CMSTA Committee Responsibilities

Here’s a list of responsibilities and tasks for each committee role within the Croydon Main Street Traders Association to ensure the meetings run smoothly and the association operates effectively:

President

• Leadership & Oversight: Lead meetings, ensuring everyone has an opportunity to contribute.
• Agenda Approval: Work with the Secretary to finalize meeting agendas.
• Point of Contact: Act as the primary representative for the association, addressing member concerns and liaising with external partners (e.g., local government, business associations).
• Strategy & Direction: Develop strategic plans and initiatives to support and grow the association.
• Dispute Resolution: Address and mediate disputes within the committee or among members if required.

Vice-President

• Support to the President: Step in if the President is unavailable and assist with their duties as needed.
• Backup Leader: Chair meetings in the President’s absence.
• Initiative Support: Take charge of specific projects or events, coordinating with members as required.
• Assist in Liaison: Help maintain external relationships and community connections.

Secretary

• Agenda Preparation: Collaborate with the President to draft and distribute agendas before each meeting.
• Meeting Logistics: Ensure the meeting space is booked and set up.
• Minutes: Review and circulate minutes from the minute taker after each meeting for approval at the following meeting.
• Communication: Handle all committee communications, notifying members of meeting dates, distributing agendas, and sharing relevant documents.
• Record Keeping: Maintain an organized record of meeting minutes, agendas, correspondence, and important documents.

Treasurer

• Financial Management: Oversee the association’s finances, ensuring accurate and timely record-keeping.
• Budgeting & Reporting: Prepare a budget for the association and provide regular financial updates to the committee.
• Expense Management: Authorize payments (e.g., for the minute taker), track expenditures, and reimburse members as necessary.
• Membership Dues: Track and collect membership dues or other fees, issuing invoices if required.

General Committee Members

• Attendance & Participation: Regularly attend meetings and actively participate in discussions.
• Event Support: Assist in planning and executing association events or community initiatives.
• Special Projects: Lead or join sub-committees for specific projects as required.
• Feedback & Input: Provide input on association policies and represent the perspectives of the broader membership.

Minute Taker (Paid Position)

• Meeting Minutes: Accurately record the minutes during each meeting, ensuring all key points, actions, and decisions are documented.
• Timely Submission: Submit draft minutes to the Secretary shortly after each meeting.
• Consistency & Accuracy: Ensure minutes are clear, consistent, and accurately reflect the discussions and outcomes.

Additional Tasks for All Committee Members

• Preparation: Review the agenda and any documents before each meeting to be informed and ready to contribute.
• Follow-Up: Complete any assigned action items or responsibilities promptly.
• Outreach: Engage with and inform members of the association about updates, news, and events.