Policy Statements
&
Regional Processes
MAY 2016
Contents 1 Remit, Composition and Conduct Page 3/4
2 Election Process Page 5/6
3 Purposed Future Board Structure and Remit Page 7-13
4 Current Board Members Annex A
5 Sub Group Members Annex B
2 South & South East Region Management Board
Remit, Composition and Conduct
1. TITLE
The Board shall be known as CSSC South/South East Management Board
2 OBJECT
The objects of the Board are
. To carry out the policy of CSSC Sports & Leisure (Ltd) (CSSC) in relation to activities within the South & South East Regions . To encourage and co-ordinate the pursuit of all forms of Sport & Leisure among CSSC members . To support and promote measures for the recruitment of new, and the retention of existing members . To assist in the provision of hiring suitable facilities for Sports & Leisure . To oversee the efficient management of all finance and give assurance as to security of all funds . To provide value for money to members
3. MEMBERSHIP
. All members of the Board shall be members of CSSC . Board members will be appointed through an election process; the Management Committee of CSSC shall appoint the Chairman, Secretary and Treasurer . The Chairman, Secretary and Treasurer will serve for 4 years after which their positions will be advertised, they will be able to apply for re-election for a further 4 year period. They will serve no more than 8 years in total . The Board shall have a minimum of 5 members (2 from the South East and 3 from the South) with a maximum of 15 members who will serve for a period of 2 years with a further one year option, after which they are eligible for re election if they so wish . Support for the Board Members will be provided by the Volunteer Support Advise and Business Support Team . Members of the Board shall not receive any remuneration for the service but shall be entitled to reimbursement of reasonable expenses properly incurred in the carrying out of their responsibilities as members of the Board in line with the Regional Expense Policy
4 ELECTIONS
. Board members will be elected at the Autumn Conference, by ballot if necessary, following nominations from Area Associations within the regions. If not enough nominations are received by the published closing date, nominations will be sought at the AGM . The Board will have the powers to co-opt a Regional organiser to represent the volunteer organisers and 2 further Board members if required. Any co-opted members will not serve the Board for a period beyond 2 years
5. MEETINGS
. The Board shall meet not less than 4 times a year and in addition will supervise 2 Area Conferences which will include all Sport Organisers. The Quorum for any meeting shall be 5 . If any member does not attend at least 3 consecutive meetings they will have deemed to have resigned from the Board . Board meetings are also open to Sports Organiser/Observers with prior notice to the Secretary
6 FINANCE
. The Board shall ensure that accounts are kept for all income and expenditure within its remit . Annual accounts will be submitted to CSSC and 6 monthly accounts made available for Area Associations through 2 Conferences
7. RULES & REGULATIONS
. The Board shall apply CSSC regulations in respect of the CODE OF CONDUCT for members and staff
8. ALTERATION OF THE DOCUMENT
. Proposals for any alternation to this document should be submitted to the Regional Council Meeting for agreement and subsequently to Management Board of CSSC for approval
9 PARTICULARS DUTIES
. The Board shall draw up a Business Plan for the start of each year. This Business Plan will relate to all aspects of the business with specific aims and target for achievement . Board Members will be allocated Areas for which they are responsible in case any assistance or advice is needed
10 DISSOLUTION
. In the event of dissolution of the Board all monies, accounts and assets will be vested in CSSC Ltd
Election Process Nomination is open to all full members of CSSC living or working in the South and South East Region. All nominations must be submitted on our official form, signed in ink by the member, and proposed and seconded by two CSSC South or South East members.
Nominations should include a short statement (up to 200 words) why the member believes they should serve on the Management Board. These statements will be published on the CSSC South and South East website and circulated to those specifically entitled to vote. Candidates should if possible attend the CSSC South and South East Autumn Conference.
Affiliated organisations in South and South East – Departmental Associations, CSSC Areas, properly constituted clubs, leagues etc – will be entitled to one “corporate” vote. Any CSSC South & South East member who attends the Autumn Conference will be entitled to one “personal” secret vote. The combined votes will determine the results of the election (with the CSSC South & South East Chairman having an extra casting vote if required).
Background – the Management Board The CSSC South & South East Management Board consists of volunteers, jointly responsible for oversight of CSSC South & South East’s business on behalf of the members and affiliated organisations in the Region, and working closely with the VSA and other CSSC staff.
The South & South East Regional Management Board will comprise a Chairman, Secretary and Treasurer (appointed by CSSC’s national Management Board).
The Board shall have a minimum of 5 members (2 from the South East and 3 from the South) with a maximum of 15 members who will serve for a period of 2 years with a further one year option, after which they are eligible for re election if they so wish. In line with practice elsewhere in CSSC, the members of the Management Board will in future be elected from within CSSC South & South East (the Chairman, Secretary and Treasurer will however continue to be appointed).
Membership of the Management Board
Members of the South & South East Management Board are expected to serve a two year term with a further year option and may, if they wish, then stand for re-election.
If any member does not attend at least 3 consecutive meetings they will have deemed to have resigned from the Board.
The Board shall meet not less than 4 times a year and in addition will supervise 2 Area Conferences which will include all Sport Organisers.
The Quorum for any meeting shall be 5.
Members of the Board are expected to use any relevant personal, CSSC, professional or other experience and expertise in the interests of the Board, but to set aside any personal affiliations or interests. Members are expected to declare such interests and – if necessary – not to take part in any decisions of the Board in which they may have a conflict of interests. Members of the Board are required to abide by CSSC’s Ethics and Confidentiality Policy, as set out on the CSSC website.
Members of the Board do not receive any remuneration, but are entitled to reasonable out of pocket expenses properly incurred in the carrying out of their responsibilities as members of the Board.
South & South East Region Management Board
Structure May 2016 Remit The Boards Remit would basically remain unchanged but the structure would now include the setting up of four Sub–Groups that would report back to the Management Board.
The four Sub-Groups will be
Communications Finance Sports & Leisure Activities (Events) Volunteer’s
The Sub-Groups will meet as and when business dictates and will be made up from two or three members of the Board and any additional members with an expertise in the given area. Much of their work could be conducted via e-mail and telephone conferences rather than Face to Face meetings. With the aim to keep the number of meetings to a minimum. They will report back to the Management Board with their recommendations and provide an update on their working area.
The Chair, Secretary and Treasurer would be ex-officio members of all sub-groups. The Volunteer Support Adviser (VSA) and other CSSC staff would attend as and when required.
Three new posts would be created within the South and South East Management Board
Communications Lead This voluntary role will involve leading the Communications Sub-Group and have a clear approach to achieve the objectives of the group. Ensuring that CSSC members have a clear awareness and understanding of the range of benefits available to them in the Region. Develop and publish a Region communications strategy. Volunteer Co-ordinator
This voluntary role will involve leading the Volunteer Sub-Group, the implementation of a Volunteer Support Plan to recruit, train, motivate, retain and reward all volunteers.
Sports & Leisure Liaison Officer
This voluntary role will involve the leading the Sports & Leisure Activities sub-group supporting the BDE, Events Team & Region in the development of the Sports & Leisure programme within the Region. Help compose the Regional Calendar and manage the Regional Organisers Pack. When necessary, the role will also involve attending Regional sports events, ensuring the event runs smoothly.
Communications Group
The remit of the Communications Group is delegated responsibility for all matters relating to the promotion and communication of sport and leisure activities organised or facilitated by the Region.
To communicate effectively with all CSSC members in the South and South East and promote benefits of membership to non-members
Ensuring that South and South East Region members have a clear awareness and understanding of the range of benefits available to them
Develop and publish a South and South East Region communications strategy
Issue communications as necessary
Consider the use of advertising as and when appropriate
Increase the number of members’ email contact details by 10% a year until a target of 80% reached
Handling correspondence/complaints
Overseeing all issues relating to data security
Area Liaison:
Implement a programme for collaboration with Area’s to increase their CSSC membership
Support Area recruitment campaigns and encourage attendance at Regional Conferences
Keep Area’s informed of Regional Policies and Priorities
Finance Group
The remit of the Finance Group is delegated responsibility for funding the sport and leisure activities organised or facilitated by the South and South East Regions.
In detail, it shall
Provide assurance and oversight of the South and South East Regions’ finances, ensuring that effective governance and accounting processes are in place
Liaise with the constituent Areas to establish an agreed budget for the following year’s Regional sports and leisure programme
Provide oversight of the financial aspects of the National Travel and Training Support Policy
Ensure that invoices are paid within 14 days of receipt
Ensure value for money
Ensure that financial transactions are undertaken with propriety and in accordance with the rules and CSSC objectives
Promote, support and improve financial awareness in the South and South East Regions
Oversee the preparation of end of year accounts and the preparation of budgets
Promote On-line Shopping and liaise with the National Panel re regional tokens
Devise, implement and oversee a Policy on regional subsidies for Events
Liaise with other Sub-Groups as necessary
Sports & Leisure Activities (Events) Group The remit of the Sports & Leisure Activities Group is delegated responsibility for all matters relating to the development and maintenance of the sport and leisure activities organised or facilitated by the South & South East Region.
Making policy recommendations on Sport and Leisure activities to the South & South East Management Board
Ensure that South & South East Regional events provide good value for money and satisfies members’ needs
Introduce new events & Leisure activities into the programme
Ensure qualifying competitions are planned well in advance and increase numbers of competitors in qualifying competitions overall
Ensure effective communication with South & South East Organisers and CSSC Head Office staff in particular the Events Team, and existing and potential members
Induct new South & South East Regional Event organisers
Ensuring that the Region organises and facilitates activities with propriety and within the law, policies of CSSC and the South & South East Region
Maintain and produce management data on South & South East events
Work closely with the Area’s to introduce new activities, venues, destinations and to increase the number of activities and volunteers
Liaise with the Communications Group to ensure the most effective publicity for events programme
Volunteer Group The remit of the Volunteer Group is delegated responsibility for all matters relating to the volunteer element of the sport and leisure activities organised or facilitated by the South & South East Region.
Induction of volunteers
Review volunteers organisers’ pack
Succession planning – policy and implementation
Development and maintenance of Volunteer Policy
Liaise with Volunteers, Head Office staff and Areas
Responsibility for Regional Volunteer Recognition Policy – Awards, Certificates of Recognition
Promote National Awards.
Annex A Dated May 2016 Current Board Members
Appointed Officers From
Chair Raymond Allen [email protected] May 2010
Secretary Paul Nicholson [email protected] May 2010
Treasurer David Albery [email protected] May 2011
Deputy Wendy Sparrow [email protected] May 2014 Treasurer
Elected Officers
South East Clive Arnold [email protected] May 2012
South East Julie Danch [email protected] May 2014
South Ann Freeborn [email protected] May 2015
South Steve Hart [email protected] May 2013
South Martin Rudman [email protected] May 2014
South Sue Read [email protected] May 2014
Head Office Direct Support
Chris Edge [email protected]
Pat Linstead [email protected]
Annex B Dated Feb 2015 Sub Group Members Finance Group From
Treasurer David Albery Aug 2012
Deputy Treasurer Wendy Sparrow Aug 2014
On-line Shopping Rep Clive Arnold Aug 2012
Gosport & Fareham Steve Rice Aug 2012
Oxford David Buckwell Aug 2012
Maidstone Ron Simpson Aug 2012
Tunbridge Wells Charles Waight Aug 2012
Communications Group
Comms Lead Ann Freeborn May 2015
Secretary Paul Nicholson Sept 2012
Oxford Martin Rudman Sept 2012
Tunbridge Wells Allan Paxton May 2014
Sports & Leisure Activities (Events) Group
Secretary Paul Nicholson Sept 2012
Hampshire North Brian Hopper May 2013
Southampton Steve Rice May 2013
Volunteer Group Secretary Paul Nicholson May 2014
East Kent Julie Danch May 2014
East Kent Sandra Dyson May 2014
East Kent Cheryl Johnson May 2014
Reading Laura Cunningham May 2014