Job Descriptions for Association and District Officers

ASSOCIATION MASTER
Job Description & Responsibilities

Responsibilities
Rule 11.1 “The MASTER shall promote the interests of the Association, control all ringing activities at General Meetings or gatherings of the Association (other than District meetings or functions), chair Trustees, General, and Management Committee Meetings and deal with such other matters as may be provided for in these rules or as may be directed by the Trustees or the Management Committee.”

The Association Master shall appoint judges for each of the Six Bell and Eight Bell competitions. There shall be at least two judges for each competition who shall preferably not be resident within the Association’s area.

The Role

• Provide strategic leadership for the Association and to promote the values and behaviours essential for the success of the Association
• Act with the Association’s best interests in mind at all times and promoting the Objects of the Association
• Support all Association Trustees and Officers to achieve the most they can in their role, acting fairly and impartially and avoiding or resolving dispute if necessary
• With the Association Secretary and Treasurer, prepare and manage the agendas for Trustees and Management Committee meetings
• With all Association Officers, ensure that Officer selection processes are fair and equitable, and that all Association members have an opportunity to contribute to the work of the Association to the best of their ability
• Establish links with Association members through appropriate routes, ensuring that they are accessible and approachable
• Chair Management Committee Meetings
• Chair the Trustees Meetings
• Provide a written summary of activities of the Association for the Annual Report;
• Arrange a service touch band for the Annual Service;
• When requested, read a lesson at the AGM;
• Chair the Annual General Meeting held on May Day Bank Holiday;
• Set the 8 bell striking competition set touch and advise details at the AGM;
• Organise the judges, run the draw and host the judges for the Association Striking Competition Finals;
• Act ex-officio in all sub-committees set up at the requirement of the Management Committee;Host and speak at the Annual Dinner, look after the Guests;
• Arrange, or delegate, entering teams into inter-county striking competitions e.g. the Essex Trophy and the Ridgman Trophy, and to participate in the post competition meeting to discuss the following years’ arrangements;
• Represent the Association at other functions within and external to the Association e.g. dedication services, funerals of prominent Association members etc;
• Look after and wear the Master’s Badge at appropriate functions.

ASSOCIATION GENERAL SECRETARY
Job Description & Responsibilities

Responsibilities

The Secretary is responsible for the smooth running of the Association’s meetings and events, undertaking (or delegating) basic administration as necessary. Working closely with the Association Master and Treasurer, they might be required to help make decisions about the work of the Association.

Skills

• Friendly and open
• Well organised, computer literate
• Good written and communication skills
• Flexible
• Show leadership if required

NB – the Secretary is not expected to be expert in all parts of the role. Ringing competency is not relevant.

The Role

The following describes some of the jobs that the Secretary would be expected to oversee – the Association will appoint assistance if requested.

Trustee Meetings:

• Book the venue for Trustee Meetings
• Collate all written reports prior to the trustees meeting and upload them to the secure area of the website.
• Set the agenda with the other principal officers.
• Ensure that the meeting is appropriately minuted (with additional admin support if necessary).
• Complete and maintain a record of actions.

Management Committee Meetings:

• Book the venue for the February and October Management Committee Meetings.
• Remind the district, according to the District Rota, of the requirement to provide refreshments at the committee meetings.
• Collate all written reports prior to the committee meeting and upload them to the secure area of the website.
• Set the agenda with the other principal officers.
• Ensure that the meeting is appropriately minuted (with additional admin support if necessary).
• Complete and maintain a record of actions.

Sub-committee meeting:

The General Secretary shall be ex-officio member of each sub-committee and should attend the Communications & Public Relations sub-committee. Attendance at sub-committee meetings should be shared between the three principal officers.

Annual Report:

Assist the Report Editor in the preparation of the Annual Report, including:

• Write the General Secretary’s report (a short account of the Association diary over the previous year)
• Provide the Minutes from the previous AGM.
• Provide the Agenda for the forthcoming AGM.
• Provide officers email addresses.

Annual General Meeting:

With assistance from the other officers (including Association Chaplain and a specifically appointed officer if necessary), take a leading role to ensure the following:

1. Book Chelmsford Cathedral for the service and meeting.
2. Place an advert in the Ringing World.
3. Include AGM details in the April Newsletter.
4. Delegate refreshments and afternoon ringing to the districts according to the district rota.
5. Invite clergy to preach.
6. Book Choir and organist.
7. Invite Association Chaplain.
8. Submit draft order of service to Cathedral for approval.
9. Print the order of service sheets.
10. Ensure that the meeting is appropriately minuted (with additional admin support if necessary).
11. Complete and maintain a record of actions.

Association Striking Competition Finals:

• Give instruction to the host district on requirements for MC, judges etc.
• Take certificates for distribution.

Other Striking Competitions:

• Act as point of contact for Ridgman Trophy and Essex Trophy; issue invitations and task list.
• When Essex’s turn to host either of these:
  – Book venue.
  – Issue invitations, test touch, details about venue.
  – Make arrangements for refreshments to be available.

Miscellaneous:

• Manage general correspondence.
• Assist Education Officer and Technical Advisor to ensure that grant application forms are processed correctly.

ASSOCIATION TREASURER
Job Description & Responsibilities

Rule 11.3 – The TREASURER shall give and receive vouchers for monies passed, maintain an up to date Membership List, keep proper books of account, ensure that proper financial records and procedures are maintained, prepare a balance sheet as at 31st December each year and an income and expenditure account for that year, or other such financial statement as prescribed by law, all of which shall be examined by the two Independent Examiners or professionally audited if required. The income and expenditure account and the balance sheet shall be approved by the Charity Trustees prior to being presented to the members at the next Annual General Meeting.

JOB SPECIFICATION
DUTIES

Financial Records

• To maintain the Association’s financial records including cash books and bank
  accounts.
• To prepare monthly bank reconciliations and analyses of receipts and payments.
• To bank cash and cheques received, make cheque payments and bank transfers, issue receipts.
• To split interest received between relevant funds.
• To keep the bank mandate up to date.
• To review the analyses of bankings from the Districts, enter them into the cash book.
• To ensure that these are received promptly.
• To maintain stock accounts and records of grants, liaison with bookstall and Peal Secretary.
• To record expenses paid to Trustees.
• In conjunction with the Property Trustees, to maintain a record of the Association’s fixed assets.

Membership

• To keep the membership records up to date and maintain gift aid records for
  subscriptions and donations.
• To reconcile membership with subscriptions received.
• To liaise with District officers as required and deal with any queries.

Charity Commission

• To prepare the Annual Return and accounts details and submit within the time limit.
• To advise of rule changes.
• To obtain Charities Act declarations from all Trustees and maintain the register.

Accounts

• To keep up to date with statutory and other regulatory requirements.
• To prepare interim accounts at 31 August for the October Committee Meeting.
• To prepare annual accounts at 31 December for independent examination, including a report on those accounts for the Trustees’ Report.

District

• To liaise with District officers on membership, gift aid, accounting and other queries.
• To issue year end accounts forms to Districts and reconcile completed forms with District banking details.

Ringing World

• To maintain a record of advertisements to ensure that the balance on the account is kept in credit and that our account is correct.
• To reconcile the quarterly statement from the Ringing World.

Other

• To prepare and submit gift aid tax claims, correspondence with HMRC as necessary.
• To promote gift aid and Association fund raising activities, print gift aid envelopes.
• To attend Association and District functions where possible; in particular
  Management Committee Meetings, Annual Dinner, Striking Competition, Annual District Meetings, Annual General Meeting and Ringing Course.
• Look after the Association insurance (handbells, personal liability and third party, etc.) and deal with queries and claims.
• Liaison as required with other Association officers.
• General correspondence as required.
• Order receipt books, badges, etc. as required.
• Review the Website and keep the Webmaster informed of relevant changes.

REQUIREMENTS

Technical knowledge

It is essential to have a good working knowledge of accounts and accounting procedures although a formal qualification is not essential.
The candidate should be computer literate. A good working knowledge of Microsoft Excel and Word is recommended.

Written communications

Good written communication skills are essential as it will be necessary to prepare reports for the Committee and correspond regularly by letter, email and telephone.

Planning and organisation

The candidate also needs to be well organised as there are tight deadlines to be met,
particularly with the year end accounts.

Teamwork

Good teamwork is required in order to promote good liaison with Districts and other Association officers.

Training

If requested, full support will be available from the current Association Treasurer.

CHAPLAIN
Job Description & Responsibilities

Responsibilities

The Chaplain, a ringing cleric, is an appointed position and is a member of the Management Committee and is able to attend the meetings of that Committee and participate in the decision-making processes. All members of the Management Committee are charity trustees under the Charity Act.

The Role

• to provide pastoral care to the Association and its members;
• to assist with the preparation of the Annual Service and to participate on the day, usually leading Intercession;
• to provide guidance to the Association officers as requested.

CHILD PROTECTION OFFICER
Job Description & Responsibilities

Responsibilities

The Child Protection Officer is an appointed position and is a member of the
Management Committee and is expected to attend the meetings of that Committee and participate in the decision-making processes. All members of the Management
Committee are charity trustees under the Charity Act.

The Role

• To act as an adviser to towers on all issues surrounding child protection.
• To liaise with the Diocesan Child Protection Adviser on the procedures and
  policies of the Association and any further legal changes that may affect the ringers of the Diocese.
• To keep a secure record of DBS (formerly CRB) checked ringers to ensure that the policies are being adhered to for all towers.
• To ensure that Essex Ringing Course follows its own policy by ensuring that tutors are DBS cleared and that suitable arrangements are in place to deal with the transport and welfare of children on the course.
• To ensure that the Association training days are also in compliance with the Essex Ringing Course Child Protection Policy.
• Have DBS clearance.
• To provide written reports to the February and October Executive meetings.

CENTRAL COUNCIL OF CHURCH BELL RINGERS REPRESENTATIVES
Job Description & Responsibilities

Responsibilities:

The Central Council of Church Bell Ringers (CCCBR) Representatives are
elected to serve for a period of three years. The number of representatives
depends on the number of members the Association has. See current CCCBR
rules to determine the number of representatives we can elect.
CCCBR Representatives are members of the Association’s Management
Committee and are expected to attend the meetings of that committee and
participate in the decision-making processes. All members of the management
committee are charity trustees under the Charity Act.

The Role:

• The attend the annual CCCBR meeting on behalf of the Association;
• To provide a written report to the management committee of the CCCBR
  annual meeting;
• To obtain guidance from the Association on how to vote on behalf of the
  Association at the CCCBR annual meeting on matters of fundamental change (e.g. reform);
• To actively participate on the CCCBR working groups;
• To promote the work of the CCCBR to the Association and its membership, including providing updates on the work of the CCCBR working groups, services and products that the CCCBR offers;
• To provide a summary of activity of the Association’s CCCBR Representatives work in the Association’s Annual Report

PROPERTY TRUSTEE
Job Description & Responsibilities

Responsibilities

Rule 11.4 states: “The PROPERTY TRUSTEES (“holding trustees”) shall be vested with the title to all investments held by or on behalf of the Association and shall be responsible for the safe keeping of books and records and other property of the Association and shall maintain an accurate list of the property of the Association. The Master, General Secretary and Treasurer (the “Principal Officers”) shall be ex-officio Property Trustees of the Association. All monies received by the Association shall be paid into bank or other accounts in the name of the Association as agreed by the Management Committee; any two of the six nominated Property Trustees shall have the power to authorise payments. All money in the Association’s funds not required for normal working purposes shall be invested or deposited by the Treasurer as may be directed by the Management Committee.”

All members of the Management Committee are charity trustees under the Charity Act. The Property Trustees are specifically elected for the roles and responsibilities described here.

The Role

There are 6 property Trustees. These are the 3 specifically elected Property Trustees plus the Association Master, General Secretary, Treasurer as Ex-Officio property Trustees. Clearly, a Property Trustee has responsibilities under Rule 11, listed above. In practice, this means that the property Trustees are responsible to the Membership for the financial and physical assets of the Association, ensuring their safe-keeping as far as is reasonable. A Property Trustee is a member of the Executive Committee and, as such, is expected to attend the meetings of that Committee and participate in the decision-making process as a charity trustee. Property Trustees are often formally delegated tasks related to the assets by the Executive Committee, reinforcing their responsibility to the Association Membership for the assets. Property Trustees also carry out other ad-hoc tasks, as and when necessary, to ensure the smooth running of the Association.

Personal Qualities

A Property Trustee should be a trusted member of the Association. Ideally they should have held an Association Office, e.g. Master, Hon. Gen. Secretary or Treasurer. Failing that they should at least have served in the same capacity at District level. They should be well known and respected members with a thorough knowledge of how the Association works. They should be enthusiastic and keen to see the Association grow in sympathy with it aims and objectives but mature enough to respect and learn from its history.

ASSOCIATION EDUCATION OFFICER
Job Description & Responsibilities

Responsibilities

Rule 11.7 states: “The EDUCATION OFFICER shall provide advice and guidance on the recruitment and training of new and existing ringers and coordinate training events at Association and District level as required, including working with recognised national bodies offering training and guidance. The Education Officer shall normally chair the Recruitment & Training Sub-Committee.

The Education Officer is a Charity Trustee under the Charity Act.

The Role

• To be the key contact point for District Education Officers (DEOs) (and thereby Districts/Towers) for advice on training, education and recruitment within the Essex Association.
• To maintain the Association online resources bank.
• To support DEOs in providing and developing training courses in response to local tower and District needs. This may include:
  – Providing education, training and recruitment materials from the resources bank maintained for Association use.
  – Referring DEOs to other sources of material (e.g. Central Council Website,
  Association of Ringing Teachers).
  – Forming and maintaining a database of trainers / teachers willing to undertake training on the Association’s behalf.
  – Organising/providing training for new trainers/teachers and for them to be added to the database.
  – To organise and provide Association wide training (e.g. Association Training Days) plus Association of Ringing Teacher (ART) training as required.To provide up-to-date information for the training and education page of the Association website.
  – To maintain the Training Diary, a summary of training offered across the county.

Trustee Meetings:

• Attend Trustee Meetings and report on Education and Training matters.

Management Committee Meetings:

• Attend the February and October Executive Committee Meetings.
• Provide written report as requested by Association Secretary.
• Carry out any decisions and actions from the meeting.

Hon. Technical Adviser Job Description & Responsibilities Responsibilities The Hon. Technical Advisor is an appointed position and is a member of the Executive Committee and is expected to attend the meetings of that Committee and participate in the decision-making processes. All members of the Executive Committee are charity trustees under the Charity Act.

The Role

• To provide high quality and unbiased advice regarding all technical aspects of bells, bell fittings and bell hanging etc. as requested, This can include advice and training for those considering DIY maintenance etc.
• To provide advice as requested for Incumbents, Parochial Church Councils and Church Wardens etc. representing any church within the Association’s bounds.
• To undertake detailed inspections as requested providing a full written report including any recommendations.
• To convene the Grant Applications Review Sub Committee and provide relevant information to the Executive Committee.
• To provide technical advice to the Executive Committee following any applications for Grant funding.
• To provide confirmation to the Association officers that a project has been completed satisfactorily in order that Grant awards can be made.
• To provide a written report to the Executive Committee at the February and October meetings.
• To provide a written report for the Annual Report.

PEAL SECRETARY
Job Description & Responsibilities

Responsibilities

Rule 19: “PEALS RUNG by members which conform to the current regulations of the Central Council may be credited to the Association. Details of such peals shall be forwarded by the Conductor together with the peal booking fee charged at the time to the Peals Secretary. Peal Booking Fees for peals rung up to 30th November each year shall be forwarded by 14th December. Peals rung in December shall be notified to the Peals Secretary by 1st January and the Peal Booking Fees forwarded by 7th January.”

The Peal Secretary is an appointed position and is a member of the Management Committee and is expected to attend the meetings of that Committee and participate in the decision-making processes. All members of the Management Committee are charity trustees under the Charity Act.

The Role

Job Summary:

• Record full details of peals rung for the association each year.
• Check peals rung for conformance with Association rules.
• Collect peal fees and maintain records of peal fees due and received. Provide peal fee accounts to the Treasurer as required.
• Bank peal fees periodically throughout the year. Maintain list of non-resident members.
• Cause to be prepared the full peal listings for the Annual Report. Analyse peals rung each year and compile the detailed report and analysis for the Annual Report.
• Liaise with conductors as necessary to collect peal fees.
• Provide a report to each Executive Committee Meeting.

Mandatory Tasks:

• Record full details of peals rung for the association each year.
• Check peals rung for conformance with Association rules.
• Collect peal fees and maintain records of peal fees due and received.
• Provide peal fee accounts to the Treasurer as required (in September status to end August and forecast to year end and in January details of fees received and due to end of previous year).
• Bank peal fees periodically throughout the year.
• Maintain list of non-resident members and check peals rung for membership validity, seek ratification of non-resident members as necessary.
• Cause to be prepared the full peal listings for the Annual Report; review and correct peal listings for submission to the Report Editor for the Annual Report.
• Analyse peals rung each year and compile the detailed report and analysis for the Annual Report. Provide the report to the Report Editor in a machine-readable form that needs the minimum of processing for print.
• Liaise with conductors as necessary to collect peal fees. Ensure that debtors at the year-end are minimised.
• Prepare for publication in the Annual Report a selection of compositions submitted to the Peal Secretary each year.
• Compile totals of peals rung in each Essex Tower each year and provide amended totals to the Report Editor.
• Record peals rung by other Associations in Essex, compile a list for the Annual Report and submit to the Report Editor.
• Compile list of corrections to the Annual Report in respect of peals, first performances and include in the Annual Report each year.
• Maintain Records of all First Performances (new methods, etc., rung for the Association) and provide the list in formatted machine-readable form to the Report Editor for periodic publication in the AR as required.

Required Outputs:

• Reports to February and October Committee meetings.
• Peals Secretary’s report to the Report Editor in formatted machine-readable form, ready for incorporation into the report for printing (required by the February Committee Meeting if possible).
• Peals listings in formatted machine-readable form ready for publication.
• Accounts to the Treasurer in early January and interim accounts to the Treasurer in early September each year.
• Compositions, formatted machine-readable and checked for truth, to the Report Editor for publication (required by the February Committee Meeting if possible).
• List of First Performances for publication every three years (required by the February Committee Meeting if possible).

Optional Tasks:

If you do not intend to undertake the QP tasks, then ensure that the Report Editor is aware before you take on the job so that an alternative source can be found.

Quarter Peals:

• Maintain list through year of all QPs rung in Essex.
• Provide list of all QPs to Report Editor for Annual Report.
• Analyse QPs and submit report in formatted machine-readable form to the Report Editor in February for publication.
• Post annual reports to non-resident members that you have ratified (or liaise with District Secretary to ensure they have the information to post the reports).
• Provide advice on methods and compositions to conductors if required

ASSOCIATION PUBLIC RELATIONS OFFICER
Job Description & Responsibilities

Responsibilities

Rule 11.5 states: “The PUBLIC RELATIONS OFFICER shall be responsible for coordinating Association publicity including providing press liaison, a point of contact for public enquiries and a source of material for use by the Association Members for displays, exhibitions, etc.”

All members of the Management Committee are charity trustees under the Charity Act. The PRO provides press liaison, a point of contact for public enquiries and a source of material for use by the Association members for displays, exhibitions, etc.

Reports of Association activities should be submitted to the Ringing World in a timely manner to ensure that they are relevant and recent.

The Role

• To arrange press releases, interviews, and photo opportunities where necessary regarding the Association via TV, radio, and local press.
• To answer enquiries from ringers, public, press, and clergy whilst liaising with the senior Association Officers. Attend the Management Committee Meetings and report on publicity activity.
• To arrange PR and attend the Essex Ringing Course. To attend the AGM and report to The Ringing World and the Association Newsletter.
• To attend the Striking Competition Finals and report to The Ringing World and the Association Newsletter.
• To attend the Association Training Day and report to the Association Newsletter.
• To attend the Annual Dinner and report to The Ringing World and the Association Newsletter.
• Keep the Hon. Gen. Secretary and Master FULLY informed of actions and seek advice BEFORE making any press releases or acting on behalf of the Association.
• Keep the Association’s display boards and material in good order, updating where necessary, and allow the membership to borrow this when required.

NEWSLETTER EDITOR
Job Description & Responsibilities

Responsibilities

The role of Newsletter Editor is an appointed position. Nominations for this post must be received by the General Secretary prior to or at the October Management Committee Meeting of the Essex Association of Change Ringers and can only be put forward with the agreement of the candidate, by a proposer and seconder.

Rounds & About (the Newsletter) is produced three times a year to coincide with significant events in the Association’s calendar, in particular: the Annual General Meeting (distributed at the beginning of April, with the Annual Report); the Annual Dinner (distribute early August); and the advertisement of the Essex Ringing Course and Christmas/ADMs (early December in time for Carol Services).

At present the preferred printers are the Print Unit at Chelmsford Diocesan Offices, Guy Harlings, New Street, Chelmsford. These are significantly more cost effective than over the counter copy shops and work from either paper masters or PDF files.
At present 210 copies of the newsletter are required, with 200 copies of any other posters, forms etc.

Role

The Newsletter Editor is responsible for:

Collation of matters of interest for inclusion in Rounds & About, as a minimum: 1. Prior to the production of the newsletter, issue reminder emails for the following:

AGM Notice, April; General Secretary
February Committee Notes; April; General Secretary
Association Registe, April, General Secretary and District Secretaries
Diary Dates, April, District Secretaries
Annual Dinner Notice, August, General Secretary
AGM Write Up, August, General Secretary or Public Relations Officer
Striking Competition Results, August, General Secretary
Association Register, Augus, General Secretary and District Secretaries
Diary Dates, August, District Secretaries
Annual Dinner Write Up, December, Public Relations Officer or other nominated person
Association Officers Notice, December, General Secretary
October Committee Meeting Notes, December, General Secretary
Essex Ringing Course Advert & Poster, December, Essex Ringing Course Administrator
Quarter Peal Form, December, Peal Secretary

2. Look through The Ringing World for details of first quarters, first peals and firsts as conductor (or request information from Peals Secretary). Also for other information for the Association Register.

3. Include articles and information from other contributors as space allows.

Preparation of the newsletter into formats that are easily replicable for the Association website and the chosen printers, e.g.:

1. Using Microsoft Publisher Template, apply standard information such as Title, EACR logo and registered charity number (mandatory), date and issue number.
2. Use of a consistent corporate identity helps to provide instant recognition for the newsletter.
3. Permission to use other logos or reproduction of articles or information should be obtained before inclusion (especially any copyrighted information).
4. Credit to the author of an article should be stated.
5. Inclusion or exclusion of an article is at the discretion of the Newsletter Editor and may on occasions be limited by space.

Submission to the printers:

1. Save as a PDF file in ready-to-print format (i.e. A5 pages laid up on A4 in the order they are to be printed – Publisher booklet format will do this for you), email to the printers (currently The Diocesan Print Unit printunit@chelmsford.anglican.org); or print and send paper masters for copying.
2. Covering email or attached letter of instruction should state number of copies required, colour of paper, and date required by (newsletter x 2 per tower, all others x 1).
3. Set a read receipt when sending email to ensure that it has been received and ring them during the next working day to confirm receipt and completion date.

Collection from the printers:

1. Telephone printers (01245 294404) prior to collection to ensure that it is ready.
2. Collect from Guy Harlings.

Distribution to Districts:

1. Ensure that Newsletter Header is up to date with changes in District and Association Officers.
2. Ensure that any further instructions are included before printing headers off.
3. Collate correct number of copies of newsletter and other documents for Districts.
4. Every member of the Exec Committee receives their own copy via the District distribution.
5. The Hon. Gen. Secretary receives an additional 17 copies of the newsletter (not any other docs).
6. Distribute to District Officer for that District in an appropriate manner (some may require posting).
7. Ensure that this is done in a timely manner following printing. The April edition must coincide with the Annual Report distribution at the Essex Ringing Course.

Submission to the webmaster:

1. Save as a PDF file in A5 format.
2. Email to webmaster. This can be done at the same time as emailing to the printers, but should not be published on the website until the hard copies are being distributed.

Ensuring that the invoice is sent to the Association Treasurer for appropriate payment:

1. For speed, request that invoice is sent directly to the Association Treasurer (they will need name and address on the letter).

REPORT EDITOR
Job Description & Responsibilities

Responsibilities

Rule 18 states: “An ANNUAL REPORT for the year ended 31st December shall be printed and shall contain: Office for Belfry Use; a list of Officers and Conveners of Sub-Committees; Charity Trustees Report; Officers’ reports for the year’s work including Statement of Accounts signed by the Treasurer and the Independent Examiners/Auditors; a classified list of members, excluding those in Rule 8.2(d) elected prior to the current year; peals and quarter peals rung and other matters determined by the Management Committee. The Rules, list of Association Property as certified by the Property Trustees, Standing Orders and Striking Competition Rules shall each be printed in the Annual Report at least every five years.”

The Report Editor is an appointed position and is a member of the Management Committee and is expected to attend the meetings of that Committee and participate in the decision-making processes. All members of the Management Committee are charity trustees under the Charity Act.

The Role

• Contact all report contributors with a reminder as to when input is required and chase up where necessary.
• Contact advertisers inviting them to advertise, issue invoice and copy of report to each advertiser and chase payment if necessary.
• Seek competitive quotes from time to time for the printing of the report.
• Organise the typing, production and print-ready copy and dispatch to the printer.
• Organise the distribution of the reports to the Districts, advertisers and to other parties as necessary.
• Liaise with the General Secretary and other officers as necessary as to timings, content etc.
• To provide reports to the Executive Committee Meetings.

WEBMASTER
Job Description & Responsibilities

Responsibilities

The Webmaster is an appointed position and is a member of the Management Committee and is expected to attend the meetings of that Committee and participate in the decision-making processes. All members of the Management Committee are charity trustees under the Charity Act.

The Role

• To maintain the Association’s webspace, including timely payment of fees.
• To update the website with Officers and contact information.
• To upload news items as submitted.
• To ensure that all other relevant information is kept up to date and accurate.
• To manage and maintain any mailing lists hosted on the Association’s webspace.

YOUNG RINGERS CO-ORDINATOR/YOUTH DEVELOPMENT OFFICER Job Description & Responsibilities

Responsibilities

To co-ordinate activities for young ringers across the whole Association and be responsible for entries to the National Youth Contest and other events. Have a good knowledge of change ringing with an interest in training, education and youth participation.

The Role

• Review existence of and develop proposals for youth groups and youth activities within Essex.
• Establish a contact network of existing young ringers including establishing where young people are ringing so that those who are not yet EACR members can be contacted and included in any initiatives and events.
• Establish, edit and update a dedicated webpage on the EACR website and social media groups e.g. a dedicated Facebook group.
• Encourage and support local District initiatives for young ringers’ events. Encourage and support County-wide young ringers’ events e.g. Annual “Youth Day”, an inter-District competition.
• Encourage groups to consider entering a team for the Ringing World National Youth Competition.
• Be responsible for publicity and commissioning of articles for the newsletter/website.
• Ensure that those running young people’s groups have the required DBS clearance.
• Report to the Management Committee twice yearly.
• Confirm the extent of support which the Association and its members are prepared to give to the above initiatives in terms of manpower and funding.

DISTRICT MASTER
Job Description & Responsibilities

Responsibilities

Rule 16 states: 16.1 Each District shall hold at least three meetings yearly. 16.2 The first of the three meetings shall be the Annual District Meeting at which shall be elected four Officers. These shall be District Master, Deputy District Master, District Secretary and District Treasurer. All of these may represent the district on the Management Committee and shall be Charity Trustees. The General Secretary shall be notified, in writing, of these District elections immediately. 16.3 The quorum for District Meetings shall be 10 members of that District including at least two elected District Officers.

Rule 11.8 states: The DISTRICT MASTERS shall promote the interests of the Districts, control all ringing activities at District Meetings, chair District Meetings and deal with such other District matters as may be provided for in these rules or as may be directed by the Management Committee.

Rule 11.9 states: The DEPUTY DISTRICT MASTERS shall deputise for the District Masters as mutually agreed.

Rule 12 states that the DISTRICT MASTERS are members of the Association Executive.

District Officers are members of the Management Committee and are expected to attend the meetings of that Committee and participate in the decision-making processes. All members of the Management Committee are charity trustees under the Charity Act.

The Role

Whilst the role may vary slightly from District to District, the main tasks are as follows:

• To agree agenda items for District meetings with the District Secretary.
• To chair District Meetings, both quarterly and Annual (ADM) and approve the minutes thereof.
• To run, or delegate the running of the ringing at practices and meetings, ensuring that each person present has a chance to ring.
• To attend Association Committee Meetings. To be altogether responsible for the affairs of the District.
• To obtain judges and stewards for the District 6 Bell Striking Competition and any other competitions held within the District, and to be in charge on the day, ensuring that the Rules are adhered to.
• To obtain stewards for the Association 6 Bell Striking Competition Finals and Inter-District 8 Bell Competitions when held in their District.
• To arrange the District 8 Bell competition band and arrange any practices.
• To write a District Master’s report for the ADM, itemising events for the previous year.
• To aim to visit all towers in the District on their practice nights at least once a year.
• To encourage training at all levels within the District.
• To arrange representation of the District at funerals of deceased members. Encourage membership of the Association and the achievement of its aims and objectives.
• To be part of the Association Executive when required.