• ensuring all decisions are properly authorised by the steering committee and where appropriate by the membership at a special general or annual general meeting
• making sure the association’s assets are only used to support or carry out its purposes and that inappropriate risks are not taken with its assets or reputation
• making sure that appropriate policies, procedures and safeguards are in place and taking reasonable steps to ensure that they are being followed
• making sure that the association complies with the law, is well run and effective
• making sure the activities of the steering committee are accountable and communicated to the members.
Agreed at 2018 AGM
Amendments agreed to Trustee role October 2024.
