URG Roles

URG is a voluntary organisation. All roles are unpaid, and there are no expenses (such as car allowances) paid, except to reimburse for approved purchases. Key roles and responsibilities are as follows. Note that the Chairperson, Deputy Chairperson, Secretary and Treasurer roles must each be conducted by a single named person. Other roles, such as Community Engagement, may be shared between committee members.

Chairperson

  1. Give direction to the group. Establish objectives, and manage delivery against those objectives.
  2. Ensure that the group is legally constituted, incorporated, and appropriately insured.
  3. Ensure that volunteers are recruited and used to best effect, including establishment of supervision roles.
  4. Obtain grant funding, and provide updates to funders on how their money has been spent.
  5. Attend Cumbria community resilience forum meetings and other community network meetings.
  6. Register as the primary point of contact for the group with Cumbria County Council (CCC), South Lakeland District Council (SLDC), and Environment Agency (EA).
  7. Be the official spokesperson for the group for public relations exercises, conferences, interviews, press enquiries, etc.
  8. Ensure that the committee functions well, meetings are effective, decisions are made, and members participate fully.
  9. Organise volunteer rotas, including all communication of shift patterns, risk assessments, and safety briefings.
  10. Actively lead the team responding to emergencies and major incidents, including liaison with CCC, SLDC, EA, and emergency services.
  11. Communicate with members and other stakeholders by means of website, social media, email newsletter, etc.
  12. Ensure that group assets are maintained and serviced as appropriate, are stored securely when not in use, and are safe to operate.

Deputy Chairperson

  1. Assist the Chairperson with their duties.
  2. Deputise for the Chairperson as appropriate.
  3. Take the lead on organising certain fundraising and community activities.

Secretary

  1. Organise meetings and training sessions, arrange venues and facilities, send invitations and reminders.
  2. Take roll call of meeting attendees, and record meeting minutes (particularly decisions and actions).
  3. Distribute minutes and any related documents to meeting attendees and committee members.
  4. Advise non-attenders of any decisions or actions which directly affect them.
  5. Make arrangements for the AGM and any EGMs called.
  6. Manage organisational and personnel records, including a contact list for all committee members.
  7. Manage all correspondence, log incoming and outgoing mail, and consult with the committee where decisions are required.
  8. Ensure that all contractual and regulatory paperwork is completed and submitted to appropriate bodies.
  9. Keep records of incidents or accidents, insurance cover, registrations, safeguarding and disclosure information.
  10. Manage requests for information disclosure, including any correspondence with the Information Commissioner’s Office (ICO) regarding GDPR.
  11. Manage security vetting of personnel if required.
  12. Ensure that policy documents are regularly updated and shared.

Treasurer

  1. Manage the group’s finances, including advising the committee on the use of resources to maximum advantage.
  2. Be the primary contact for the bank account.
  3. Make payments for goods and services (with written approval from either the Chair or Deputy Chair).
  4. Report on the latest financial situation (reserves, assets, commitments, and forecasts) to the committee.
  5. Produce annual accounts for review and approval by the committee.
  6. Arrange independent inspection of annual accounts if required.
  7. Liaise with the Inland revenue and any other statutory bodies regarding financial reporting and statutory returns.
  8. Keep records of accounts, equipment inventory, receipts, charitable status and conditions.

Community Engagement

This role may be shared between several people.

  1. Respond to requests for practical support from members of the public which may be received by phone, email, social media, etc, and keep a record of responses.
  2. Liaise with other organisations to provide specialist support to members of the community.
  3. Produce publications about the group, such as leaflets, for sharing with the general public.
  4. Manage social media engagement, such as providing daily posts.
  5. Administer the group’s social media accounts, including approval of new members, and moderating conversations.
  6. Organise community engagement activities, such as the monthly market stall rota, including publicity, and liaison with other participants.
  7. Encourage members of the community to join the group, and to subscribe to the newsletter.
  8. Review the effectiveness of community engagement activities and manage improvements.
  9. In the event of an emergency or major incident, lead in the provision of community-facing services, such as meeting and greeting members of the public, registering arrivals and departures, providing hot drinks, etc.