Organisational Structure

"Lewisham Plus Credit Union"

The Board of Directors

The Board has the responsibility for the general control, direction and management of the affairs, funds and records of the Credit Union as set out in the constitution even though some work may be delegated to an individual or group of officers. Members of the Board are legally responsible for the running of the Credit Union and the care of members' money.

The Board of Directors will ensure that the Credit Union operates within the 1979 Credit Union Act, ABCUL Rules, any other Credit Union legislation and its own Policies and Procedures. Specific duties of Directors include:

• attending Board meetings;
• making decisions about the running of the CU based on the monthly financial statements produced by the Treasurer;
• promoting the CU and finding new members and new officers;
• ensuring that the CU meets its legal and financial obligations;
• making provision for the training of volunteers;
• organising the annual general meeting;
• making recommendations to the members at the AGM on policy issues and whether or not a dividend can be paid; and
• implementing and reviewing policies and procedures on a regular basis in consultation with the officers and volunteers concerned.

The Board should verify any expenditure, represent the interests of the members to ABCUL, the FSA or any other organisation. The Board will take an active part in dealing with members of the Credit Union failing to maintain their financial commitments and decided how to deal with individual loans in default.

The Board of Lewisham Plus Credit Union Limited consists of up to 11 Directors, the number of which can be varied at the AGM. The minimum is 5 (comprising the President, the Vice President, the Secretary, the Treasurer and the Assistant Treasurer) and the maximum is 15. Directors are elected for 3 years at a time, and elect from amongst themselves at least the following roles. Additional roles may be created from time to time as decided by the Board.

President
The President is responsible for overseeing the efficient operation of the Credit Union and chairs meetings of the Board and the AGM, but may delegate this responsibility. The President must also keep up to date with changes in legislation and ensure that changes are incorporated in working procedures.

The President will:

• promote the Credit Union;
• provide leadership and direction, in conjunction with the other Directors and Committees;
• provide motivation and foster team work.

Vice President
The Vice President will chair meetings in the absence of the President, and perform other duties, as the Board directs, such as leading the credit union’s development and marketing efforts.

Secretary
The Secretary to the Board of Directors ensures that Board members are notified of the venue, date and time of meetings, and receives apologies. The Secretary notifies all members of the AGM. The Secretary keeps the minutes of meetings of the Board of Directors, and presents those minutes for approval at the following meeting. The Secretary arranges to receive written reports from the various Committees and activities and to present those reports to the Board at the appropriate time. The Secretary is also responsible for dealing with all incoming and outgoing mail, as directed by the Board of Directors, and liases with the Administrator in this respect.

Treasurer
The Treasurer is responsible for maintaining the Membership register, books of account, loan agreements and banking records of the Credit Union. These records must be kept secure and confidential at all times. Specifically the Treasurer is responsible for:

• The control of the Petty Cash
• Making all necessary arrangements for banking and auditing
• Compiling the monthly financial statement and report for the Board of Directors
• Paying all insurances in accordance with the Rules and providing an insurance coverage report for the Board of Directors
• The quarterly return to the FSA
• Conducting and reporting reviews of the performance against business plan regularly.

The Administrator working with the Credit Union’s computer system will perform some of the Treasurer’s duties.

Assistant Treasurer
The Assistant Treasurer will assist the Treasurer in running the financial affairs of the credit union and in preparing Books of Account, and will also take over the Treasurer’s duties if the Treasurer is indisposed.

Credit Liaison Director
The Credit Liaison Director will lead the development of policy and procedure related to loan granting and delinquency control. The Credit Liaison Director may chair the Credit Committee and ensure that the decisions of the Board in the area of credit control are soundly based and carried out by the Credit Committee. The Vice President will also take over the Credit Liaison Director’s duties, if the Credit Liaison Director is indisposed.

The Credit Committee

The Credit Committee has three main responsibilities:

• to ensure that members have access to loans in accordance with the law, ABCUL rules and the Credit Union's own Policies and Procedures document.
• to ensure that member's money is used properly and effectively in the allocation of loans.
• to take all necessary steps to secure the repayment of loans in accordance with the Credit Union's policies and procedures and under the direction of the Board.

The Credit Committee also has a responsibility to provide an efficient, thorough and friendly service that encourages loan applications, because the Credit Union relies on interest from loans to generate income. Minutes will be kept of meetings, and will include records of all loans granted or rejected together, with loan balances agreed and payments deferred. Duties of Credit Committee members include:

• attending meetings
• making decisions about loans based on information produced by the member and from the Assistant Treasurer ( ie how much can be lent out during the month) according to agreed policies and procedures
• helping members complete application forms
• interviewing loan applicants where necessary
• informing members of decisions as soon as possible
• negotiating loan repayments with members who are experiencing difficulties
• Keeping accurate records of all decisions made and storing this information in a safe and secure place

All information regarding the business of the Credit Union and its members must be regarded as confidential and must not be discussed outside the committee meetings.

The Supervisory Committee

The Supervisory Committee is responsible for ensuring that all the Credit Union's business is properly carried out by the Officers in accordance with the Rules, the Law, and its own Policies and Procedures. Members of the Supervisory Committee will not be on any other committee, handle any money or sign any cheques. Specific duties include:

• carrying out an unofficial audit at least once a year
• verifying passbooks (they should aim to verify all passbooks every year)
• verifying all new and closed accounts
• verifying all loans (especially loans to volunteer officers)
• checking the bank reconciliation each month
• undertaking spot checks at collection points and other places of Credit Union activity
• reporting in writing to the Board at least once each quarter and to members at the AGM
• suspending officers or members who are not acting within the law or following Credit Union policies and practice (following the procedure laid out in the rules)
• keeping records of all their activities.
• checking that the CU’s policies relating to the secure use of computer systems, passwords, segregation of filing systems, the Data Protection Act, are all adhered to.
• checking that the Policies and Procedures are adhered to and that those Policies and Procedures are working in an adequate manner.
• giving advice on changes to the Rules and policies and Procedures to relevant committees and the Board

The Supervisory Committee will always act with discretion and tact. The Board of Directors has the right to suspend the Supervisory Committee if they are not carrying out their duties properly. This must follow the procedure laid out in the rules.

Our Staff

Lewisham Plus Credit Union has a growing staff who are led by the Credit Union Manager. The Credit Union Manager is an FSA Approved Person and reports to the Board of Directors. The Credit Union Manager is responsible for:

• Providing leadership to the staff and volunteers to achieve a cohesive and committed team operating within a pleasant working environment.
• Ensuring that the Credit Union’s responsibility for security, health and safety, and conditions of insurances, are met in full on a continuous basis.
• Observing and upholding the best principles of customer care in delivering high standards of member satisfaction.
• Supervising and supporting the work of the part-time staff and volunteers and co-ordinating the credit union branch collection points network.
• Identifying, proposing and implementing initiatives to further enhance the Credit Union’s range of services, growth and/or impact within the community in terms of promoting financial inclusion for all.
• Carrying out administrative, secretarial and reception duties as required to maintain the effective operation of the shop during opening hours.
• Undertaking basic training of community and shop volunteers.
• Maintaining accurate and up to date records of all financial transactions and data input and ensuring proper credit control is maintained and reported.
• Observing and upholding the principles of Equal Opportunities in discharging the duties of the post and securing the Credit Union's aims and objectives.