Overview of St Louis Camera Club Roles and Responsibilities

The St Louis Camera Club is fueled by the dedication of our volunteers. It's our committed members who truly make the club succeed.

There's many opportunities for our members to get involved and help shape the club's activities and events. From guiding new members through orientation and meetings to managing specific photography competitions in categories like Print, Open Digital, Nature, Travel, and Photojournalism, there's a role for everyone. Special themed competitions, long and short essay competitions, as well as projection and audio duties offer diverse ways to engage. Here's some of the key roles we look to fill:

Competition Manager Team

The Competition Manager Team coordinates several processes for the weekly competitions in order that judging can be completed prior to the competition nights for all competitions except prints. In the case of print competitions many processes are identical, but the actual judging occurs live on the night of the competition.

REQUIREMENTS

Team members will have a complete familiarity with the judging workflow using the Visual Pursuits software on the Club’s Web Site and the Image Competition Manager (the software used to present competitions which syncs with the Web Site). These processes are well documented and the volunteers for this team will receive training using the Visual Pursuits Video Tutorials.

Team members will be able to follow-up with internal and external judges during the week prior to each competition and Monday through Wednesday of the week of the competition. This involves sending an email out the week prior to each competition and a follow-up email on Monday of the competition week. These emails detail the way the judging will be completed. The emails are based on templates which have been created and used.

Team members will be able to follow-up with a judge to make certain the judge is not having difficulty using the judging software. This will occur Monday or Tuesday of the competition week. This follow-up may also include assisting the judge in troubleshooting problems. The judging system on our web site is straightforward so this does not require a great deal of time.

Team members will be able to coordinate with the Projection and Print Teams to coordinate judging processes.

RESPONSIBILITIES
  • Week prior to each competition
    • Confirm that the judge is properly set-up as the competition judge in the Visual Pursuits Software. This may require setting up an external judge with a “judging” membership with the Club. Time Required 15 minutes
    • Send out an email to the judge which describes the judging process. This email can be sent to either a Club member or as a follow-up email to one sent to an external judge. Generally sent out Thursday. Time Required 15 minutes
  • Week of the Competition
    • Send out an email Monday AM following-up on the judging process Time Required 15 minutes Week of Competition (Projected Images, Nature, Travel, Photo Journalism) After judging has been completed and all awards have been granted by the judge, confirm that the judging has been completed correctly and that the Visual Pursuits software correctly reflects the images with awards posted and sync the results with the Image Competition Manager software. Time required 15 minutes
  • Week of Competition (Color or Mono Prints)
    • Judging for prints does not occur prior to the competition because the prints must be examined by the judge during the competition. To accomplish this, the Club uses the Image Competition Manager to project the print images during the competition and to record results of the judging during the competition.
    • The judge will review the prints in the same order as they are seen in Image Competition Manager.
    • A list of the print images needs to be given to the Print Section Chair Person prior to the competition so that the prints submitted at the competition can be put into the correct order for viewing by the judge.
    • The Competition Manager syncs the Image Competition Manager prior to the competition and prints out the list at home and then delivers the list to the Print Section Chair either via email of in person at the competition. Time required 15 minutes
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President

RESPONSIBILITIES:
The President Shall:
  • Serve in this position for 2 years.
  • Preside at all meetings of club and of the Board.
  • Have a basic working knowledge of Parliamentary Procedure (Robert’s Rule of Order)
  • Be an ex-officio member of all standing committees except the Nominating Committee.
  • Oversee and recruit for the following Committees and Positions:
    • Advertising
    • Annual Awards
    • Holiday Party
    • Membership
    • Officer Nominations
    • Picnic
    • PSA Interclub Competitions
    • Seminars
    • Special Interest Groups
    • Webmaster/Visual Pursuits
  • Uphold the standards of the Club Ethics Statement, Standard Policies and By-Laws as set by the St.Louis Camera Club.
  • Help with scheduling programs including presentation only nights as needed
QUALIFICATIONS
  • Active involvement in the Club for a minimum of 3 years
  • Strong organization and communication skills
  • Able to delegate and empower others to collaborate for planning and facilitating Club activities in conjunction with the Club’s mission.
  • Willing to serve as Past President for two years.
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Vice Preseident

RESPONSIBILITIES:
The Vice-President Shall:
  • Serve in this position for 2 years.
  • Serve as Program Chair
  • Appoint all Section Chairs and instruct them in their duties
  • Oversee program schedule as follows:
    • Create the season calendar
    • Make sure all section chairs have their dates and spread sheets to fill out
    • Coordinate with the President for the 4-presentation nights with speakers.
    • Fill out the master spreadsheet with section chairs worksheets for VP and Webmaster.
    • Coordinate with the Ethical Society on Hybrid Meetings and in-person meetings. This includes long and short essays and IOY.
  • Organize the IOY program with judges, Visual Pursuits mgr, projection team, volunteers, refreshments
  • Perform in the absence of the President
  • Have a basic working knowledge of Parliamentary Procedure (Robert’s Rule of Order)
QUALIFICATIONS
  • Active involvement in the Club for a minimum of 3 years
  • Strong organization and communication skills
  • Able to delegate and empower others to collaborate for planning and facilitating Club activities in conjunction with the Club’s mission.
  • Willing to serve as President and Past President for two years in each position.
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Secretary

RESPONSIBILITIES:
The Secretary Shall:
  • Take minutes at Board meetings
  • Take minutes at the Annual Meeting
  • Update Rules changes after the May Board meeting
MORE INFORMATION
  • More details on the secretary responsibilities are available in this PDF document.
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Recorder

RESPONSIBILITIES:
The Recorder Shall:
  • There is no time limit to serve in this position.
  • Record the winners, tabulate and distribute results of the Club competitions.
  • Maintain members records and competition status.
  • Provide information to others as required.
  • Notify all members of the pictures which are eligible for the annual competition.
QUALIFICATIONS
  • Active involvement in the Club
  • Strong organization and communication skills
  • Basic computer skills, especially with MS Excel
  • Able to delegate and empower others to collaborate for planning and facilitating Club activities in conjunction with the Club’s mission.
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Treasurer

RESPONSIBILITIES:
The Treasurer Shall:
  • Receive and manage Club funds, including PayPal income and check deposits.
  • Collect and process dues payments, including renewals and new member sign-ups.
  • Maintain Club funds in bank accounts, including interest-bearing accounts.
  • Pay bills as directed by the President or Executive Board, with varying levels of approval authority.
  • Keep detailed records of all financial transactions.
  • Provide regular financial reports to the Executive Board and an annual financial report to the membership.
  • Coordinate an annual financial records review by two Board appointed Club members.
  • Manage the Club's safe deposit box (together with the club President).
  • Ensure compliance with IRS and Missouri Secretary of State reporting requirements.
  • Arrange insurance coverage for Directors, Officers, and Liability.
  • Collaborate with Club Officers to develop an annual operating budget.
  • Communicate with the meeting venue (Ethical Society) regarding meeting schedules and cancellations.
QUALIFICATIONS
  • Should possess computer literacy and be proficient in programs like Quicken, Excel, Word, and the Visual Pursuits system for membership management.
  • Good communications and presentation skills
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Director on the Board

RESPONSIBILITIES:
The Director Shall:
  • Serve in this position for two years term.
  • Insuring that the Club has in place the following:
    • Appropriate schedule of programs
    • Appropriate competition
    • Appropriate activities
  • Overseeing the Club in the following:
    • Finances
    • Setting rules and procedures for all competition and other events
    • All other matters which significantly affect the Club and its members
QUALIFICATIONS
  • Active involvement in the Club.
  • 6 Director are elected to the board by club members (3 Directors each yearly)
  • Able to delegate and empower others to collaborate for planning and facilitating Club activities in conjunction with the Club’s mission.
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Webmaster

RESPONSIBILITIES:
The Webmaster shall:
  • Serve in this position as long as they are able, there is no time limit.
  • Manage domain names, web sites, and hosting plans.
  • Manage the configuration of stlcameraclub.com email.
  • Manage the club calendar of events.
  • Update web site content (incluing but not limited to):
    • Homepage/News
    • Presentations/Downloads
    • Video/Media
    • Sponsor pages
    • Recorder point report calendar
    • Board meeting minutes
    • PSA information and results
    • Rules and bylaws
    • Club history (Collection and publishing)
  • Supports multiple departments to manage web site conent:
    • Club news and information
    • Competition details, results and galleries
    • Membership rosters
  • Supports users with the use of the website.
QUALIFICATIONS
  • Active involvement in the Club for a minimum of 1 year
  • Experience building and updating websites and online content
  • Strong organization and communication skills
  • Able to delegate and empower others to collaborate for planning
  • HTML/CSS knowledge is a plus, but is not necessary
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Advertising

RESPONSIBILITIES:
The Advertising/Sponsorship Chair shall:
  • Serve in this position as long as they wish to and as long as they have the Board’s approval to be in the position; there is no term limit for this position.
  • Recruit sponsors for the SLCC.
  • Assist the Board to identify, apply and coordinator for possible grants for the SLCC.
  • Work with sponsors on getting their advertisements (ads) and promotional material placed in SLCC email newsletters and on SLCC webpages.
  • Assist in developing advertisements, approved by the board, that promote SLCC and have the advertisements placed in local media (funding of ads is to be approved by the board in advance).
  • Provide the SLCC Treasurer, Web Masters and Newsletter Editors with information about new and current sponsors.
  • Delegate and empower others to perform portions of this role for any time period or the entire role for limited time periods when in absentia or unavailable.
  • Communicate to the SLCC President and Vice President if unable to perform responsibilities.
  • Provide information to others as requested by the Board.
QUALIFICATIONS
  • Active involvement in the Club for a minimum 1 years.
  • Strong organization and communication skills.
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Projection Team

RESPONSIBILITIES:
The Projection Team Coordinator Shall:
  • Recruit projectionists to cover meetings over the course of the upcoming Club year.
  • Distribute and update documentation on projection procedures to Team members, as needed.
  • Arrange for training for new recruits, as needed.
  • Work with the Program Chair during the summer to get the schedule for the upcoming year, in particular, dates for which projection support is needed and whether the meeting is in-person or zoom.
  • Circulate the Program to members of the Projection Team in advance of the first September meeting to ask them to sign up to cover meetings. It is useful ask people to sign up in blocks of 3-4 sessions to minimize handing over the Club laptop and monitor.
  • Distribute the completed schedule to interested parties (President, VP, Competition Manager, and Projection Team members).
  • Works with IT and Visual Pursuit Manager to keep the projection team up to date.
  • Send out email reminders when a change in the Projectionist is coming up and facilitate transfer of Club laptop and monitor, if needed.
  • Facilitate getting a substitute if a scheduled projectionist has to cancel for any reason (eg, work, illness, family concerns).
  • The Coordinator may optionally participate as an actual projectionist, but is not required to do so.
  • Serve in this position as long as they are able, there is no time limit.
QUALIFICATIONS
  • Active involvement in the Club for a minimum 1 years
  • Familiarity with computers and operations
  • Good organizational skills.
  • Ability to interact with people to facilitate carrying out these duties
  • Able to delegate and empower others to collaborate for planning
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Membership Chair

RESPONSIBILITIES:
The Membership Chair Shall:
  • There is no time limit to serve in this position.
  • Welcome new members to the Club.
  • Introduce new members to Club activities.
  • Reviews information found on the club website with new members.
  • Provide new member names to the President for recognition.
  • Coordinate and order name tags for new members and existing members when need.
QUALIFICATIONS
  • Active involvement in the Club.
  • Strong organization and communication skills
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Long and Short Photo Essay

RESPONSIBILITIES:
The Long and Short Essay Chair shall:
  • Coming Soon
QUALIFICATIONS
  • Coming Soon
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PSA Interclub Chair

RESPONSIBILITIES:
The PSA Interclub Chair shall:
  • Coming Soon
QUALIFICATIONS
  • Coming Soon
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Newsletter Editor

RESPONSIBILITIES:
The Newsletter Editor Shall:
  • prepare and send out the weekly SLCC Newsletter
    • Camera club news: events, needed references to links on the SLCC website (e.g., how to download the Club calendar), requests for volunteers, etc.
    • Program and competition updates.
    • Support for sponsors by passing along their information to members
    • Members’ news about placements and awards.
    • News from other public non-profits regarding photography (e.g., IPHF, Saint Louis Art Museum, Sheldon Gallery)
MORE INFORMATION
  • More details on the Newslettter Editor's responsibilities are available in this PDF document.
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Section Chair

RESPONSIBILITIES:
The Section Chair shall:
  • Feel free to recruit other club members to assist you identify programs, presenters, and judges.
  • Recruit and schedule speakers and judges
    • Confirm their preferred email address and phone contact information
    • Presentations usually last 45-50 minutes when there is a competition
    • On presentation-only nights, the speaker can take up to 2 hours
    • Determine the speaker’s audio/visual needs and coordinate with the projection team
    • Send our zoom link to the speaker and judge if they are outside of the club
    • Ask if they are okay with us recording the presentation (our recordings are kept behind a firewall and only members have access)
    • Find out how they want to handle questions
    • Get biographical information and introduce the speaker
    • Review the rules with the judges and make a copy of the rules for your section available to them (especially for Nature, Travel and PJ) prior to the Wednesday meeting.
    • Let the judge know that judging will be done prior to the meeting night and will require a couple hours on Monday or Tuesday
    • Review the process and club contacts for judging competitions. (Our webpage has a summary found under Club Judging Process.)
    • Emphasize the educational aspect of judging (What did the maker do well? What can be improved?)
  • Coordinate program schedules with the Vice President
  • Inform the Vice President and Webmaster of any changes of speakers and judges for the calendar
  • Supply biographical information and a brief description of the presentation to the Webmaster for publication prior to the event
  • Act as an advisor to the club on matters relating to your section
  • Act as an advocate for your section
QUALIFICATIONS
  • Strong organization and communication skills
  • Able to delegate and empower others to collaborate for planning
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