Specific duties of the Board
President
- Overall organizer of club operations.
- Chair each of the club meeting. Create agenda and ensure all announcements are made as required for that meeting (what is on for next meeting, guest speaker announcements, and overall club activities).
- Call executive meetings and chair these meetings.
- Provide agenda to executive meeting.
- Coordinate activities with other clubs via emails or meetings.
- Select a Board member for awarding of a CAPA Pewter Medal for service to the club (if warranted), must be done 60 days in advance.
- Solicit for additional Board members as required to maintain a high level of excellence within the board.
- Oversee Inter-Club competitions.
- Organize the club program. This may entail soliciting people from the board to manage this activity and ensure it completes. President may or may not be involved. Activities for planning the program are:
- Gather information from the GTCCC speakers list, browse websites of other clubs in southern Ontario, browse the Contact program, and solicit input from other photographers and other clubs.
- Select and book speakers for the forthcoming year.
- Publish club program on the website (doc and pdf formats).
- Publish brochure of club program and distribute to other clubs, camera stores, and other related organizations and businesses including the Waterloo Community Arts Centre.
- Plan entire club activity schedule for the year, and ensure that meeting nights/weekends are booked at the Button Factory with WCAC staff.
- Send out reminders to speakers in advance of their talk.
- Verify attendance, fee, equipment requirements.
- Acquire short biography, description of presentation.
- Advertise speakers on the website using their biography and presentation description.
- Ensure the guest speakers are advertised in the WCAC weekly newsletter.
- Meet speakers at the Button Factory on their presentation night to assist in setup and configuration.
- Arrange for payment of honorarium with the club Treasurer.
- Arrange for thank-you card with folder.
- Order card stock, imprinted HGCC folders as necessary.
Vice President
- Assist the President in coordinating club activities.
- Fill in for President when President is away.
- Pick up mail from the Button Factory and process as required.
- Work with President to coordinate Stag and Swan competition as required.
- Work with President to coordinate Inter-club competitions as required.
- VP is responsible for equipment maintenance, including slide and digital projectors.
Secretary
- Keep minutes at all executive meetings and provide minutes to all executive members.
- Coordinate production of the Club's newsletter, InFocus, and distribute via email to members with email access. Bring hard copies to the meetings for members who do have email access. Post a copy of InFocus on the club website.
- Assist in providing information to club members regarding events and special meetings.
Treasurer
- Maintain the club's financial records, bank accounts and chequing activity.
- Collect yearly dues from the members.
- Work with the executive to come up with a pay structure.
- Provide cheques when required for various club activities, speakers and judges.
- Oversee the Signing Authority changes as required.
- Maintain the club's membership list, and communicate changes to the membership to the President and to the website administrator.
Competition Coordinator
- Coordinate all internal club competitions. Competitions include:
- In-Club competitions (currently 2 competitions per year)
- Hepatica competition
- Jack Battler Creative competition
- Theme competitions
- Ensure website has correct details for the competitions (categories, number of images, types of images, etc.)
- Collect physical media (slides, prints, digital) at collection meeting.
- Collect electronic submissions via email with help from webmaster.
- Photograph physical images (slides, prints) and store their thumbnails in the competition database.
- Verify the categories used for submitted images, and adjust as necessary. Inform the photographer of category changes before judging, if possible.
- Enter the image metadata from submission forms into the competition database.
- Arrange for (a) a venue for judging, (b) 3 judges and (c) payment for judging night.
- Produce a running order for the images to be shown to the judges.
- Produce hardcopy listings of the entries for manual recording of scores.
- Compile results when the judging has been completed.
- Decide on winners; compute colour dot assignments and retain for subsequent competitions.
- At end of year: (a) arrange for trophies, folders, medallions for the various winners, (b) create an awards listing for the club president for the closing banquet, (c) generate a report for each member summarizing their entries, scores, and dots for the year
- Maintain a running list of scores on all competitions.
Web Site Administrator
- Maintain and develop website infrastructure.
- Develop new facilities as necessary.
- Customize website theme display to support new content as required.
- Coordinate site administration with hosting provider.
- Purchase/renew/administer hosting, domain contracts.
- Schedule and retain appropriate backups.
- Post new content: events, program items, etc.
- Add new website accounts, reconcile with Treasurer as necessary.
- Answer and maintain site email.
- Publish event/competition/workshop/exhibitions as they are sent in to the club's email account.
- Process HGCC competition submissions made through email to the submissions email account (submissions@highlandglen.ca).
Club Activities Coordinator
- Disposable Camera Challenge
- Select theme
- Arrange with BJ Photo for sale, processing of disposable cameras
- Pick up CD of images on presentation night
- Book presentation venue with screen
- Distribute CDs on the evening, and arrange equipment for presentation
- Run the show
- Second Cup Exhibits
- coordinate installations at Second Cup with owner (Wendy Battler), and HGCC photographers
- help with installation
- solicit the membership for new exhibits
- modify the website to update the exhibit list, include new digital thumbnails to advertise the exhibit.
Club Refreshment Coordinator
- For all club events where refreshments are required, acquire the refreshments and food for the activity.
- Deliver food and refreshments to the club and setup.
- Refreshments are water, juice and coffee.
- Food is usually finger foods, snacks and sweets.
- Purchase and bring appropriate utensils and plates.
- Coordinate with the Treasurer for cost reimbursement.
GTCCC Representative
- Coordinate with the treasurer to make annual dues payment with GTCCC treasurer, which are due each January (with Interclub submissions).
- Attend 4-5 meetings in Toronto each fall/winter meetings are held at either the North York Public Library or at the Toronto Camera Club.
- Distribute rules for Interclub competition.
- Collect Interclub submissions from the HGCC membership and transport them to Toronto on submission night. Assign competition numbers to each submission, collect entry fees as necessary, and verify submissions have the correct metadata before transport to Toronto.
- Recollect submitted images at the end of the Interclub exhibition from the Toronto Camera Club.
Outing Coordinator
- Organize the Hepatica shoot competition.
- Solicit members to come and be part of the competition.
- Ensure website is updated with the date and location of the outing.
- Gather the names of everyone who has come out to the competition. Only these people will be allowed to enter the actual competition in the fall.
- Solicit the people who participated to provide images for the competition.
- Work with the Competition Coordinator to ensure competition runs smoothly.
- Organizing outings for shoots at different locations, perhaps two or three of these each year.
- Solicit members to come and be part of the outing. Post the outing on the club website, and manage the signup list.
- Choose a location and a theme if required for the outing.
- Organize a meeting where the results of the outing can be shown to the club members. Can be done on one of the usual Members' nights.
Inter-club Competition Coordinator