Committee Responsibilities

COMMITTEE RESPONSIBILITIES

CHAIRMAN 

·       Provide Strategic governance and leadership

·       Adherence to the Association Plan and Constitution

·       Ensure committee members, DOs and drivers understand their responsibilities and the bus is being operated in a legal, efficient and safe manner. 

·       Meetings Chairman

·       ‘Outward face’ of the Association dealing with organisations involved in:

o   Fund raising

o   Grant applications

o   DASRA/Nut Tree input

·       Ensure all mandatory legal requirements for Community Bus management are met

·       Research and provide bus/driver Insurance

·       Financial sign off – end of year, checks/audits, cheque signing

SECRETARY 

·       Meeting preparation including circulation of documents as required

·       Meeting secretary and taking minutes

·       Trustee – manage and administer finances in accordance with instructions

·       Collate distribute bus timetable (Nut Tree inclusion (before 17th each month)

·       Assist with excursions planning

·       Book Truro parking spot as required

DO/DVR DIARY MANAGER

·       Populate and maintain Bus Diary – Service/PH/Excursions

·       Request and Confirm drivers for all journeys

·       Inform DO’s of bus activities within their allotted week

·       Determine if a cancellation is required and circulate as necessary

·       Maintain Driver allocation and bus location record

·       Reconcile roster with bus maintenance or other ‘out of action’ times

PASSENGER BOOKINGS MANAGER

·       Receive and document all passenger bookings (incl names):

o   Scheduled journeys

o   Private Hires – regular and on spec.

·       Co-ordinate Friends of the Bus Activities:

o   Co-ordinate with FotB managers

o   Circulate Activities timetable and advertise as necessary

o   Source assistance as required

·       Co-ordinate Theatre Gp (PH) activities (with helpers):

o   Advertise and collate names

o   Negotiate ‘deals’ with entertainment venues

·       Raffles & Fund raising:

o   Encourage raffle donation

o   Develop positive relations with local venues

o   Collect donations and assist with raffle events

o   Collate proceeds and bank as required

o   Proactively examine and develop new fund-raising ideas and initiatives

·       Reconcile with other fund-raising events

EXCURSIONS OFFICER 

·       Develop annual excursions timetable

·       Develop new excursion ideas and proposals

·       Propose and confirm rates/fees 

·       Co-ordinate excursion bookings:

o   List of names

o   Reconciliation with other bookings 

·       Contribute to fund raising activities as commitments allow

TREASURER

·       Maintain all Bus Association Financial accounts:

o   In accordance with Association and legal requirements

o   Produce annual statement of Accounts

o   Inform Chairman of any issues with the accounts

o   Collate and Pay monies into Bus account

o   Write cheques and withdraw funds as required

o   Produce ad hoc ‘current position’ statement as required by Chairman

o   Ensure records of accounts are maintained and stored safely

o   Support any ad hoc fund-raising events as required

·       Recommend, advise and develop the accounting ‘process’ in conjunction with Chairman

·       Assess and source accounting tools, agreeing purchases with Chairman

·       Manage all financial Claims/Concessions (Bus Passes etc)

·       Manage card machine and funds paid in through this method

TRAINING

·       Assess new drivers, driving abilities

o   Personally oversee a practical drivers’ assessment

o   Ensure drivers are aware of and understand all routes

o   Confirm all new drivers understand the documentary administration and DO handover procedures

·       Ensure all drivers have the necessary qualifications (D1)

·       Maintain a record of drivers’ details and ensure mandatory age-related assessments have been carried out

·       Ensure drivers are satisfied with their responsibilities on new routes (or first time on a route)

·       Mentor and guide new drivers as necessary and be first POC for any driving issues liaising closely with Ops Officer on technical/mechanical matters

OPERATIONS OFFICER 

·       Carry out duties of Vice-Chairman as required 

·       Ensure the bus meets all legal maintenance requirements (MOT, servicing) and can be operated in a safe manner for drivers and passengers alike:

o   Ensure there is a process for fault/accident reporting and determine the appropriate response 

o   Instigate an effective routine for mechanical checking and for ongoing maintenance action (Oil, Lubes, screen wash and cleanliness etc)

·       Ensure all drivers undertake mandatory training associated with driving our type of minibus

o   Arrange safeguarding/MIDAS courses as mandated

o   Oversee and Record training as it occurs and maintain training records

·       Ensure all mandatory driver checks/reports are completed

o   Ensure there is a mechanism for all DBS to be completed as soon as is practicable

o   Ensure there is a record of completed and outstanding checks. 

300 CLUB - 

·       Co-ordinate 300 Club activities with Bus Committee

o   Seek Support/assistance from Bus committee as required 

o   Reconcile 300 Club activities with other Bus commitments

o   Manage the collection of funds and liaise with treasurer for banking

o   Suggest/Develop initiatives to streamline processes (online banking etc)