President


Organization: Calgary Camera Club

Location: Calgary, Alberta, Canada

General Function

The Club’s President seeks to promote the Club’s mission statement as a ‘learning club’ and oversees the overall running of the club including the general and board meetings and is responsible for the club adhering to all implied and legal obligations.
Organisational Relationship

Responsible to:
General Membership



Functional Relationship with:
Board of Directors
Volunteer Roles


Principal Responsibilities/Activities
General

  • Facilitate the smooth operation of the club to ensure the Club objectives and mission statement are met;
  • Monitor the changing needs of the Club and its performance, and make recommendations to ensure that its on-going 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.
  • Support all Volunteer Members
  • Liaise with volunteer members on matters relating to their roles and offer support as required. 
  • Club Representative
  • Represent the Club at CAPA and at other camera / photographic societies;
  • Liaise with third parties to promote or represent the best interests of the Club (eg host Hotel, 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 Coordinator or SIG Coordinator (as applicable);
  • Review Club performance and Member feedback from recent events. Follow up suggestions for improvement on a “best for Club” basis;
  • Promote a harmonious and enjoyable Club environment.
  • Board Meetings
  • Chair all BOD Meetings. The President in conjunction with the Vice President ensures that board resolutions are carried out and sets agendas for board meetings;
  • Ensure all BOD Members are familiar with the requirements of their roles. Consult with BOD Members and be willing to seek counsel, communicate and listen to the views of the board and delegate special tasks as required;
  • Monitor and follow up on all agreed actions arising from previous Meetings.
  • Annual General Meeting (AGM)
  • Chair the AGM;
  • Prepare a President’s Annual Report. Ensure the Club Annual Report is presented to all Members at the AGM;
  • Manage success planning by targeting appropriately skilled and competent Members to participate on the Board.
  • Banking / Legal
  • Be a signatory to all Club bank accounts;
  • Review and understand the Calgary Camera Club articles of incorporation and by-laws, policies and procedures, financial and legal situations; 
  • Support Treasurer with banking and financial matters.



Vice President


Organization: Calgary Camera Club
Location: Calgary, Alberta, Canada

General Function

The Club’s Vice President reports to and generally supports the President and will assume the duties of the president when the president is unable to do so. The Vice President is a member of the board and will attend Board Meetings.

Organisational Relationship

Reports to:
Club President



Functional Relationship with:
Board of Directors
Volunteer Roles


Principal Responsibilities/Activities
General

  • In the event of a vacancy in the office of President, assuming that office for the balance of the term;
  • Monitor the changing needs of the Club and its performance, and make recommendations to ensure that its on-going 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 issue;
  • Coordinate, program and advertise upcoming club sponsored events; 
  • Contact individual members, as requested by the Secretary and President, and assist where possible in resolving issues and concerns.
  • Support all Volunteer Members
  • Liaise with volunteer members on matters relating to their roles and offer support as required. 
  • Club Representative
  • Represent the Club at camera / photographic societies;
  • Liaise with third parties to promote or represent the best interests of the Club (eg host Hotel, sponsors, etc as required).
  • Club (General) Meetings
  • Ensure that equipment required for presentations is available and functional;
  • Introduce guests (presenters, judges, visitors);
  • Communicate upcoming activities or special events. Ensure that all relevant information is passed on to Members;
  • Review Club performance and Member feedback from recent events. Follow up suggestions for improvement on a “best for Club” basis;
  • Promote a harmonious and enjoyable Club environment;
  • Orienting new Club members to the club operations;
  • Organize the “Pro Presenters” for the club season.
  • Board Meetings
  • The Vice President will support the President to ensure that board resolutions are carried out and agendas are set for board meetings;
  • Consult with BOD Members and be willing to seek counsel, communicate and listen to the views of the board and delegate special tasks as required;
  • Monitor and follow up on all agreed actions arising from previous Meetings.
  • Banking / Legal
  • Be a signatory to all Club bank accounts;
  • Review and understand the Calgary Camera Club articles of incorporation and by-laws, policies and procedures, financial and legal situations; 
  • Support Treasurer with banking and financial matters.
  • [end]


Secretary


Organization: Calgary Camera Club
Location: Calgary, Alberta, Canada

General Function

The secretary’s primary role is to foster communication through the management of the CCC Gmail account and ensure proper management and utilization of important Calgary Camera Club records. The Secretary is the custodian of the organization’s records and maintaining accurate documentation.
Organisational Relationship

Reports to:
Club President
Functional Relationship with:
Board of Directors
Principal Responsibilities/Activities

  • Attend all CCC Board meetings. Be knowledgeable of the CCC By-Laws.
  • Give proper notice of any meetings (Board and Annual General Meeting) and timely distribution of materials such as agendas, meeting minutes and AGM presentation.
  • Prepares and sends meeting materials far enough in advance of the meetings for the President and Vice President to review such materials, correct any errors, and prepare questions and comments.
  • Manages the privileges of an organization of the CCC DropBox and responsible for back up of club documents in DropBox. 
  • Monitors the CCC Gmail account. Distributes board and club email communication as directed by the President/Vice President (e.g. notices/messages to the membership, newsletter distribution).
  • File specific documents (e.g. by-law resolution) with the applicable government agency. 
  • Maintains a list of CCC physical assets (projectors, audio equipment, etc.)
  • Maintains CCC obligations renewal schedule and provides early warning when renewals are due. 
  • Skills:
  • Be well equipped to record accurate minutes and be aware and sensitive to any special or confidential information discussed at a meeting.
  • Be comfortable with file and folder management.
  • Working knowledge of Word.
  • Have good listening, organizational and communication skills.
  • Be aware of meeting rules of order.


Treasurer


Organization: Calgary Camera Club
Location: Calgary, Alberta, Canada

General Function

The treasurer’s primary role is to maintain an accurate record of all Club finances and to ensure such meetings with the governing laws pertaining to volunteer clubs. The Treasurer is the custodian of the organization’s financial records and maintains accurate documentation.
Organisational Relationship

Reports to:
Club President
Functional Relationship with:
Board of Directors
Principal Responsibilities/Activities

  • Attend all CCC Board meetings. Be knowledgeable of the CCC By-Laws. Be prepared to report on current financial position and inform the club of its financial strengths and weaknesses.
  • Prepare the club’s budget, present it to the board for approval, and ensure that club activities adhere to the budget. 
  • Collect member dues in coordination with the Membership Coordinator. Assist in preparing the club’s paid Membership Roster.
  • Disburse funds and pay bills promptly as approved by the board of directors. 
  • Maintain accurate financial records (banking & PayPal) throughout the year to be reviewed at any time by the board. 
  • Transact business through a bank account. Issue cheques and payments as required. Deposit club funds. Reconcile bank statements.
  • Prepare annual accounts and financial statement and submit annual society filing.
  • Monitors CCC “Expense Renewal Schedule” and provides early warning when renewals are due. 
  • Skills:
  • Be well equipped to record financial entries and payments. 
  • Be comfortable with file and folder management.
  • Working knowledge of Word & Excel.
  • Have good listening, organizational and communication skills.
  • Be aware of meeting rules of order.


Competition Coordinator


Organization: Calgary Camera Club
Location: Calgary, Alberta, Canada

General Function

The Competition Coordinator’s primary role is to announce upcoming competitions, gather and organize member submissions, arrange for external/internal judges and prepare the presentation for review nights. The coordinator will also maintain member competition point totals database that will be updated regularly and used to determine the photographer of the year.
Organisational Relationship

Reports to:
Club President
Functional Relationship with:
Board of Directors
Principal Responsibilities/Activities

  • To maintain a list of all competitions (normally 5) requiring club entry during the year, the entry dates and the criteria, and to apprise the Club in good time for digital image submission.
  • To receive images entries by e-mail and prepare for review by external and internal judges.
  • To contact the external and internal 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 assemble and collate marks and score sheets for the four levels of competition.
  • 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. Winners and honorable mentions in all four levels need to be forwarded to the Webmaster for display on our website.
  • To select overall yearend winner in Level 4 and prepare W. Botha annual award nameplate.
  • Attend all CCC Board meetings. Be knowledgeable of the CCC By-Laws.
  • Skills:
  • Be well equipped to record image scoring. 
  • Be comfortable with file and folder management.
  • Working knowledge of Excel.
  • Have good listening, organizational and communication skills.
  • Be aware of meeting rules of order.


Membership Coordinator


Organization: Calgary Camera Club
Location: Calgary, Alberta, Canada

General Function

The Membership coordinator shall report progress of the Membership work and make appropriate recommendations at each meeting of the Board of Directors. The coordinator will maintain a membership database, collect dues and ensure appropriate information and release forms have been obtained.
Organisational Relationship

Reports to:
Club President
Functional Relationship with:
Board of Directors
Principal Responsibilities/Activities

  • Attend all CCC Board meetings. Be knowledgeable of the CCC By-Laws. 
  • Keep an updated copy of the roster of all Club members.
  • Collecting membership annual dues.
  • Inviting potential members to a club meeting and in conjunction with other available board members, explain and demonstrate the CCC yearly programme of activities.
  • Skills:
  • Be comfortable with file and folder management.
  • Working knowledge of Excel.
  • Have good listening, organizational and communication skills.
  • Be aware of meeting rules of order.


Corporate Membership Coordinator


Organization: Calgary Camera Club
Location: Calgary, Alberta, Canada

General Function

The Membership Coordinator provides administrative support to the Club President by generating prospective corporate member leads and developing and maintaining a corporate membership recruitment list.

Organisational Relationship

Reports to:
Club President
Functional Relationship with:
Board of Directors


Principal Responsibilities/Activities

  • Attend all CCC Board meetings. Be knowledgeable of the CCC By-Laws. 
  • Generate corporate member prospect leads through a variety of sources including the Internet, the BOD, general club membership and direct leads.
  • Develop and organize corporate member prospect spreadsheets complete with key contacts and background information and contacting such prospects to encourage these companies or individuals to become corporate members
  • Contacting existing corporate members to renew their membership prior to each new club year
  • To collect payment and mail out/hand deliver payment receipts and Corporate Membership cards
  • To give the newsletter editor and webmaster a list of the corporations and their logos to be included in each newsletter and the CCC website.
  • To report when necessary to the webmaster and newsletter editor for updates about corporate projects and specials
  • To arrange for representation from each corporate member to give a short introduction at a meeting to inform members of the corporate benefits
  • To coordinate special events with corporate members as necessary
  • Coordinate the print and exhibition of club competition winners at London Drugs.
  • To contact corporate members for support of club special events such as our Christmas Silent Auction


Webmaster


Organization: Calgary Camera Club
Location: Calgary, Alberta, Canada

General Function

The Webmaster is a volunteer, non-board position that is responsible for maintaining the Calgary Camera Club website and to ensure the site is functioning properly and are available to users.


Organisational Relationship

Functional Relationship with:
Board of Directors


Although not a member of the board, the webmaster may be invited to attend Board Meetings

Principal Responsibilities/Activities

  • Create and Maintain responsive design. Stay up to date on the web’s latest technologies and make sure the site and its products are always mobile-friendly and multi-platform ready.
  • Generate and revise web pages.
  • Layout content on web pages.
  • Removing old material - material that has expired.
  • Examine and analyze site traffic.
  • Fix links that don't work and pictures that aren't appearing properly.
  • Adding competition photos after each competition.
  • Coordinating postings to the website with Calgary Camera Club Board. 
  • Confer with the President and Vice President before posting any advertisements.
  • Advise the Board when the annual hosting fees are due.


Special Interest Group (SIG) Coordinator


Organization: Calgary Camera Club
Location: Calgary, Alberta, Canada

General Function

The Special Interest Group (SIG) Coordinator seeks to develop a program of events based on special interests as expressed by club members in various ways. The coordinator will then develop appropriate content to target those interests.

Organisational Relationship

Reports to:
Club President
Functional Relationship with:
Board of Directors


Principal Responsibilities/Activities

  • Attend all CCC Board meetings. Be knowledgeable of the CCC By-Laws. 
  • Assist in preparing the SIG Program schedule for the upcoming club year. Normally, six program meetings are planned for.
  • Plan the program content for the SIG meets using input from club members, club surveys, and executive input.
  • Arrange for speakers and presenters as necessary to fulfill the annual club program.


Roles and Responsibilities of the Calgary Camera Club Board and Volunteer Positions