Officer and Committee Chair Duties


  • Set meeting agendas and run both board meetings and general meetings
  • Set calendar and reserve meeting space
  • Receive and respond to outside emails
  • Coordinates club activities
  • Be alternate signatory on club bank accounts along with the treasurer
  • MC the annual banquet
  • Appoint ad hoc committees as needed

Vice President:

  • Work with the president on all activities as needed
  • Substitute for president as needed
  • Attend board meetings
  • Arrange for, pick up and deliver EOY trophies and plaques to banquet
  • Become president after current president’s term expires


  • Account for all monies of the SCC
  • Track monies in check book and on Quicken
  • Monthly reconcile statement from Simsbury Bank and Trust
  • Prepare monthly P&L statement and report at the monthly board meeting
  • Work with auditor annually to review financial practices and document accuracy
  • Help develop and monitor the annual budget
  • Track all paid and unpaid members including: name, address, phone #, and email and save signed waiver/release. Record method, date and amount of payment as well as banquet participation
  • Prepare and file annual Federal tax return
  • Prepare and file annual Secretary of State filing
  • Ensure use of tax exempt status for all club purchases
  • Keep track of state tax exempt number and federal employee identification number
  • Comply with any request by the SCC president or board relating to club’s finances
  • Details


  • Attend board meetings
  • Keep a correct record of all club business meetings and executive board meetings and publish them to the board for approval
  • ? be in charge of club archives

Immediate Past President:

  • Provide sage advice as needed
  • Attend board meetings


  • Get judges for monthly competitions, as well as NECCC & Glennie selections
  • Get comment takers for monthly competitions
  • Refine competition category definitions as necessary prior to first competition and get board approval for changes
  • Clarify definitions and rules to both competitors and judges as needed
  • Ensure adherence to competition rules
  • Maintain procedures to protect the anonymity of competitors
  • Attend board meetings
  • Attend all judging sessions
  • Secure outside judge for EOY competition

Digital Coordinator:

  • Receives all monthly competition images
  • Organizes the images in Lightroom collections for judging
  • Attends judging sessions and displays the images recording the judges scores
  • Displays the images and announces their scores at the monthly club meetings
  • Provide individual monthly feedback to judges on their scores relative to others
  • Delivers the images to the webmaster for posting
  • Participate in image selection sessions for outside competitions
  • Provide images with scores of 27 or higher to the PSA rep each month
  • Attends board meetings
  • Provides the EOY judge with the images that qualify and information on the various trophies.
  • Tallies year end scores and determines total points and best average winners
  • Produces slideshow for the year end awards banquet

Programs – Outside Speakers:

  • Identifies, contacts and schedules speakers for the monthly first Monday

Library Speakers series

  • Publicizes upcoming speakers
  • Ensures all the speakers technical needs including microphone, projector etc. are met
  • Introduces the speakers before their presentation and follows up with thank you notes.
  • Maintains contact with upcoming speakers providing driving directions
  • Coordinates payment with the treasurer
  • Ensures that speaker notes are made available to those attending
  • Attends board meetings

Programs – Internal Activities:

  • Solicit from members short topics of interest for “After the Break” mini forums at the regular monthly meetings and schedule these sessions
  • Plan forums or workshops for the Library in coordination with the Outside

Speaker program chair for some Mondays

  • Identify and pursue community outreach and/or fund raising projects for the club
  • Consider and coordinate ideas for outings
  • Attend board meetings


  • Maintain and update the Simsbury Camera Club website
  • Facilitate members monthly image submissions for competitions
  • Post images and scores featuring winning images each month
  • Maintain and update the club events calendar
  • Display and update the name of the current Library Display member
  • Feature approaching events of interest on the home page
  • Provide easy access to bylaws, member handbook and category definitions
  • Provide membership information with printable application
  • Provide contact information for potential members
  • Attends board meetings

Facebook, Public Relations and Publicity:

  • Maintain and update the clubs Facebook page
  • Publicize SCC meetings and activities through multiple channels including Facebook, Simsbury Patch, Valley Press and the Hartford Courant
  • Coordinate responses to outside requests for photo services and art displays
  • Attends board meetings

Member Recognition Column:

  • Produce a column for the website honoring a past or current long-time SCC member who has contributed to the club over and above the contributions of the average member
  • work with the membership so that these columns can be archived for future reference

Nominating Committee:

  • Solicit nominations and/or volunteers for elected and non-elected club positions
  • Work with the president and the board to identify potential candidates for club officer and committee chair positions
  • Conduct annual elections in the manner specified in club bylaws

Annual Banquet: 

  • Work in concert with the board to choose a venue for the club’s Annual Awards Banquet
  • Secure reservations for the first Friday in June and work with the treasurer to negotiate a price and sign a contract
  • Choose menu selections, again in concert with the board, and circulate those menu choices and a sign up form to the membership several months before the banquet
  • Collect and monitor list of attendees and make certain the treasurer receives all payments
  • Coordinate trophy delivery and organization with the VP

Simsbury Bank Calendar:

  • Encourage participation of Club members in taking and submitting images for the coming year’s calendar, reminding them that there are specific rules for submission detailed on the SCC website
  • Collect submissions at the September club meeting and deliver them to the bank
  • Announce the club’s winning images and accept the bank’s check at the December club meeting


  • Solicit volunteers from the club to bring a dessert/snack and beverages to each club meeting and each library speaker presentation
  • Supply a list of those volunteers to the webmaster for posting
  • Bring cups, plates and napkins to each meeting (get reimbursement from the treasurer)
  • Put out “collection basket” for contributions at Eno Hallonly and ensure money gets to the treasurer
  • Set up and clean up refreshment table

Library Print Display:

  • Secure volunteer members to display their work in the Simsbury Library Hall on a monthly or bimonthly schedule
  • Be liaison with the Library regarding the displays
  • Facilitate change over between exhibitors as needed
  • Provide webmaster with a schedule of exhibitors for posting
  • Solicit club members to provide framed prints for the club December display in the Library Program Room
  • Oversee and facilitate hanging and removal of those pieces.

Simsbury CC Google Groups Administrator:

  • Ensure that all current members are part of the Google Groups and that all new members are added and those no longer members are removed
  • Act as liaison with Google Groups for any problems that arise.

Greeter and Name Tag Steward:

  • Greet arriving members and guests
  • Bring name tags to each club event and create new name tags for new members
  • Conduct 50/50 raffle

SCC Liaison to Outside Organizations and Competitions:

  • Represent the SCC in dealings with the NECCC, PSA, Glennie and CAP
  • Relay to the SCC members important news from each of these organizations
  • Work with the treasurer to ensure that dues and entrance fees are paid
  • Work with the Judging Chair and the Digital Coordinator to provide images in a timely manner for the interclub competitions sponsored by these groups
  • Notify members whose images are being entered in a competition and be sure that they haven’t entered those same images with another club
  • Relay competition results to the President, Judging Chair and Digital Coordinator so that those results and images may be announced at the next club meeting
  • Email the SCC membership the results after the club meeting announcement

Simsbury Celebrates and Simsbury Airport Fly-In:

  • Act as liaison with organizers of both events
  • Publicize events to membership and solicit participation
  • Coordinate SCC display at Simsbury Celebrates
  • Receive photos from participants and pass them on to event organizers