Club Officers and Duties

Chairman

1. To facilitate all club meetings. This involves opening and closing the meeting, ensuring that the meeting runs to schedule and relating information, as required, to the membership. When lecturers or judges attend a meeting, this also involves introducing them.
2. To facilitate and chair all Committee meetings. This involves setting the agenda for the meetings, ensuring that the meetings run to schedule, that the Committee stays on agenda and that all members have a chance to air their views. Where required, the Chairman shall also act as final decision maker.
3. To liaise with the Secretary to ensure that official Club information is distributed in timely fashion to club members (via e-mail and post where appropriate).
4. To set the agenda for and chair the Club’s General Meetings.
5. To support the other Committee members, as required, and to ensure that all actions are addressed in good time to ensure the smooth running of the club.
6. To ensure that the best interests of the club and the membership are addressed at all times.

Vice-Chairman

1. To stand-in for the Chairman when he is not able to be present and fulfil the same duties until the Chairman is able to resume his duties.
2. To manage any appropriate feedback – whether strengths or areas for improvement - to the KCPA Judging Panel about judges who have visited the Club.

Secretary

1. To be a key point of contact for the Club for general information and enquiries and to respond to these enquiries in good time, or pass them to a relevant Club Officer for action.
2. To co-ordinate the distribution of official information to all Club members in consultation with the Chairman (via e-mail and post where appropriate).
3. To liaise with the Chairman on Club matters arising, to write and maintain a full record of all formal Committee and General Meetings and circulate dates of such meetings, minutes of previous meetings and agendas as required.
4. To ensure that a list of nominations for Committee roles, and the proposers and seconders is available in the required time before a General Meeting.
5. To be a signatory to the Club bank account (as long as the Secretary is not related to the Treasurer or the Chairman).

Treasurer

1. To be the main point of contact with regards to matters associated with Club finances.
2. To be the main signatory to the Club bank account.
3. To pay all expenses within agreed timescales.
4. To receive membership fees.
5. To bank membership fees and all other income received by the Club.
6. To liaise with the Secretary to help enable the production and maintenance of a full and accurate list of members.
7. To produce financial forecasts, budgets and related comments appropriate to relevant policies agreed by the Committee.
8. To provide regular financial reports to the Committee.
9. To maintain an accurate and auditable record of all Club income and expenditure.
10. To produce end-of-year accounts for auditing by the appointed honorary auditor.
11. To present a financial report to the AGM of the Club (or EGM if appropriate).

Programme Committee

1. To plan and book a varied and balanced programme to meet the needs of the membership, in line with any agreed budget for judge and speaker expenses.
2. To liaise with the Competition/NIPA Officer to ensure that all Club competitions, including judges and closing dates where appropriate, have been captured within the programme.
3. To establish the requirements of the speakers/presenters in good time prior to at the meeting so that their needs can be addressed and to confirm attendance.
4. To send written thanks to external speakers after their attendance at the Club.
5. To ensure that contingency plans for the programme are in place.
6. To liaise with the Treasurer to ensure that the presenters fees are agreed noted prior to attendance (where possible) and paid on the evening.
7. To brief the Chairman, as appropriate, prior to the start of a Club meeting when a speaker/ presenter is in attendance.
8. To apprise the membership of changes in the programme, as necessary, and to provide programme details, as and when requested.
9. To organise a printed programme to be available to members by the time of the end of season meeting.

Competition Officer

1. To perform the duties of NIPA Representative. 
2. To liaise with the Programme Secretary to ensure that all competitions are identified in the programme where possible.
3. To maintain a list of all competitions requiring club entry during the year, the entry dates and the criteria, and to apprise the Committee in good time for picture and digital image selection and submission.
4. To contact the judges at an appropriate time before each competition to ensure they are still available for the event, to ensure they are aware of the type of competition, to ascertain any specific needs by them (such as seeing the entries in advance), and to remind of our needs. A copy of our competition rules should be offered, pointing out the relevant rules for the event they are attending.
5. To co-ordinate the activities of image selection to ensure that potential entries are identified and a final selection of pictures is made in good time for each competition by the Club.
6. To maintain a record of all prints and/or digital images submitted for external competitions and the results.