Volunteer Positions Job Description

President

The President of the Mississauga Camera Club (MCC) provides oversight of all activities sponsored specifically by the club membership.

Reports To

The President is elected by and reports to the Board of Directors. The President is elected by the Board of Directors from within the Slate of Directors elected at the Annual General Meeting of the Mississauga Camera Club. The President serves for a one year term which can be extended by the Board for an additional two terms, subject to re-election to the Board as a Director in the Third year, as stated in the MCC Constitution.

Job Overview

The President of the Mississauga Camera Club provides oversight of club activities, maintaining contact with members and providing feedback via the Board of Directors of actions requiring his/her counsel. The following are the major actions requiring involvement of the President:

  • Schedules and chairs regular meetings of the Board of Directors.
  • Schedules and directs annual elections to maintain a full slate of Directors as documented in the club’s constitution
  • Amends and/or approves modifications to the club’s constitution as warranted
  • Convenes and oversees the bi-weekly meetings of club
  • Provides interface between MCC and outside organizations that may include the City of Mississauga, banks with which the club manages it’s financial interests, the GTCCC to which the Mississauga Camera Club belongs, other clubs and organizations such as PSA to which MCC is a member, and local colleges or organizations which manage photographic-related activities.
  • Provides oversight and direction to the Board to ensure that the club is financially sound: approves budgets, membership rates, purchases, event bookings, costs for Special Interest Groups

Responsibilities and Duties

  • Convene and chair the MCC Board of Director meetings Approve expenditures recommended by the Directors
  • Chair the business and information session at the beginning of each club meeting
  • Provide interface between the club and outside organizations
  • Be the spokesperson on behalf of MCC for events / activities/business dealings sanctioned by the Board
  • Provide ongoing 2-way communication between the membership and theBoard on photographic-related activities of interest
  • Convene and Chair at least one General Meeting per year, following all guidelines as specified in the MCC constitution

Skills Required

  • Written and Oral communication
  • Organizational and people-management skills, especially as it relates to volunteer organizations
  • Understanding of rules governing conduct of business meetings
  • Problem-solving skills
  • Understanding of current photographic artistic direction

Chief Financial Officer

Reports To Board of Directors

Job Overview
The role of the CFO is to oversee the financial management of the club, including accounting and record maintenance, financial reporting, banking and cash management, financial planning beginning with the annual budget preparation, and risk management. The CFO also oversees activities related to the advance-booking of the club’s facility requirements.

The CFO is supported by the Treasurer and Meeting Space Reservation Coordinator.

Responsibilities and Duties
Work with the Treasurer to:

  • Monitor the club’s accounting routines/systems and fiduciary practices. Take corrective action or make changes as necessary.
  • Act as main contact with the club’s chosen bank…ensure appropriate service support.
  • Prepare financial reports to the Board and membership as required.
  • Provide leadership for the annual budget cycle. Monitor financial results to ensure compliance with budget … report and make adjustments asapproved by the Board.
  • Provide direction on cash management, including the investment of surplus funds.

Work with the Meeting Space Reservations Coordinator to:

  • Identify club’s facility requirements.
  • Ensure space is booked as required, in a timely and cost-effective manner.

Other responsibilities and duties:

  • Act as main contact with City staff to ensure compliance with the City’s Affiliation Policy.
  • Arrange for insurance coverage to achieve the risk management profile as approved by the Board. Make insurance policy adjustments as required.
  • Help recruit and train replacements for the 3 positions in the Administrative Group
  • Provide leadership and support for incorporation, if the club opts for that change.

Skills Required

  • Experience in financial management
  • General knowledge of accounting, its routines and practices
  • Leadership and communication skills

Treasurer

Reports To
Chief Financial Officer (CFO)

Job Overview
The 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 in the bank all cash receipts.

The Treasurer works closely with the CFO to provide financial reports with explanatory analysis to the Executive as required through-out the year, and to members at the Annual General Meeting. The position plays a key supporting role in the annual budgeting and planning process as led by the CFO.

Responsibilities and Duties
The following provides a detailed list of duties and activities, shown in the time-frames required, along with the approximate hours of effort required.

All year but more active September – May
Attend club meetings with cheque book to reimburse expenses paid by members on behalf of the club. Prepare cheques after ensuring proper supporting documentation such invoices, redacted credit card statements etc., obtain second signature from President or CFO, and distribute payments to recipients.

  • Prepare cheques to reimburse suppliers and obtain second signature from President or CFO and distribute.
  • Receive cash from membership fees, visitor fees, workshop fees, coffee / social revenues, etc. Provide receipts as appropriate to those paying money to the club.
  • Prepare/deposit bi-weekly deposit of cash or cheques received. (1.0 hours)
  • Make journal entries and prepare monthly financial reports as required by CFO and Executive, using Simply Accounting software (1.0 hours).
  • Reconcile bank and GIC investments(1.0hours)
  • Do regular back ups of the Simply Accounting database file to ensure security of data and the ability to fully recover in the event of a hard drive malfunction.
  • Maintain supporting paper documentation, cross-referenced to journal entries, filed in chronological order.

March – May

  • Provide up-to-date Financial reporting and account details to support the annual budgeting process. (1.0 hours)
  • Attend membership renewal in take and banquet ticket sales to provide cash receipts for the members who pay cash and to receive cheques for entry to accounting and deposit. (4 x 1.0 hours)
  • Reconcile cash receipts to membership numbers, banquet ticket sales and room booking reports received from those teams.

June-August

  • Prepare club Financial statements for year end reporting purposes. Fiscal year end is June 30. (3.0 hours)

Skills Required

  • Tools used…Simply Accounting software (aka Sage 50 Canadian), MS Excel, and Word
  • Knowledge of Simply Accounting software (or other accounting software), MS Excel, and Word helpful
  • Detail oriented
  • Good with numbers
  • Communication skills
  • Some experience in book keeping and accounting
  • Willing to be responsible for cash in an accountable manner

Secretary

Reports To
Board of Directors

Job Overview
The role of the Secretary is:

To create and maintain an accurate written record of items discussed, debated and voted upon during MCC Directors’ monthly meetings as well as the Annual General Meeting.

To maintain the record of all Directors’ reports tabled.

To 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.

To maintain the records of past meetings.

Responsibilities and Duties

  • Attend each monthly MCC Directors’ meeting, as well as the Annual General Meeting.
  • Maintain an accurate written record of all items discussed, debated and voted upon during the meeting.
  • Maintain all Directors’ reports presented or tabled at each meeting.
  • Ensure that a draft version of the minutes is sent out to all Directors 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 and each Directors’ report is forwarded to the club archivist in order to maintain the club’s historical record.
  • Assist in filling a suitable volunteer into a Board position being vacated.
  • Be conversant with work being performed by all Directors and be able to weigh in with opinions, options, etc.
  • Maintain and archive all official correspondence with organizations that influence the MCC, such as the City of Mississauga

Skills Required

  • Excellent listener, especially to cross talk.
  • Excellent writing, recording and archival skills.

Program Director

Reports To
The Program Director reports to the Board of Directors

Job Overview
The Program Director liaisons with and provides support to the following
Program Group team members:

  • Program Development: This individual researches, contacts, negotiates presentation conditions and fees, provides guidance to and recommends presenters for Thursday meetings on the club’s Program.
  • Meeting Setup: This individual is responsible for the setup, operation, removal and storage of the electronic and other equipment required for Thursday meetings. Show Off: This individual leads and gives basic assistance to club members to create short audio visual presentations (named Show Off’s) for Thursday meetings.
  • Annual Banquet Manager: This individual plans and coordinates all activities included with the club’s annual banquet.

Responsibilities and Duties

  • Attend monthly Board of Directors Executive Meetings
  • Oversees and provides support to the Program Group team members listed above
  • Ensures the Program for the following season is completed in a timely manner
  • Ensures presenters, club members and resources are available for Thursday meetings
  • Emails presenters to remind them of their upcoming presentation
  • Greets, coordinates equipment & evening activities with the presenter at Thursday meetings
  • Introduces and thanks presenters at Thursday meetings
  • Coordinates presentation and activity timing during the Thursday meeting
  • Ensures cheques are prepared for the presenters and gives cheques to the presenters
  • Emails presenters to thank them for their presentation
  • Ensures all club equipment is in working order and safely stored
  • Develops a succession plan and finds a replacement person to fulfill the Program Director position at the end of the 2 year Director term. (3 year option)
  • Assists team members to develop a succession plan for their positions

Skills Required

  • Organizational and people management skills
  • Written and oral communication skills
  • Computer skills
  • Problem solving skills
  • General knowledge of digital equipment including projectors, audio and laptops
  • Knowledge of photography
  • Public speaking skills

Program Development

Reports To
The Program Development position reports to the Program Director

Job Overview
This individual researches, contacts, negotiates presentation conditions and fees, provides guidance to and recommends presenters for Thursday meetings on the club’s Program.

Responsibilities and Duties

  • Selects Thursday meeting calendar dates for the following season’s Program
  • Selects and coordinates Thursday meeting activities for the following season’s Program
  • Researches and contacts potential presenters
  • Negotiates presentation conditions and fees with potential presenters
  • Recommends presenters for the following season’s Program
  • Provides guidance to presenters to prepare for their presentations
  • Emails confirmation to presenters to confirm presentation date and conditions
  • Contacts MCC member to provide dates to book the Auditorium for Thursday meetings
  • Produces Program graphics in a brochure format for online use and colour printed copies
  • Communicates with professional printer to produce colour printed brochures
  • Provides support to the Program Director when required

Skills Required

  • Organizational and people management skills
  • Written and oral communication skills
  • Computer skills
  • Problem solving skills
  • General knowledge of digital equipment including projectors, audio and laptops
  • Knowledge of photography
  • Public speaking skills

Membership Director

Reports To

The Director of Member Services will report to President of the Mississauga Camera Club

Job Overview

The director of membership services liaisons with the membership team as follows:

  • Membership: This team manages the registration and maintains the membership data
  • Refreshments: This team purchases and prepares the meeting refreshments
  • Workshops: This team leader seeks speakers and topics and arranges the workshop
  • Outings: This individual explores venues and organizes events in and around the city
  • Special Interest Groups (SIGs): This team leader co-ordinates the SIGs and arranges accommodation requirements.
  • Marketing: This individual explores opportunities for the club members to participate in external activities and opportunities to promote the Mississauga Camera Club.

Responsibilities and Duties

  • Provide support to the above listed team leaders
    Bring topics of interest or issues raised by the team leaders to the board of directors.
  • Communicate relevant information to the team leaders.
  • Support the team leaders in filling in where applicable
  • Set and recommend membership, refreshment, SIG and workshop rates

Approve room bookings and the cost of those bookings

Skills Required

  • Written and oral communications
  • Creativity and strategic thinking
  • Organized and detail oriented
  • Problem solving skills

The Director of Member Services is by the constitution a two year term with the option of a third year of volunteer service to the Mississauga Camera Club

Membership Team Leader

Reports To

The Membership Team Leader will work closely with the Membership Data Team Leader and will report to the Director of Membership.

Job Overview

The Membership Team Leader is instrumental in welcoming members to each meeting. Organization and maintenance of the nametags is an ongoing task that allows all members to greet each other by name. The Membership Team Leader must liaise with the Membership Data Leader. Membership lists are updated regularly and delivered to other Team Leaders to ensure communication with members is seamless. The Membership Team Leader is a wonderful opportunity to get to know all the members in the club.

 

Responsibilities and Duties

  • Arranging to have the nametag boxes available for all meetings and stored at the end of each meeting.
  • Greeting members and guests at meetings.
  • Responding to email queries from potential new members (from the website) and the public.
  • Liaising with the Membership Data Leader and other Team Leaders.
  • Processing new memberships (including checking the post office box regularly) and assigning competition initials
  • Emailing a welcome letter and necessary attachments to new members.
  • Organizing 4 meetings for Renewals in April and May.
  • Emailing, over the summer, members who did not renew at meetings.
  • Making recommendations to the Executive on Membership issues

Skills Required

  • Organizational skills
  • Familiarity with Word
  • Problem Solving
  • Sociable

Membership Database Leader

Reports To

The Membership Database Team Leader will report to the Director of Membership

 

Job Overview

The Membership Database Team Leader will work closely with the Membership Team Leader to record data from New Applications and from the Renewal Forms.

 

Responsibilities and Duties

  • Maintaining and updating member information on the Membership database.
  • Working with the Database Print Team to print nametags and membership cards.
  • Distributing updated membership and volunteer lists (Excel spreadsheets) to various team leaders.
  • Working with the Constant Contact communications team to ensure the club email list is up-to-date.
  • Co-coordinating with the Treasurer to ensure the proper recording of membership revenue.
  • Providing monthly membership statistics reports to the Executive.
  • Making recommendations to the Executive on membership policies.

Skills Required

  • Organizational skills
  • Strong database computer skills
  • Problem Solving skills

Meeting Space Reservation Coordinator

Reports To
Chief Financial Officer (CFO)

Job Overview
The position is responsible for advance-booking, arranging payment, and communicating set-up specifications for the rooms required for various club functions. Currently MCC’s facility requirements are exclusively provided by the Cawthra Senior’s Centre, a City of Mississauga-owned venue. The City’s Facility Rental process is very well defined and inflexible, requiring that the Coordinator understand, respect, and follow the procedures carefully. Early booking is important to ensure MCC will have the facilities available when needed; any changes must be handled quickly with a mind to minimizing cancellation penalties.

The Coordinator will be the sole contact with City Facility Rental staff, and will be responsible for ensuring that the club meets all City requirements so as to maintain a good working relationship with City staff, and reputation as an upstanding City of Mississauga affiliate organization. The Coordinator will work closely with the CFO and Treasurer to plan and manage the club’s budget for room rentals.

Responsibilities and Duties
The following provides a detailed list of duties and activities, shown in the time-frames required, along with the approximate hours of effort required.

March (8 hours)

  • Contact City of Mississauga Facilities Rentals to determine current rental rates for rooms in Seniors Centre
  • Contact various club stakeholders (Program director, Executive, SIG leaders, Print Competition Team Leader, Workshop Team Leader) to determine various groups’ needs for meeting spaces for next season, advising them of room options and current room rental rates
  • Based on their input, record dates/room request details on schedule and review for any conflicts
  • Resolve any conflicts with stakeholders
  • Contact Membership Team and Banquet Team Leader to confirm dates for membership renewals and banquet ticket sales
  • Book and pay for Legacy Lounge for four meeting dates in April and May for membership renewal and banquet ticket sales after reviewing tentative contract
  • Contact Executive to confirm dates and locations for Executive meetings in June, July and August
  • Book and pay for Legacy Lounge for Executive meeting dates in June, July and August as required, after reviewing tentative contract
  • Sign, scan and return final contracts to City of Mississauga Facilities Rentals
  • Provide MCC Treasurer with finalized contracts and arrange for payment/reimbursement

April-May-June (10 hours)

  • Provide MCC Treasurer and CFO with estimated budget for room rental and associated expenses
  • Contact City of Mississauga Facilities Rentals call centre to tentatively book room rentals
  • Review contracts
  • Record contract details on spreadsheet
  • Contact City of Mississauga Facilities Rentals call centre to finalize and pay for room rentals
  • Sign, scan and return final contracts to City of Mississauga Facilities Rentals
  • Provide MCC Treasurer with finalized contracts and arrange for payment/reimbursement
  • Provide confirmation of bookings and copies of relevant contracts to various stakeholders, reminding them to notify immediately of any changes as penalties may be applied by the City of Mississauga.
  • Advise City of Mississauga Facilities Rentals call centre of any changes immediately
  • Provide MCC Executive and Treasurer with reconciliation of all expenses associated with room rentals
  • Provide Executive and stake holders with complete schedule of meetings/dates/rooms booked

July-August (4 hours)

  • Request detailed room setup arrangements and equipment requests from all stakeholders.
  • Provide the Seniors Centre administration with a schedule of all room set up and equipment requests by date/room/group

Throughout the Season (2 hours)

  • Make changes if required to meeting dates/rooms booked
  • Advise City of Mississauga Facilities Rentals call centre immediately of any changes/cancellations
  • Book any additional meeting space requests as needed after approval by Executive

Skills Required

  • Tools used… MS Excel and Word
  • Knowledge of MS Excel and Word helpful Detail oriented
  • Organizational skills
  • Communication skills
  • Relationship management skills

Director of Communications

Reports To
The Director of Communications will report to the President of the Mississauga Camera Club (MCC)

Job Overview
The Director of Communications liaisons with the Communications team as follows:

  • Facebook
  • Website
  • Snapshot – approving submissions, proofreading, making suggestions
  • E-mails – determining what information is dispersed from teams to the members of MCC
  • Club historian

Responsibilities and Duties

  • Providing direction, support and encouragement to team leaders
  • Communicate relevant information to and from team leaders and Board of Directors
  • Meeting with the team leaders as needed
  • Monitoring team projects and attending their planning sessions
  • Attending planning sessions with other Directors on the Board, under the direction of the President or a facilitator
  • Participate in executive meetings
  • Ensure Club sponsored activities are clearly communicated in a timely manner

Skills Required

  • Team-building
  • Ability to work well with others
  • Strong oral and written Communications skills
  • Leadership skills
  • Organized, detail-oriented
  • Good listener
  • Confidentiality an interest in communication tools such as website management, email, document preparation and archival

Director of Competitions

Reports To
Board of Directors

Job Overview
The role of the Director is to facilitate and to promote Competitions within the Mississauga Camera Club. He or she will ensure that the human and physical resources are available to conduct successful club competitions. It is the Director’s responsibility to ensure that the results are accurate and unbiased, that members have easy access to the Competition process and that the results are delivered in a timely and an appropriate manner.

Responsibilities and Duties

  • Provide a simple, friendly and accessible Competition process.
  • Make Competition a learning process with emphasis on comments and self-improvement.
  • Encourage strong participation in all categories.
  • Unburden and ease the workload of Team Leaders and committees.
  • Promote communication with emphasis on member feedback.
  • Develop a succession plan.

Skills Required

  • Advanced competitor preferably with Team Leader experience and GTCCC Judging Course graduation.
  • Good communicator and networker with an enthusiasm for competition as a path towards excellence.
  • Well organized with good logistical skills.

Digital Competitions Chair

Reports To

Director of Competition

Job Overview

The role of Digital Competition Chair is work with the Director of competitions to manage the Digital Competitions of the Mississauga Camera Club. S/he must establish the competition calendar, plan and execute the competitions. Work with the website team leader to manage the competition website and to work with other volunteers to produce the Results Nights.

Responsibilities and Duties

  • Collaborate with the Program Director, prior to the season, to establish the dates of the Results Nights in the annual program.
  • Review and update the competition handbook.
  • Using the GTCCC list of current judges, arrange for three online judges for each competition and provide them with the instructions for their competitions.
  • Monitor the judges work to ensure that they have completed their assignments and arrange for the honourariums for the judges.
  • Working with the Digital Team, monitor the submissions of images to the website for each competition. Provide assistance to members as time permits.
  • Collaborate with the website manager and data team to ensure that results are managed.
  • Work with competition team to produce the Results Night Presentations and Awards recognition.
  • Prior to the conclusion of current season establish the theme(s) for following season.
  • Develop a succession plan.

Skills Required

  • Good communicator and networker with an enthusiasm for competition as a path towards excellence.
  • Well organized with good logistical skills.
  • Willing to take GTCCC judges course when available.

Facebook Editor

Facebook is a key component of the Club’s communications. Over 300 individuals follow its posts. Its value to members and the general public depends on it being kept current and vital. An editor is required to maintain and update our Facebook presence on a regular basis in the following ways:

  • Upcoming meetings – reusing presenter profiles and images from the Club’s program
  • Posting selected winning competition images, and links to standings.
    Reminders about submission deadlines.
  • Posting images from Club events (e.g. outings, socials, workshops, etc) Updates regarding membership renewals.
  • Posting links to photography websites of interest to members
  • A commitment of just one or two hours per week is required. No experience is necessary other than a familiarity with Facebook.

Club Historian

As MCC Historian to collect records of the club for future use. A record of our history.  The hope is before club members hit delete or throw something in the garbage or recycle, it can be collected for the historical records. In the early 1980s trophies and old records were thrown away, I think this is something that should not happen again.

  • Still trying to get some of the older information that is missing. Have received new info from 1974, 2000 to 2009.
  • Reply to request for dates & info by looking through old records.
  • Find older articles for reprint in the KLIK.
  • Keep paper files organized. Have 6 boxes of paper files in binders in my house.
  • Get digital files on recent club years. All info I have is stored on my lap top computer and backup.

SnapShot Editor

Snapshot is now in its fourth year of publication. It was envisioned by Robbie Robinson as a monthly newsletter to keep members informed of MCC happenings. It was decided at the outset that the newsletter would be distributed to the membership as an email – not as a link.

Snapshot is distributed via Constant Contact on the week-end prior to the first meeting of each month. Content must be inserted into Constant Contact while working online. To produce each monthly newsletter takes about 4 – 5 hours of work as follows:

  • Determine an appropriate deadline for receipt of information – taking the various holidays into account.
  • Solicit information by email from the President, Directors and all Team Leaders and Team Members.
  • Compile information as it is received and edit same in Word.
  • Proof-read the copy.
  • Working online, copy and paste each article into its Article Box in Constant Contact.
  • Upload photographs and insert into appropriate Article Box.
  • Adjust the colours and fonts for titles and text in each Article Box.
  • Adjust format and information flow, moving Article Boxes as needed to accommodate late-breaking news.
  • Link the various topic headlines to the Index Box.
  • Proof-read the copy
  • Distribute Snapshot to the membership via the Constant Contact DB.

Website Manager

  •  Keep content up to date: Meetings, Workshops, Outings, Competitions, General Information (Organization, Membership, Competition Handbooks).
  • Upload competition images into gallery and front page slideshow (images must be re-sized to fit the format and for quick load).
  • Upload Klik and Snapshot newsletters (Snapshot has to be converted to PDF)
  • Respond to enquiries sent to contact@mcc or forward to appropriate person.

Annual Banquet Manager

Reports to: Program Group Director Job Overview:

The Annual Banquet Organizer is responsible for ensuring the smooth running of the Annual Awards Banquet and Ceremonies. This includes organizing the venue, ticket selling, program for the evening, and trophy awards. Most of the work is required in the month of May, with some planning and organization needed in the run-up months.

NOTE: The current manager would like to work with an assistant this year who would take over this position next year.

Responsibilities and Duties:

  • Recruit and meet with volunteers to help with tasks: MC, photographer, Trophy Wranglers, sound system, ticket sellers, etc.
  • Organize venue – book, plan meal, print and sell tickets, promote banquet at meetings
  • Determine program for evening and ensure that it is ready
  • Create Trophy Show – Interact with Competitions Chair to obtain images for Trophy Awards Show and put into Powerpoint template
  • Ensure other presentations are ready: e.g. flower competitions, TDCCC winners, winning images for year or speaker
  • Ensure Trophies are engraved and Certificates are printed to hand out
  • Make sure that banquet runs smoothly: create agenda, check venue, interact with MC, run awards shows, handle details

Skills Required:

  • Good organizational skills, some experience with event organizing.
  • Comfortable addressing club to promote banquet, recruit volunteers and interact with executive members.
  • Power Point and Proshow experience, or willing to learn.

Membership Database Leader

Reports To

The Membership Database Team Leader will report to the Director of Membership

 

Job Overview

The Membership Database Team Leader will work closely with the Membership Team Leader to record data from New Applications and from the Renewal Forms.

 

Responsibilities and Duties

  • Maintaining and updating member information on the Membership database.
  • Working with the Database Print Team to print nametags and membership cards.
  • Distributing updated membership and volunteer lists (Excel spreadsheets) to various team leaders.
  • Working with the Constant Contact communications team to ensure the club email list is up-to-date.
  • Co-coordinating with the Treasurer to ensure the proper recording of membership revenue.
  • Providing monthly membership statistics reports to the Executive.
  • Making recommendations to the Executive on membership policies.

Skills Required

  • Organizational skills
  • Strong database computer skills
  • Problem Solving skills