Download annexe to the constitution

ANNEXE TO THE CONSTITUTION
Duties of Officers
Chair
To chair committee meetings, the Annual General Meeting and any Extraordinary General Meeting of the Club.
To act as the primary public face of the Club, e.g. by responding to enquiries and requests, attending concerts, thanking performers, general
promotion of the Club.
To negotiate with Estates and Security over practice room issues, and with Room Bookings over issues regarding the Haldane Room and
other performing spaces.
To make room bookings for committee meetings.
To draw up agenda for meetings in consultation with the Secretary.
To review draft minutes.
To maintain an overview of all aspects of CMC’s activities, including responsibilities delegated to other committee members.
To oversee strategic/long-term planning.
Secretary
To prepare and circulate the agendas for committee meetings and for the Annual General Meeting, in consultation with the Chair.
To draft minutes of committee meetings for approval by the Chair, and to circulate the approved version.
To write and circulate a report for the AGM on the Club’s activities etc. during the year.
To write and circulate a report on the AGM.
To maintain the up-to-date versions of the Club’s Constitution and the Annexe to the Constitution.
To act as a point of contact and source of information for queries about the Club.
Treasurer
To handle all income and payments.
To keep accurate accounts, and to provide interim financial information to the committee on request.
To prepare a statement of account for the AGM, and to liaise with the Independent Examiner.
To liaise with the Finance Division as appropriate.
Other duties to be shared by committee members
Membership
To recruit new members and renew existing membership year by year; to collect subscriptions and issue membership cards.
To maintain an up-to-date list of paid-up members, and to ensure that the email and postal lists are kept updated.
To maintain an up-to-date performers’ list of members willing to play in concerts.
Resources and facilities
To attend to the tuning and general maintenance of keyboard instruments.
To attend to the maintenance of practice facilities.
To devise, publicise and implement policies regarding the use of keyboard instruments, practice facilities and other resources by members
and non-members.
To acquire, maintain and where appropriate dispose of supplementary resources (e.g. music stands, instrument covers etc.)
To maintain the catalogue and classification system of the sheet music collection.
To add material to the collection, and where appropriate dispose of unwanted material.
To make the catalogue available to members of the club.
To issue music to members, keep records of loans, and contact borrowers with outstanding loans at the end of each academic year.
To attend to the physical condition of the music.
Concerts
To organise a series of evening and lunchtime concerts.
To book the Haldane Room (or other performance space) for concerts, and to specify to Room Bookings the required layout.
To allocate responsibilities for the running of individual concerts, and to ensure that the concert organisers are aware of the various tasks
involved.
Communications and publicity
To publicise the Club’s concerts to the membership and beyond, via the email list and other means.
To maintain good two-way communication between the committee and the membership.
To foster communication between members, via the email list and other means.
To maintain the website according to UCL’s approved and recommended design standards.
To maintain the website as an up-to-date online record of the Club’s current activities.
To maintain an up-to-date online archive of all past concerts, including advertising materials, programmes and programme-notes where
appropriate.
To ensure that the website and the archive are available to the membership.
To liaise with UCL Information Systems (IS) regarding the website account, and to ensure that passwords are updated regularly.
To be the principal point of contact with the UCL Postmaster for the Club’s email list.
To implement the moderation of messages sent to the email list.
To add new members to the email list and delete former members from it.
To review the design of the website from time to time.
General committee duties/expectations
To attend committee meetings.
To be involved in the organising of the Club’s concerts.
To attend the Club’s concerts when possible.