Committee Position Descriptions

Chair

The Chair must be well informed on all procedures relating to the club. As the club’s spokesperson, they must have strong leadership qualities and be able to motivate interest and effectively manage any issues that may arise. The Chair has no additional authority to other Committee members but on matters that require a vote, can exercise a casting vote, if needed.

The Chair’s role is to:

  • 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
  • Facilitate club meetings and outings to ensure their smooth running
  • 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 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 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 PAGB and is required to ensure that the clubs registered details are kept fully up to date.

  • 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 NCPF 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
  • Be a signatory to the Club’s bank account

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.

The Treasurer’s duties are to:

  • 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 (Lloyds Bank, Blaydon) ensuring at least two authorised signatures
  • Deposit Club funds and member payments to Lloyds Bank
  • Make payments of fees due to the NCPF 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 members obo WCC
  • 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/auctions/football cards 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
  • Create a list of themes for internal competitions and member feedback
  • Draft the programme for the upcoming year
  • 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
  • Be a signatory to the Club’s bank account

Digital (PDI) Secretary Role

  • Arrange judges for internal PDI competitions 
  • To issue reminders to members of competition entry dates.
  • Collect and prepare entries for internalPDI competitions.
  • Prepare a title/score sheet for use by the judge, plus one identifying the authors for WCC 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 – via email or other electronic transfer
  • Ensure that the rules of entry have been adhered to. (File sizes, formats and dimensions etc).
  • Ensure that themed competition briefs are adhered to (committee involvement needed in case of problems)
  • Liaise with the External Competition Secretary when appropriate
  • Oversee publication of competition details on the club’s social media sites

Print Secretary Role

  • Arrange judges for internal print competitions 
  • To issue reminders to members of competition entry dates.
  • Collect and prepare entries for internal print competitions.
  • Ensure that all entries conform to the theme of the competition, if any. Those which in the opinion of the print 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 authors for WCC 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 if < 25miles and weather permitting. (mileage @ 30p/ mile) If otherwise then send by post or courier
  • Ensure that the rules of entry have been adhered to. (File sizes, formats and dimensions etc).
  • Liaise with the External Competition Secretary when appropriate
  • Oversee publication of competition details on the club’s social media sites

External Competition Secretary

  • Liaise with internal competition secretaries to collect and prepare entries for external print and PDI competitions:
    • South Tyne Area Competition
    • NCPF Annual Competition
    • PAGB Inter-Club Competition
  • Be the main point of contact for the South Tyne Area PDI and Print competitions
  • When WCC host a South Tyne competition, circulate details to all clubs involved, including the entry date and image requirements
  • Oversee publication of competition details on the club’s social media sites

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

All Members 

  • 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
  • Understand and comply with laws and procedures relating to Health and Safety, Safeguarding, Data Protection and the Equality Act