This document is to be read in conjunction with the Club Constitution,
Section 4, Duties of Office Bearers. This Section sets out the current Committee Position structure, as
approved by Club Members.
The following roles and responsibilities of the Committee are subject to ongoing amendment in order to meet
with changing Club requirements. All changes in duties will be made in consultation with the affected Committee
Position holder. Members will be advised of structural changes to the Committee and, where deemed to be
appropriate, these shall result in a formal amendment to the Constitution.
President
Duties include:
Support all Committee Members
Liaise with Committee Members on matters relating to their portfolios and offer support as required.
Facilitate the smooth operation of the Club to ensure the Club objectives are met;
Monitor the changing needs of the Club and its performance, and make recommendations to ensure that its
ongoing needs are met;
Coordinate and plan direction and strategies for the long term "health" of the Club. Facilitate
actions regarding both short and long term Club issues.
Club Representative
Represent the Club at VAPS and at other camera / photographic societies;
Liaise with third parties to promote or represent the best interests of the Club (eg local Council,
sponsors, etc as required);
Club (General) Meetings
Open / close meetings. Introduce guests (presenters, judges, visitors);
Communicate upcoming activities or special events. Ensure that all relevant information is passed on to
Members;
Handover the Meeting to the guest speaker, Competition Steward or workshop coordinator (as applicable);
Promote a harmonious and enjoyable Club environment.
Committee Meetings
Chair all Committee Meetings;
Ensure all Committee Members are familiar with the requirements of their portfolio. Consult with
Committee and delegate "special tasks" as required;
Review Club performance and Member feedback from recent events. Follow up suggestions for improvement
on a "best for Club" basis;
Monitor and follow up on all agreed actions arising from previous Meetings;
Annual General Meeting (AGM)
Chair the AGM and ensure the smooth transition from the current Committee to the new Committee;
Prepare a President's Annual Report. Ensure the Club Annual Report is distributed to all Members at the
AGM;
Manage succession planning by targetting appropriately skilled and competent Members to participate on
Committee.
Special Meetings:
Initiate and Chair special meetings as required in order to manage non-standard Club events that may
require Committee and / or Member input.
Be a signatory to all Club bank accounts.
Vice President
Duties include:
Deputise for the President
Carry out the duties of the President as required;
(this situation may typically arise as a result of the unavailability of the President due to work
commitments, holidays, illness or personal reasons).
Club Support
Initiate / make recommendations / assist with the coordination of events in support of the syllabus (eg
photoshoots, judging, workshops, fundraising, technical knowledge, training, etc) or the general growth
and well being of the Club.
Club Representative
Represent the Club at VAPS and other camera / photographic societies;
liaise with third parties to promote or represent the best interests of the Club (eg local Council,
sponsors, etc as required);
Club Meetings
Provide Members with ongoing guidance and support on matters related to the Club structure and events.
This may include information related to technical / photographic related matters, workshop activities,
competition rules, etc. Where applicable, refer new Members to more experienced Members for direct
support;
Welcome / assist new Members into the Club;
Maintain an ongoing awareness of the Clubs performance and monitor how well Member expectations are
met.
Committee Meetings
Attend Meetings and follow up actions as agreed;
Target fellow Members with specialist skills - or other external sources and make recommendions that
will create added value within Club activities (photoshoots, workshops, training, support, etc);
Prepare an Annual Report.
Club Records
Maintain a Member Register (names and contact details of current, past and Life Members).
Be a signatory to all Club bank accounts (as required during absence of the President)
Secretary
Duties include:
Club Syllabus
Coordinate the annual Member Feedback Survey (approx October);
Draft the syllabus for the upcoming year. Source / contact potential guest speakers. Include
suggestions received from members. Distribute the draft syllabus at the end of year Awards Night;
Issue the final syllabus to all Members when available.
Club Representative
Be the official Club "postal address" for incoming communications (voice, paper, digital);
Be the first "point of contact" on behalf of the Club when communicating with various guest speakers /
presenters, other Club Secretaries or stakeholders (eg Hobsons Bay City Council) as applicable to the
Club syllabus.
Club Records
Ensure a Member Register is maintained (names and contact details of current, past and Life Members);
Ensure minutes of meetings (Committee, AGM and Special) are maintained;
Ensure correspondence (in and out) that is of relevance to the Club is maintained (including historical
info, contacts / suppliers, insurance, etc);
Maintain records of Incorporation, including the Club Constitution (and any amendments).
Club Meetings
Ensure guest speakers have been contacted and are familiar with arrangements;
Ensure Members are informed of any key news items, Club activities and upcoming events;
Provide support on the night as applicable.
Committee Meetings
Set meeting dates. Attend meetings and follow up actions as agreed;
Report on correspondence (in and out) and other items of interest that impact upon the Club;
Ensure minutes of all meetings are prepared.
Annual General Meetings
Notify all Members of the upcoming AGM and provide Nomination Forms;
Prepare an Annual Report. Coordinate / collate all incoming reports from other Committee Members for
distribution at the AGM.
Be a signatory to all Club bank accounts (as required)
Public Officer
carry out the duties of Public Officer;
liaise with the Corporate Affairs Commission, as required.
Treasurer
Duties include:
Annual Budget
Prepare an annual budget setting out the Clubs projected income and expenditure. Take into
consideration the previous years cash flow plus the upcoming schedule of events;
Where possible, break down by portfolio;
Monitor the actual cashflow against the budget and report any significant variances at Committee
Meetings.
Financial Records
Maintain a record of all transactions (income and expenditure);
Carry out banking duties as required;
Maintain bank account details and reconcile against Club accounts;
Prepare an annual Financial Report;
Arrange for the Financial Report to be audited prior to the AGM.
Prepare cheques for visiting guests (Judges or Presenters) on the night. Ensure two authorised
signatures are on all cheques;
Work closely with the Communications Team to provide mutual assistance at the reception desk during
times of peak work load at Club Meetings.
Committee Meetings
Attend Committee Meetings and follow up actions as agreed;
Report on finance related matters or any issues of concern. Seek assistance as required;
Follow up any finance related correspondence (eg VAPS, insurance, room rental, etc) and ensure that all
invoices are paid;
Make recommendations regarding fundraising activities as applicable.
Membership Fees
Review Membership Fees annually and make recommendations regarding changes to the fee structure.
Be a signatory to all Club bank accounts.
Ensure a minimum of three Committee Members are authorised to sign Club cheques.
Competition Steward
Duties include:
Competition Rules
Ensure the Club Competition Rules are current for images submitted in either print or digital (EDI -
Electronic Digital Images) format;
Ensure the Club Rules are aligned with the VAPS competition rules and that they also meet with changing
Club requirements;
Assist Members to understand the rules, especially when changes are made;
Issue all Members with a Competition Number and maintain a register of these numbers.
Competition Entries
Coordinate Judges prior to each competition. VAPS maintains a list of the names of current Judges and
their contact details;
Collect all print entries one meeting prior to judging;
Collect all EDI entries received from Members via the Club website;
Validate all entries on receipt to ensure they comply with the Competition Rules;
Prepare a register for each category (Open / Set Subject) and format (print / EDI);
Submit the images - together with the registers - to the Judge, within agreed timeframes. Ensure the
Judge is familiar with the Club venue, dates, times, and informed of available facilities.
Club Meetings
Introduce / thank the guest judges. Ensure they are paid at the end of the night;
Assist the Judge with setup and / or display of images;
Issue place getters with certificates (1st, 2nd, 3rd and "Highly Commended") on the night if a Judge
has provided results prior to the competition meeting. Otherwise, issue certificates at the the next
meeting;
If available, obtain a copy of the Judges comments and scores. Distribute to interested Members;
Maintain a record of all entries and results ready for the Annual Awards;
Keep Members informed of external competitions – inter-club, VAPS, AIPP;
Obtain a digital copy of place getting entries (both print and EDI submissions) in order to build up a
Club library ready for future selections in inter-club competitions, calendars, etc.
Committee Meetings:
Attend Committee Meetings and follow up actions as agreed;
Report on issues of concern or upcoming events. Seek assistance as required.
Prepare an Annual Report.
Annual Awards
Organise trophies for winners of Images of the Year (see Competition Rules).
Webmaster
Duties include:
Website
Customise the structure of the website to ensure it meets with both Club and Member requirements;
Be the "point of contact" or receipt of news articles and relevant items of interest to Members.
Review, edit, post information as applicable;
Upload photo competition results as received from the Competition Steward;
Set up galleries to enable Members to display their images;
Maintain specific Club information as current (Club / Member contact details, syllabus, fee structure,
competition rules, Constitution, etc). These items will require periodic updates to meet with changing
Club needs;
Manage appropriate levels of security to protect the privacy of the Club and all Members.
Technical Support
Maintain Club e-mail addresses (eg Committee, Competition, Webmaster);
Provide specialist input into the purchase of new technical equipment / assets (eg laptop, digital
projector, off camera flashes, special lighting, software, etc) plus guidance as to how to operate
them.
Club Meetings
Solicit articles from Members where required;
Pass on key information to Members;
Provide support on the night as applicable.
Committee Meetings
Attend Committee Meetings and follow up actions as agreed;
Report on issues of concern or upcoming events. Seek assistance as required.
Prepare an Annual Report.
Communications
Duties include:
Reception / Front of House
(This role is specific to the peak pre-meeting rush (say 7.30-7.45pm). Â Duties will be varied and be in
response to the needs at the time.)
Welcome and assist new Members into the Club. Manage queries and obtain Registration Details from new
Members.
Forward this information to both the Competition Steward for assignment of Competition Numbers and also
to the Secretary / Vice President for updating of the Club Membership Register;
Act as "Club Hosts" by targetting / introducing yourself to prospective members to ensure they feel
welcome. Arrange introductions and utilise the "buddy system" to look after them (where appropriate);
Be the "point of contact" for guest speakers and judges. Introduce them to the appropriate persons;
Distribute brochures, literature or other handouts, as applicable;
Work closely with other Committee Members during this peak period and provide assistance as applicable.
Club Meetings
Welcome prospective and new Members, plus guest speakers into the Club;
Manage the nightly distribution of name tags. Organise name tags for new Members;
Manage the Attendance Book (including a record of visitors);
Distribute / collect paperwork (Registration Forms or handouts);
Work closely with the Treasurer to provide mutual assistance during times of peak work load;
Committee Meetings
Attend Committee Meetings and follow up actions as agreed;
Report on issues of concern or upcoming events. Seek assistance as required.
Prepare an Annual Report.
Upcoming
Judging: Judging Competition 5: Flash n Blur and Open