At the next General Assembly of the APROP Association, the Associate Members of APROP will be asked to vote for various candidates for each of the roles within the APROP Junta.
There are a few changes to the management structure and the Junta roles available for election this year.
We had added the new roles of Dog Shelter Manager and Cat Shelter Manager as it has become apparent that the Operational Directors need additional help to manage the day to day affairs of the shelter.
As we reported last year, the overall management structure works well, but when trying to recruit new Junta members it has become apparent that while some people may be interested in managing specific activities in the organisation, they do not want or have the time to fulfil the additional responsibilities of being a Junta member. This has made finding new people for some roles challenging and we do not want to compromise on having the best person for the job just because it is designated as a Junta role. As a result, people who have been appointed to functional management roles by the Junta and who want to be elected to the Junta will be entitled to put their names forward for the election, but whether or not they are elected, this will not be a prerequisite for them doing the functional role/s they have been allocated.
To ensure that the Junta has the flexibility to include people who are currently not fulfilling one of the operational or functional roles, but have some specific skills or expertise or other attributes that will be tangibly useful to the Junta and the Association, we are also adding the possibility for two vocals (non-executive directors) to be elected to the Junta.
The diagram below provides an overview of the current structure. Each of the roles in this structure has a clearly defined set of responsibilities and/or criteria for election.
LEGALLY REQUIRED ROLES
The roles of President, Treasurer and Secretary are constitutionally required for a legal Association. These roles must all be held by different individuals and these individuals may not also be elected as Vice President.
The Vice President role will be voted in by the appointed members of the Junta from amongst their elected members. The Vice President deputises for the President and stands in when the President is unavailable or unable to perform the duties of the President role due to illness or other incapacity.
OPERATIONALLY REQUIRED ROLES
The Operations Directors for the Cat and the Dog sides of the Association have overall operational management responsibility for these areas.
FUNCTIONAL MANAGEMENT ROLES
These roles are appointed by and report to an elected Junta member. Qualifying people in these roles may choose to put themselves forward for election to the Junta, but it is not a prerequisite for being in this role.
APROP JUNTA VOCALS
Vocals must bring some form of value to the APROP Junta by demonstrating to the satisfaction of the Associates that they can bring some relevant and tangible expertise, experience or value to the Junta that is beneficial to the Association and does not already exist in the Junta management team.
QUALIFYING CRITERIA FOR ELECTION CANDIDATES:
Valid Associate Members of APROP are qualified to put themselves forward for election if they have been a continuous Member for at least one year.
Exceptionally, however, the Junta may exempt a Member from this requirement at the Member’s request, provided that positive references are available that endorse the Member’s suitability, and where the exemption is based on practical reasons that are useful for the association. A reasoned evaluation of this shall be conducted via a procedure that guarantees the transparency and fairness of the decision taken. To this end, a representative evaluative body shall be created which shall propose a decision to the Junta and which shall be formed by the President and at least two other members appointed by the President of special equity and authority in the Association, before which the exempted member may appear for any discussion.
Click the roles name below to see more details about the elected roles.
The President of the Association will also be President of the body of representation (Junta).
The President has the following responsibilities:
- Management and legal representation of the Association, by delegation of the General Assembly and of the body of representation (Junta).
- The President manages and directs the debates of the organs of government and of representation.
- Signs the calls for the meetings of the General Assembly and the organ of representation (Junta).
- Countersigns the minutes and the certificates made by the Secretary of the Association.
- The remaining powers inherent to the post and those delegated to it by the General Assembly or the representative body (Junta).
The President will be substituted, in case of absence or illness, by the Vice President or a member of the Junta.
The President of the Association will also be President of the Body Of Representation (Junta).
The Treasurer has the following responsibilities:
- The custody and monitoring of the financial resources and assets of the Association.
- The preparation of the quarterly and annual budget for the Association.
- The balance and settlement of accounts for the Association.
- Maintain the financial books of the Association.
- The presentation of the above to the Junta, as is determined in Article 17 of the Association’s Statutes.
- The presentation of the above to the Annual General Assembly, as is determined in Article 17 of the Association’s Statutes.
- Record and track all donations made to or by the Association.
- Record and track any and all other payments made or received by the association.
- He/she will ensure all transactions are appropriately receipted.
- Sign all documents produced by or on behalf of the Treasury.
- Pay bills according to pre-approved budgets, as approved by majority vote of the Junta or by direct approval of the President.
The Treasure must draft and present for review and approval, all financial information required by external organisations and authorities, to comply with all necessary laws and procedures. Once approval is obtained, the Treasurer must then submit these statements in the appropriate format to the appropriate organisation. Note that such submissions may be required to be performed electronically and must be completed within the required schedules..
The Secretary has the following responsibilities:
- Collate and issue all formal Association documents, as required by Royal Edict and/or according to Association rules.
- On request by the President or the General Assembly, arrange and convene the General Assembly Meeting.
- Write and sign the minutes of the General Assembly Meeting.
- On request by the President or as required by the pre-agreed schedule, arrange and convene the Junta meetings.
- Write and sign the minutes of the Junta.
- Ensure all necessary certifications are prepared, reviewed, finalised and submitted to all appropriate bodies (internal or external) according to the required timescales.
- Collate and manage all legal and contractual documents, ensuring compliance with all internal and external requirements.
- Collate and maintain an up-to-date record of all current and past Members or the Association. The Secretary must provide this list, as and when required to appropriate external organisations.
- Work with the Treasurer to ensure all financial records relating to the Members are correct and complete.
- Receive and action all Data Protection and GDPR requests for the Association.
The Operations Director has overall responsibility for co-ordinating the day to day management and running of the dog / cat shelters, according to the pre-agreed budget approved by the Junta.
This includes the following responsibilities:
- Volunteer recruitment and training
- Volunteer management, including the creation and maintenance of weekly volunteer rotas
- Animal accommodation allocation within the shelter
- Maintain a record of all animals entering and leaving the shelter
- To ensure that behavioural assessments are carried out for all animals and that remedial measures are recommended and implemented, where appropriate.
- To ensure all animals that may pose a risk to themselves, other animals or humans are identified and assessed and if appropriate, registered with the appropriate bodies. In such cases, to ensure that volunteers are also given appropriate training and procedures to ensure their safety around such animals.
- Site maintenance
- Inventory management
- Project management of special projects or initiatives, as allocated by the Board Of Directors.
- The creation, implementation and maintenance of Health & Safety standards for all Volunteers.
- The creation and maintenance of an Operations Guide for all elements of day to day operations.
If you are currently fulfilling one of APROP’s functional management roles listed below, you may choose to apply for election to the Junta:
- Shelter Manager
- Health & Welfare Manager
- Adoption & Foster Manager
- Fundraising Manager
You may apply for election as a Vocal if you have been invited to apply for election by the current Junta as a Vocal and/or have some specific skills or expertise, or can bring some other benefit to the Association that does not currently exist in the Junta that will be tangibly useful for the Association and its management. Candidates for election as vocals must be proposed and supported by three existing Associate Members who have been Members for at least one year.
If you would like to put yourself forward as a candidate for any of the above elected Junta roles, please complete the following form. The cut-off date for registering yourself as a candidate is Tuesday 12th March 2024 at midnight.