President

• Main role
  • Overall responsibility for the safe and legal conduct of the club.
  • Keep an overview of all aspects of the club, supporting committee members in the execution of their roles as required.
  • Develop and maintain a vision for the club.
  • Identifying and responding to risks and opportunities.
  • Chair the Committee meetings ensuring that an agenda is provided prior to the meetings and that minutes are provided afterwards.
  • Manage the activities of the club with the committee members.
  • Keep abreast of members’ views.
  • Ensure that the members are kept up to date with club activities.
  • Welcome and engage with prospective and new members.
  • Assist in hosting visiting dignitaries, speakers and judges.
  • Liaising with the venue owners as needed.
• Additional role
  • Assist in setting up the venue for club members
  • Attend Committee meetings as detailed in the Club Programme

Vice President

• Main role
  • Support the President in his / her absence.
  • Promote and develop new projects approved by the committee.
  • Support any of the roles shown in the President role description.
  • Assist other committee members as required.
  • Be a welcoming face for the Club and engage with prospective and new members.
• Additional role
  • Assist in setting up the venue for club members
  • Attend Committee meetings as detailed in the Club Programme

Past-President

• Main role
  • This member is to remain on the committee to provide guidance and support as necessary to the Club President.
• Additional role
  • Support the President in his/her absence.
  • Promote and develop new projects approved by the committee
  • Support any of the roles shown in the President’s Role Description
  • Assist other committee members as required
  • Be a welcoming face for the Club and engage with prospective and new members
  • Keep abreast of members views
  • Ensure members are kept up-to-date with club activities
  • Assist in hosting visiting dignitaries, speakers and judges
  • Support the club as required
  • Assist other committee members as required
  • Attend Committee meetings as detailed in the Club Programme

Treasurer

The Treasurer is to maintain the financial accounting of the Club and reports to the members at the AGM on the overall financial position of the Club.

• Main role
  • Manage the club funds, collecting subscriptions at the start of each season, then at weekly meetings.
  • Maintain an accurate account of funds received and disbursed.
  • Arrange for Enham Trust to invoice the Club, monthly, and in a timely fashion pay the invoices for the hire of the hall.
  • Pay guest speakers and competition judges.
  • Pay additional funds as authorised by the President and Committee.
  • Maintain a petty cash level to pay incidental expenses.
  • Be the link between the bank and the President.
  • Liaise with a competent person to ensure the Club account is being maintained in a professional and orderly fashion.
  • Prepare a written report to the Committee on each Committee meeting, including:
    • The financial performance of the Club, listing:
      • Creditors
      • Debtors
      • Cash in bank
      • Cash in hand
    • A lookback to the accounts for the same time last year.
    • A running list of meetings and membership attendance.
    • Any other relevant information.
  • The accounting year runs from 1 May to 30 April. In April of each year the accounts are to be reviewed by a competent person and an Income and Expenditure balance sheet drawn up and presented at the AGM in May.
  • Continue to maintain the club accounts during June, July and August ready for the start of each season.
  • Contribute to the running of the Club by taking on projects and tasks determined by the President or Committee.
  • Attend committee meetings as detailed in the Club programme.
• Additional role
  • Sell tickets to members and guests on the nights that prize draws take place.
  • Assist in setting up the venue for club members.
  • Carry out a Health and Safety check of all fire doors, the kitchen and floor areas.
  • Ensure the President has an up to date copy of the welcome brief for each meeting.
  • Ensure refreshments stocks are maintained at an optimum quantity.
  • Maintain a stock of cloakroom tickets and petty cash books as required.
  • Assist other club members as required.
  • Maintain the Committee Members role descriptions.
  • Be a welcoming face of the Club to new members to assist in their assimilation into the Club.
  • Help to host visiting speaker and judges.
  • Support the Club as required.

Vice-Treasurer

The Vice Treasurer stands in for the Treasurer in periods of absence on leave or otherwise and maintain the Clubs financial account during the Treasurers absence.

• Main role
  • Manage the club funds, collecting subscriptions at weekly meetings.
  • Maintain an accurate account of funds received and any disbursed.
  • Pay guest speakers and competition judges.
  • Maintain a petty cash level to pay incidental expenses.
  • Be the link between the bank and the President.
  • Contribute to the running of the Club by taking on projects and tasks determined by the President or Committee.
  • Attending committee meetings as detailed in the Club programme.
  • Ensure refreshments stocks are maintained at an optimum quantity during the Treasurers absence.
• Additional role
  • Assist in setting up the venue for club members.
  • Assist other club members as required.
  • Be a welcoming face of the Club to new members to assist in their assimilation into the Club.
  • Help to host visiting speaker and judges.
  • Support the Club as required.
  • Attend Committee meetings as detailed in the Club Programme

Club Secretary

• Main role
  • Prepare the agenda for each committee meeting and AGM and issue a week before each meeting.
  • Take the minutes of committee meetings and the AGM.
  • Aim to have first draft of minutes available within one week of the meeting.
  • Manage the club secretary’s email account. Forward emails to Committee and Members as appropriate.
  • Respond to expressions of interest from potential new members. Notify President and Treasurer of potential new members ‘first evening’ dates.
  • Notify potential new members, in the short term, of programme changes prior to them joining the Members email list.
  • Respond to external parties as appropriate. Consult and keep the Committee informed of these communications.
• Additional Role
  • Support the Club.
  • Assist in setting up the venue for club members.
  • Assist other committee members.

Programme Secretary

• Main role
  • Meet with President and Development Secretary to outline the following seasons Programme.
  • Create a spreadsheet as a visual display of progress
  • Using the Photographic Alliance Handbook, trawl through for suitable judges taking into account:
    • Mileage — within a 50-mile radius
    • Their charges to the Club
    • Judges who are willing to attend
  • Email a few judges giving them dates. Too many at once would cause confusion and overlapping dates
  • Wait for replies, then chase as time moves on. This process continues until all judging positions are filled.
  • Using the Photographic Alliance Handbook search for suitable speakers, again using the same criteria as those for the judges.
  • Trawl through other Camera Club programmes for suitable speakers that might inspire our members.
  • Search online for professional photographers in a similar radius, view their websites to see if they give talks.
  • With the above information coming in, update the spreadsheet
  • Hold a subsequent meeting to discuss the programme before the AGM takes place at the end of the season.
  • Print a draft programme for each member to see before it goes to print.
  • Liaise with the Development Secretary to place this draft programme on the Club’s webpages. This will allow members not attending the AGM to contribute if they wish to.
  • When the season starts, check within two weeks of an event, that a judge or speaker is still able to attend on the date booked, what they intend to display, prints or PDI’s or a combination and their fee.
  • Ensure PDI secretary and Treasurer are informed of equipment needs and fee.
  • On the evening meet and greet our guest, offer them a drink and at the end of the evening thank them for their outstanding contribution furthering our Members knowledge.
  • After the event email the guest speaker or judge thanking them again for attending.
• Additional role
  • Support the Club as required
  • Assist other committee members as required.
  • Attend Committee meetings as detailed in the Club Programme

Competition Secretary & PDI Secretary

• Main role
  • Liaise with other clubs to arrange home and away competitions and inform the Programme Secretary and other clubs of dates and judges etc.
  • Register our Club with the SCPF for league competitions and to also upload dates, judges and panels and submit score sheets.
  • Select print panels for all competitions and take panels to those competitions.
  • Receive PDIs and print images from members ahead of competitions and prepare them ready for competitions.
  • Set up competitions for entry on the website
  • Validate entries meet the competition rules
  • Enter competition details into the ShowImages database and load entries
  • On competition evenings
    • set up the laptop and projector and display images (display for PDI only)
    • record record the scores in the database
    • upload the competition results to the website
  • At the end of the season identify high scoring images from the database for selection for entering in external competitions the following season
  • Download SPF league images from SPF website and set up competition for league competitions
  • Display PDI images and/or AVIs on other club evenings as required
• Additional role
  • Support the Club as required
  • Assist other committee members as required.
  • Attend Committee meetings as detailed in the Club Programme

Development Secretary

• Main role
  • Develop an ongoing programme of events for alternative training.
  • Keep members informed of Monday night or alternative training sessions.
  • Work with Programme Secretary and Chair to develop the programme for the next season.
  • Provide backup support to the PDI Secretary.
  • Keep abreast of members’ views.
  • Welcoming and engaging with prospective and new members.
  • Assist in hosting visiting dignitaries, speakers and judges.
• Additional role
  • Assist in setting up the venue for club members.
  • Attend Committee meetings as detailed in the Club Programme

SCPF Representative

• Main role
  • Attend periodic SCPF meetings.
  • Forward any Club views as dictated by the Club President to the federation.
  • Record all details that pertain to the Club.
  • Forward any meeting minutes to committee members or alternatively brief the committee at subsequent committee meetings.
• Additional role
  • Be a welcoming face of the Club to new members to assist in their assimilation into the Club.
  • Support the Club as required.
  • Helping to host visiting speaker and judges.
  • If asked, help run the raffles. The Treasurer will encourage members to purchase tickets when they book in.
  • Attend Committee meetings as detailed in the Club Programme.

Newsletter Secretary

• Main role
  • Create and maintain a weekly newsletter.
  • Seek content from all members.
  • Trawl the internet for suitable photographic subject videos and add the link to the newsletter.
  • Check with the Club President before posting online / on the website.
• Additional role
  • Support the Club as required.
  • Assist other club members as required.
  • Be a welcoming face of the Club to new members to assist in their assimilation into the Club.
  • Helping to host visiting speaker and judges.
  • If asked, help run the raffles. The Treasurer will encourage members to purchase tickets when they book in.
  • Attend Committee meetings as detailed in the Club Programme.

Committee Member

• Main role
  • Contribute to the running of the club by:
    • Taking on projects and tasks as determined by the President or Committee.
    • Acting as a deputy to one of the Committee’s officers as required
      (this may be a permanent or ad hoc arrangement).
    • Arriving before club members to assist in setting up the hall, and by clearing after the club activities.
• Additional role
  • Support the Club as required.
  • Assist other committee members as required.
  • Be a welcoming face of the Club to new members to assist in their assimilation into the Club.
  • Helping to host visiting speakers, judges.
  • If asked, help run the raffles.
    (The Treasurer will encourage members to purchase tickets when they book in.)
  • Attend Committee meetings as detailed in the Club Programme.