(Where the branch does not have an LBC, for branches with an LBC - a group of volunteers should be formed and coordinated by the LBC who takes ultimate responsibility for all duties)
- The function of the Social Committee/volunteers is to decide upon and organise social events for the branch.
- The Committee has the autonomy to use the branch social budget for events so long as they fall within the guidelines agreed by their Forum/Partner Voice and provide updates when requested.
- The social calendar for the year must offer activities to cover the branch demographic.
- A careful watch should be kept on participants to ensure events do not end up only being attended by the same identifiable group.
- Committee members/volunteers must be interested in the social activities in the branch and be willing to give their own time in the organisation of events and also in attending social functions or taking charge of outings.
- Members of the committee should put forward ideas which reflect the social needs of the branch and stimulate interest amongst their colleagues.
Role of Social Committee:
- A Secretary, Treasurer and Ex Officio should be appointed by the Branch Manager, with all other members being recruited on a voluntary basis, ideally being, representative of the branch demographic.
- The Ex Officio holds responsibility for ensuring that Committee meetings are held on a regular basis and run in an ordered way, following an agenda. Where possible, all Officers should be present at each one.
- The Secretary facilitates the meetings, providing a meeting agenda and summary to all members.
- The Treasurer is responsible for keeping an accurate log of all financial transactions and providing the Committee with regular updates on spending.
- Training for the Social Committee can take place at any time, dependant on the needs of the branch and is provided by the Regional Leisure Benefits Manager.
Recruiting your volunteer committee:
- An ideal Committee member will:
- be representative of Partners
- listen to Partners ideas for events and put them forward for discussion.
- have an awareness of events and leisure benefits available to Partners both at Branch level and across the John Lewis Partnership.
- be approachable and communicate with all Partners about forthcoming events.
- attend meetings regularly and offer ideas
- be able to organise events and trips (with the expectation of at least once per year).
- be energetic, lively and generally interested in the events organised.
- Social Committee meetings are normally held six to eight times a year. These meetings may take place during the working day and it is therefore essential that the Head of Branch, relevant Line Managers and all members are informed of meetings at the earliest opportunity.
- It may be that meetings incorporate a coffee or tea break.
- An agenda, agreed with the Ex Officio or a subgroup of volunteers, should be circulated to all members at least one week before the meeting and where possible minutes/notes circulated after the meeting.
- A summary or highlights or actions should be made available as required.
- It is essential that a financial update be given at each meeting.