HHCC is a volunteer based organization. We are always recruiting volunteers for the various jobs. Please see below the job descriptions for our Executive positions.
PRESIDENT
The President of the Halton Hills Camera Club provides oversight of all activities sponsored specifically by the club membership. The President is elected by the members and reports to the Executive committee.
Responsibilities and Duties
The President of the Halton Hills Camera Club provides oversight of club activities, maintaining contact with members and providing feedback via the Executive of actions requiring his/her counsel. The following are the major actions requiring involvement of the President:
Responsibilities and Duties
The President of the Halton Hills Camera Club provides oversight of club activities, maintaining contact with members and providing feedback via the Executive of actions requiring his/her counsel. The following are the major actions requiring involvement of the President:
- Schedules and chairs regular meetings of the Executive members to discuss club business, finances & program
- Amends and/or approves modifications to the club’s constitution as warranted
- Convenes and oversees the monthly club meetings
- Provides interface between HHCC and outside organizations or individuals
- Provides oversight and direction to the Executive to ensure that the club is financially sound: approves budgets, membership rates, purchases, event bookings, costs for Special Events etc.
- Is the spokesperson on behalf of HHCC for events/activities/business dealings
- Provides ongoing 2-way communication between the membership and the Executive on photographic-related activities of interest
- Convene and chair at least one General Meeting per year, following all guidelines as specified in the HHCC constitution
- Is assisted by the Vice President as well as supported by the executive ( vice president, past president, secretary, treasurer).
- Strong written and oral communication
- Organizational and people-management skills, especially as it relates to volunteer organizations
- Understands the rules governing conduct of business meetings
- Problem-solving skills
- Understanding of current photographic artistic direction
VICE PRESIDENT
Responsible for assisting and representing the president when necessary, traditionally used as a pre-cursor to becoming president of the club.
TREASURER
This position is responsible for maintaining all financial records of the club, ensuring that proper fiscal routines and practices are in place and followed to safeguard the cash assets of the club and provide accurate and timely financial reporting. The Treasurer also makes and records disbursements by cheque for services or goods received, as well as receiving, recording and depositing all cash receipts in the bank.
Responsibilities and Duties
Skills Required
Time Committment
Responsibilities and Duties
- Act as main contact with the club’s chosen bank
- Prepare cheques to reimburse suppliers and obtain second signature from President and distribute
- Provide leadership for the annual budget cycle. Monitor financial results to ensure compliance with budget … report and make adjustments as approved by the Executive
- Provide direction on cash management
- Receive payments from membership fees, visitor fees, workshop fees, coffee / social revenues, etc. Provide receipts as appropriate to those paying money to the club.
- Prepare/deposit cash or cheques as received
- Make journal entries and prepare monthly financial reports as required by Executive, using ???? software
- Do regular back ups of the accounting database file to ensure security of data and the ability to fully recover in the event of a hard drive malfunction
- Arrange for insurance coverage
- Maintain supporting paper documentation, cross-referenced to journal entries, filed in chronological order.
- Provide up-to-date Financial reporting and account details to support the annual budgeting process
- Prepare club Financial statements for year end reporting purposes. Fiscal year end is August 31
Work with the Reservations Coordinator to:- Identify club’s facility requirements.
- Ensure space is booked as required, in a timely and cost-effective manner
Skills Required
- Experience in financial management would be an asset
- Knowledge of Accounting software (??); MS Excel; Word would be helpful
- Detail oriented
- Good with numbers
- Good communication skills
- Some experience in book keeping and accounting
- Willing to be responsible for cash in an accountable manner
Time Committment
- Average 1 hr per month for upkeep of income, expenses and sending treasurers report for Exec meetings
- 4-5 hrs pre-audit to make sure everything is double checked and audit ready
- Approx 2 hrs to respond to auditor questions
SECRETARY
The role of the Secretary is to create and maintain an accurate written record of items discussed, debated and voted upon during the Executive monthly meetings as well as the Annual General Meeting. They must ensure that these records, known as minutes, are accurate and unbiased and that they are entered into the official record in a timely and appropriate manner.
Responsibilities and Duties
Skills Required
Responsibilities and Duties
- Attend each monthly Executive Committee meeting, as well club nights
- Maintain an accurate written record of all items discussed, debated and voted upon during the meetings
- Ensure that a draft version of the minutes is sent out to all Executive members for feedback in a timely manner
- Maintain the official record of the proceedings of each official Directors’ meeting
- Ensure that a copy of the official minutes is forwarded to the Executive members in order to maintain the club’s historical record
- Be able to weigh in with opinions, options, etc.
Skills Required
- Excellent listener
- Excellent writing, recording and archival skills
Program Coordinator(s)
Member at Large
Meant as a way to gain experience prior to tackling an executive position, the Member at Large usually attends executive meetings but has no general responsibilities on the executive. It serves as a stepping stone position to anyone hoping to take on the responsibilty of becoming president, vice president, treasurer, or secretary and ensures an uneven number of votes for executive matters when required.