Association of Movers and Shakers

    How do we work?

  1. 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).
  2. The Association believes that clear:
    1. policy and guidance,
    2. working and administrative arrangements
    3. reporting arrangements
    are essential to show that all income generated from fundraising and donations is used appropriately.
  3. 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.
  4. 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.
  5. Who we are

  6. 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.
  7. 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.
  8. Information about the Association, the fundraising and awareness raising program, volunteering for the Association, and more can be found on the website.
  9. 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.
  10. 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.
  11. Governance

  12. As a registered charity, there is a duty on the Association (vested in the President) to ensure all documentation is maintained appropriately. 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.
  13. 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.
  14. 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.
  15. Guidance relevant to the management and administration of the Association comprises:
    1. Articles of Association
    2. Aims and Objectives
    3. Guidance relating to:
      • Data Protection
      • Equal Opportunities
      • Financial Controls [including guidance for payment of out-of-pocket expenses]
      • Fundraising
      • Grants
      • Managing Complaints
      • Member Social Activity
      • Safeguarding Vulnerable Adults
      • Volunteering for the Association.
    4. There are also role descriptions for:
      • Committee Members (Vocal)
      • Liaison Officer
      • Assistant Liaison Officer
      • Vice President
      • Volunteers
    Note: The role of the President, Secretary and Treasurer are defined within the Articles of Association.
  16. Management

  17. 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:
    1. the President’s report
    2. the Treasurer’s report
    3. the Liaison Officer’s report and
    4. identify the wishes of the Members in relation to any activities within the budget available.
  18. 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.
  19. 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).
  20. 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.
  21. Roles and Responsibilities

  22. The roles and responsibilities of key officers on the Committee are outlined in the Articles of Association. These are:
    • the President
    • the Treasurer
    • the Secretary
    • additionally, as indicated above there are role and responsibility documents for Committee Members, Volunteers, and the Liaison and Assistant Liaison Officers.
  23. Financial Probity

  24. 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:
    1. 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.
    2. Clear arrangements for the payment of out-of-pocket expenses.
    3. Clear reporting arrangements to the Committee and Members.
    4. An independent annual audit.
  25. Press, Publicity, and Public Awareness

  26. 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.
  27. The President (and/or delegated officer) is also responsible for maintaining the Association's website.
  28. Electronic records

  29. 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: