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Quainton News Archive - No. 58 - Autumn / Winter 1985 / 86

Society Administration Structure
Consultative Document issued by Roy Miller, Secretary - July 1985


It has been evident for a long time that our existing Society administrative structure has been overtaken by the expansion of our Society. The policy has always been to involve as many members as possible in the running of our Society through the organisation of our existing Sub-Committees; this has worked well, but, due to the increased workload and financial constraints, more and more matters have been referred back to the Executive, who generally have found it increasingly difficult to cope in an efficient way.

There is also a feeling that talent is being lost in not using the expertise of some members, who are able and willing to help, but for one reason or another are unable or unwilling to serve on the Executive.

In recent years our income has not really kept up with our expenditure - and, if we are to continue to expand, we must become more commercial in all our activities. This must be done with care, lest we make this too obvious to our visitors, who are becoming even more discerning.

To meet this challenge the Executive Committee has decided upon a restructuring of our Society administration, drawn in the accompanying chart. All our existing Sub-Committees will remain as they are, but will, in future, be known as Departments. They will be joined by two expanded Sales and Catering Departments. Each will report to three new levels of management, to be known now as our Sub-Committees: Engineering, Commercial and Administration. The existing Executive Committee members will be divided to serve on these Committees and will be joined by representatives from the Departments - and it is hoped by other members who can make a contribution to our activities.

Only the Executive Committee, as the elected body of our Society, can commit the Society - and it is they alone who must make policy decisions and deal in matters of financial planning. Within laid down guidelines much greater authority will now be given to our new Sub-Committees, who will be expected to make day to day decisions without reference to the Executive. Matters outside these guidelines will be referred to the Executive, but with clear recommendations as to the course of action.

The Engineering Sub-Committee will be responsible to the Executive for all engineering matters - mechanical, civil and electrical; they will also be responsible for the running of our workshops. The new Locomotive, C & W, Civil and 6989 Departments will report to this Sub-Committee.

The Commercial Sub-Committee will be responsible for all our commercial activities: open days, filming, fund-raising, schools and other visits, Society publications, sales, catering and many more activities, by which we hope to make our Society more profitable. The new Open Days, Sales and Catering Departments will report to this Sub-Committee.

It is intended that each of the Sub-Committees will have their own Chairman and Secretary, who will prepare the agenda for each meeting - and much more of the routine ordinary correspondence etc. will be dealt with at this level; the amount of Society administration grows year by year and, to deal with this, a new Sub-Committee, to be known as the 'General Administration Sub-Committee', will be formed.

Their responsibilities will be statutory matters, insurance, safety, membership, Quainton News, security and Society records. The new Depot Department, Crew Training Board and a new Labour and Roster Department will report to this Sub-Committee.

The full Executive Committee will meet every six weeks, as at present, and will consider policy and financial matters and matters arising from the meetings of the three Sub-Committees. Each of the Departments will be expected to hold their meetings to coincide with these, to ensure a smooth flow of information and decision making.

All three Sub-Committees will be required to keep minutes of all meetings and matters referred to the Executive; the Departments will be required to keep notes of their meetings, listing decisions taken and matters of particular merit; these will all be placed in the Society records, where they can be examined by members upon request. Only the minutes of the Executive Committee will be circulated and taken as the authentic permanent record of the Society.


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Notes:
The text in this Quainton Railway Society publication was written in 1986 and so does not reflect events in the 28+ years since publication. The text and photographs are repeated verbatim from the original publication, with only a few minor grammar changes but some clarifying notes are added if deemed necessary. The photos from the original publication are provided as scans in this internet version of this long out of print publication.

Reference:
Society Administration Structure - Consultative Document issued by Roy Miller, Secretary - July 1985 - No. 58 - Autumn / Winter 1985 / 86


Text © Quainton Railway Society / Photographs © Quainton Railway Society or referenced photographer
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