DESCRIPTION OF COMMITTEE ROLES
CHAIRMAN
The Chairman generally oversees the administration of the Group and works with and assists the Secretary and Committee members as and when required.
The Chairman chairs Committee Meetings and the Annual General Meeting and will represent the Group at meetings etc. of outside bodies (if required) and introduces visitors to the members at demonstrations etc. Liaise with Meeting Room contact regarding meeting dates and insurance. Welcome new members. Lead the critiques at monthly competition evenings.
SECRETARY
The Secretary undertakes all non-financial administration of the Group not specifically designated to other Committee Roles including -
The Treasurer looks after the finances of the Group including –
MEMBERSHIP SECRETARY
The Membership Secretary administers the enrolment and renewals of members including –
The Exhibition Organiser organises and co-ordinates all the activities necessary to run the Group’s exhibitions including –
The Exhibition Secretary works closely with the Exhibition Organiser including –
The Demonstration Organiser will arrange demonstrations that cover a variety of subjects, media and artists including –
The Social Secretary organises social functions for the Group, usually an outside painting day in the summer and a Christmas meal in December including –
The Monthly Competition Organiser arranges the easels for pictures that are entered in the competition, collects the names of the entrants and organises voting slips. At the end of the evening they count up the votes, announce the winners and records the results in the Group’s Record Book.
WEBSITE MANAGER
The Website Manager keeps the Group’s website updated with current information regarding the meeting place, exhibitions, relevant times, dates and venues and competition winners etc.
LIBRARIAN
The Librarian maintains lists of the instructional DVDs and books owned by the Group for loan to the members.
PUBLICITY ORGANISER
Ensure exhibitions and any other relevant matters are advertised sufficiently in local papers and free magazines. From time to time forward an entry regarding the Group’s activities in national art magazines.
NON EXECUTIVE COMMITTEE MEMBERS
Members who do not have any specific committee roles but who serve on the committee to assist in the democratic running of the Group.
GENERAL DATA PROTECTION REGULATION
To enable the Group to comply with the General Data Protection Regulation all Committee Members are asked to deal with Members data as follows:-
Committee Members will be provided with a full current list of the Group’s Members including their contact details. To preserve the Members’ Data Protection Rights the Committee will use best endeavours to keep that list secure and not share any of the data contained in it with any other Member (other than a Committee Member) or any external organisation unless with the specific written consent of the Member first having been obtained.
A Member may ask for data held by the Committee to be altered or deleted at any time and this must be done straight away
When vacating the Committee post the outgoing Committee Member will use best endeavours to delete any electronic list and destroy any paper copy list containing Members’ data.
When sending a group email Committee Members will use best endeavours to hide the email addresses of the members by the use of the blind copy function within the Mail package being used.
CHAIRMAN
The Chairman generally oversees the administration of the Group and works with and assists the Secretary and Committee members as and when required.
The Chairman chairs Committee Meetings and the Annual General Meeting and will represent the Group at meetings etc. of outside bodies (if required) and introduces visitors to the members at demonstrations etc. Liaise with Meeting Room contact regarding meeting dates and insurance. Welcome new members. Lead the critiques at monthly competition evenings.
SECRETARY
The Secretary undertakes all non-financial administration of the Group not specifically designated to other Committee Roles including -
- Liaising with Committee Members as necessary
- Notifying members of upcoming events, times, venues etc.
- Preparation and distribution of an annual programme of meeting dates competition topics etc.
- Preparation and circulation of the Agenda and previous Minutes in advance of the current Annual General Meeting.
- Taking the minutes at the Annual General Meeting and distribution to the Committee as soon as possible.
- Maintaining a record of attendance of members at each meeting.
The Treasurer looks after the finances of the Group including –
- Collecting monies and paying them into the bank and making payment by cheque for items such as expenses and equipment purchases.
- Being one of the three signatories to the cheques.
- Keeping a simple record of items of income and expenditure.
- Keeping simple statements of accounts to show the Group’s financial position as and when required by the Committee.
MEMBERSHIP SECRETARY
The Membership Secretary administers the enrolment and renewals of members including –
- Sending out renewal notices to the membership in August.
- Receiving the renewals and passing the fees to the Treasurer.
- Issuing receipts and to members.
- Updating the membership list and circulating to the committee members.
- Maintaining a waiting list of prospective members (when necessary) and notifying them in strict order when a vacancy arises.
- Forwarding enrolment forms to any new members when acceptance of vacancies arises.
The Exhibition Organiser organises and co-ordinates all the activities necessary to run the Group’s exhibitions including –
- Heading the Exhibition Group comprised of Committee members (and other members) who assist with all necessary actions required for setting up, manning and dismantling the Group’s exhibitions.
- Liaising with the Exhibition Secretary regarding the documentation leading up to and on the day of the exhibition.
- Collating the Exhibition Entry Forms prepared and circulated by the Exhibition Secretary.
- Preparing a rota of helpers and stewards to cover the exhibition and notifying those members prior to the exhibition.
- Collecting entry fees and passing them to the Treasurer.
- Booking United Reformed Church. Arranging collection of keys and hall opening times.
- Requesting non-art raffle prize donations. Checking there are sufficient tickets for sale. After draw contact winners of any unclaimed prizes for them to collect their prizes from the church at coffee mornings.
The Exhibition Secretary works closely with the Exhibition Organiser including –
- Preparing and distributing the Spring and Autumn entry forms.
- Collecting the completed forms.
- Preparing and printing picture labels and voting slips.
- Supplying Sales Sheets for use by Stewards
- Collecting, counting and collating the voting slips.
- Generally assisting the Exhibition Organiser.
The Demonstration Organiser will arrange demonstrations that cover a variety of subjects, media and artists including –
- Contacting artists and arranging date for demonstration.
- Advising members of the demonstration date, the artist, the subject and the medium.
- Collecting the fees and passing the monies to the Treasurer.
- On the evening of the demonstration, meeting the artist to welcome them showing them to our room and facilities and arrange setting up of the video camera.
- Organising a raffle, requesting members to contribute prizes, arranging the sale of tickets, announcing the winners at the break and passing the monies raised to the Treasurer.
The Social Secretary organises social functions for the Group, usually an outside painting day in the summer and a Christmas meal in December including –
- Making the necessary venue bookings.
- Preparing and circulating the necessary information to the members.
- Collecting any associated costs from the members and record payment which are then passed on to the Treasurer.
- Liaising with the venue including passing on any food orders where appropriate.
The Monthly Competition Organiser arranges the easels for pictures that are entered in the competition, collects the names of the entrants and organises voting slips. At the end of the evening they count up the votes, announce the winners and records the results in the Group’s Record Book.
WEBSITE MANAGER
The Website Manager keeps the Group’s website updated with current information regarding the meeting place, exhibitions, relevant times, dates and venues and competition winners etc.
LIBRARIAN
The Librarian maintains lists of the instructional DVDs and books owned by the Group for loan to the members.
PUBLICITY ORGANISER
Ensure exhibitions and any other relevant matters are advertised sufficiently in local papers and free magazines. From time to time forward an entry regarding the Group’s activities in national art magazines.
NON EXECUTIVE COMMITTEE MEMBERS
Members who do not have any specific committee roles but who serve on the committee to assist in the democratic running of the Group.
GENERAL DATA PROTECTION REGULATION
To enable the Group to comply with the General Data Protection Regulation all Committee Members are asked to deal with Members data as follows:-
Committee Members will be provided with a full current list of the Group’s Members including their contact details. To preserve the Members’ Data Protection Rights the Committee will use best endeavours to keep that list secure and not share any of the data contained in it with any other Member (other than a Committee Member) or any external organisation unless with the specific written consent of the Member first having been obtained.
A Member may ask for data held by the Committee to be altered or deleted at any time and this must be done straight away
When vacating the Committee post the outgoing Committee Member will use best endeavours to delete any electronic list and destroy any paper copy list containing Members’ data.
When sending a group email Committee Members will use best endeavours to hide the email addresses of the members by the use of the blind copy function within the Mail package being used.