AGM 27th November 2014

This years Elephants Not Included AGM will be on 27th November at 8pm, in the Alltwen Community Hall, Dyffryn Rd, Alltwen, Pontardawe. Swansea. SA8 3BY. 


Please try to be there. If you are unable to attend, but would like something discussed, please contact me, so I can add it to the agenda. Equally, if you would like to be considered for one of the three posts on the committee of the group (see below), let me know and I will nominate you and put your name on the ballot. The week before the AGM I will be sending out an email to all members that will have the agenda and list of people nominated for the committee posts, so that you all get a chance to think about things before the meeting or email me your votes and opinions on the agenda topics in advance if you cannot be there. Thanks.


Committee Posts Job Descriptions

Chair:-

• Responsible for the smooth running of the club.
• Keep club members informed of everything going on within the club.
• Covering or re-allocating work for committee members that are absent/ill/having problems with their duties.
• Run the lending library, processing and keeping record of equipment going out and coming back in.
• Keeping the Facebook group and blog news page up to date.
• Increase awareness in the local community what ENI is all about.
• Be the person club members contact to request master classes/training.
• Find venues and tutors for master classes requested by the club members.
• Dealing with complaints.
• Chair monthly meetings.
• Key holding.

Treasurer:- 

• Keep weekly club attendance records up to date with who has and hasn't paid.
• Keep accurate records of money taken each week.
• Keep accurate records of club expenditure.
• Keep and file receipts for all payments made by the club.
• Bank money (or arrange for another committee member to do so)
• Pay the monthly rent for the hall from club funds and pay club invoices.
• Attend short monthly meetings and keep the committee updated on the accounts and any problems.
• Occasional key holding.

Secretary:-

• Keep members records up to date and add new members detail to the records as they join.
• Providing all committee members with up to date copies of members details.
• Deal with correspondence to and from ENI.
• Apply for grants and deal with responses from the grant bodies.
• Write the minutes for all meetings and provide copies of them to all committee members. This can be digitally.
• Holding records of any complaints made within or to the group.
• Attend monthly meetings to report to the committee any mail, grant replies etc.
• Occasional key holding.

Job descriptions

As promised a few days ago (sorry for the delay) these are the job descriptions for the committee posts that are coming up for election on Thursday 17th March 2011.

Treasurer :-

1. Keep weekly club attendance records up to date with who has and hasn't paid.
2. Keep accurate records of money taken each week.
3. Keep accurate records of club expenditure.
4. Keep and file receipts for all payments made by the club.
5. Bank money weekly (or arrange for another committee member to do so)
6. Pay the monthly rent for the hall from club funds.
7. Attend short monthly meetings (held on club night) and keep the committee updated on the accounts and any problems.

This would take on average no longer than 1 hr per week

Events Organiser :-

1. Find events for Elephants not Included (ENI) to attend.
   
2. Arrange ENI parties/gatherings.
3. Be the point of contact for anyone approaching ENI requesting attendance at events.
4. Bring all requests before the club for the members to vote if the wish to be involved in each event.
   
5. Organise members to be where they are supposed to be, at the time they are supposed to be, and insure they understand all the health and safety rules that the event have given you.
6. Confirm with events organisers that ENI is covered by the event insurance.
7. Write risk assessment for external venues if requested.
8. Be the person club members contact to request master classes/training, where upon you will come to the committee to ask the chair to put the request to the group and action setting up all agreed proposals.
   
9. Attend short monthly meetings (held on club night) and keep the committee updated on any up coming events or requests.

This job will take as much time as you feel able to put into it, but it would be wise to expect to put more hours into it during the summer than the winter.

Just so you know what Lynne and Vaughan's positions are, here are the job descriptions for the chair and secretary.

Chair:-

1. Responsible for the smooth running of the club.
2. Keep club members informed of everything going on within the club.
3. Covering or re-allocating work for committee members that are absent/ill/having problems with their duties.
4. Run the lending library, processing and keeping record of all the donations made and passing the money on to the accountant to record and bank.
5. Keeping the facebook group and blog up to date.
6. Increase awareness in the local community what ENI is all about.
7. Search for a larger venue so we can recruit more club members.
8. Find venues and tutors for master classes requested by the club members.
9. Dealing with complaints.
   
10. Chair monthly meetings.

Secretary:-

1. Keep members records up to date and add new members detail to the records as they join.
2. Deal with correspondence to and from ENI
3. Apply for grants and deal with responses from the grant bodies.
4. Write the minutes for all meetings and provide copies of them them to all committee members.
5. Holding records of any complaints made within or to the group.
   
6. Attend monthly meetings to report to the committee any mail, grant replies etc.

I hope that makes it clear what each member of the committee does and who you need to approach if you need to talk to someone about ideas you have for the club, a complaint or things you would like the club to do.