President
Presidents Duties
1. Arrange Board meetings and agendas.
2. Ensure that all officers understand their job responsibilities.
3. Run meetings and set agenda for same.
4. Contact for club membership in photography associations, i.e., FCCC, PSA, etc.
5. Communicate with the officers and the membership in a timely manner.
8. Responsible for weekly meeting reminders including program and upcoming events.
9. Keep inventory of equipment.
10. Along with the secretary, ensure that the By-Laws are followed.
11. Confirm that meeting rooms are reserved.
12. Confirm OTOW website is up-to-date.
13. Make arrangements for the Hands Across the Highway Display for the current year’s winners.
Comments addressed to the President
1st Vice President
First Vice President’s Duties
(Event Director)
1. Assumes the role of the president in his/her absence, assuming leadership of the meetings while encouraging a smooth dialogue among the membership.
2. Create monthly “Challenges” designed to stimulate members’ imaginations, and encourage them to read, operate, and use their cameras in order to better develop their photographic skills.
3. Provide the membership with monthly hints or instructional sheets designed to stimulate interest in the month’s selected challenge.
4. Develop a monthly “Field Trip,” enabling members to participate in group activities with their spouses, while offering different venues to photograph and view.
5. Keep members informed in a timely manner regarding details of trips and challenges.
2nd Vice President
Second Vice President’s Duties
(Education Director)
1. Provide stimulus to the membership in the form of programs/classes designed to improve the finished photographic product and the members’ photography skills. This can include – but in no way limited to – packaged computer programs.
2. Members may give classes or an outside speaker engaged to present subjects of interest to the membership.
3. Responsible to keep the president and secretary informed of class content in order that communication to the membership continues in a smooth unbroken flow. This will ensure that weekly notices emailed by the president and the newspapers (secretary) will be accurate.
4. Inform the board of any problems in scheduling engagements.
5. Assume the role of president if both the president and first vice-president is absent.
Secretary
Secretary’s Duties
(Club Scribe)
1. Responsible for club correspondence, and when requested, for the elected officers involving club interests.
2. Handle all club mailings as necessary.
3. Present to the president, as often as reasonable, all correspondence addressed to the club and mailed to the secretary.
4. May sign checks.
5. Maintain the minutes and records of the organization, including the by-laws and policies and procedures, in a readily accessible file. Provide updates to the Webmaster for posting to the web site.
6. Write the monthly column for the OTOW News and, when required, other area newspapers.
7. Proof and maintain all blank forms for potential membership, including exhibition blanks, membership listings, questionnaires, etc.
8. Arrange yearly reservation of meeting rooms.
9. Responsible for issuance and retrieval of name badges at weekly meetings or special events. Keep membership roll updated.
10. Periodically review the club website, offering suggestions, changes to improve appearance and information flow.
Treasurer
Treasurer’s Duties
(Financing)
This organization is a non-profit. Monies gained will be used solely for the maintenance of club venues or interests.
1. Responsible to maintain accurate financial records of all monetary transactions. A clear, concise record of debits and credits shall be kept without question.
2. Quarterly financial reports shall be provided to all officers at the regularly scheduled meetings.
3. Requests for payment shall be in written form only, documented by a paid, dated, receipt.
4. Checks issued will be by authorized signature only.
5. No expenditures over $200 will be made without explicit board approval.
6. Responsible for all banking, deposits, withdrawals, check ordering, etc. associated with any financial aspects of this organization.
7. Responsible for any paperwork normally associated with the treasurer position.
8. Financial inquiries shall be directed to the President, but will remain your responsibility.
9. Club funds are never to be used for personal use.
Display Director
Display Director’s Duties
(Exhibits & Shows)
1. Responsible to promote the club in the best possible venue via photographic displays.
2. Responsible for securing display dates, locations, and times. Contacts can be via telephone, or in person.
3. Coordinate materials for matting and mounting, along with any other display materials necessary – boxes, easels, putty, tape, glue, nameplates, etc.
4. Present expenditures to the club treasurer, with receipts, for reimbursement.
5. Team will be responsible for the set up and tear down of displays. Venue conditions are to be returned to “better than found” condition.
6. Ordering of ribbons, and/or certificates will be coordinated with the club secretary upon approval; however, you will be responsible of placement.
8. Responsible for marketing and will include posters. Communication to the Board is imperative.
9. Displays involving “Master the Possibilities,” will be coordinated with Dan Dowd and the team making the necessary selections. Arrange meeting dates and times.
Annual Photography Exhibit: two/three weeks prior to the November event, the club will designate one meeting for the matting and mounting of entries. The club officers, production line style, do this with volunteers. The display is set up on the Sunday prior to the opening of the exhibit. At this time all ribbons will be hung and the winners announced. “The People’s Choice” award will not be announced until after the show is over and then will be displayed for one week.
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