4.1.1 RESPONSIBILITIES of CHAIRMAN

In general the Chairman oversees the operation of the Community Bus Organisation and co-ordinates those involved with the Organisation to provide suitable bus transportation for the local villages.

The items listed are to help & guide the Chairman as to what his/her responsibilities could be.

1.	Provide general Support, Help & Guidance to all those involved in the running of the Community Bus and undertake specific tasks/jobs as identified in section 6.

a.	Liaise with all other members of the Community Bus Committee.

b.	As required support and assist the Treasurer with the accounts.

2.	Ensure that the Annual General Meeting take place each year in line with the constitution.

Ensure that members of the Community Bus Committee meet as appropriate during each year.

a.	Liaise with the Company and Minute Secretary to agree	when various meetings will take place

b.	Attend & Chair the Annual General Meeting & all the	meetings of the Community Bus Committee

3.	Become a signatory on any bank transactions, including cheques.

4.	Maintain a list of personal expenses incurred on behalf of Community Bus. If required the Treasurer will reimburse.

5.	To vote where appropriate on any Community Bus Matters

6.	Hold any casting vote if required.

4.1.2 RESPONSIBILITIES of VICE CHAIRMAN

The Vice Chairman of the Community Bus Committee acts as the deputy to the Chairman & undertake his/hers duties should he/she not be available

The items listed are to help & guide the Vice Chairman as to what his/her responsibilities could be.

1.	Provide general Support, Help & Guidance to all those involved in the running of the Community Bus and undertake specific tasks/jobs as identified in section 6.

a.	Liaise with all other members of the Community Bus Committee	and attend all the formal meetings of the Community Bus

including the Annual General Meeting.

2.	Become a signatory on any bank transactions, including cheques.

3.	Maintain a list of personal expenses incurred on behalf of Community Bus. If required the Treasurer will reimburse.

4.	To vote where appropriate on any Community Bus Matters

4.1.3 RESPONSIBILITIES COMPANY SECRETARY

The Company Secretary supports the Committee with the general running of the Community Bus.

The items listed are to help & guide the Company Secretary as to what his/her responsibilities could be.

1.	In conjunction with the chairman and/or as directed by the committee undertake specific tasks/jobs as identified in section 6.

2.	Support the Chairman to maintain a general file of all matters &

records relating to the affairs of the Community Bus. Note other

Officers may maintain detailed files with respect to their own domain, e.g. financial information held by Treasurer.

3.	In conjunction with Chairman and Minute secretary be involved as

follows

a	Advise on the date & venue of the AGM. This will	normally take place during May of each year.

b.	Publish notice of the forthcoming AGM (at least 28 days before), at suitable public locations and in suitable village newsletters, as requested by the committee. A copy should also be placed in the Bus.

c.	Invite appropriate representatives from other public bodies as deemed necessary

d.	Draw up an agenda in conjunction with the committee. This should cover:

i.	Previous minutes and matters arising,

ii.	Reports from Chairman

iii.	Presentation of last years audited accounts by Treasurer,

iv.	Election of Officers of Committee,

v.	Appointment of auditor,

vi.	Discussion of any resolution and

vii.	Discussion of any other relevant matter.

e.	Produce copies of previous minutes and accounts for distribution at the meeting.

f.	Organise minutes/action point.

4.	In conjunction with the Chairman and Minute Secretary be	involved as follows.

a.	Advise on the date & venue of the next committee meeting. There should be a minimum of three meetings per year with one approximately two months before the AGM.

b.	Inform each member of the committee of the meeting.

c.	Draw up an agenda as required.

d.	Take a list of action points agreed by the meeting.

e.	Circulate the action point list to each member.

5.	On completion of each scheduled service receive from the Driver the	following:-

a.	Any monies taken.

b.	A completed Waybill.

c.	Counterfoil of passenger tickets.

d.	A completed daily checklist.

e.	Any fuel receipts.

When convenient receive from the Driver of the Private Hire the

following:-

a.	Any monies taken or details of when/how payment will be made.

b.	A completed Waybill.

c.	A completed daily checklist.

6.	If the driver reports any problems with the bus make arrangements for these to be dealt with.

7.	Pay any monies into the current account.

8.	Provide details of Section 5 & 7 above and pass these to the

Treasurer.

9.	In conjunction with others notify relevant organisations, in particular Suffolk County Council, of any change to the list of Officers of the Community Bus Committee.

10.	Maintain a list of Important Dates & Events. I.E

a.	Bus Insurance

b.	Road Fund Licence

c.	MOT.

(Check with the appropriate committee member when the above are due and paid/undertaken)

d.	AGM

11.	Maintain a list of addresses/telephone numbers of all Officers of the Community Bus including its Drivers and when they were sanction by the PSV tester. Also when their licences are to be renewed.

See Section 4.1 & 4.2

12.	Maintain a list of personal expenses incurred on behalf of Community Bus. If required the Treasurer will reimburse.

13.	Become a signatory on any cheques.

14	To vote where appropriate on any Community Bus Matters

4.1.4 RESPONSIBILITIES of TREASURER

In general the Treasurer oversees all the financial aspects of the Community Bus.

The items listed are to help & guide the Treasurer as to what his/her responsibilities could be.

1.	Provide general Support, Help & Guidance to all committee members with financial matters, undertake specific tasks/jobs as identified in section 6.

2.	Maintain all the financial records relating to the operation of the

Community Bus. The Financial year for the Community Bus will be 1st January to 31st December.

3.	With others and as directed by the committee set up and operate Bank Accounts, A list of Accounts held is given in section 9. As a

minimum there will be a current account and a deposit account.

a1.	It is advisable to have an additional committee member,

normally the Chairman and/or Vice Chairman to assist him/her.

a2	Also he/she may appoint others to pay in monies to the

accounts, however they will pass bank receipts to the

Treasurer.

b.	Become a signatory on any cheques.

c.	Obtain required signatures on cheques. These are normally the Treasurer’s plus one other.

d.	Check that the appropriate member makes the required

payments.

e.	When appropriate transfer monies between Accounts but always ensure that there is sufficient balance to meet immediate commitments.

f.	Keep records of all transactions

4.	Prepare and Maintain Financial Records as required by Law. See section 9 and organise them to be audited by an accountant

5.	With the help of other committee members ensure that any monies due to the Community Bus Organisation are recovered.

These include

a.	VAT on expenditure from H.M Customs & Excise.

b.	Rebate on Concessionary Fares from County Councils.

c.	Any other monies that may be due.

6.	Present Financial Accounts to the AGM. and recommend the appointed of a suitable Auditor.

7.	To vote where appropriate on any Community Bus Matters

8.	Maintain a list of personal expenses incurred on behalf of Community Bus. After sanction by Chairman & one other member of the

committee the Treasure can reimburse him/herself if required.

4.1.5 RESPONSIBILITIES BUS ROTA OFFICER

In general terms this officer provides the driver’s rota.

The items listed are to help & guide the Bus Rota Officer as to what his/her responsibilities could be.

1.	Provide general Support, Help & Guidance to all committee members with Drivers matters, undertake specific tasks/jobs as identified in

section 6.

2.	Arrange the roster of Drivers for all Schedule Services. Inform

Chairman if any service cannot be covered.

3.	Take bookings for Private Hire and arrange details with appropriate Driver. The hirer should be given details of the charges and they should give details of how payment will be made.

4.	If a driver has to cancel a trip attempt to find a replacement.

5. Attend meetings and vote where appropriate on any	Community Bus

Matters.

6.	Maintain a list of personal expenses incurred on behalf of Community Bus. If required the Treasurer will reimburse.

4.1.6 RESPONSIBILITIES BUS ADMIN OFFICER

In general terms this officer looks after the Bus.

The items listed are to help & guide the Bus Admin Officer as to what his/her responsibilities could be.

1.	Provide general Support, Help & Guidance to all committee members with Drivers matters, undertake specific tasks/jobs as identified in section 6.

2.	Organise the cleaning of the Bus.

3.	Arrange suitable notices to be put in the Bus.

4. Attend meetings and vote where appropriate on any	Community Bus

matters

5.	Maintain a list of personal expenses incurred on behalf of Community Bus. If required the Treasurer will reimburse.

4.1.7 RESPONSIBILITIES OF MISC CO-ORD OFFICER

1.	To attend committee meetings.

2.	Undertake Jobs/Tasks as assigned to him/her by the committee.

4.1.8 RESPONSIBILITIES of MINUTE SECRETARY

1.	The minute secretary is required to attend committee meetings & AGM and take the minutes..

2.	Liaise with Chairman and/or Company Secretary to ascertain the dates/venues. Set up the meetings and advise all who need to know.

3.	Publish the minutes of each meeting and send them to all the committee members.

4.	At the AGM read out the minutes of the last AGM.

4.1.9 MISC JOBS & TASK without current OWNERS

These jobs & tasks have yet to be allocated to committee members by the committee as a whole

1.	Bus Maintenance

a.	Arrange for the Bus to be checked and mechanically Serviced approximately every six weeks. This will normally be done by our garage engineer

b.	Should any problem/defect be reported arrange for them to be corrected/repaired.

Suggest this is done by BA

2.	Bus Operations. If in the opinion of any driver and/or any committee member that at any time any of the following occur, then Bus operations need to be suspended.

a.	The Bus is considered unroadworthy.

b.	The Road conditions are dangerous.

c.	Fuel is not available.

d.	Drivers are not available

e.	Road Tax, Insurance & MOT are out of date.

Suggest this is done by CH &/or VC

In the event of the above then this must be investigated and any appropriate action taken.

3.	Monitor usage of passenger tickets and arrange for their replacement.

4.	Be involved with the raising of funds to assist in the purchase of a new

bus See section 11

5.	Be involved with the Disposal of any Asset. e.g. the old bus when a new one has been acquired. See section 11

6.	Check the correct Bus timetable and Fares are displayed in the Bus. Suggest this is done by either VC or BA

7.	As required Monitor the following as agreed with the Bus Committee:-

a.	Use of schedule services.

b.	Number of Passengers	.

c.	Ratio of Concessionary to Full fare.

d. Use of Private Hire

Suggest this is done by CH or VC or TR