ECLA officers
The following are the roles and responsibilities for elected ECLA officers.
Chair and vice chair:
- share and assign tasks to run the Ealing Council Leaseholders Association (ECLA)
- speak for the committee when needed, but must update members
- cannot make decisions alone or force decisions on others
- direct residents to council officers or police for repairs, behaviour issues, or tenancy matters
- report activities to resident involvement officer and meet deadlines
- work with resident involvement officer to manage ECLA
- create meeting agendas with secretary
- lead meetings according to agenda and time
- summarise decisions clearly
- make sure everyone can speak and take part
- be friendly, clear, and firm
- sign documents and attend training
- keep personal issues separate from ECLA work
- keep contact details updated
- write yearly report before the annual general meeting (AGM)
- return all documents when leaving position
Secretary:
- take and distribute meeting minutes within 14 working days
- keep meeting records
- plan agenda with chair
- send paperwork 2 weeks before meetings
- inform everyone about upcoming meetings
- maintain membership records
- arrange guest speakers
- manage meeting attendance
- share tasks when needed
- arrange meeting rooms and refreshments
- handle committee mail
- sign documents and attend training
- keep personal issues separate
- update contact details
- ensure everyone follows ECLA rules
- return documents when leaving
Treasurer:
- have the day-to-day responsibility for the association’s money and for keeping accurate financial records. The committee are also responsible for managing finances
- liaise with the committee on how the money is to be spent once decisions have been made in meetings
- keep clear records of money received or paid out. Record everything in and out separately. Ensure your paperwork is accurate and all transactions are recorded correctly in record books. Keep all receipts and invoices
- keep membership separate and remind members of renewal dates. It is best that the membership renewal date is the same date as the AGM and have a cut-off date for membership
- keep the association’s money separate from your own
- do not keep large amounts of cash or cheques with you and no more than the agreed amount of petty cash should be kept
- Make sure that the bank account needs three signatures for cheques or withdrawal forms
- check the bank statements carefully and regularly so that the financial records and reports can be checked by an independent auditor, or the named council officer, before the AGM
- makes sure that bank details and paperwork are available upon request to the committee or the resident involvement officer
- to support the committee in all projects
- with support of the named council officer, complete funding applications where necessary and keep all records
- upon resignation, return all resident association documents to the named council officer
- be approachable, clear, concise, and firm
- sign all appropriate paperwork and try to attend training where necessary
- should not use this platform to promote own interests
- makes sure correct contact details are provided to the resident involvement officer