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.

Chair person:  (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 Chair person: (vacant from Jan 2022)

∙ 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 – (vacant from Jan 2022)

∙ 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 (vacant from Jan 2022)

∙ 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)

∙ 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: (vacant from Jan 2022)

∙ 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

Webmaster: (vacant from Jan 2022)

∙ 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 email list.

∙ 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:

∙ 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: (vacant from June 2021)

∙ 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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