Management Committee Handbook

Role of council staff

Community Development Officers (CDOs) are members of the Connected Communities Service and are responsible to their line managers within the council staffing structure. Staff may be based at a building and have responsibility for assisting the Management Committee to conduct its functions. They have responsibility for development work both in the building and in a wider geographical area, and their role includes support for local groups and committees.

Depending on the needs of the group the CDO might support the committee by:

• helping the Committee develop the decision-making structures in the building.
• advising the Committee on the Building programme and future developments in response to the needs of the wider community it serves.
• helping the Management Committee to administer the building.
• advising the Committee of Council Policy and Guidelines affecting the building.
• arranging or providing training in a range of relevant areas e.g., committee procedures, working effectively as a team, how to identify community needs, employers’ responsibilities etc.

The CDO may also have certain management roles and responsibilities e.g.:

• supervising ancillary staff, e.g., clerical, community development assistants (full time and part time).
• ensuring that the fabric and furnishings of the building meet required standards.
• supporting the committee with financial management.
• health and safety requirements of the building.
• supervision of part-time staff, e.g., part-time youth workers.
• reporting to the Management Committee on development in the building and in the area of benefit and making the Committee aware of relevant work carried out through the Connected Communities team.

The Committee should understand the role of the CDO in their building, as they operate in different ways.

Role of the Management Committee

The Management Committee’s role normally includes:

• taking overall responsibility for managing the Community Building with due regard to East Lothian Council’s policies.
• contributing to programme development and implementation within the context of the objects of the Association.
• contributing to development of local policies regarding membership, opening, letting, rules and regulations, within East Lothian Council policies.
• ensuring that tasks arising out of day-to-day operations are adequately dealt with.
• organising specific events including voluntary staffing of them.
• fund-raising and ensuring funds are used to further the aims as stated in their constitution.

Relationships of council staff to voluntary organisations’ management committees

If a voluntary organisation receives funds from the council, e.g., Partnership funded or centrally funded, a local Community Development Officer or other member of council staff may be appointed to the Committee/Board as the representative of the Executive Director for Place.  The Council staff member is an advisor, not a committee member, and has no voting rights.

This involves giving advice and support to the staff and committees, e.g.:

• provision of information on East Lothian issues and policies.
• support with funding and grant applications.
• support to staff.
• regular attendance and reporting at management meetings, AGMs, other events, as appropriate.
• involvement with and advising subgroups of the management committee.