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 may be shared between committee members.

Chairperson

Postholder: Zoe Mander

  1. Set group strategy and direction.
  2. Establish objectives, and manage delivery against those objectives.
  3. Ensure that the group’s assets and activities are legal and fully insured.
  4. Chair the group’s formal committee meetings.
  5. Ensure that the committee functions well, meetings are effective, decisions are made, and members participate fully.
  6. Ensure that contractual and regulatory paperwork is completed and submitted to appropriate bodies.

Deputy Chairperson

Postholder: Caroline Smith

  1. Assist the Chairperson with their duties.
  2. Deputise for the Chairperson by chairing meetings, producing documents, etc as appropriate.

Secretary

Postholder: Donna Quegan

  1. Organise committee meetings, arrange venues and facilities, send invitations and reminders by email at least one week before any normal scheduled meeting.
  2. Take roll call of meeting attendees, and record meeting minutes (particularly decisions and actions).
  3. Distribute minutes and any related documents by email to meeting attendees and committee members within one week after any normal scheduled meeting.
  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 correspondence, log incoming and outgoing mail, and consult with the committee where decisions are required.
  8. Keep records of incidents or accidents, insurance cover, registrations, safeguarding and disclosure information.
  9. Manage requests for information disclosure, including any correspondence with the Information Commissioner’s Office (ICO) regarding GDPR.
  10. Manage security vetting of personnel if required.
  11. Ensure that policy documents are regularly updated and shared.

Treasurer

Postholder: Ian Jones

  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 monthly accounts for review and approval by the committee.
  6. Produce annual accounts for review and approval by the committee.
  7. Arrange independent inspection of annual accounts if required.
  8. Liaise with the Inland revenue and any other statutory bodies regarding financial reporting and statutory returns.
  9. Keep records of accounts, equipment inventory, receipts, charitable status and conditions.

Safeguarding Officer

Postholder: Alison Jeschke

  1. Accountable for the governance and management of the URG Safeguarding Policy.

Formal Publications

Postholder: Neil Fleming

  1. Produce electronic and printed publications about the group’s purpose and activities, such as leaflets and flyers, for sharing with volunteers and the general public.
  2. Create posters, banners, laminated notices, etc to a consistent recognisable style and standard.

Media Relations

Postholder: Caroline Smith

  1. Be the official spokesperson for the group for public relations exercises, conferences, interviews, press enquiries, etc.
  2.  Write press releases and other information for the media, for example, during an incident.
  3. Provide information about the group for publication in the Ulverston News website, email newsletter and elsewhere.

Social Media

Postholder: Alison Jeschke

  1. Manage social media engagement, such as providing daily posts on Facebook.
  2. Administer the group’s social media accounts, including approval of new members, and moderating conversations.
  3. Encourage members of the community to support the group.

Incorporation & Charity Status

Postholder: Zoe Mander & Alison Jeschke

  1. Ensure that the group is legally constituted and incorporated.
  2. Lead on the application to gain charitable status.

Incident Response Planning & Management

Postholder: Neil Fleming

  1. Attend Cumbria community resilience forum meetings and other community network meetings.
  2. Register as the primary point of contact for the group with Cumbria County Council (CCC), South Lakeland District Council (SLDC), and Environment Agency (EA).
  3. Actively lead the team responding to emergencies and major incidents, including liaison with CCC, SLDC, EA, and emergency services.

Incident Response Delivery

Postholder: Gill Nicholson

  1. 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.
  2. Attend applicable training for reception centre operators, such as may be provided by Cumbria County Council, etc.

Volunteer Recruitment & Deployment

Postholder: Neil Fleming

  1. Ensure that volunteers are recruited and used to best effect, including establishment of supervision roles.
  2. Organise volunteer rotas using RotaCentral, including all communication of shift patterns, risk assessments, and safety briefings.
  3. Liaise with organisers of specific activities and events that the group is supporting with volunteers, such as Mid-Furness Primary Care Network for Covid-19 vaccinations stewarding.
  4. Co-ordinate with the incident response team in the event of a major incident, to organise provision of volunteers where required.

Grants & Funding

Postholder: Neil Fleming

  1. Obtain grant funding, and provide updates to the committee and to funders on how any money has been spent.
  2. Organise campaigns to generate income for the group, eg requests for donations.

Storage & Equipment

Postholder: Gill Nicholson

  1. Ensure that group assets are maintained and serviced regularly, are stored securely when not in use, and are safe to operate.
  2. Provide consumables, such as first aid kit refills, batteries, and stationery, as required.

Volunteer Training

Postholder: Donna Quegan

  1. Arrange for suitable courses for volunteers, such as first aid.
  2. Co-ordinate course provision, attendees, and attendance payments.

Random Acts of Kindness

Postholder: Caroline Smith

  1. Identify opportunities for delivering Random Acts of Kindness (RAoK).
  2. Ensure fairness across demographic groups and geographic areas within LA12.
  3. Manage the budget for RAoK.

Community Support

Postholder: Alison Jeschke & Donna Quegan

  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 statutory and voluntary organisations to provide specialist support to members of the community.

Community Engagement

Postholder: Zoe Mander

  1. Manage engagement with community stakeholders, including organisations such as parish councils, village hall committees, and other community voluntary organisations.
  2. Organise community engagement activities, such as market stall rota, coffee mornings, including publicity, and liaison with other participants.
  3. Review the effectiveness of community engagement activities and manage improvements.