LCV Committee Posts
This page lists all the officers who normally make up our
committee, and describes what each job involves.
The length of a description for a particular job is no
reflection of the importance of that job to LCV. Instead it
shows how many different tasks the job involves.
The Co-ordinator bears overall responsibility for the smooth
running of the group.
Monthly meetings
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Arrange the location and agenda for the LCV
Monthly Meeting and chair the meeting.
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Ensure that minutes of the meetings are
recorded.
LCV AGM
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Arrange the location and agenda for the LCV AGM
and chair the meeting.
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Work with the members of the LCV Committee to
prepare an Annual Report on the activities of the group, and present this
at the LCV AGM.
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Work with the members of LCV to identify
suitable candidates for Committee posts and to arrange for their election
to be proposed and seconded.
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Ensure that minutes of the AGM are recorded.
Record keeping
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Maintain a record of the activities of LCV,
including an archive of all LCV publications.
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Maintain an archive of Task Record Forms.
Task leaders and drivers
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Work with the members of LCV to identify a Task
Leader, a Driver and, where necessary, a Catering Manager for each task.
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Ensure that the Transport Secretary is aware of
the names of Task Leaders and Drivers for forthcoming tasks.
Development of new volunteers
Strategy
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Work with TCV and other national bodies to
identify their advice on 'best practice' for LCV's operations (e.g. for
health and safety).
Management of LCV
Health and Safety
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Ensure that the first aid kits are inspected regularly and
re-stocked when required.
-
Ensure the the mobile phone is always charged and that it has
sufficient credit.
Toolshed keys
- Keep the second set of spare toolshed keys in a safe place.
The engagement officer works to engage and retain new and
returning LCV volunteers. This is a new role and precise duties
are still being determined.
The Fundraiser attempts to maximise the income
that LCV receives from sources other than clients.
Grant applications
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Work with the LCV Monthly Meeting to identify
any grants that can be applied for.
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Work with LCV members to complete any necessary
grant applications.
Other fundraising events
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Work with the LCV Monthly Meeting to agree what
other fundraising events should be run each year.
-
Operate the event as described for Ceilidh
above.
The leader/driver organiser is responsible for finding a leader,
driver and catering manager (where required) for each task.
Task leaders and drivers
- Work with the members of LCV to identify a Task Leader, a Driver and,
where necessary, a Catering Manager for each task (if the leader
requests).
- Update the online schedule of Task Leaders and Drivers and ensure that
the Transport Secretary is aware of the names of Task Leaders and
Drivers for forthcoming tasks.
- Where Task Leaders or Drivers are identified well in advance of the
task date remind them in the period leading up to the task.
Maintain a list of leaders / drivers
- Maintain a list of current leaders / drivers including their contact details.
- Regularly check with leaders / drivers on this list who have
not led or driven recently that they are happy to remain on this
list.
Maintain a list of keyholders
- Maintain a record of the holders of the eight sets of LCV garage and van keys.
- Maintain a record of the holders of the two sets of spare LCV toolshed keys.
The Membership Secretary collates and maintains details of all
trustees, members and clients of LCV and provides information to the
other committee members regularly and to OSCR if they request it.
Task Sheets
- Task sheets should be retrieved from the minibus regularly (at
least every three weeks), scanned and emailed to
tasksheets@lcv.org.uk. The Membership Secretary needs to keep an eye
out for these and ensure that they are being retrieved and passed on
in a timely fashion.
- The physical copies of the task sheets should also be handed to
the Membership Secretary regularly and the membership secretary
should keep these on file, printing out any which disappear in
transit.
- At the end of each reporting year (after 31st March) the
Membership Secretary should pass the previous year's task sheets to
the Coordinator for addition to the main LCV archive.
- The membership secretary should ensure that there are sufficient
task sheets and new volunteer forms in the minibus at all
times.
Database
- The Membership Secretary should ensure that data from the task
sheets and new volunteer forms is entered into the LCV database
regularly (preferably at least every 3 weeks).
- If any technical issues with the database arise then the
Membership Secretary should fix these as soon as possible, with
assistance from the Webmaster and any other suitably skilled person
as required.
- The Membership Secretary should ensure that the storage of the
database complies with Data Protection Regulations, that backup
copies are produced on a regular basis and that the Webmaster is
able to access the backups should this become necessary.
Communicating with volunteers
- The Membership Secretary should send out volunteer
communications regularly (preferably at least every 3 weeks).
- The database is set up to indicate the communications which are
due.
- Welcome emails and the communication with volunteers a year
after they were last on task are particularly important. The former
helps to welcome new volunteers and encourage them to return. The
latter is a requirement under LCV's Constitution as it determines
which volunteers continue to be members at the end of their
automatic membership period. OSCR can request the list of members at
any time and this information is also important for keeping an eye
on overall activity levels.
Invoicing information
- The Membership Secretary should supply invoicing information to
the Treasurer on a regular basis (preferably at least every three
weeks).
Committee reporting
- The Membership Secretary should regularly (preferably for each
meeting) inform the committee about volunteer numbers, recruitment
levels and volunteers who may potentially take on Leader / Driver /
Committee roles.
Address lists and mailing labels
At the end of each quarter the Membership Secretary should:
- Ensure that any changes to the list of clients who want the
paper Mucker have been made in the client labels file.
- Ensure that any changes to the list of volunteers who want the paper Mucker have been made in the volunteer labels file.
- Ensure that any change to the Newsletter Editor's address has been made in the return address labels file.
- Print client, volunteer and return labels and supply them to the Newsletter Editor in time for the Newsletter to be sent out at the start of the next quarter.
- Update the electronic mailing lists (standard, low volume and client) in time for the electronic newsletter to be sent out (also at the start of the next quarter).
Annual reporting information
- As soon after 31st March as all data has been entered into the
database the Membership Secretary should extract the information for
the annual report and supply it to whoever is writing the annual
report (usually the Coordinator and / or Treasurer).
Trustee register and Data Protection
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After the AGM, or whenever a new trustee joins the committee, the
Membership Secretary should update the Trustees Register (on Google
Drive). OSCR can request the list of Trustees at any time.
-
Information to update the register is on the Trustee's Declaration
Forms. Once the register is updated these forms should be passed back
to the Coordinator for addition to the archive.
-
In addition, the membership secretary is LCV's data protection
contact, the main contact point for data breach reports and Data
Subject access requests.
Subscriptions
- Receive occasional Newsletter subscriptions from members.
- Note payment in the database so that the mailing list updates correctly
- Pass Newsletter subscriptions to the Treasurer.
The Minibus Manager should aim to meet, or exceed,
all the 'best practice' recommendations made by the Community Transport
Association for small bus operation and serves as the "registered
keeper" of our vehicle
Record keeping
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Keep a completed log sheet for each use of the
minibus by drivers.
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Keep records of
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each reported fault with the minibus, and how
the fault was resolved.
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every inspection/service of the minibus.
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Ensure that all documentation and records
relating to the operation of the minibus are retained for the life of the
vehicle.
Driver training and registration
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Ensure that
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there is a driver registration form for every
driver, and that these are kept safe and confidential. They should not
be disclosed to anyone other than Minibus Manager, the Co-ordinator, and
the insurance company.
-
periodic checks of the driving licences of each driver are undertaken
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any 'relevant information' is passed to the
minibus insurers.
-
every driver has undergone a vehicle
familiarisation session and understands their responsibilities for
keeping records of the use of the van.
-
Carry out regular checks to see that the
'Driver's Pack' in the minibus is complete and up to date.
Legal requirements
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Ensure that
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the minibus is at all times covered by
suitable insurance.
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the insurance company is made aware as soon as
possible of any 'relevant information' that may affect the insurance.
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the minibus always has valid VED tax
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the minibus always has the correct MOT test
certificate.
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the minibus is maintained and inspected as
necessary to comply with legal roadworthiness requirements.
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the Section 19 Permit disc is correctly
displayed and appropriately used.
Maintenance and inspections
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Ensure that
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the minibus undergoes planned servicing in
accordance with the manufacturer's recommendations.
-
the minibus is inspected regularly between
servicing so that it remains in a safe and roadworthy condition.
-
the minibus is clearly labelled when it has a
serious fault, so that a driver who is not aware of the fault does not
drive it.
-
all reported faults are publicised to all
drivers.
Rescue organisations
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Ensure that the minibus is at all times covered
by a recovery organisation (AA, RAC, ETA etc.) for rescue in the event of
a breakdown, and that the recovery organisation is aware of the size of
the vehicle that is covered, and agrees to recover up to 12 people.
-
Review the rescue cover annually to ensure that
it provides the best value.
Documentation
The Newsletter Editor compiles and prints the LCV
Newsletter (the Puggled Mucker)
Design
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Work with the LCV Monthly Meeting to agree any
changes to the design or content of the Newsletter.
Producing the newsletter
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Work with the LCV Committee to gather content
for the quarterly Newsletter.
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Assemble and edit the content to create the
Newsletter.
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Produce a draft copy of the Newsletter for
review by the Co-ordinator.
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Arrange for printing of the Newsletter, and for
the provision of suitable envelopes, stamps and staples.
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Work with the Membership Secretary to obtain
address labels for dispatching the Newsletter.
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Work with LCV members to assemble and dispatch
the Newsletter at the LCV Monthly Meetings in March, June, September and
December.
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Respond to requests for copies of the newsletter
from third parties.
The Publicity Organiser works with members of LCV
to publicise the group.
Identifying requirements for publicity
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Work with the LCV Monthly Meeting to identify
publicity that may be required in the future.
Create publicity materials
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Work with the Newsletter Editor to produce
suitable publicity materials
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Arrange for this publicity materials to be
circulated and displayed
Attend publicity events
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Work with the LCV Monthly Meeting to identify
publicity events where LCV should be represented.
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Book accommodation at publicity events.
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Arrange for publicity materials to be supplied
to the event, and for LCV representatives to attend.
Manage social media presence
- Maintain our presence on selected social media platforms
(presently Facebook and Instagram)
- Source and post suitable material highlighting LCV's
activities on these
- Monitor the available social media platforms and decide
which are the most appropriate tools for LCV to use
The Task Organiser works with clients and members
of LCV to arrange the annual programme of tasks.
Identifying requirements for tasks
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Work with existing and potential clients and
with the LCV Monthly Meeting to identify tasks that may be required in the
future.
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Work with the LCV Monthly Meeting to identify if
there have been any clients or tasks that have not been successful and
should not be repeated.
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Work with the Membership Secretary to maintain
an up-to-date list of clients and their contact details.
Drawing up task programme
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Work with clients to agree a programme of tasks
for the next quarter.
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Supply a suitable task programme to the
Newsletter Editor in time for the publication of the Newsletter.
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Work with the Newsletter Editor to create a
description of new tasks or work sites for inclusion in the Newsletter.
The Tools Officer looks after LCV's toolshed and
the tools it contains.
Toolshed maintenance
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Ensure that the toolshed is always watertight
and secure.
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Work with the LCV Monthly Meeting to identify
and agree any necessary repairs to the toolshed.
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Carry out any necessary repairs to the toolshed,
or arrange for these to be carried out by LCV members or a third party.
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Arrange for toolshed repairs to be included in
the Task Programme, if necessary.
Obtaining new tools
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Work with the LCV Monthly Meeting to identify
any requirements for additional or replacement tools or equipment and
agree any expenditure that may thus be required.
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Arrange for the purchase of any additional or
replacement tools or equipment.
Maintaining tools
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Work with the LCV Monthly Meeting and with Task
Leaders to identify any tools or equipment in need of repair or
maintenance.
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Carry out regular inspections of the tools and
equipment in the toolshed to identify anything in need of repair or
maintenance.
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Work with LCV members to repair and maintain
tools and equipment.
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Work with the LCV Task Organiser to arrange for
tool repair and maintenance to be included in the task programme, if
necessary.
Health and safety
- Arrange for testing and certification of any tools or
equipment e.g. the winch to comply with legal
requirements.
- Arrange for Portable Appliance Testing (PAT) at appropriate
intervals. Annually review the schedule for PAT to check
that no appliances are overdue for testing.
- Ensure that the toolshed complies with Health and Safety law
and with 'best practice' advice from TCV.
Toolshed keys
- Keep the first set of spare toolshed keys in a safe place.
The Training Organiser arranges training courses
for members of LCV.
Identifying training needs
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Work with the LCV Monthly Meeting to identify
any requirement for the provision of a training course to the members of
LCV.
Arranging training courses
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Identify suitable internal or external trainers,
and agree this with the LCV Monthly Meeting.
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Work with the trainer and with the LCV members
who are attending to identify a suitable location and date for the course.
The Transport Secretary takes bookings for tasks
and tells the task leader who will be coming.
Task bookings
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With the Co-ordinator and Task Organiser,
identify the maximum number of volunteers that is required for each task.
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Receive telephone bookings for tasks from
volunteers.
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Make a record of each booking and of the contact
details of any new volunteer.
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Pass details of all the people who have booked
on a task to the Task Leader before the start of the task.
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If the number of volunteers who want to come on
the task exceeds the capacity of the minibus, attempt to accommodate the
extra volunteers in private cars, where these are offered.
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Arrange that a 'deputy' Transport Secretary is
available during periods of absence.
The Treasurer maintains LCV's financial records,
and ensures that LCV remains in good financial health.
Financial management
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Manage the balances in the LCV bank accounts to
maximise the interest that is earned.
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Monitor the financial marketplace to ensure that
the bank accounts that LCV operates offer best value.
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Advise the Co-ordinator and the LCV Monthly
Meeting on the financial implications of any decisions they make.
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Warn the Co-ordinator and the LCV Monthly
Meeting if there is any possibility that LCV will experience financial
problems.
Income and expenditure
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Send invoices to clients as soon as possible
after the task for them is complete.
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Ensure that invoices are paid in good time, and
pursue invoices that are not paid.
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Tell the LCV Monthly Meeting about any invoices
that are significantly overdue.
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Receive expenses claims from members of LCV and
pay these as soon as possible.
Book-keeping and accounts
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Seek advice on 'best practice' standards for
maintaining LCV's financial records, and ensure that these standards are
met.
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Prepare Annual Accounts, and present these at
the LCV AGM.
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Arrange for an independent examination of the Annual
Accounts.
The Webmaster looks after the LCV website and
e-mail facilities.
Domain administration
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Monitor the market place to ensure that the
domain reseller that LCV uses offers best value.
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Ensure that the contact details on the domain
WHOIS entry are kept up to date
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Ensure that the domain is renewed in good time
when required and that LCV remains the owner of the lcv.org.uk domain
Mail administration
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With the LCV committee, identify the e-mail
addresses that are needed.
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Create and maintain the chosen LCV e-mail
addresses as post-holders change
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Administer and maintain e-mail accounts for
users
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With the LCV committee, create and maintain the
LCV internal e-mail circulation lists
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With the LCV committee, identify innovative ways
to use LCV e-mail facilities
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Maintain and monitor a 'catchall' mailbox to
receive e-mails that are not correctly addressed, and forward these to the
relevant person in LCV.
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Take action where needed and possible to reduce
the volume of unsolicited commercial e-mail that is sent to LCV addresses.
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Monitor the market place to ensure that the mail
host that LCV uses offers the best value.
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Ensure that the e-mail service is renewed in
good time when required.
LCV news administration
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With the LCV committee, monitor the use of the
LCVnews group to ensure that there is a sensible fit with the web site.
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Moderate the content of the LCVnews group,
ensuring that inappropriate material is removed as soon as possible.
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Administer and maintain users on the LCVnews
system to ensure that users' access rights are appropriate for their role
in the group.
Website administration
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Monitor the market place to ensure that the web
host that LCV uses offers the best value.
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Ensure that the web hosting service is renewed
in good time when required.
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Regularly review the web server statistics to
ensure that the web site is meeting users' needs and that the service is
not overloaded.
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Administer and maintain appropriate security
controls are maintained on the website and that unauthorised content is
not published.
Website publishing
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Publish content received from other people (e.g.
the Newsletter Editor) promptly.
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Update the web site promptly in the light of
changing circumstances and in response to corrections from the committee.
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Write web site content where needed.
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Produce a draft copy of any significant content
changes for review by the Co-ordinator.
Website design
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Ensure website complies with current best
practice for usability, accessibility, cross-browser compatibility and
download speed.
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Ensure website is configured and written to
optimise search engine ranking
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Ensure website matches LCV current 'house style'
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Update design in light of lessons learned from
reviews of website stats.