Reports To Board of Directors

Job Overview
The role of the CFO is to oversee the financial management of the club, including accounting and record maintenance, financial reporting, banking and cash management, financial planning beginning with the annual budget preparation, and risk management. The CFO also oversees activities related to the advance-booking of the club’s facility requirements.

The CFO is supported by the Treasurer and Meeting Space Reservation Coordinator.

Responsibilities and Duties
Work with the Treasurer to:

• Monitor the club’s accounting routines/systems and fiduciary practices. Take corrective action or make changes as necessary.
• Act as main contact with the club’s chosen bank…ensure appropriate service support.
• Prepare financial reports to the Board and membership as required.
• Provide leadership for the annual budget cycle. Monitor financial results to ensure compliance with budget … report and make adjustments asapproved by the Board.
• Provide direction on cash management, including the investment of surplus funds.

Work with the Meeting Space Reservations Coordinator to:

• Identify club’s facility requirements.
• Ensure space is booked as required, in a timely and cost-effective manner.

Other responsibilities and duties:

• Act as main contact with City staff to ensure compliance with the City’s Affiliation Policy.
• Arrange for insurance coverage to achieve the risk management profile as approved by the Board. Make insurance policy adjustments as required.
• Help recruit and train replacements for the 3 positions in the Administrative Group
• Provide leadership and support for incorporation, if the club opts for that change.

Skills Required

• Experience in financial management
• General knowledge of accounting, its routines and practices
• Leadership and communication skills

Reports To
Chief Financial Officer (CFO)

Job Overview
The position is responsible for maintaining all financial records of the club, ensuring that proper fiscal routines and practices are in place and followed to safeguard the cash assets of the club and provide accurate and timely financial reporting. The Treasurer also makes and records disbursements by cheque for services or goods received, as well as receiving, recording and depositing in the bank all cash receipts.

The Treasurer works closely with the CFO to provide financial reports with explanatory analysis to the Executive as required through-out the year, and to members at the Annual General Meeting. The position plays a key supporting role in the annual budgeting and planning process as led by the CFO.

Responsibilities and Duties
The following provides a detailed list of duties and activities, shown in the time-frames required, along with the approximate hours of effort required.

All year but more active September – May
Attend club meetings with cheque book to reimburse expenses paid by members on behalf of the club. Prepare cheques after ensuring proper supporting documentation such invoices, redacted credit card statements etc., obtain second signature from President or CFO, and distribute payments to recipients.

• Prepare cheques to reimburse suppliers and obtain second signature from President or CFO and distribute.
• Receive cash from membership fees, visitor fees, workshop fees, coffee / social revenues, etc. Provide receipts as appropriate to those paying money to the club.
• Prepare/deposit bi-weekly deposit of cash or cheques received. (1.0 hours)
• Make journal entries and prepare monthly financial reports as required by CFO and Executive, using Simply Accounting software (1.0 hours).
• Reconcile bank and GIC investments(1.0hours)
• Do regular back ups of the Simply Accounting database file to ensure security of data and the ability to fully recover in the event of a hard drive malfunction.
• Maintain supporting paper documentation, cross-referenced to journal entries, filed in chronological order.

March – May

• Provide up-to-date Financial reporting and account details to support the annual budgeting process. (1.0 hours)
• Attend membership renewal in take and banquet ticket sales to provide cash receipts for the members who pay cash and to receive cheques for entry to accounting and deposit. (4 x 1.0 hours)
• Reconcile cash receipts to membership numbers, banquet ticket sales and room booking reports received from those teams.

June-August

• Prepare club Financial statements for year end reporting purposes. Fiscal year end is June 30. (3.0 hours)

Skills Required

• Tools used…Simply Accounting software (aka Sage 50 Canadian), MS Excel, and Word
• Knowledge of Simply Accounting software (or other accounting software), MS Excel, and Word helpful
• Detail oriented
• Good with numbers
• Communication skills
• Some experience in book keeping and accounting
• Willing to be responsible for cash in an accountable manner

Reports To
Board of Directors

Job Overview
The role of the Secretary is:

To create and maintain an accurate written record of items discussed, debated and voted upon during MCC Directors’ monthly meetings as well as the Annual General Meeting.

To maintain the record of all Directors’ reports tabled.

To ensure that these records, known as minutes, are accurate and unbiased and that they are entered into the official record in a timely and appropriate manner.

To maintain the records of past meetings.

Responsibilities and Duties

• Attend each monthly MCC Directors’ meeting, as well as the Annual General Meeting.
• Maintain an accurate written record of all items discussed, debated and voted upon during the meeting.
• Maintain all Directors’ reports presented or tabled at each meeting.
• Ensure that a draft version of the minutes is sent out to all Directors for feedback in a timely manner.
• Maintain the official record of the proceedings of each official Directors’ meeting.
• Ensure that a copy of the official minutes and each Directors’ report is forwarded to the club archivist in order to maintain the club’s historical record.
• Assist in filling a suitable volunteer into a Board position being vacated.
• Be conversant with work being performed by all Directors and be able to weigh in with opinions, options, etc.
• Maintain and archive all official correspondence with organizations that influence the MCC, such as the City of Mississauga

Skills Required

• Excellent listener, especially to cross talk.
• Excellent writing, recording and archival skills.

Reports To
The Director of Program reports to the Board of Directors

Job Overview
The Director of Program liaisons with and provides support to the following Program Group members:

• Program Development: This person researches, contacts, negotiates presentation conditions and fees, provides guidance to and recommends presenters for Thursday meetings on the club’s Program, introduces and thanks the presenter and coordinates payment to the presenter
• Meeting Room Setup: This person is responsible for the setup, operation, removal and storage of the electronic and other equipment required for Thursday in-person meetings.
• Meeting Room Setup Assistant: This person assists the Meeting Room Setup person with setup and removal tasks.
• Meeting Room Lighting: This person turns the auditorium ceiling lights on and off at required times during the evening at Thursday in-person meetings
• AV & Slide Show Leader: This person provides assistance to club members to prepare short audio visual shows or PowerPoint shows for Thursday meetings and for viewing on the MCC website in the Member’s Work page.
• Annual Banquet Manager: This person plans and coordinates all activities included with the club’s annual banquet and annual awards slide shows

Responsibilities and Duties

• Attend monthly Board of Directors Executive Meetings
• Oversee and provide support to the Program Group members listed above
• Create scheduling for Thursday meeting activities for the following season’s program
• Ensure the Program for the following season is completed in a timely manner
• Coordinate equipment & evening activities with the presenter at in-person Thursday meetings
• Ensure all club equipment for in-person meetings is in working order and safely stored
• Provide updates about Program Group matters to MCC Snapshot publications on a monthly basis
• Develop a succession plan and finds a replacement person to fulfill the Director of Program position at the end of the 2 year Director term. (3 year option)
• Assist team members to develop a succession plan for their positions

Skills Required

• Organizational and people management skills
• Written and oral communication skills
• Public Speaking skills
• Computer skills
• Problem solving skills
• Knowledge of digital equipment including projectors, audio and laptops
• Knowledge of photography

Reports To
The Program Development position reports to the Director of Program

Job Overview
This person researches, contacts potential presenters and recommends presenters for the following season’s program.

Responsibilities and Duties

• Research and contact potential presenters
• Negotiate presentation conditions and fees with potential presenters
• Recommend presenters for the following season’s Program
• Email confirmation to presenters to confirm presentation date and conditions
• Provide guidance to presenters to prepare for their presentations
• Email presenters to remind them of their presentation
• Attend Thursday meetings and introduce the presenter, coordinate the evening activities and thank the presenter
• After the presentation, send a thank you email and coordinate payment to the presenter
• Provide support to the Director of Program when required

Skills Required

• Organizational and people management skills
• Written and oral communication skills
• Public Speaking skills
• Computer skills
• Problem solving skills
• Knowledge of photography

Reports To

Job Overview

Reports To
Chief Financial Officer (CFO)

Job Overview
The position is responsible for advance-booking, arranging payment, and communicating set-up specifications for the rooms required for various club functions. Currently MCC’s facility requirements are exclusively provided by the Cawthra Senior’s Centre, a City of Mississauga-owned venue. The City’s Facility Rental process is very well defined and inflexible, requiring that the Coordinator understand, respect, and follow the procedures carefully. Early booking is important to ensure MCC will have the facilities available when needed; any changes must be handled quickly with a mind to minimizing cancellation penalties.

The Coordinator will be the sole contact with City Facility Rental staff, and will be responsible for ensuring that the club meets all City requirements so as to maintain a good working relationship with City staff, and reputation as an upstanding City of Mississauga affiliate organization. The Coordinator will work closely with the CFO and Treasurer to plan and manage the club’s budget for room rentals.

Responsibilities and Duties
The following provides a detailed list of duties and activities, shown in the time-frames required, along with the approximate hours of effort required.

March (8 hours)

• Contact City of Mississauga Facilities Rentals to determine current rental rates for rooms in Seniors Centre
• Contact various club stakeholders (Program director, Executive, SIG leaders, Print Competition Team Leader, Workshop Team Leader) to determine various groups’ needs for meeting spaces for next season, advising them of room options and current room rental rates
• Based on their input, record dates/room request details on schedule and review for any conflicts
• Resolve any conflicts with stakeholders
• Contact Membership Team and Banquet Team Leader to confirm dates for membership renewals and banquet ticket sales
• Book and pay for Legacy Lounge for four meeting dates in April and May for membership renewal and banquet ticket sales after reviewing tentative contract
• Contact Executive to confirm dates and locations for Executive meetings in June, July and August
• Book and pay for Legacy Lounge for Executive meeting dates in June, July and August as required, after reviewing tentative contract
• Sign, scan and return final contracts to City of Mississauga Facilities Rentals
• Provide MCC Treasurer with finalized contracts and arrange for payment/reimbursement

April-May-June (10 hours)

• Provide MCC Treasurer and CFO with estimated budget for room rental and associated expenses
• Contact City of Mississauga Facilities Rentals call centre to tentatively book room rentals
• Review contracts
• Record contract details on spreadsheet
• Contact City of Mississauga Facilities Rentals call centre to finalize and pay for room rentals
• Sign, scan and return final contracts to City of Mississauga Facilities Rentals
• Provide MCC Treasurer with finalized contracts and arrange for payment/reimbursement
• Provide confirmation of bookings and copies of relevant contracts to various stakeholders, reminding them to notify immediately of any changes as penalties may be applied by the City of Mississauga.
• Advise City of Mississauga Facilities Rentals call centre of any changes immediately
• Provide MCC Executive and Treasurer with reconciliation of all expenses associated with room rentals
• Provide Executive and stake holders with complete schedule of meetings/dates/rooms booked

July-August (4 hours)

• Request detailed room setup arrangements and equipment requests from all stakeholders.
• Provide the Seniors Centre administration with a schedule of all room set up and equipment requests by date/room/group

Throughout the Season (2 hours)

• Make changes if required to meeting dates/rooms booked
• Advise City of Mississauga Facilities Rentals call centre immediately of any changes/cancellations
• Book any additional meeting space requests as needed after approval by Executive

Skills Required

• Tools used… MS Excel and Word
• Knowledge of MS Excel and Word helpful Detail oriented
• Organizational skills
• Communication skills
• Relationship management skills

Reports To
The Director of Communications will report to the President of the Mississauga Camera Club (MCC)

Job Overview
The Director of Communications liaisons with the Communications team as follows:

• Facebook
• Website
• Snapshot – approving submissions, proofreading, making suggestions
• E-mails – determining what information is dispersed from teams to the members of MCC
• Club historian

Responsibilities and Duties

• Providing direction, support and encouragement to team leaders
• Communicate relevant information to and from team leaders and Board of Directors
• Meeting with the team leaders as needed
• Monitoring team projects and attending their planning sessions
• Attending planning sessions with other Directors on the Board, under the direction of the President or a facilitator
• Participate in executive meetings
• Ensure Club sponsored activities are clearly communicated in a timely manner

Skills Required

• Team-building
• Ability to work well with others
• Strong oral and written Communications skills
• Leadership skills
• Organized, detail-oriented
• Good listener
• Confidentiality an interest in communication tools such as website management, email, document preparation and archival

Reports To
Board of Directors

Job Overview
The role of the Director is to facilitate and to promote Competitions within the Mississauga Camera Club. He or she will ensure that the human and physical resources are available to conduct successful club competitions. It is the Director’s responsibility to ensure that the results are accurate and unbiased, that members have easy access to the Competition process and that the results are delivered in a timely and an appropriate manner.

Responsibilities and Duties

• Provide a simple, friendly and accessible Competition process.
• Make Competition a learning process with emphasis on comments and self-improvement.
• Encourage strong participation in all categories.
• Unburden and ease the workload of Team Leaders and committees.
• Promote communication with emphasis on member feedback.
• Develop a succession plan.

Skills Required

• Advanced competitor preferably with Team Leader experience and GTCCC Judging Course graduation.
• Good communicator and networker with an enthusiasm for competition as a path towards excellence.
• Well organized with good logistical skills.

Reports To

Director of Competition

Job Overview

The role of Digital Competition Chair is work with the Director of competitions to manage the Digital Competitions of the Mississauga Camera Club. S/he must establish the competition calendar, plan and execute the competitions. Work with the website team leader to manage the competition website and to work with other volunteers to produce the Results Nights.

Responsibilities and Duties

• Collaborate with the Program Director, prior to the season, to establish the dates of the Results Nights in the annual program.
• Review and update the competition handbook.
• Using the GTCCC list of current judges, arrange for three online judges for each competition and provide them with the instructions for their competitions.
• Monitor the judges work to ensure that they have completed their assignments and arrange for the honourariums for the judges.
• Working with the Digital Team, monitor the submissions of images to the website for each competition. Provide assistance to members as time permits.
• Collaborate with the website manager and data team to ensure that results are managed.
• Work with competition team to produce the Results Night Presentations and Awards recognition.
• Prior to the conclusion of current season establish the theme(s) for following season.
• Develop a succession plan.

Skills Required

• Good communicator and networker with an enthusiasm for competition as a path towards excellence.
• Well organized with good logistical skills.
• Willing to take GTCCC judges course when available.

Facebook is a key component of the Club’s communications. Over 300 individuals follow its posts. Its value to members and the general public depends on it being kept current and vital. An editor is required to maintain and update our Facebook presence on a regular basis in the following ways:

• Upcoming meetings – reusing presenter profiles and images from the Club’s program
• Posting selected winning competition images, and links to standings.
  Reminders about submission deadlines.
• Posting images from Club events (e.g. outings, socials, workshops, etc) Updates regarding membership renewals.
• Posting links to photography websites of interest to members
• A commitment of just one or two hours per week is required. No experience is necessary other than a familiarity with Facebook.

As MCC Historian to collect records of the club for future use. A record of our history.  The hope is before club members hit delete or throw something in the garbage or recycle, it can be collected for the historical records. In the early 1980s trophies and old records were thrown away, I think this is something that should not happen again.

• Still trying to get some of the older information that is missing. Have received new info from 1974, 2000 to 2009.
• Reply to request for dates & info by looking through old records.
• Find older articles for reprint in the KLIK.
• Keep paper files organized. Have 6 boxes of paper files in binders in my house.
• Get digital files on recent club years. All info I have is stored on my lap top computer and backup.

SnapShot is the Mississauga Camera Club’s newsletter published during the club year to keep members informed of MCC happenings. It highlights significant news and events such as members’ community and educational activity, gallery showings, executive communications, and reminders of upcoming outings.

Members are notified when a newsletter is available through an email proving a link to the publication on the club website. Current and past newsletters (from December 2020) are available from the home page SNAPSHOT icon.

The SnapShot editor’s role is to gather content from the executive and team leads, compile the text and images in a formatted document presentable for easy viewing either on-line or print. Mac or Windows software word processing documents work well as content is gather from contributors via email.

To produce each newsletter requires 4-5 hours spread over a two-week period. The steps are as follows:

• Determine an appropriate deadline to receive input – taking the various holidays into account.
• Solicit input from the President, Directors and all Team Leaders and Team Members.
• Consolidate input as it is received and edit same in a word processing application, confirming format is presentable for soft or hard copy viewing.
• Forward a draft version to the Director of Communications to proof-read and approve.
• Forward the approved version (PDF format) to web team contact for uploading to the MCC website.
• Using the application MAILCHIMP, update membership email changes or additions for new members. In MAILCHIMP the tool is called ‘AUDIENCE’. Membership list maintained by fellow volunteer and distributed as needed.
• Using MAILCHIMP, create a new ‘CAMPAIGN’ imbedding the newsletter link received from the web team. Test and schedule the distribution.
• Detailed steps available for using the MAILCHIMP software are available for Snapshot Editor.

•  Keep content up to date: Meetings, Workshops, Outings, Competitions, General Information (Organization, Membership, Competition Handbooks).
• Upload competition images into gallery and front page slideshow (images must be re-sized to fit the format and for quick load).
• Upload Klik and Snapshot newsletters (Snapshot has to be converted to PDF)
• Respond to web enquiries or forward to appropriate person.

Reports to: Program Group Director Job Overview:

The Annual Banquet Organizer is responsible for ensuring the smooth running of the Annual Awards Banquet and Ceremonies. This includes organizing the venue, ticket selling, program for the evening, and trophy awards. Most of the work is required in the month of May, with some planning and organization needed in the run-up months.

NOTE: The current manager would like to work with an assistant this year who would take over this position next year.

Responsibilities and Duties:

• Recruit and meet with volunteers to help with tasks: MC, photographer, Trophy Wranglers, sound system, ticket sellers, etc.
• Organize venue – book, plan meal, print and sell tickets, promote banquet at meetings
• Determine program for evening and ensure that it is ready
• Create Trophy Show – Interact with Competitions Chair to obtain images for Trophy Awards Show and put into Powerpoint template
• Ensure other presentations are ready: e.g. flower competitions, TDCCC winners, winning images for year or speaker
• Ensure Trophies are engraved and Certificates are printed to hand out
• Make sure that banquet runs smoothly: create agenda, check venue, interact with MC, run awards shows, handle details

Skills Required:

• Good organizational skills, some experience with event organizing.
• Comfortable addressing club to promote banquet, recruit volunteers and interact with executive members.
• Power Point and Proshow experience, or willing to learn.