Improving our governance
Last week we shared a blog focused on how the Board has now set out its mission and vision, with the intention of providing a clear strategic direction.
The Board of Directors of the Property Care Association (PCA) has ultimate legal responsibility for the organisation. With that in mind we have been looking at our governance so that we can ensure good practice, that the PCA continues acting in members’ best interests and we empower the executive to deliver the strategy the Board agrees.
To allow the Board to function more effectively, we have reviewed several of our governance documents in the past few months.
We are grateful to Board members Adrian Dawson and Mark Edwards, and of course our Chief Executive Sarah Garry, who have completed a review of our Articles of Association.
This working group identified some areas which required improvement or clarification. An amended version was then presented to the whole Board and was agreed unanimously. We therefore wish to take this to the whole PCA membership during the Extraordinary General Meeting on Thursday 7 November.
Articles of Association and Bye-Laws
The draft Articles of Association, with tracked changes so that it is clear what alterations have been made, and proposed Bye-Laws have been sent to members ahead of the Extraordinary General Meeting (EGM) on Thursday 7 November. The main changes that have been proposed in the Articles are:
- Use of gender - neutral language
- The use of Bye-laws in the running of the association (although the existing articles mention Bye-laws these are not obviously in place)
- Clarification of changes to the Board and a transition process for the chair.
- Allowing members to have their say at General Meetings in advance by online poll, providing more members the opportunity to contribute even if they are unable to attend meetings.
Again, thank you to Mark Edwards, Adrian Dawson and Sarah Garry for their work on the Bye-Laws document which sets out the day-to-day running of the PCA. This includes information regarding membership, such as transfer of ownership, membership termination and complaints received. This document provides members, staff and customers with a clear set of rules on how common operational situations will be managed.
Although the Board supports and has approved both documents, members do need to vote for the changes to be accepted. Please do attend the EGM on Thursday 7 November or submit your proxy form if you are unable to attend.
Board
To support Board members in their roles, this year we implemented a one-day induction for all new Board members. This provides the volunteers with an opportunity to meet the team, visit the association’s office and training spaces, and gain a thorough introduction to the activities of the association.
This introduction is essential, as although many new Directors have been members for years, having a good understanding of the whole of the association in advance of their first Board meeting, ensures all members can contribute effectively.
Policies
In addition to the proposed changes to our Articles of Association and Bye-Laws, over the last year the Board has also agreed a new Complaints Policy and have set out our principles for investing members’ funds. Over the coming months, we will create other policies, to ensure the association has the framework to meet its legal responsibilities. This will include for example, policies on the General Data Protection Regulations (GDPR) and Conflicts of Interests.
Since I began in my role as Chair, I have worked closely with the rest of the Board to make sure that I build on the work done by those before me. Combined with the strong financial performance and assets secured in the past, the current Board believe that a robust framework will provide the organisation with the framework it needs as it grows.