Club committee roles

President

(Please note that we currently do not have a President and that all presidential duties are shared by committee members on a cooperative basis)

• Oversee all the activities of the club, ensuring that the club runs smoothly and all necessary
  activities (seen and unseen) are undertaken in a timely manner
• Facilitate club meetings, with the help and support of the committee
• Ensure that the meeting room is booked in advance as needed
• Ensure the safety and proper use of the meeting room and safe use and storage of all club
  equipment
• Host club meetings, welcoming and introducing the guest speaker or judge and thanking them at the end of the evening – or make arrangements in advance for these tasks to be done by someone else
• Make announcements and provide information (spoken and written) to the membership
• Facilitate and chair all Committee meetings
• Set the agenda for the meetings in conjunction with the club secretary
• Set the agenda and chair the club’s AGM in conjunction with the club secretary
• Support the other Committee members

Vice-President

(Traditionally a role that leads directly on to a tenure as club President)

• Oversee the club’s biennial exhibition, with help from other committee and club members
• Support and deputise for the club President
• Work with the President to ensure a smooth transition at the end of the President’s term of office

Retiring President

• Support and advise the current club President and committee

Secretary

• Act as the main point of contact for the club for information and enquiries, both internal and external to the club
• Forward enquiries as appropriate to relevant person
• Coordinate the distribution of information to all club members (via e-mail and post where
  appropriate)
• Act as the main point of contact for members of the Committee to send out information to the club members
• Ensure that committee meetings are held at appropriate intervals, working with the club President to finalise the agenda
• Notify committee members and send out the agenda for meetings
• Write, maintain and distribute minutes of Committee meetings
• Record and distribute minutes and agenda for the AGM
• Oversee the annual voting process for committee roles – and any other polls/votes as necessary
• Comply with data protection policies

Treasurer

• Collect all membership fees (including guest fees), and to pay all expenses.
• Maintain details of all members’ subscription status.
• Maintain an accurate and auditable record of all club income and expenditure (petty cash and bank account) and to liaise with the appointed independent accounts auditor to ensure that all records are fully audited prior to the AGM.
• Main point of contact with regards to matters associated with club finances.
• Prime signatory to the club account.

Programme Secretary

• Plan the programme
• Liaise with the Competition Secretaries to ensure that all club competitions, including
  judges and closing dates where appropriate, have been included in the programme
• Ensure that the appropriate speakers/presenters are booked in good time to ensure a
  successful programme
• Establish the requirements of the speakers/presenters in good time prior to at the
  meeting so that their needs can be addressed and to confirm attendance
• Ensure that contingency plans for the programme are in place

Print Secretary

• Liaise with the Programme Secretary and other committee members to plan and schedule print competitions
• Book judges for print competitions
• Contact the judges at an appropriate time before each competition to ensure they are still
  available for the event, to ensure they are aware of the type of competition, to ascertain any
  specific needs by them (such as seeing the entries in advance)
• Receive entries for print competitions by the published date, ensure that all prints are properly identified, recorded and stored, undertake their delivery to the judge (if necessary)
• Manage the handling and display of the prints at the competition
• Maintain a record of all prints submitted to internal Club competitions and the results
  throughout the season
• Ensure prints are returned in good condition to their owners
• Send written thanks to Print Competition judges after their attendance

Digital Secretary

• Liaise with the Programme Secretary and other committee members to plan and schedule digital competitions
• Advise members and answer queries about competition rules.
• Book judges for digital competitions
• Contact the judges at an appropriate time before each competition to ensure they are still
  available for the event
• Ensure the judge is aware of the type of competition
• Ascertain if the judge has any specific needs and facilitate
• Receive entries for digital image competitions by the published date, ensure that all images are properly identified and recorded, undertake their delivery to the judge
• If required manage the display of the images at the competition
• Maintain a record of all digital images submitted to internal Club competitions and the results
• With the publicity officer notify members of the competition results

Y.P.U.  Competitions
Coordinator

• Represent the interests of the club at twice-yearly YPU meetings
• Be the contact for communications from the YPU and forward information as necessary to the Secretary, Treasurer or External Competitions secretary
• Submit and collect prints for the YPU Exhibition (usually at the YPU meetings).
• Receive and distribute any information provided at the YPU meetings to specific club members such as medals and certificates.

External Competitions secretary

Publicity officer

• Nurture publishing opportunities including the press
• Write publicity for upcoming events
• Write reports of events held
• Publish articles on the website, social media and submit to the press
• Make sure programme information on the website is up to date.
• Help to make sure communication is consistent, accurate
  and appropriate.