council

The Council is a body democratically elected at the AGM that oversees the day-to-day running of the co-operative and the space.
Elected members are responsible for:
☀︎ Implementing co-operative policy
☀︎ Working with the other council members on day-to-day matters relating to the space
☀︎ Carrying out duties specific to their role.
Coordinators serve the membership, acting in their best interest and working to deliver upon the goals set by members at the AGMs. All members of Daylight are entitled to nominate themselves for election to Council.

Shared responsibilities of Council members:

☀︎Attend Council meetings
☀︎Work and collaborate together to carry out duties, and meet goals decided at AGM
☀︎Staying in touch with / checking in with membership and working groups, upholding democracy, accountability, transparency
☀︎Assist in the day-to-day running of the Co-operative
☀︎Set the agenda for Council meetings
☀︎Chair council meetings
☀︎Take care of the administration associated with their particular role

Chair
Ensures that the Council is operating democratically and is working towards the goals mandated by membership, as outlined in the Rulebook
The Chair oversees the administration of the Co-operative, working closely with the Secretary to ensure that the ‘Vision, Strategy, Principles’ and ‘Rulebook’ documents are complied with and that Co-operative meetings run smoothly.
Schedules regular council meetings
Chairs the AGM’s and EGM’s
Shares the Agenda for meetings, AGM’s and EGM’s
Oversees the treasury and the budget
Organises elections in the case of a new role, or a coordinator resigning from the council

Below is a description of the responsibilities of each elected council member's role.

Secretary
Manages the Co-operative email and internal communications, directing queries from the main email account to relevant Co-Ordinators and staff
Oversees the working groups along with the Membership & Volunteer coordinator
Circulates Co-operative news and general announcements to members
Communicates with the members about important events, AGM’s, EGM’s etc
Ensures minutes and agendas are formatted and written clearly and circulated to relevant persons
Develops a reporting structure for communications from the Council to the Membership and oversees storage of these documents
Assists the Chair and Treasurer
Checks for physical post at the Co-operative’s address
Oversees the work of, and receives and certifies the reports of, the Elections Committee for AGM/EGM
Implements and oversees regulatory procedures

Treasurer
Ensures the co-operative is well funded and budgets one year ahead to ensure that the co-operative has enough money to cover rent, bills, working group budgets and a healthy contingency
Responsible for keeping proper accounting records with respect to the co-operative’s transactions, assets and liabilities and establishing and maintaining a satisfactory system of control of its accounting records, its cash holdings and all receipts and payments
Develops a reporting mechanism for the membership to keep them informed on cooperative finances, and implements it
Develop a financial policy that identifies and pursues opportunities for grant funding or other sources of Co-operative income
Monitors the expenditure of Officers, Staff and Working Groups
Manages the Co-operative bank account and receives and deposits all dues, monies and other income
Undertake or delegate work to keep the co-op in line with CLG compliance by
Hiring a chartered accountant to assist with yearly audits/reports to the CRO and Revenue etc
Keeps Co-operative accounts in accordance with law

Communications coordinator
Manages the social media accounts and website of the co-operative.
takes charge of and/or delegates the work of the design of all posters, logos and visual materials which may be needed by the Co-operative.
Develops and implements the Co-operative communication strategy for both online and offline media
Acts as the official spokesperson of the Co-operative
Appoints and oversees the work of Communications staff such as website developers, social media managers, graphic designers, photographers and videographers
Creates guidelines for the use of the Co-operative’s identity and monitors this use, ensuring consistency across the Co-operative.

Space maintenance coordinator
Ensures the space if safe for members and attendees at events
Ensures the space complies with fire safely regulations on a regular basis
Ensures the space is fully functioning for events
Manages the DIY working group which works to improve the space and facilities
Liaises with the landlord where necessary permission must be obtained

Membership & Volunteer coordinator
Communicates with members in arrears
Manages a database of volunteers and their skills
Assists in setting up of working groups when needed
Ensures working groups are abiding by the co-operative rules

Equality, Welfare & Accessibility coordinator
Ensures the space is accessible to all members, irregardless of physical or mental ability
Works with the Space Maintenance coordinator in order to achieve this
Develops the space’s safe space policy
Works with members to develop Co-operative welfare policies, eg. with regards to privacy, codes of conduct and accessibility.
Listens to members about their experience of membership, identifying areas that could be improved
Advocates for members in / invites members to attend Council meetings by representing their issues, perspectives, experiences at meetings

Events & outreach coordinator
The first point of contact for any members or outside organisations seeking to run an event in the space.
Ensures a responsible member attends and facilitates events, opens and closes the space safely
They reach out to communities in order to achieve goals set out in the vision statement