Announcements including up coming events such as outings, competitions
Introduce the evening’s agenda, activities, or guest speaker
Manage and MC image share and critique nights
Thank guest speaker and present honorarium and token of appreciation
Board of Directors:
Call executive meetings and chair these meetings either in person or via video conference.
Provide agenda for executive meetings.
Schedule video conferencing meetings
Pick a non board member to over see AGM Meeting
Solicit for additional Board members as required to maintain a high level of excellence within the board.
Work with Treasurer and board on club finances to ensure long term viability of the club.
Advise board of any changes to the venue of the club.
Responsible for negotiating lease and terms of new venue if required.
If warranted, select a Board member for awarding of a CAPA Club Service Medal for service to the club, must be done 60 days in advance.
Financial:
Assign a non board member to adjudicate the club’s finances as required in the constitution
Arrange honorariums with club treasurer and program director.
Ensure members are reimbursed for expenditures
Ensure banking officer signatures are up to date
Program support:
Advise on the club program as needed.
Which may include duties such as contacting potential speakers.
Assist with program ideas
Assist with organizing in-club hands-on events.
Coordinate a team to host inter-club competitions when required
Assist with both Christmas Banquet and Year End Banquets.
Which could include a venue approval site visit.
Chair the evenings event
Advise the webmaster if content on the website needs to be updated for an upcoming meeting
Advise the webmaster if a message or anything related to an upcoming meeting needs to be sent to members.
External Roles:
Coordinate activities with other clubs via emails or meetings, e.g. inter-club competitions.
Oversee the inter-club competitions by contacting other clubs, judges or any other duties as required.
Be informed about and attend O3C and CAPA meetings as required.
Vice President
Assist President in coordinating the club program and activities
Fill in for President when he is away (at meetings or events)
Help with organization and planning of inter-club competitions
Meet and greet new members and help them feel welcome
Assist with any equipment use and arrangement of rental space for meetings
Secretary
Keep minutes at all business and executive meetings and distribute as appropriate.
In conjunction with the Treasurer and the Membership Chairperson, create name tags for all members.
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.
Program Coordinator
Creates the program/club activity schedule for the forthcoming year.
This may entail gathering ideas from current members, looking at other photography club websites, soliciting input from other photographers and other clubs.
During the process of building the program, provides regular updates to the HGCC Board of Directors (usually at Board meetings).
Prepares the initial layout for the year based on two meetings per month being held on the first and third Mondays from September until May, statutory holidays not included.
Communicates with the HGCC Board of Directors for event dates for competitions, club social events, and the AGM.
Responsible for finding; inviting; confirming presentation topic, meeting date, presentation details, applicable fee; and reminding presenter of meeting.
Names of guest speakers/presenters can be acquired from other photo clubs, members, and the O3C website as examples.
The HGCC Board of Directors will provide a preset budget for the speaker fees.
Books four to six guest speakers/presenters per program year. The guest speakers should cover a broad range of photography topics and guest speakers/presenters should be different from the previous year.
Acquires booked guest speaker/presenter topic details, biography, and images to forward to HGCC Web Site Administrator for website advertisement.
Sends Zoom meeting details to the guest speaker/presenter if the guest speaker/presenter is not attending in person.
Meets and greets attending guest speaker/presenter and ensures guest speaker/presenter is set up for meeting.
Arranges for payment of honorarium with HGCC Treasurer.
Plans member night activities; such as, image share, meeting workshops, “how to”, and influential photographer spotlight.
Contacts the HGCC Outings representative to acquire the list of outings and the dates to add to the program.
Attends O3C Director meetings as required or assigns the proper HGCC Board Director to attend in place of the Program Coordinator.
Provides a draft copy of the program to the HGCC Board of Directors for final input and approval.
Once the program is approved, provides a PDF document and Word document of the program to the HGCC Board of Directors and the Web Site Administrator.
Digital Media Administrator
Website
Purchase/renew/administer hosting and domain contracts.
Coordinate and update site administration with hosting provider.
Maintain and develop website infrastructure.
Arrange for administrator backup
Update content as required
Schedule and retain appropriate backups.
Post new content: events, program items, etc.
Add new member website accounts, reconcile with Treasurer as necessary.
Email
Configure, manage, and maintain all domain name email addresses
Set up appropriate forwarding of email to executive members
Answer site email subject to wishes of president
Competitions
Configure, manage, and process member online competition submissions
Manage online process to select the images that will represent the club in the competition
Submit images to the competition, excluding CAPA competition images
Send images selected for CAPA competitions to the member handling these submissions
Configure, manage, and process online competition submissions from external clubs when hosting inter-club competitions
Provide competition rules and submission procedures to other clubs, if HGCC is hosting the competition.
Send competition results to external clubs when hosting inter-club competitions
Post image galleries and competition results on website
Send inter-club competition results, i.e. image scores and comments, to members who have participated in competitions
Competitions contact for O3C
Members Network
Administer hosting for site.
Manage look and feel of site
Arrange for administrator backup
Invite new members and update membership as appropriate
Publish event/competition/workshop/exhibitions as they are sent in to the club’s email account.
Email Platform
Administer hosting for a bulk email platform and a web form platform
Develop, configure and manage online web form to collect membership application information for automatic database generation for the email platform
Configure personalized email responses to membership applicants
Develop, configure and manage online web form to collect guest registration enquiries for guest speakers and visits by potential members
Contact and follow up with guests to determine how best to fulfill the request and forward information to VP for followup
Send out emails to members regarding upcoming meetings, outings, competitions, etc
Send out the video conferencing links for club meetings
Outings Coordinator
Organizing outings for shoots at different locations, aiming for one every month September to May, inclusive
choose a location and a theme if required for the outing.
determine meetup time and location and cancellation options if appropriate
recommend equipment for the shoot
provide outing information to the digital media coordinator for posting on club website and emailing information to members
Show the results of the outing to the club members on banquet nights, AV night or regular meetings
