Getting Your Executive Committee Together

First of all, before you even start the process of registration with the Registry of Societies (ROS),  you might want to gather founding members together and meet somewhere over a drink or a meal for a chat.

It’s important to understand that there is actually a lot of work involved in setting up the framework, implementing admistrative processes and doing the kind of monitoring that is needed for regulatory compliance purposes. In order to register, a lot of paperwork needs to be completed and submitted online. Once registered, a registered society must lodge its Annual Returns (comprising its accounts, information on executive committee members, and other info) at least once a year. Running a secretariat entails keeping track of funds in the form of donations and subscriptions, grants and sponsorships – and the associated paperwork such as issuing invoices, cheques, receipts and updating the register of members.

With this in mind, it’s best to establish upfront, who amongst your group of founding members is best suited to tasks such as liaising with the Registry of Societies (ROS) and other regulatory authorities, sorting out membership-related matters, doing the accounts and keeping financial records, signing cheques and operating  bank accounts, as well as keeping track of inventory, paying bills, and handling other administrative matters. 

As most new groups will have little or no funding when they start out, they are not likely to have a fully-staffed secretariat, and so will have to rely on volunteers to run pretty much everything. It’s best therefore, to have an idea of who these volunteers are going to be, before moving forward with other plans.

This also ties in to the next step in the process flow, which is to make sure you have enough people in your group to form an executive committee in line with the ROS requirements. Basically, you must have least 7 members.

Why? Because the online portal of the Registrar of Societies (www.eroses.gov.my), will require you to key in at least seven names in order to complete the section under “Ahli Jawatankuasa” or Executive Committee. If you key in 6 or fewer names, you won’t be able to move to the next section of the portal. (According to a ROS officer, the requirement to have 7 executive committee members is one of the guidelines that they follow in assessing applications).

So, to link back to the earlier point as to who will be doing what, it’s a good idea to sit down with your group of founding members and map out the collective expertise. Most of you are likely to be working full time in other jobs. Talk to your group about what areas they’d like to be involved in and try to see if those with expertise in the area of law, accounting & finance might be willing to serve as Secretary and Treasurer respectively. Members with past NGO experience might be willing to help with other secretariat and regulatory matters. Plus, anyone working in a bank might be able to be one of the signatories to cheques and help to open bank accounts.

Also, it might be helpful to search amongst your family & friend networks to find people who can help contribute time and expertise to these particular areas.