Chair
- To facilitate all club meetings. This involves opening and closing the meeting, ensuring that the meeting runs to schedule and relating information, as required, to the membership. When lecturers are present at a meeting, this also involves introducing the lecturer and thanking them at the end of the evening.
- To facilitate and chair all Committee meetings. This involves ensuring that the meeting runs to schedule, that the Committee stays on agenda and that all members have a chance to air their views. Where required, the Chairman shall also act as final decision maker.
- To chair the club AGM (and EGMs when required).
- To support the other Committee members, as required, and to ensure that all actions are addressed in good time to ensure the smooth running of the club.
- To ensure that the best interests of the club and the membership are always addressed.
- To be a secondary signatory to the club account (as long as the Chairman is not related to the Treasurer or Secretary).
- Facilitate the smooth operation of the Club to ensure the Club objectives are met
- Monitor the changing needs of the Club and its performance, to consider and make recommendations for improvement on a ‘Best for Club’ basis
- Promote a harmonious and enjoyable club environment
- Represent the Club at other camera/photographic societies
- Liaise with third parties to promote/represent the best interests of the Club and its good standing
- Liaise closely with the Programme Secretary about the year’s activities
- Ensure Members are informed of any key news items, Club activities and upcoming events
- Greet and introduce to the Club potential new members, guest speakers and competition judges, providing a warm and friendly welcome
- Inform meeting attendees of the Club’s facilities and safety procedures
- Ensure refreshments are provided to attending guest speakers/judges and at the event ending, arrange for a vote of thanks from all members present
- Consult and agree the agenda with the Club Secretary for committee and general meetings
- Ensure all decisions regarding the club are decided and agreed by the Committee and not undermined by private discussions or actions
- Chair and effectively manage committee, general and routine club meetings, including the AGM and smooth transition from the current Committee to the new Committee
- Review and approve the minutes from committee and general meetings and follow up on all agreed actions
- If a vote has to be taken, ask for a formal proposal and clarify the procedure. Exercise a casting vote in the event of a tie
- Liaise with the Treasurer about the financial state of the Club
- Ensure the Committee and members are kept informed and up to date with the Club’s business
Secretary
The Secretary is the Committee organiser and the person most involved in the practical running of the club. He/she keeps the wheels of the organisation turning. The Chair and Secretary need to be able to work well together and agree upon a course of action. Mutual trust is essential. The role of a good secretary means he/she must be: A good organiser; sympathetic; diplomatic and approachable; a clear thinker. The Secretary is also the main point of contact with the WPF and is required to ensure that the club’s registered details are kept fully up to date.
The responsibilities of the Secretary are:
- To be the main point of contact for the club for information and enquiries and to respond to these enquiries in good time in order to maintain the good reputation of the club.
- To co-ordinate the distribution of information to all club members (via e-mail and post where appropriate)
- To act as main point of contact for members of the Committee (Chairman, Programme Secretary, Member Representatives and the web site manager) to send out information to the club members.
- To set the agenda to the meetings,
- To liaise with the Chairman on club matters arising, to undertake to write and maintain a full record of all formal Committee activities and forward Committee calling notices and agendas as required.
- To be the third signatory to the club account (as long as the Secretary is not related to the Treasurer or the Chairman).
- Ensure a Member Register is maintained (names and contact details of current, past and life Members)
- Be the official Club point of contact for incoming communications
- Maintain and update the Club’s Constitution
- Be the Clubs main contact with the WPF and PAGB
- Report on correspondence (in and out) and other items of interest that impact upon the Club
- Notify all Members of the upcoming AGM and provide Nomination Forms
- Set meeting dates, prepare and distribute the agenda for committee meetings, any specific general meetings and the AGM
- Collate the Chair/Treasury reports in preparation for the AGM
- Take and maintain meeting minutes/actions for acceptance by the Committee and subsequent distribution to all Club members
- Provide support at Club meetings as applicable
Treasurer
The Treasurer is a vital member of the committee. They must make sure that procedures for the handling of the Club’s finances are discussed with the Chair and Secretary and put to the Committee for approval.
- Maintain a record of all transactions (income and expenditure)
- Maintain bank account details and reconcile against Club accounts
- Make withdrawals from the Club’s bank account ensuring at least two authorised signatures
- Deposit Club funds and member payments to bank
- Make payments of fees due to the WPF and PAGB
- Ensure Public liability insurance is renewed and paid annually
- Pay approved invoices and agreed expenses and keep receipts
- Reimburse authorized expenses incurred by club members
- Collect and pay charges for Club trips and retain proof of payment
- Collect Membership fees and issue receipts
- Prepare payments of fees and expenses for visiting guests (Judges or Presenters)
- Collect and manage income from raffles and any other fundraising activity
- Report to the Committee on finance at meetings
- Prepare an annual Financial Report and arrange its audit prior to the AGM
- Monitor expenditure and make recommendations regarding income and setting of member fees
- Be a signatory to the Club’s bank account
Programme Secretary
- Preparation of Club activities, including lectures and in-club events
- Consider and explore member suggestions for Club events and programme activities
- Draft the programme for the upcoming year
- To complete a risk assessment for any outside activities (or ensure that one is completed by the organiser.)
- Arrange publication and manage changes to each year’s programme
- Source and arrange for guest speakers ensuring cost efficiency
- Be the main point of contact for potential and confirmed guest speakers
- Re-arrange events and lectures in response to changes or cancellations
- Ensure guest speakers have been contacted and are familiar with arrangements
- Send reminders to guest speakers two weeks prior to their visit
- Send a ‘Thank You’ to the visiting guest speakers after their visit
Competition Secretary
- Arrange judges for internal competitions and home battles.
- To issue reminders to members of competition entry dates.
- Create a list of themes for internal competitions
- Collect and prepare entries for internal competitions.
- Ensure that all entries conform to the theme of the competition, if any. Those which in the opinion of the competition secretary do not conform to the theme to be referred to the committee for final judgement.
- Prepare a title/score sheet for use by the judge, plus one identifying the photographers for club use on the night.
- Ensure that equipment is set up in time and in working order, to enable the judge to present the competition.
- Deliver entries to the relevant judge
- DPIs should be sent via email or other electronic transfer
- Prints may be delivered or sent by couriers
- Ensure that the rules of entry have been adhered to. (File sizes, formats and dimensions etc.).
- Oversee publication of competition details on the club’s website.
For external competitions (There is a proposal to separate the internal & external roles)
- Liaise with organisers of external competitions to agree dates, venues etc.
- Collect and prepare entries for external print and PDI competitions and deliver entries to the relevant judge
- Be the main point of contact for the WPF PDI and Print competitions
All Committee Members
- Attend Committee Meetings and follow up actions as agreed
- Support other Committee members as required
- Provide feedback and input into ongoing events
- Ensure that other required duties, such as publicity, website updates and club equipment monitoring are carried out.
All Members
Understand and comply with laws and procedures relating to Health and Safety, Safeguarding, Data Protection and the Equality Act
To be familiar with all the Club’s rules and regulations contained in the Constitution
Help to prepare for club meetings and ensure equipment is safely put away and meeting rooms left clean and tidy