Client Support Services is an integral part of our business here at Fitwise, and the team offer a range of support for our association clients and their members.
Secretariat for Associations and Societies is not just about ensuring that diaries are managed and that meetings are planned. Each organisation comes with their own set of complex rules, whether they are a registered limited company, a registered charity, or both. Your secretariat service should be able to guide you on this complex highway of dos and don’ts. Below are just a few of the common questions to ask.
How do I ensure that I am compliant with Companies House and/or Charities Commission rules?
Each organisation should have a Memorandum and Articles or Articles of Association document, this outlines an organisations’ purpose and how they should function. Within this your governance will be outlined, you must comply with this to ensure that you do not fall afoul of any of the governing rules, check your articles to answer:
- When should I alert my members about our annual general meeting?
- What is my quorate for an annual general meeting?
- How are committee members elected, and how long is their term?
Elections and voting
How can I ensure that my election and voting process is foolproof?
Gone are the days of postal ballots for associations and societies, now you will find that most organisation use online services. Here are some tips for selecting your service provider:
- Ensure that you use an online system that permits only one vote per person – to guarentee fairness
- Prioritise software where the site can close automatically – to avoid missed dates
- Ask what statistics are provided for voting members – to ensure transparency
- Insist on automate reminders, and remind only to those who have not yet voted – ensuring better engagement
GDPR and data
How do I ensure I am GDPR compliant, and my members’ data is safe?
Strict GDPR policies were put into place in 2018 which come with hefty penalties if not followed. You should ensure that your organisation has a comprehensive GDPR policy. You may not realise it, but by sending a spreadsheet to another committee member or uploading their data to an online mailing system, you are transmitting your members’ data to a third party. This should all be outlined in your GDPR policy, you should also consider:
- How long you can store your members’ data after they have lapsed
- Where you store your members’ data – is there a backup, is it secure
- Is your website secure – any website collecting data should have a https URL
Have some questions of your own? Why not get in touch with the Client Support Services team to discuss your secretariat requirements.
Have you enjoyed this blog? Check out our other blogs on frequently asked questions.