Committee member roles

Description of Harlow Divisional Posts 

President: 

∙ Attend Committee Meetings. 

∙ Figurehead for Division: Give General Advice and Guidance.  

∙ Promote Division & Beekeeping Outside the Division.  

∙ Assist to Formulate & Support Divisional Objectives & Activities. 

Chairman:  (vacant from Jan 2021)

∙ Spokesperson for the Division.  

∙ Attend & Chair Committee & Divisional Meetings. 

∙ Give General Advice, Guidance and Mediation as required. 

∙ Ensure Divisional Business Conducted Constitutionally & Legally. 

∙ Formulate & Support Divisional Objectives & Activities. 

Vice Chairman: 

∙ Attend Committee Meetings. 

∙ Deputise for Chairman where necessary. 

∙ Assist to Formulate & Support Divisional Objectives & Activities. 

Secretary:  (vacant from Jan 2021)

∙ Arrange & Attend Committee Meetings 

∙ Take Minutes, or Arrange for the Taking of Minutes, of Committee/AGM Meetings. 

∙ Produce, or Arrange for Production of, Divisional Monthly Newsletter. 

∙ Handle Divisional Correspondence 

∙ Principal Contact for Division. 

∙ Assist to Formulate & Support Divisional Objectives & Activities. 

∙ Responsible for Arranging Annual Programme, contacting speakers etc. 

Treasurer – (working close with Membership Secretary) 

∙ Attend Committee Meetings. 

∙ In Charge of Divisional Accounts. 

∙ Provide an Annual Set of Independently-Examined Accounts Within Required  Time Scale. 

∙ Provide Financial Reports to Local Committee & Trustee for CEC Meetings. 

∙ Reimburse Financial Expenses to Which Officers are Entitled. 

∙ Pay all Due Bills in Good Time from Divisional Funds. 

∙ Coordinate Payments between Bank Accounts to Maintain Credit Balances &  Best Returns. 

∙ Responsible for the Recording of Annual Subscription Payments within the  Annual Accounts. 

∙ Keep Records of Payments to Separate Funds. 

∙ Responsible for Paying EBKA/BBKA Capitation Fees to EBKA in Two  Instalments Within Required Time Scale (Spring & Autumn Returns) 

∙ Responsible for Paying Bee Disease Insurance Payments to BDI in Two  Instalments Within Required Time Scale (Spring & Autumn Returns) 

∙ Responsible for Paying Subscription Payments to BeeCraft; 

 o Provide BeeCraft with Members Addresses & Required Data for  Subscription. 

o Pay Subscriptions on Receipt of BeeCraft Invoice. 

∙ Responsible for Paying the Monthly/Annual Payment for Accommodation for  Monthly Meetings 

∙ Assist to Formulate & Support Divisional Objectives & Activities. 

Trustee (Divisional Voting Member): 

∙ Attend Divisional Committee Meetings. 

∙ EBKA Charity Trustee: Attend CEC Meetings. 

∙ Legally Responsible for the Constitutional Running of Division and, with the  other Trustees, the EBKA, Within the Charity Commission Rules. 

∙ Principal Liaison & Communication Channel between EBKA & Division. 

∙ Assist to Formulate & Support Divisional Objectives & Activities.

Membership Secretary – (working close with Treasurer)   (vacant from Jan 2021)

∙ Attend Committee Meetings. 

∙ Responsible for the Maintenance, Update and Support of the Divisional  Secure Online Membership Data Base (Electric Return Version 2 – ‘eR2’). 

∙ Responsible for the Correct Collection of Annual Subscriptions. 

∙ Responsible for Providing Subscription Receipts & BDI Certificates to  Members as appropriate. 

∙ Responsible for the Notification to EBKA ‘eR2’Co-Ordinator of any changes to  Divisional Officers and Update Officer Codes on eR2 Members Data. 

∙ Notify/Liaise with Treasurer of Payments from Existing or New Members to be  recorded in Divisional Accounts. 

∙ Responsible for Creating Invoices (Returns): 

o EBKA/BBKA Capitation Fees to EBKA in Two Instalments Within  Required Time Scale (Spring & Autumn Returns) 

o Bee Disease Insurance Payments to BDI in Two Instalments Within  Required Time Scale (Spring & Autumn Returns 

∙ Responsible to ensure Correct Payments Made for Subscriptions to BeeCraft: and Liaise/Notify Treasurer of Any Member Paying a Subscription  

∙ Notification to GoogleGroup Co-Ordinator of New Members to be Added to  GoogleGroup. 

∙ Assist to Formulate & Support Divisional Objectives & Activities. 

Spray Liaison: 

∙ Attend Committee Meetings. 

∙ Principal Liaison & Communication Channel between EBKA & Local Farmers. 

∙ Assist to Formulate & Support Divisional Objectives & Activities 

Swarm Control: 

∙ Attend Committee Meetings. 

∙ Principal Liaison & Communication Channel between EBKA & General Public. 

∙ Assist to Formulate & Support Divisional Objectives & Activities

Training Officer: 

∙ Attend Committee Meetings. 

∙ Principal Liaison & Communication Channel for EBKA Training Coordinator. 

∙ Encourage Harlow’s Members & Notify EBKA Training Coordinator of  Members Wishing To Take Exams. 

∙ Assist to Formulate & Support Divisional Objectives & Activities 

Council Liaison: 

∙ Attend Committee Meetings. 

∙ Principal Liaison & Communication Channel for Local Council including  Biodiversity & Allotment Officers. 

∙ Attend Required Biodiversity Meetings. 

∙ Assist to Formulate & Support Divisional Objectives & Activities 

Web Editor: 

∙ Attend Committee Meetings. 

∙ Divisional Contact Through Divisional Web Site http://www.harlowbees.co.uk. 

∙ Update, Maintain & Progress Divisional Web Site. 

∙ Update, Maintain & Progress Divisional Google Group site. 

∙ Issue all Divisional Members, Who Supply an Email Address, with PDF Electronic Version of Divisional Newsletter, via email on a monthly basis. 

∙ Assist to Formulate & Support Divisional Objectives & Activities 

Mailing Officer: (Not Required At Present – 2020) 

∙ Print Hard Copies & Send Any Documents Required to be Sent To Divisional  Members Who Have No Email Address. 

∙ Issue Request & Receipts for Reimbursement of All Costs to Treasurer as necessary. 

News Letter Editor:  (vacant from Jan 2021)

∙ Attend Committee Meetings. 

∙ Coordinate All Information Required From All Committee & Prepare Divisional  News Letter On A Monthly Basis. 

∙ Assist to Formulate & Support Divisional Objectives & Activities

Show Secretary: (vacant from Jan 2021)

∙ Attend Committee Meetings. 

∙ Coordinate Divisional Presence at Shows and other Events as Agreed by the  Committee. 

∙ Responsible for: 

Divisional Honey Show: 

▪ Overall Responsibility for the Show. 

▪ Arrange a Judge for the Show. 

▪ Distribute Schedules for the Show 

▪ Encourage and Co-Ordinate Show Entries. 

▪ Produce All Necessary Documents for Running the Show. 

▪ Assist the Judge at the Show. 

▪ Arrange Collection and Engraving of Trophies and assist in Their  Presentation. 

Essex County Show: 

▪ Divisional Delegate to EBKA Honey Show Committee. 

▪ Attend Essex Show Committee Meetings. 

▪ Encourage Harlow Members to Enter Show 

▪ Coordinate the Collection and Delivery and Return of Harlow Member’s Show Entries where required. 

National Honey Show: 

▪ Encourage Harlow Members to Enter Show 

▪ Coordinate the Collection and Delivery and Return of Harlow Member’s Show Entries where Required. 

∙ Assist to Formulate & Support Divisional Objectives & Activities 

Bee Health Officer: 

∙ Attend Committee Meetings. 

∙ Working in Conjunction with Essex Strategies from Essex Bee Health Coordinator 

∙ Disseminate, to All Members, the Current Required Information and Current Best Practice in Beekeeping  

∙ Assist to Formulate & Support Divisional Objectives & Activities

Asian Hornet Officer: 

∙ Attend Committee Meetings. 

∙ Working in Conjunction with Essex Strategies from Essex Asian Hornet  Coordinator 

∙ Disseminate, to all Members, the Best Practice for the ‘Search For’ and then  the Correct ‘Notification Procedures’ Required in Notifying ‘You’ in the Event of  Identifying the Asian Hornet.  

∙ Where Possible Visit the Site Concerned and Confirm the Asian Hornet  Presence. 

∙ Follow Correct Procedures in Notifying Authorities/Essex of the Treat 

∙ Assist to Formulate & Support Divisional Objectives & Activities

Librarian :  (vacant from Jan 2021)

∙ Attend Committee Meetings. 

∙ Look after the Harlow Beekeepers library

∙ Manages check in and check out of books to members

∙ Assist to Formulate & Support Divisional Objectives & Activities. 

Teaching Apiary Manager :  

∙ Attend Committee Meetings. 

∙ Look after the Harlow Apiaries 

∙ Assist to Formulate & Support Divisional Objectives & Activities. 

Pardon Wood Apiary Manager :

∙ Attend Committee Meetings. 

∙ Look after the Harlow Apiaries 

∙ Assist to Formulate & Support Divisional Objectives & Activities. 

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