The responsibilities of ACPGBI's Executive Committee members are given below. It is expected that members follow these roles to the best of their ability and in accordance with the mandate given to them by their constituents.
President
The President has overall responsibility for the running of the Executive and Council of ACPGBI. They in turn formulate changes in strategy and policy with respect to the Association under leadership of the President. The President represents the ACPGBI at external meetings with the Royal College of Surgeons, The Association of Surgeons and other external bodies.
The President will liaise regularly with the Secretary for advice, admin support and with the Treasurer for advice on financial matters and planning for the national meeting.
The responsibilities of the President are to respond in a timely fashion to external and internal problems and changes with clear direction and an understanding of the charitable status and aims of the ACPGBI.
This requires:
- Regular liaison with the association office staff either by telephone or in person as well as by email.
- Prompt discussion and replies to external bodies requesting information or advice.
- Flexibility to go to meetings with external bodies at short notice to represent the ACPGBI’s views.
- Setting up dates for regular internal meetings including the Executive and Council meetings.
- Also supporting the other Executive members with their committee meetings when necessary and to aid corporate decisions.
- Supporting the President-in-waiting and President Elect and delegate tasks which will run over their time as President to ensure continuity of decisions within ACPGBI.
- Choosing the venue for annual meeting. Presiding over the programme and decisions regarding finance and programme.
- Deciding on guest lectures and the structure of the programme.
President in Waiting
The following constitute the responsibilities of the President in Waiting. It is expected that these are followed to the best of the representative’s ability in accordance with the mandate placed upon them by their constituents. This post is for one year.
- To attend Council and Executive meetings on a regular basis.
- To become familiar with the processes of the ACPGBI Council, Executive and Committees.
- To become familiar with the current issues facing the ACPGBI.
- To assist the President and/or President Elect in any matters that can reasonably be delegated.
- To start planning the ACPGBI meeting for his or her Presidency.
President Elect
The following constitute the responsibilities of the President Elect. It is expected that these are followed to the best of the representative’s ability in accordance with the mandate placed upon them by their constituents. This post is for one year.
- Attend all Executive and Council meetings so as to be able to hit the ground running at the start of the Presidency.
- Work out a strategy for the forthcoming year and start working on it during the PE year, along with the Hon Secretary who will be in office at the time.
- Work closely with the President on all matters.
- Make sure that he/she is fully appraised of relevant financial matters of the ACPGBI.
- Start working on the annual meeting for which he/she is responsible.
- Be willing and available where possible to represent ACPGBI on behalf of the President.
- Have regular discussions with the President and President in Waiting.
Honorary Secretary
The Honorary Secretary supports the President not only in the routine administration of the Association and its various constitutional functions but also in the formulation of strategy and policy with respect to the Association’s dealings with other organisations. Presidents will have their own views, ideas and ambitions for their year in office and the Secretary will provide them with advice and support – the working relationship between President and Secretary should therefore be a close one and require frequent contact and discussion.
The responsibilities of the Honorary Secretary are summarised below and should be followed to the best of the representative’s ability in accordance with the mandate placed upon them by their constituents:
- Liaise closely with the association office with a weekly telephone conversation but also be easily available by email to deal with simpler issues and questions as they arise. The Secretary should help the office to deal with questions submitted to the association by patients and public.
- Discuss with the President the agendas for Council and Executive meetings – drafts should be produced ideally at least 2 weeks in advance of the meetings in order to allow editing and adjustment following discussion with the office so that the President can approve the final version before it is circulated with papers the week before the meeting. The Secretary has a responsibility to ensure that accurate minutes of each meeting are produced.
- The Secretary should be readily available to the Treasurer and other members of the Executive team to discuss current and topical issues – Committee Chairs will often wish to debate difficult questions before an Executive meeting and the Secretary should be prepared to offer views and opinions.
- To offer support to the President Elect and President-in-Waiting who will while part of the Executive team be formulating their own ideas and aims for their term as President and need the facility to discuss these ideas outside the regular executive meetings.
The organisation of the Annual Conference requires attention throughout the year although this varies in intensity. The President will determine much of the style and format of the conference but the Secretary needs to ensure that all the details are covered – this involves close communication with the office and any independent organizations employed to help with event administration, negotiation with sponsors, structure of exhibition etc. The Secretary will be part of the Programme Committee and will supervise both communication with invited speakers and the selection of abstracts for presentation at the meeting.
This is not an exhaustive list and there will on occasions be duties the Secretary has to perform which are not detailed here. The structure of the association, its Executive and Council is deliberately designed to provide overlapping terms of office so as to minimise the disruption to the organisation when the President demits office after the annual conference. There should be continuity within the Executive and the Secretary plays a part in this akin to the Civil Service so that the incoming President works with a Secretary who is already experienced in the workings of the organisation. The Secretary is therefore a central part of a dynamic and constantly-evolving Association.
Honorary Treasurer
The following constitute the responsibilities of the Honorary Treasurer. It is expected that these are followed to the best of the representative’s ability in accordance with the mandate placed upon them by their constituents.
- Attendance at Executive Committee meetings (in person and teleconferences)
- Member of the Programme Committee for ACPGBI’s annual meeting
- Delegated signatory and responsibility for the ACPGBI accounts and financial matters
- Foster and develop relationships with industry (courses, exhibits and sponsorship of databases)
- Preparation of the annual accounts with external auditors
- Presentation of the annual accounts at the annual meeting
- Review of the guidelines and budget for the travelling fellowships
- Annual review of ACPGBI administrator’s salary
- Involvement in the external audit process and completion of the ACPGBI’s risk registry
- Member of the Education and Training Committee
- Member of The Journal Committee which is responsible for the financial running of Colorectal Disease
Honorary Assistant Secretary
The following constitute the responsibilities of the Honorary Assistant Secretary. It is expected that these are followed to the best of the representative’s ability in accordance with the mandate placed upon them by their constituents.
- Liaise with current secretary and assist in that role.
- Be the ACPGBI Executive Lead for Consultant Outcome Publication. This will involve:
- Leadership from within Executive
- Engagement with Audit team
- Interaction with policy makers and politicians
- Working with website team
- Handling membership and Audit enquiries
- Editorial decisions
- Managing outliers
- Press enquiries
- Proactive planning for future COP
- Attend all Executive meetings unless exceptional circumstances (to be agreed) prevent attendance.
- Attend 3 Council meetings a year (at least 67% attendance) unless exceptional circumstances (to be agreed) prevent attendance.
- Be responsible for membership issues and methods of enhancing membership.
- Have regular discussions with President Elect and President in Waiting regarding events for term in office.
- Be involved with the Programme Committee for forthcoming annual meetings.
- Carry out any requests and tasks as required by the Executive, the President or the Honorary Secretary.
Honorary Assistant Treasurer
The following constitute the responsibilities of the Honorary Assistant Treasurer. It is expected that these are followed to the best of the representative’s ability in accordance with the mandate placed upon them by their constituents
- Attendance at Executive meetings (in person and teleconferences)
- Member of the programme committee for annual congress
- Delegated signatory to the ACPGBI accounts
- Foster and develop relationships with industry (courses, exhibits and sponsorship of databases)
- Preparation with the Honorary Treasurer of the Annual ACPGBI accounts
- Review of the guidelines and budget for the travelling fellowships
- Annual review of ACPGBI administrator’s salary
- Involvement in the external audit process
Multidisciplinary Clinical Committee Chair
The following constitute the responsibilities of the Chair of Multidisciplinary Clinical Committee. It is expected that these are followed to the best of the representative’s ability in accordance with the mandate placed upon them by their constituents
- Chair meetings Multidisciplinary Clinical Committee (MCC)
- Organise meetings MCC: telephone conference every 3-4 months (three per year) and one face-to-face meeting at Annual Meeting
- Record and circulate minutes for each meeting
- Liaise with Subcommittee chairs and report to MCC (Inflammatory Bowel Disease and Peritoneal Malignancy)
- Appoint a deputy to attend council meetings in case of unavoidable absence.
- Attend council meetings at least twice a year (67% attendance).
- Produce report for Annual Meeting
- Review information and requests from NICE concerning any aspect of colorectal practice
- Liaise with ACPGBI secretariat
- Carry out any requests and tasks as required by the Executive or the President
- Organize election of a replacement chair at end of term
Research and Audit Chair
- Arrange and chair regular meetings of Research and Audit Committee with either face-to-face (minimum one and ideally two per year) meetings or teleconferences (usually 3-4 per year)
- Elected full member of ACPGBI Executive with voting rights
- Attend Executive meetings as required by the President (6-8 per year)
- Attend Council three times per year (minimum expected attendance: 2 per year)
- Advise Executive officers of ACPGBI on policy and strategy with respect to research and audit, as well as matters affecting the profession and its Society
- Receive and deal with correspondence relating to Research and Audit matters, decisions on requests for promotion of projects including access to membership
- Manage ACPGBI-funded and sponsored databases and registries
- Membership of NBOCA Clinical Advisory Group, and liaison with the Clinical Lead of NBOCA Membership of Inflammatory Bowel Disease Clinical Advisory Group
- Work with Chairs of Multidisciplinary Clinical Committee, Education and Training and External Affairs on specific projects as required, e.g. best practice guidelines, educational requirements with respect to research, and publicity
- Ex officio Trustee of Bowel Research UK (BRUK) with attendance at Trustees Meetings (approx 4 per year) in person or by teleconference
- Engage with Bowel Research UK Grant Awards Committee to aid review of applications
- Promote the work of Bowel Research UK to the ACPGBI membership
- Design and execute research and audit initiatives on behalf of the ACPGBI membership such as: advice; signposting (eg PPI expertise;, facilitation of collaborative networks; organisation of research events; and research generation
- Membership of Programme Committee for Annual Meetings and direct responsibility for arranging two research sessions at each meeting (usually one plenary and one parallel)
- Other roles as arising and required by the President, Honorary Secretary and Executive of ACPGBI
Please note that as of July 2016, the Chair of Research and Audit Committee will no longer be responsible for Consultant Outcome Publication on behalf of ACPGBI as the role will pass to the Assistant Honorary Secretary of ACPGBI.