Role of a stokvel committee
Vincent Phahlane looks at why it is important to have a proper structure to run your society
IN ANY organisation, structure is needed to maintain order. That is why it is crucial for a stokvel to have a committee. One of the reasons why your stokvel should have a committee is for your members to have knowledge of what is being done in your stokvel. The members must elect a committee, in that way; they know who to trust in terms of running the organisation.
UNDERSTANDING A COMMITTEE
Members must understand and accept the role of a stokvel committee. The formation of a committee is to manage all that must be done in the stokvel.
The stokvel committee must consist of different positions to give each member an opportunity to participate in the running of the organisation.
Kgomotso Sedumedi, a member of Bomalavies Stokvel, says she believes every member in a stokvel must play a role within the stokvel.
She explains that a stokvel that doesn’t have a committee might be at risk of not succeeding.
“Bomalavies Stokvel has empowered me with money skills so that I can save money and manage my finances well. An executive committee that comprises of a chairperson, secretary, and a treasurer helps to ensure the smooth running of a stokvel,” she explains.
THE NEED FOR A COMMITTEE
It’s important to have a committee, where members are able to share their ideas, and voice out their opinions.
“Members appoint the committee, and they must make sure those who are appointed can be trusted and are responsible. The chairperson of the stokvel must not make decisions alone, but involve the members,” says Kgomotso.
In a stokvel, a committee must also have a constitution which will
dictate the size of contributions and the rules that govern the stokvel.
WHO IS RESPONSIBLE IN THE COMMITTEE
Kgomotso says there are certain responsibilities which members of the committee must take.
“In our stokvel, we have a chairperson, secretary, and a treasurer.”
Kgomotso explains that the responsibilities of some of the roles in their stokvel.
“A chairperson is responsible to lead the agenda of meetings, ensuring the rules are followed, and explore opportunities for enhancing the stokvel’s practices.”
She explains that the secretary is responsible for keeping records for the stokvel, and maintaining communication with the members to ensure that they are well-informed of all activities of the stokvel.
“We also have a treasurer who is responsible for all the stokvel’s finances. A treasurer must make sure the money is collected, and deposited into the stokvel’s bank account,” says Kgomotso.
COMMITTEE ROLES ■ CHAIRPERSON
A chairperson in a stokvel builds a sense of team work, and also completes tasks assigned to the stokvel group. A chairperson should also make arrangements for meetings, and notifies members with dates, time and where the meeting is going to be held.
Being a committee chair is a very important role. It might be an interesting activity and at times will be challenging. A chairperson’s role is to ensure that the business which comes to your committee is dealt with appropriately, and that the committee reaches an agreement, so enabling the stokvel to move on through the committee structure. It is essential that you are familiar with your committee’s terms of reference so that you are aware of what decisions your committee is authorised to make. You also need to be aware of the reporting lines of your committee.
■ A TREASURER
As a treasurer, your duty is to make sure that financial administration of the stokvel is well organised.
A treasurer has the day by day responsibility for looking after the stokvel money. However, as a whole stokvel members are responsible for deciding how funds will be raised and spent.
A treasure’s job is to keep accounts, and reports to the committee. A treasurer should keep a clear record every time they receive or pay out money. They must not rely on memory to write it up later.
Clear records will help them to keep track of money. Also they must make sure that they have paperwork for any money which they take in or pay out.
This applies to cheques, bank transfers and cash.
■ A SECRETARY
The role of a secretary is to support the chairperson, in ensuring the smooth functioning of the stokvel management. The secretary is responsible for ensuring meetings are effectively organised, and being held according to time.
The secretary’s job is also to keep files accordingly.
Make sure those who are appointed can be trusted
Having a stokvel committee helps to ensure that the organisation runs smoothly as everyone knows their role