The roles of the Secretary and Treasurer of the Regions and Nations
Role of the Secretary, Regional/National Committee
Liaise with Chair to organise committee meetings
Co-ordinate and distribute agenda for meetings
Minute committee meetings and distribute to participants; update action points before next meeting
Book speakers/session leaders for events
Liaise with committee members over progress of event planning, designated tasks etc.
Guidelines for Regional or National Treasurers
A nominated member of the Constituent Regional/National committee must be the Treasurer.
This Treasurer is responsible for the accounts of the Constituent Region/Nation.
The Constituent Region/Nation’s bank account should have at least two signatories although only one is needed to sign cheques.
The BATOD National Treasurer should be a signatory of each Constituent Regional or National account, only to be used in case of emergencies.
Annual accounts should be drawn up to the 31st July and examined. The examiner of the accounts need not be an accountant but must not be a family member or another member of the committee.
The financial year will be based on the national BATOD financial year: 1st August to 31st July.
The annual accounts should be sent to the BATOD Treasurer by 31 October each year having been approved by the Regional/National committee.
The Constituent Regional/National Treasurer should only pay expenses using cheques or online banking on receipt of receipts and should maintain a record of these.
No paperwork should be destroyed until five years have elapsed.
Expenses to committee members should be paid at the same rate as for NEC members (eg second class rail travel; 30p per mile).
It will be possible to top up the balance to £1500 should there be a shortfall after the accounts have been submitted to the BATOD National Treasurer. A request for the additional funds should be made to the BATOD Treasurer. The BATOD Treasurer will consider the request and notify the Region/Nation of the outcome.
Constituent Regional or National conferences should break even. The costs of interpreters may be reimbursed by central funds if necessary.
Regions/Nations can apply for an advance in exceptional circumstances e.g. to fund a conference by making a business case to the BATOD Treasurer. The additional funding will need to be paid back to the BATOD Treasurer after the event/conference.