Committee Roles

Chair

• ensure the good conduct of club meetings by opening and closing the meeting, welcoming, introducing and thanking the speakers/judges for the evening, ensure meetings start and finish promptly and present pertinent information to attendees. Should the Chair be unable to attend a meeting, or choose to delegate, the meeting management tasks may be deputised to the vice-chair or another nominated Committee member, who will assume such responsibilities for the evening
• chair all committee, AGM, EGM and SGM meetings ensuring that they follow the defined agenda, run to schedule and ensure that all attendees are able to share their views. They will also act as final decision maker as appropriate
• ensure that all Committee officers fulfil their roles and are fully enabled to do so;
• be a signatory to the Club bank account(s) unless they are related to the Treasurer
• ensure adherence to the club constitution, rules and policies
• ensure that, at all times, the best interests of the club and its members are addressed and that the reputation of the club is held in the highest regard

Deputy¹ Chair

• The Deputy chair shall represent and undertake the duties of the Chair, as set out above, where the Chair is unable to be present or otherwise fulfil those duties.

Secretary

• give notice of, prepare agendas for and record the minutes of Annual General Meetings, Extraordinary General Meetings, Special General Meetings and Committee meetings
• maintain attendance lists of those who have attended Club meetings. (Note that these details may be required in support of any grant applications)
• handle routine communications and membership enquiries on behalf of the Club, whether by telephone, email or post
• distribute any circulars received from the PAGB, SCPF or other clubs to the appropriate Committee members or to Club members, via email or for inclusion on the Club website
• remind the Chair of any announcements to members at Club meetings
• be a bank account signatory and hold a spare chequebook to be taken to Club meetings, to make any Club payments in the unavoidable absence of the Treasurer.

Treasurer

• operate the Club’s bank account, including handling all cheque payments, paying-in, bank statements and preparation of signatory mandates
• make all payments and handle all cash receipts on behalf of the Club
• keep an up-to-date and accurate record of the Club’s financial transactions through a cashbook and supporting receipts, vouchers, chequebooks, paying-in books and other documents
• ensure that recurring payments such as room rental and insurance policies are paid on time
• ensure that insurance cover is appropriate to the needs of the Club and best value
• handle all membership subscriptions
• maintain a list of up-to-date contact details for Club members
• issue membership cards to those members who have paid their subscriptions
• provide a petty cash float where required for competition fees and refreshments
• provide the Committee with a proposed annual budget for the Club
• report on the current and forecast financial situation and on membership levels at each Committee meeting
• at year-end prepare the financial records and balance sheet for review by the Examiners and approval at the EGM
• advise the Secretary beforehand in the event that the Treasurer is unable to attend a Club meeting or event, so that the Secretary can handle any payment or receipts on the Treasurer’s behalf

Programme Secretary

• the annual preparation of the Programme using and following the guidelines as laid down by the PAGB
• contacting suitable judges and speakers, confirming the booking and costs involved in writing and reminding the judge or speaker two weeks before the visit, including details of the Club’s location, the parking facilities and advising them of the presence of junior members
• ensuring that the venue is booked and paid for
• ensuring that all visits are followed up with a written or emailed ‘thank you’.

Internal Competition Secretary

• ensuring that equipment is available to ensure competitions are conducted in accordance with Club, Federation and PAGB guidelines
• the collection, checking and listing of entries into the Club’s Internal Competitions
• ensuring that Print and PDI entries meet the requirements as set out in the Club Competition Rules
• ensuring that competitions are conducted fairly in accordance with the Club Competition Rules
• ensuring that scores from all competitions are recorded and distributed to the webmaster and other interested parties
• retaining entered competition work for external competitions, the His ‘n’ Hers match and as a record
• ensuring that all trophies and certificates are prepared for and distributed at the annual Presentation Evening
• briefing the judge for league and themed competitions so that there is a fair range of marks given, that it is their decision as to whether an image meets the nominated subject and his/her decision is final
• ensuring that the print light-box is kept in good working order
• ensuring that the projector is calibrated regularly

External Competition Secretary

• be responsible for the prints and PDIs selected for Inter-club and other external competitions or exhibitions and taken or sent to the Club and away venues for the appropriate judging
• be responsible for the listing of the selected prints and PDIs and forwarding these lists to the appropriate Competition Secretaries
• ensure that league match scores are recorded and the results forwarded to the Federation’s Competition Secretary or Scorer
• Ensure that the selection of panels for all external competitions is decided by 3 or more club members (preferably an odd number for a majority) including the external competition secretary and the selectors advised to the Chair beforehand
• Ensure that the selection of quality work for external competitions will be spread between club members; i.e. work from the same members should not be chosen for championships and league where other members’ high quality work has not been represented
• Ensure that for friendly competitions previously unused work must be chosen for at least half the entries

Publicity Secretary

• ensuring that Club talks are advertised to other local camera clubs at least two weeks in advance
• ensuring that talks are advertised via local online search websites, and works with the Club Webmaster to prominently promote the talks on the Club website
• promoting the Club in the local media, including newspapers, magazines and radio
• ensuring that any outward facing Club events such as Exhibitions are advertised
• designing leaflets and posters to promote the Club
• utilising social media to promote and raise the awareness of the Club and its activities
• identifying other opportunities that can promote the Club
• ensuring that all efforts to encourage new members to join are geared towards maximising the diversity of the membership around gender, age and sexual orientation

Field Trips Secretary

• encouraging members to provide the type of activities they wish to get involved in
• identifying locations and activities for the membership to partake in on at least a monthly basis
• organising the field trips, ensuring participants are clear about the venue, location and expected arrival and departure times
• ensuring the membership are made aware in advance of upcoming field trips
• working with the Club Webmaster to ensure field trips and events are added to website to promote awareness and provide liability insurance to the participants
• promoting field trip events at Club evenings

Committee

• ensuring the website is maintained
• preparing the venue for meetings including setting up suitable equipment, such as projector and screen or print stand and arranging suitable refreshments
• providing a monthly club newsletter
• publicising the club via press reports and other appropriate media
• publicising club talks to other SCPF clubs and other appropriate local societies one month and one week beforehand
• organisation of field trips (publicised on the website and social media)
• organisation of the annual Presentation Evening
• organisation of any social events
• organisation of any exhibitions the club may hold
• These tasks will usually be organised through the setting up of working groups with defined responsibilities and budgets.