Board Functions

We have been asked for some descriptions of the club’s officer roles, in order to help people to decide if they wanted to put their names forward for consideration.

The Yale Club of London is a volunteer-run organisation, which can only deliver benefits to its members if people are willing to donate their time.  There is no financial compensation.  The primary functions are as follows (the Board is made up of President, Secretary and Treasurer):

President

The President’s function is to guide the Club, to be a spokesperson for it and to ensure its smooth running, which involves:

  • Encouraging people to get involved in the Club

  • Ensuring that the Club’s activities fall within the parameters of the Club’s mission, principles and rules

  • Designing and executing a strategy to ensure the long-term success of the Club

  • Liaising with Yale University and other Alumni associations and affiliates

  • Acting as the Club’s representative as required (when possible)

  • Being the general point of reference for external contact

  • Chairing Board meetings, ensuring regular Board meetings are held

  • Ensuring Board business is conducted in an efficient and timely manner

  • Helping to train other Board members and other volunteers, as needed

  • Accepting individual responsibility for the club’s affairs as stipulated in the rules for companies limited by guarantee (all board members share this role)[@Marco/Melissa: This is what Joe wrote — but it is inaccurate, as we ar not limited by guarantee]

  • Being trained and sufficiently competent to operate the Club’s website content system

  • The office of President is only open to someone who has previously served as a Board member, or has shadowed the President for at least six months.  This is because it involves an understanding of role which is hard to pick up instantly.

Secretary

The Secretary’s role is to be the main point of organisation for the Club and the main conduit of information from the Club to the members, which includes:

  • Ensuring a regular and efficient flow of information about Club matters and events from the Board to the members

  • Monitoring the primary Club email inbox, and taking action, as appropriate

  • Scheduling and participating regular Board meetings, whether in person or via video calls

  • Taking minunutes of meetings and disseminating them in a timely manner

  • Accepting individual responsibility for the club’s affairs as stipulated in the rules for companies limited by guarantee (all board members share this role).

  • [@Marco/Melissa: This is what Joe wrote — but it is inaccurate, as we ar not limited by guarantee]

Treasurer

The Treasurer’s role is to oversee the club’s financial activities, which includes:

  • Take ownership and operate the club bank account and the online payment accounts (Paypal/Stripe)

  • Ensuring payments and Club finances are handled properly and safely

  • Participating in Board meetings

  • Ensuring the Club’s accounts are prepared and filed in an accurate and timely manner, including liaising with the Club’s accounting firm, drafting the Treasurer’s Report and all matters to do with HMRC.

  • Communicating with venues and service providers for payments and budget-related queries

  • Accepting individual responsibility for the club’s affairs as stipulated in the rules for companies limited by guarantee (all board members share this role).[@Marco/Melissa: This is what Joe wrote — but it is inaccurate, as we ar not limited by guarantee]

Specialist
Event Coordinators

The club is able to offer a wide range of activities because of event coordinators.  These people will organise an event, or a series of similar events.  They liaise with the Board members to discuss and promote initiatives, coordinate with venues and service providers, and communicate with members and third parties for queries and requests of information. Once these events are over they are not required to do any more, but often will, since they enjoy it. 

Generalist Volunteers

The volunteers may not be in charge of a specific event but will work with the Coordinators to help make events a success.

The roles of Coordinators and Volunteers are not elected positions, and we simply ask that you put your name forward.  It’s a great way to get to know more about the club and how it works before taking on a position on the Board.