Function
Question
I’m the treasurer of an association. Can I simultaneously assume the office of vice chair or is this too great a concentration of power in a five-member committee?
Answer
I’m glad you ask about the concentration of power. If one committee member has too much power, this can actually lead to unwanted consequences in the association. If, for example, someone is not up to the different tasks, the effects are all the more serious because they affect several areas at the same time.
There are no legal regulations as to how the functions in a committee are to be filled, unless the articles of association contain a relevant provision. It is recommendable that the executive committee of a small association be not too big. Thus the association can be managed easily and efficiently. This also means, however, that the individual committee members may be in charge of more than a single function. In your case, holding two offices probably means, first and foremost, carrying out the relevant work. There is no reason why you, as treasurer, should not keep the accounts and at the same time participate in managing the association’s affairs together with the chairperson, representing her in her absence. It is important that all members of the executive committee have the same level of information and can participate equally in decisions.
Question
Our small gymnastics association is having difficulty finding new committee members. Of our active gymnasts, almost all have already held office at one time or another. One committee member has now had the idea of asking an individual who isn't a gymnast at all, but whose children are in the squad. Can a non-active member be elected to the committee? And does this even make sense?
Answer
There is nothing standing in the way of this plan unless it is stated in your articles of association that only active association members can be elected to the committee. After all, you are not looking for somebody to do a cartwheel or perform as many squats as possible. Rather, you want to find somebody who is capable of co-leading an association and who can fit into its committee. It is also possible that you are looking to fill a specific area of responsibility, for example somebody to oversee the actuarial or financial side of things or even to take on the role of chairperson.
Good minute-takers, financial experts and leadership figures can also be found outside the ranks of the active gymnastics team. A committee member should, of course, have an interest in the association's activities, but a somewhat external perspective can surely be of no detriment to the association.
Question
As the new chairperson, I want to improve the way in which tasks are allocated within the committee so that I do not have to do everything myself. Is the approval of the general meeting required in order to introduce departments? In the articles of association, it is stated that the committee is self-constituting.
Answer
A good idea! It is good if the burden of the tasks at hand is placed on various shoulders and it is clear who within the committee is responsible for which duties. This contributes to greater overall satisfaction and ultimately to improving the committee's work. To establish different departments within the committee, the approval of the general meeting is not required. "The committee is self-constituting" means exactly that: the committee can allocate its offices and tasks itself. We recommend reserving enough time during the committee meeting for the formation of departments and to record the results in writing.
