How we are organised

The present roles we have are:

Chairperson

The Chair delegates, listens, suggests, liaises with The Arts Society Head Office.  At lectures introduces the speaker and generally keeps an eye on the smooth running of Lecture events.  An important task is the hosting of the events organised throughout the year, such as special exhibitions.

Secretary

Keeps Committee proceedings in order.  Takes minutes, organises agendas, record-keeping and liaising with the Chair.  Word and Excel skills essential.

Treasurer

Looks after Society money.  Main role to pay bills, account for receipts, look after Bank Account and keep Committee advised about Society finances.  Liaises with external auditor to get accounts sign off at year end.   Liaises with Membership Representative to account for the membership annual renewal subscriptions.   Excel skills helpful in this role

 Membership Representative

Maintains membership records.  Updates Head Office and local database of member details.  Deals with new applications and waiting lists.  Organises signing in sheets at each lecture and maintains attendance records.  Organises the annual subscription process and despatch of membership programme cards.  Organises the new member invitations at the end of the season.  Word and excel skills essential.

Lecture Programme Organiser

Selects the lectures for the Programme Session.  Books the speakers, arranges transport and accommodation for them as required and generally looks after them when they arrive to ensure all their needs are met in terms of slides and any audio requirements.

Visits/outing

This role is to organise outings, usually three per year, to places of interest, such as stately homes, gardens and exhibitions.  The role involves scouting out new locations, organising transport, advertising the outing, organising the fees and generally looking after the attending members throughout the visit.

Study Days

Similar to lecture programme organiser.  Selects season programme involving 2 study days per year and then books speakers and looks after all their needs.  Also involves looking after the accommodation for the study day held at Crosfield Hall as well as refreshments.

Front of House

Organises volunteers to help organise setting up of lecture hall.

Heritage volunteer organiser

Recruiting and organising Art Society volunteers from Romsey membership in various projects such as King John House and Museum and Mottisfont Abbey carrying out restoration cleaning and repairing.

Church Recording Representative

Involves running the project to carry out the recording of the internal artifacts and history of the selected church.  This is generally a 4 year project carried out by a team of 8 to 11 volunteers who go into the church at monthly intervals to catalogue, describe, photograph and research the history of all the items in 8 categories eg memorials, woodwork, metal, windows etc.  The end of the process is to type up and present the book to the Church involved as well other interested parties such as the V&A and English Heritage.

Social events and Coffee

Role involves maintaining the list of members who serve coffee at lectures and helping outside caterers at any Society functions.

Young Arts

Role is primarily about selecting and running a project, usually once a year, to involve young people, eg local primary schools, involving an art theme such as painting or photography.  This involves organising any outside facilitators, liaising with school staff and overseeing the running of the project as well as organising any exhibitions held at the end of the project.

Webmaster

Looks after the maintenance of the Romsey Arts Society Website and updating events posted on the site.  Also organises the despatch of ad-hoc mailings to members by email.