COMMITTEE ROLES AND RESPONSIBILITIES


Coombe Abbey Woodturners Club 

COMMITTEE ROLES AND RESPONSIBILITIES 

EXECUTIVE OFFICERS

Chairperson

Qualities

The chairperson must be:

Enthusiastic and motivating

Dedicated and determined to plan and carry through an ambitious pro-

gram of regular club activities. A strong and objective leader

A confident and good communicator able to represent the club at external meetings and events

Able to ensure meetings run smoothly and efficiently Easy to approach with goodlistening skills

Well organised and happy to delegate


Responsibilities

Provides leadership and direction to the club organization Understands and adheres to theClub rules and by-laws Liaises with the AWGB

Presides at meetings of the club and oversees the activities of the execu-

tive committee

Coordinates club activities through the executive committee and associ-

ated working groups

Establishes short and long-range objectives and goals in conjunction the

executive committee and associated working groups

Structures the organisation of conjunction the executive committee and associated working groups toensure the continued development of the club

Represents the club at meetings with external organisations

Promotes the club by planning activities in conjunction with the Coombe

Park authorities and other organisations

Has overall financial responsibility for the club;

Approves all club communications;

Maintains regular contact with the visitor centre management regarding club activities and aspirations

Produces an annual report for the club’s AGM.

When completing term as chairperson or stepping down before term is over:

Helps transition new chairperson to office and makes sure all official

records are transferred

Advises the bank of the new co-signer of the account Notifies the AWGB of the changeof chairperson



Vice Chairperson 

Qualities

See Chairperson qualities


Responsibilities

Acts for the chairperson upon request or in their absence

Serves as chair of working groups as needed.

Ensures strong leadership succession by identifying and recruiting new

club volunteers.

Provides mentorship to new officers.

Assists the Chairperson with strategic planning and club development

initiatives.

Coordinates programs with the chairperson and the executive committee. Provides articles for inclusion isnewsletters, social media, and mailings. Provides or coordinates information on forthcoming events to thesecre- tary for inclusion in meeting notices or newsletters.


Club Secretary

 Responsibilities


Keeps a permanent record of minutes of all club committee meetings When notified, reports all changes of address promptly to the Membership Secretary

Handles the correspondence of the club and keeps records of it.

Informs officers of deadlines for reports and attendance at committee meetings;

Coordinates mailing of notices.

Advises the membership officer of address changes of members when received.

Encourages members to update their personal information by periodically requesting for a reminder to bepublished in the newsletter.

Maintains complete and up-to-date copies of the club’s constitution and other organisational documents and provide hard copy for display in the workshop and electronic copies (of the constitution?) for inclusionon the club’s website.

Provides a copy of the membership list to the newsletter editor.



Treasurer

 Responsibilities


Oversees club finances, collects dues, and receives other monies, e.g.proceeds from ticket sales.

Assists the chairperson and other officers in preparing program budgets and financial controls.

Maintains and supervises club bank accounts.

Ensures that there is more than one signatory on all bank accounts; Prepares and submits summary financial statements to the chairperson and the committee at all committee meetings and at the AGM;

Pays all club bills on time after approval by the chairperson or the committee.

Keeps an accurate record of all financial transactions.

When completing term as treasurer or stepping down before term is over: Helps transition new treasurer tooffice and makes sure all official records are transferred promptly.

Updates their status with the bank so that they is no longer co-signer of the account.

The outing treasurer notifies the AWGB with the contact details of the new treasurer.


Membership Secretary

 Responsibilities


Is responsible for registering new members in accordance with the instruction detailed in the AWGB handbook.

Collects membership renewal subscriptions in accordance with the instructions and advice detailed in the AWGB handbook.

Shall record all subscriptions and promptly hand all monies received to the Treasurer.

Assists the Secretary by preparing bulk mailing to club members when membership subscriptions are due.

Assists the Secretary in maintaining membership list including contact details in accordance with theappropriate General Data Protection Regu- lations.

Welcomes new members and invites them to club activities Assists the Secretary by encouraging members to update their contact information.

In conjunction with the Secretary, encourages club members to participate in club events and project ensuring the newsletter and where appropriate by direct contact.

Liaise with event organisers and project managers to monitor attendance with a view to encouraging greater participation.

Contacts member who have not renewed their subscriptions Attends external events with a view to recruiting new members.


Newsletter Editor


Responsibilities


Must be computer literate and own a computer which they are prepared to use for the purpose of compiling the Newsletter and related activities detailed below.

Produce a Monthly Newsletter in in electronic form using the appropriate desk- top publishing software.

Distribute copies to club members by email using the club’s contact’s information Email a Black & White copy to the booklet printer.

Receive the printed copies and distribute by post and by hand only where necessary.

On receipt of printed copies arrange for payment of the printer’s invoice.

Produce CD versions of the Newsletter and distribute to sponsors.

Purchase stationery and materials as required.

Produce and send out by post the Invoices to the sponsors as they become due and copy invoices are sent to the club treasurer.

Send Invoices to Coombe when instructed to do so after a sale has been made by credit/debit card in the visitor centre shop, again a copy is forwarded to the treasurer.

 Produce a Tri-Fold programme of events annually on 160g card.

Send out email reminders of imminent demonstration days at Walsgrave and Shilton. (Note: members without computers do not receive this reminder).

Claim on expenses for all personal monetary outlay.



Competitions Organiser

 Responsibilities

Print Entry Forms, Print Registration Form, Purchase Certificate Paper, Print Certificates, Purchase the Trophies.

Have the Trophies Engraved with the winners’ names.

Arrange payment for the above.

Prepare judging room.

Supervise the judging and provide assistance as necessary.



Internal Event Audio Vis- ual Support


Responsibilities

Provide storage for all the equipment comprising Cameras, Projector, Tri- pods, Audio, Lighting, together with all the ancillary equipment such as projector stand, cables etc.

Maintain the above as necessary,  Set up A/V equipment ahead of demonstrations.

Dismantle A/V equipment after demonstrations.

Arrange transport for the equipment to and from venue.



Social Media Working Group

Responsibilities


The executive will in conjunction with the working group agree a statement of purpose for the club’s website and associated social media platforms (hereinafter referred to as platforms).

The executive will in conjunction with the working group agree the initial Structure and content of the Club’s platforms.

The structure and content of the Club’s platforms will be periodically reviewed by the executive and WG to ensure that they are fit for purpose

The WG will maintain the information published on the Club’s platforms in a timely manner. Only the information approved for publishing by the Chairperson or their nominee and supplied by the secretary or their nominee will be published.

The WG will make available the club’s newsletter on the Club’s platforms in a timely manner with copy provided by the Newsletter Editor.

The WG will promotes internal and external events using the Club’s platforms by liaising with the relevant WG organisers.



Internal Events Working Group

Organiser

Responsibilities

Produces proposals including calendar, resources and budgets for demonstrations, ‘hands on’ and AWGB training sessions (i.e. internal events) for consideration by the executive committee.

Monitors requests for internal events from club members and uses the newsletter to promote them forms and leads ad hoc

Working groups where appropriate for the planning and execution of internal events.

Provides a summary report detailing any feedback received from internal events and event attendance at the club’s AGM Is responsible for organising venues.



External Events Working Group Organiser

Responsibilities

Liaises with the executive committee when requests for the club to participate in external events are received.

Produces proposals including calendar, resources and budgets for external events for consideration by the executive committee.

Forms and leads ad hoc working   groups   where appropriate for the planning and execution of external events.

Provides a summary report detailing any feed back received from the external event organisers at the club’s AGM.



Projects Working Group Organiser

Responsibilities

Liaises with the executive committee to deliver fun- draising and club level competition projects.

Produces proposals including calendar, resources and budgets to deliver projects for consideration by the executive committee.

Forms and leads ad hoc working groups where appropriate for the planning and execution of projects and on request provides progress updates to the executive committee.

Provides a summary report detailing the club’s participation in projects and the consequences at club’s AGM.



Teaching Working Group

Organiser

Responsibilities

Liaises with the executive committee as appropriate to ensure that lessons are deliver to prospective new members.

Maintains a schedule of lessons requests.

Liaises with members of the teaching working group to provide the appropriate level of cover for the scheduled les- sons.

Provides a summary report detailing the teaching provided by the club at the regular AGM

Advises the Membership Secretary of the contact details of students receiving lessons.

Provides a report of the number of training sessions provided at committee meetings.



Charity Fundraising Working

Group Organiser

This role spans all activities of the club. the club’ role and with particular emphasis on the Festivalof Craft (FoC)

Responsibilities

Is a key member of the

Projects, External Events and FoC WGs

· Forms and leads ad hoc

working fundraising

working groups in order to raise money for the Clubs chosen charity.