This paper provides an overview of the governance arrangements for the Association of Movers and Shakers Costa
Blanca (the Association) a registered charity in Spain. The diseases supported by the Association are Ataxia,
Huntington’s Disease, Motor Neurone Disease, Multiple Sclerosis and Parkinson's Disease (the diseases).
The Association believes that clear:
policy and guidance,
working and administrative arrangements
are essential to show that all income generated from fundraising and donations is used appropriately.
The Association also acknowledges some of these arrangements may need to change as the Association develops. A simple example: should the Association lease accomodation for group meetings, there would need to be clear guidance in place. For example, health & safety and fire procedures.
All policy and guidance for the Association has been developed by reviewing that published by the Charity Commission in the UK and, where available, from the website of the diseases supported by the Association.
Who we are
The Association is a registered charity offering mutual support in a friendly atmosphere to sufferers and their
families. Currently there are meetings every Friday between 1:00 pm and 3:00 pm at O’Brien’s Bar in El Raso,
Guardamar. This offers the opportunity for all those affected to mix socially, to share their thoughts and
experiences, or just let off steam.
A grant making scheme is in place to which Members can apply to improve their quality of life in the later
stages of their disease. There is a rolling programme of fundraising, which apart from donations is the main
source of income and awareness raising.
Information about the Association, the fundraising and awareness raising program, volunteering for the Association, and more can be found on the website.
The Association comprises of Members (people with the diseases and their carers) and Volunteers. The Members are
the governing body of the Association. A membership list is maintained by the Secretary.
On becoming a Member, a €10 membership fee is paid. Reneweal of the fee is paid within six weeks following the Annual General Meeting.
membership entitles sufferers and carers to apply to the grant making scheme and free access to other facilities as these develop.
For example, fundraising events and trips.
All fees are collected by the Secretary who also maintains a separate Volunteer list.
As a registered charity, there is a duty on the Association (vested in the President) to ensure all documentation is maintained
All documentation relating to/or arising from charitable status - both hard copies and electronic
data - is kept in clearly labelled files by the Secretary.
The President, Treasurer and Liaison Officer will also retain some of the Association's documentation.
All documentation is maintained as outlined in the Association's Data Protection Guidance.
The legal framework within which the Association operates together with the Aims and Objectives are laid out in
the Articles of Association.
Any amendments or changes to these must be approved by the membership at their Annual General Meeting.
Additionally, when there are changes in committee membership, a written report must be prepared by the Secretary
(on behalf of the President) and forwarded to the Association’s legal adviser for onward transmission to Madrid.
Guidance relevant to the management and administration of the Association comprises:
Articles of Association
Aims and Objectives
Guidance relating to:
Financial Controls [including guidance for payment of out-of-pocket expenses]
Member Social Activity
Safeguarding Vulnerable Adults
Volunteering for the Association.
There are also role descriptions for:
Committee Members (Vocal)
Note: The role of the President, Secretary and Treasurer are defined within the Articles of Association.
The Members are the governing body of the Association. They come together formally at the Annual General Meeting within
three months of the external audit of accounts. The main purpose of the Annual General Meeting is to receive:
the President’s report
the Treasurer’s report
the Liaison Officer’s report and
identify the wishes of the Members in relation to any activities within the budget available.
Members may also request additional items for inclusion on the agenda which are at the discretion of the President. Procedures for Extraordinary General Meetings are included in the Articles of Assocation.
The Committee oversees the governance and management of the Association and, in particular, is responsible for
implementing recommendations agreed at the Annual General Meeting. The Committee normally meets on the second
Wednesday of the month (except in August).
The Grants Committee is a sub committee chaired by the Secretary who also ensures that the Guidance outlining
the process for making grants is strictly adhered to.
Roles and Responsibilities
The roles and responsibilities of key officers on the Committee are outlined in the Articles of Association.
additionally, as indicated above there are role and responsibility documents for Committee Members,
and the Liaison Officer.
The role of the Treasurer is clearly definied in the Articles of Assocation. Financial control
guidelines are in place which outline, in particular, the requirement for:
three bank signatories - the President, the Treasurer and one other. Two signatures are required for
expenditure exceeding €100. The Treasurer will implement all payments authorised by the Committee.
Clear arrangements for the payment of out-of-pocket expenses.
Clear reporting arrangements to the Committee and Members.
An independent annual audit.
Press, Publicity, and Public Awareness
The President has lead responsibility for all matters relating to press, publicity, and public awareness.
Experience has shown that such a key function is more effective if the work of the Association is presented
in a consistent way through one person who is able to develop relationships with the press and organisations with
similar functions to the Association.
The President (and/or delegated officer) is also responsible for maintaining the Association's website.
All documentation is maintained within the Association’s Data Protection Guidance.
Each committee member has an Association email address with an individual password. Members, the public and
other organisations may contact the Association through a dedicated address at: email@example.com