VICE-CHAIR JOB DESCRIPTION
To stand in for the Chair at Club and Committee meetings when (s)he is unavailable.
To aid, advise, encourage, reinforce (and if necessary restrain) the Chair.
To promote the well-being and good standing of FWCC.
To stand in for the Chair at Club and Committee meetings when (s)he is unavailable.
To aid, advise, encourage, reinforce (and if necessary restrain) the Chair.
To promote the well-being and good standing of FWCC.
SECRETARY club_secretary.pdf
ENROLMENT
CLUB MEETINGS
COMMITTEE MEETINGS
E-MAILS
MEMBERSHIP
AGM
GENERAL
Ensure that all records are safely backed-up and reasonably accessible. The Secretary is the Club’s memory, conscience, and – often – its public face.
ENROLMENT
- With Treasurer, enrol members at first meeting in September. Have ready enrolment forms (including GDP consent), name badges, handbooks, slip re FB pages, etc.
- Make fresh spreadsheet of member details
- Contact new members by e-mail to ensure that they know their FWCC numbers
- Circulate membership list to committee (& update as appropriate)
- Make printed name badges for new committee members or those with new roles
CLUB MEETINGS
- Have the noticeboard out and updated as appropriate
- Have the badge-box open and encourage wearing of badges
- Be alert for new members or visitors arriving (have temporary membership cards and enrolment forms to hand)
- Have membership list to hand in case of queries (esp. on competition and hand-in nights)
- Collect name badges at the end of the evening and stow box & noticeboard in the store-room
COMMITTEE MEETINGS
- Agree agenda with Chair & aim to have them sent out one week in advance
- Collate officer reports and have them to hand at meeting (with last minutes, agenda, memb. list, etc)
- Take minutes, prepare and send out to committee
- Write any letters, e-mails etc arising from the meeting
E-MAILS
- Check fwccsec account daily, including spam (messages forwarded from the website sometimes land there). Respond, forward, act upon or delete as appropriate. If in doubt, pass on to Chair.
MEMBERSHIP
- Send a newsletter each Wednesday. Try to avoid too many other mailshots. Remember to send the APB to your own account (i.e. fwccsec), with all members bcc. This maintains their privacy.
- Liaise with the Webmaster. It is often better to send him a redacted version of the newsletter, omitting personal details, etc. since the website is open.
- Immediately e-mail new members with their FWCC# and other useful info. Ask for an acknowledgement to check that the e-address is correct.
AGM
- A month before the AGM, create and display a nominations form
- Send out notice of the AGM, previous year’s minutes and agenda at the appropriate time (see Constitution)
- Write your Secretary’s Report for presentation at the meeting
- Distribute copies of the agenda and any other documents as decided by the Committee
- Have ready competition subject voting slips and distribute them
- Have the Constitution to hand just in case
- Count votes as appropriate and record results.
- Take and write up minutes and circulate to new Committee
- Establish the new Premier Group list
GENERAL
Ensure that all records are safely backed-up and reasonably accessible. The Secretary is the Club’s memory, conscience, and – often – its public face.
Digital Secretary digital_secretary.pdf
Print Secretary print_secretary.pdf
Social Secretary social___hospitality___vice-chair.pdf
Print Secretary print_secretary.pdf
Social Secretary social___hospitality___vice-chair.pdf
Battles Secretary Job Description battles_secretary_job_description_.pdf
Like any other job, Battles Secretary is to some extent what you care to make of it. It is quite straightforward so do not be put off by these rather wordy guidelines which are just to get you started:
Your Battle Sec email address will be [email protected] and you will be given the password for this when you take up your duties.
Of course as a committee member you sit on the monthly committee meetings. Basically, however, the Battles Sec’s responsibility is to request, collect and deliver the images for competitions against other clubs. This is done in close liaison with both the Club Secretary and Webmaster who kindly transmit your various messages to club members. You choose a team of at least 3 experienced members to select which images should be used to represent the club. How active you are in the image selection process will depend on your assessment of your own experience. You are responsible for liaising with our opponents and for the delivery of the chosen images in time for the competitions plus of course the return afterwards of prints to the members who submitted them. It is normal to vary the team a bit from time to time and also occasionally to invite a less experienced club member to sit in on the proceedings.
We enter competitions to win but like to think of ourselves as a being primarily a friendly club where we can have a bit of fun and enjoy our hobby. Therefore we want everyone to feel included and this means encouraging all members (not just the top photographers in the P class) to submit images. It will be clear to you, however, that their chances of selection are better in some competitions (e.g. Warminster Prints) than others but you never know and there have been some pleasing surprises. Similarly, do send a ‘thank you’ email by return on receipt of digital images and congratulate members whose digital or print images are subsequently selected to represent the club and wish them all the best in the competition.
Also circulate the names of those who have had images selected to everyone who submitted images so that the rest are not kept in suspense. Prints contributors should also be thanked at this stage in the block mailing. Finally in this section, ensure that all club members know the result of the external competitions showing encouragement and appreciation to all but with a special word of praise to the high scorers – it is only fair that their achievements should be recognised.
You will find the Western Counties Photographic federation (WCPF) Directory a useful reference source but the main contacts are:
Note that the Programme Secretary, currently Loveday Powell [email protected] 07706 698446, normally arranges all ‘Home’ events but it is the Battles Sec’s responsibility to check this has been done for Home Battles as well as arranging Away Battles. Also confirm arrangements with our opposite numbers.
Note that most Western Counties Photographic Federation events and competitions can be accessed from http://www.wcpf.org.uk They have lists of judges too but you will probably want to take advice on this from more senior committee members who have a better idea about what the various judges are like.
When we are the host it is up to you to engage and subsequently pay the judge in association with the Hon Treasurer, currently Alan Denison, [email protected] 01373 474722 07711 388631
Also find out how far in advance the Judge likes to have the images. It never does to assume so make sure at an earlier committee meeting that everything is on track including catering arrangements, image projection, display and scoring etc. Don’t try to do all of this yourself - you are the coordinator. Get your team together. The visiting clubs should be given plenty of notice including venue details and competition rules. If it is an Away Battle then find out their various details from opposing club secretary.
Ensure that Battles details are announced at meetings, including our cut off dates which allow time for image selection and delivery to the Judge. This to be backed up by block emails to all members and a web site announcement. Just for information, this is the last one I sent out but you will have your own style:
Just a reminder: The forthcoming Tri-Battle is our last Battle of the
season as well as being a home match and we need lots of images - One
digital image and one print please (different images) in the following
15 categories: Curves, Unusual perspectives, Happiness, Pencils,
Glasses, Shoes, Portraits with hats, Food, On the beach, Triptych,
Dance, Street, Purple, Light and Shadow, Music. Do what you can. I
doubt if anyone will manage to fill all categories though you might
like to accept that as a separate challenge!
Digital images to [email protected] to be to the usual club
competition requirements i.e. jpg format, using sRGB colour space
with those in Portrait format no greater than 1050 pixels high and the
Landscapes no more than 1400 pixels wide and 1050 pixels high. A
resolution of 72ppi is fine for projection but you usually need 300ppi
for printing.
The title of image and photographer’s name only under each digital
image please and printed images mounted on 400mm x 500mm board with no
text on the front and image title and photographer’s name only on the
back.
Friday 20th April is the deadline for submissions so you had better
get cracking!
It is normal to write a short note of thanks to the judges afterwards.
Images are normally solicited 5 weeks before a competition and collected (prints placed in the box) 4 weeks before the competition with a selection date a few days later but check with the opposing Club or Battles Secretary when they want them as different judges have different requirements. Two weeks before is the norm.
On the Night with Home Matches
Battles Secretary is responsible for scoring and for display of images but obviously can’t do both at the same time so delegation is required. Rosy is very cooperative with the scoring.
White gloves required for print handling – ask Andrew Washington
Battles Usual Requirements
Kingswood Salver (Bristol) 5 Prints from different authors Open
Calne 10 Digital Open
W Counties ?DIPC 10 Digital Open
Warminster Prints Day 10 Prints Open
Mid Somerset (at Beckington this year) 15 Prints, 15 Digital Open
Warminster Battle (away) 15 Prints, 15 Digital Open
Tri Battle (probably at Beckington ) 15 Prints, 15 Digital (on the night) Subjects chosen by host club,
Remember, we like to think of ourselves as a friendly club and it is important to remember that the way you handle things could have quite an influence on how our members see us. So effectively you have an important function in keeping the club happy and running smoothly!
One final thing is do keep records, especially of images used in battles, as some competitions rule that they should not be reused.
Good luck and have fun yourself.
KK
Like any other job, Battles Secretary is to some extent what you care to make of it. It is quite straightforward so do not be put off by these rather wordy guidelines which are just to get you started:
Your Battle Sec email address will be [email protected] and you will be given the password for this when you take up your duties.
Of course as a committee member you sit on the monthly committee meetings. Basically, however, the Battles Sec’s responsibility is to request, collect and deliver the images for competitions against other clubs. This is done in close liaison with both the Club Secretary and Webmaster who kindly transmit your various messages to club members. You choose a team of at least 3 experienced members to select which images should be used to represent the club. How active you are in the image selection process will depend on your assessment of your own experience. You are responsible for liaising with our opponents and for the delivery of the chosen images in time for the competitions plus of course the return afterwards of prints to the members who submitted them. It is normal to vary the team a bit from time to time and also occasionally to invite a less experienced club member to sit in on the proceedings.
We enter competitions to win but like to think of ourselves as a being primarily a friendly club where we can have a bit of fun and enjoy our hobby. Therefore we want everyone to feel included and this means encouraging all members (not just the top photographers in the P class) to submit images. It will be clear to you, however, that their chances of selection are better in some competitions (e.g. Warminster Prints) than others but you never know and there have been some pleasing surprises. Similarly, do send a ‘thank you’ email by return on receipt of digital images and congratulate members whose digital or print images are subsequently selected to represent the club and wish them all the best in the competition.
Also circulate the names of those who have had images selected to everyone who submitted images so that the rest are not kept in suspense. Prints contributors should also be thanked at this stage in the block mailing. Finally in this section, ensure that all club members know the result of the external competitions showing encouragement and appreciation to all but with a special word of praise to the high scorers – it is only fair that their achievements should be recognised.
You will find the Western Counties Photographic federation (WCPF) Directory a useful reference source but the main contacts are:
Note that the Programme Secretary, currently Loveday Powell [email protected] 07706 698446, normally arranges all ‘Home’ events but it is the Battles Sec’s responsibility to check this has been done for Home Battles as well as arranging Away Battles. Also confirm arrangements with our opposite numbers.
Note that most Western Counties Photographic Federation events and competitions can be accessed from http://www.wcpf.org.uk They have lists of judges too but you will probably want to take advice on this from more senior committee members who have a better idea about what the various judges are like.
When we are the host it is up to you to engage and subsequently pay the judge in association with the Hon Treasurer, currently Alan Denison, [email protected] 01373 474722 07711 388631
Also find out how far in advance the Judge likes to have the images. It never does to assume so make sure at an earlier committee meeting that everything is on track including catering arrangements, image projection, display and scoring etc. Don’t try to do all of this yourself - you are the coordinator. Get your team together. The visiting clubs should be given plenty of notice including venue details and competition rules. If it is an Away Battle then find out their various details from opposing club secretary.
Ensure that Battles details are announced at meetings, including our cut off dates which allow time for image selection and delivery to the Judge. This to be backed up by block emails to all members and a web site announcement. Just for information, this is the last one I sent out but you will have your own style:
Just a reminder: The forthcoming Tri-Battle is our last Battle of the
season as well as being a home match and we need lots of images - One
digital image and one print please (different images) in the following
15 categories: Curves, Unusual perspectives, Happiness, Pencils,
Glasses, Shoes, Portraits with hats, Food, On the beach, Triptych,
Dance, Street, Purple, Light and Shadow, Music. Do what you can. I
doubt if anyone will manage to fill all categories though you might
like to accept that as a separate challenge!
Digital images to [email protected] to be to the usual club
competition requirements i.e. jpg format, using sRGB colour space
with those in Portrait format no greater than 1050 pixels high and the
Landscapes no more than 1400 pixels wide and 1050 pixels high. A
resolution of 72ppi is fine for projection but you usually need 300ppi
for printing.
The title of image and photographer’s name only under each digital
image please and printed images mounted on 400mm x 500mm board with no
text on the front and image title and photographer’s name only on the
back.
Friday 20th April is the deadline for submissions so you had better
get cracking!
It is normal to write a short note of thanks to the judges afterwards.
Images are normally solicited 5 weeks before a competition and collected (prints placed in the box) 4 weeks before the competition with a selection date a few days later but check with the opposing Club or Battles Secretary when they want them as different judges have different requirements. Two weeks before is the norm.
On the Night with Home Matches
Battles Secretary is responsible for scoring and for display of images but obviously can’t do both at the same time so delegation is required. Rosy is very cooperative with the scoring.
White gloves required for print handling – ask Andrew Washington
Battles Usual Requirements
Kingswood Salver (Bristol) 5 Prints from different authors Open
Calne 10 Digital Open
W Counties ?DIPC 10 Digital Open
Warminster Prints Day 10 Prints Open
Mid Somerset (at Beckington this year) 15 Prints, 15 Digital Open
Warminster Battle (away) 15 Prints, 15 Digital Open
Tri Battle (probably at Beckington ) 15 Prints, 15 Digital (on the night) Subjects chosen by host club,
Remember, we like to think of ourselves as a friendly club and it is important to remember that the way you handle things could have quite an influence on how our members see us. So effectively you have an important function in keeping the club happy and running smoothly!
One final thing is do keep records, especially of images used in battles, as some competitions rule that they should not be reused.
Good luck and have fun yourself.
KK
