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protecting and improving the environment
We
are a body of people who take a practical interest in Beeston and its district,
and do all in our power to make it a fine place in which to live, encouraging
the preservation, development, and improvement of amenities, and the
appreciation of civic design.
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About the Civic Society Events Gallery Join
==== Beeston & District Civic Society, 4 Penrhyn Crescent, Chilwell, Notts, NG9 5NZ Phone: 0115 967 7260
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Beeston
is about to undergo some major changes which need to be thoroughly monitored
and influenced.
However, the Society has reached a crisis point.
For the Society to succeed it depends upon the active goodwill of a
number of volunteers who provide their time and effort, not only to carry out
the aims of the Society, but also to enable the Society to function as an
effective organisation.
Some of the current volunteers have already given notice (for a variety
of reasons) that they will not be available to continue their involvement
after August this year.
As a result a number of the current roles will become vacant and must
be filled – notably Chairman, Treasurer, Meetings Secretary, Newsletter
Editor, Web Master and Walks Organiser.
Below are brief summaries of
some of the responsibilities of these roles which we consider critical to the
Society. The
actual details given are not intended to be entirely prescriptive but rather
to give a flavour of what we think it takes to run a Society such as ours.
We desperately need your support and to have your ideas on how to take the Society forward. Having a good size membership does enable us to exert some influence in line with our aims, but we also need that membership to exert its own influence in encouraging the next generation of active volunteers. Do you think we are trying to cover too much? Do we really need a Newsletter? Should we really be organising the annual programme of Speakers? Should we go to the effort of having this web site? Should we continue to co-ordinate the local Heritage Open Days participation and to organise guided walks? If you agree with us that all these activities are “critical” for this Society then we urgently need additional active involvement from you?, your family?, your friends?, your neighbours?
Time
is short, very short so please help us to keep your Society going.
Contact us via, 4 Penrhyn Crescent, Chilwell, Notts. NG9 5NZ. by phone: 0115 967 7260 or by e-mail: beestoncivicsociety@googlemail.com |
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CHAIRMAN Prime Responsibilities: Planning and running meetings, ensuring everything relevant is covered and that decisions are made when required, keeping order, helping the group deal with differences of opinion and conflicts, being sure that everyone who wants to has a chance to speak. Ensuring the Club as a whole makes and sticks to priorities and policies, serving as a spokesperson for the Club.
General Responsibilities (in line with the Societys constitution) To chair both Society and committee meetings To be the spokesperson of the Society To liaise closely with the Secretary about dates, arrangements, agendas, correspondence for committee meetings, and content of minutes To liaise with the Treasurer about the financial state of the Society To be familiar with all the Society’s rules and regulations contained in the constitution
Tasks Monthly Before each Committee MeetingWith the Secretary to review the minutes of the last meeting, plan the agenda, and agree which decisions need to be made at the meeting Ensure that all information, documents, and papers are at hand for the meeting At that MeetingFacilitate discussion during the meeting and encourage all members to participate Bring items on the agenda to a conclusion with a brief review of points, which may involve inviting specific proposals from the committee If a vote has to be taken ask for a formal proposal and clarify the procedure. In the event of a tie the Chairman may have the casting vote At the close of a meeting make arrangements for the next meeting and liaise with the Secretary on actions resulting from the meeting, e.g. press release or letters Annually Prepare Annual Report, Chair AGM, including election of Committee for forthcoming year ====
THE MEETINGS SECRETARY The Meetings season of speakers runs from October to March with six meetings. Each presentation should take a maximum of 50 minutes plus a tea break and then 15 Minutes for questions. Ideas for subjects must be based on Public Services and Civic Society interests with no place for religious or political indoctrination. Until March 2014, the final meeting of the season is already “penciled in” for an annual Tram Update.
Prime Responsibilities: Monthly Approximately 2 weeks before the next meeting, phone the next Speaker, making sure they have no problems and know where to find us and where to park. If a fee or expenses have been negotiated inform Treasurer. Email at the beginning of the week reminding members of the Talk to boost audience. Inform Beeston Express and Nottingham Evening Post of the meeting about a week before. Arrive at Venue at least half an hour before the meeting with helpers making sure room is ordered to suit our meeting. Tea,Coffee, etc. arranged if necessary. Make sure room is left free from possible complaints. At the Christmas Meeting, substitute with Wine, Mince Pies, Sausage Rolls etc, paid for with tea donations from the other meetings. (Keep this money separate from other Civic Society Funds) Give a Brief Report to Beeston Express on how successful the meeting was. After each meeting, remove old poster and put up new one in Notice Board Square, also 1 to Tesco, Beeston , 1 to Sainsbury’s Beeston and 1 to Beeston and Chilwell Libraries. Annually Book a Venue for All Meetings, as agreed by Committee as soon as possible. Establish with Committee who is to conduct each meeting and to introduce Speaker. ==== |
TREASURER Prime Responsibilities: Recording, management, safeguarding and reporting on the financial position of the society
Tasks Weekly Banking of all income as it arises Recording all transactions in a cashbook Drawing of cheques as and when required by the committee Monthly Analysis of the transactions for reporting purposes and monthly reporting to the committee including a reconciliation with the bank account. Annually Reconciliation of the membership list with subscriptions received. Some chasing of outstanding subscriptions. 80% of subscriptions are received by standing order Reconciliation of actual post card stock to book totals . Claiming of tax refunds from the Inland Revenue Production of the annual accounts and liaison with the examiner/auditor The year end for accounting purposes is the end of August. The AGM is held in October or November
The subscription information is kept on an Excel spreadsheet, but all other record keeping is currently manual. This can be updated as appropriate. ====
NEWSLETTER EDITOR Prime responsibilities: Collation of material for the next issue Preparation of draft version, including the editing of text, selection of illustrations and the design of page and Newsletter layout. Submission of draft to Editorial Board for feedback and the finalisation of Newsletter based upon that feedback Submission of the order for printing the final version of the Newsletter (by email) Reporting on progress and issues to Civic Society Executive Committee Secondary responsibilities (which could be performed by somebody else): Payment and collection of printed copies Delivery of printed copies to the distribution team co-ordinator
Time-scales: Newsletters are published quarterly in March, June, September, December The deadline for content (text and illustrations) usually the end of the preceding month Preparation of draft can take some three to five man-days effort for each Newsletter
Techniques currently used: · Microsoft Word · PDF creation ====
WEB MASTER Prime responsibilities: Collation of material for the web site Preparation of draft version, including the editing of text, selection of illustrations and the “design” of page layout. Uploading of final version(s) and checking of all likely affected links and page content Monitoring and maintenance of web site space utilisation Reporting on any progress and issues to Civic Society Executive Committee Secondary responsibilities (which could be performed by somebody else): Payments to the web site host (Purley Hosting) and for the Domain (name) Account (Fasthosts) via the Society Treasurer
Time-scales: The web site is currently updated as and when is necessary – generally a minimum of once a month Preparation of draft can take of the order of an hour for each change
Techniques currently used: Microsoft Frontpage FileZilla Client file transfer ==== |
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Details of the full
2012 programme of Guided Walks now available |
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Note, All photographs throughout this web site are copyright © Dave Lovesy unless specifically stated otherwise |
