APPENDICES

ROLE DESCRIPTIONS CHAIRMAN OF THE AREA SUPPORT TEAM (CAST)

Purpose of role

The Chairman of the Area Support Team (CAST) has responsibility to represent The Arts Society in the Area internally and externally. To promote good relations between Member Societies and the Centre to avoid a ‘them and us’ culture. As part of The Arts Society support structure to provide support locally for Societies and, working with the Area Support Team, to facilitate networking, training and idea sharing opportunities.

RESPONSIBILITIES – SOCIETIES

• Visit each Society at least once during the term of office where possible

• Encourage and facilitate good relations between Member Societies, arranging informal meetings between groups of neighbouring Society Chairs as necessary

• Identifying training needs and liaison with the central Training Team and Area Training Co-ordinator as necessary

• Encourage and facilitate Member Societies’ participation in Training and other events

• Working with the Support Team and the Centre, identify and give help and support to Member Societies that are experiencing dificulties

• Encourage Societies to seek help before a problem becomes too insurmountable to deal with

RESPONSIBILITIES – NATIONAL

• Represent the Area at the AGM, the CAST’s Forum and other appropriate meetings

• Explain, assist and promote the implementation of The Arts Society policy to Member Societies in the Area

• Submit an annual report using the online form template

• Liaison with Chief Executive, Vice-Chair, Support Team, Membership Director and Training Team as required.

RESPONSIBILITIES – AREA

• Ensure a budget for the Area is in place

• Organise and lead two Area Meetings/Forums each year (in the spring and autumn) either in person or via Zoom

• Ensure regular liaison with members of the Area Support Team so that they are up to date with all Area matters

• Arrange three meetings per year with the Area Support Team

• Promote the development of The Art Society’s volunteer disciplines within the Area and liaise with the Volunteering Teams and Area Volunteering Representatives as necessary.

Annual Report

The CAST should submit an annual report to the Membership Director each August using the online template. The template presents a succinct picture of the Area’s activities during the previous twelve months listing main achievements, challenges and details of grants given locally by the Area. When there has been a change of CAST, the outgoing CAST should prepare the report.

Administration

Working with the Area Secretary, the CAST should organise two Area Meetings and other ad hoc meetings. Maintain records of formal papers and correspondence such as agendas, minutes etc which can be stored online via The Arts Society website. The CAST should also monitor finances to ensure the Area is working within the agreed budget liaising with the Finance Department or Area Treasurer.

Term Of Office

The CAST is appointed for three years. S/He may serve for a maximum of three consecutive years.

Estimated Time Commitment

Every Area is different therefore the time commitment required of CASTs will vary. Other factors such as the implementation of a new policy from The Arts Society or external factors such as the Covid-19 pandemic may also impact on the amount of time required for the CAST role. However, the following is given as a rough estimate:

• Attendance at events organised centrally such as the AGM including travel at least 6 days per year;

• Attendance at Area events at least 20 days per year;

• Telephone calls, emails and other administration, about half a day per week.

Deputy Chairman Of The Area Support Team

Purpose Of Role

To assist the Chairman of the Area Support Team (CAST) and to deputise in their absence. Responsibilities

The specific tasks of the Deputy may be decided by agreement with the CAST but could include:

• In the absence of the CAST attend the central AGM, CAST forums, Area Meetings and other events

• Assist the CAST in visiting Societies and their pastoral care

• Facilitate the training within the Area (in the absence of an Area Training Co-ordinator)

• Update the Area web pages (in the absence of an Area Webmaster)

• Assist the Support Team in identifying locations for potential new Societies.

Term Of Office

The Deputy is appointed for three years this may be extended if necessary.

Area Secretary

Purpose Of Role

To assist the Area Support Team with the administration of the Area.

Responsibilities

• Assist with the administration of Area Meetings and other activities as required by the Chairman and other members of the Area Support Team

• Where appropriate to take notes at Area Meetings and other events and distribute as necessary

• Assist the CAST in maintaining up to date records of local Society committees and other relevant contacts

Term Of Office

The Deputy is appointed for three years this may be extended if necessary.

AREA TREASURER (OPTIONAL)

Purpose Of Role

The Area Treasurer assists the Area Support Team on all financial matters within and on behalf of the Area.

Responsibilities

• Administration of Area funds.

• Advising the Area Support Team on the financial position of the Area and on other financial issues.

• Preparing the accounts for the Area made up to 31 December each year.

• Presenting the Area accounts at the Spring Area Meeting at which they will be approved.

• Completing the Area annual financial return for The Arts Society financial statements and sending it to the Finance Department.

• Support the Finance team by providing source information in the event of queries raised by the external auditors.

• Maintain the Area bank account at the agreed imprest level

• Ensure that the Finance and Resources Director has access to the online banking facility of the Area.

• Work with the Area Support Team and Finance department to develop the annual core budget for the Area

• Development and implementation of a suitable reserves policy for the Area.

• Assisting and advising on the financial planning of Area activities.

• Liaising with and advising Society Treasurers.

Term Of Office

The Treasurer is appointed for three years this may be extended if necessary.

AREA CO-ORDINATOR FOR EDUCATION (ACE)

Purpose Of Role

To arrange study days (days of special interest), study courses, visits and other events that provide audiences the opportunity to look at subjects in more depth and to encourage and support the work of local Societies.

Area events are the ‘shop window’ of The Arts Society: they need to be open to the general public, introduce The Arts Society to wider audiences, showcase the full range of topics from the Directory, inspire local Societies to innovate programming. They should lead the way in terms of accessibility and inclusivity, and showcase a modern, open image for The Arts Society.

Area events should complement the programmes of local Societies and should promote and raise the profile of The Arts Society beyond existing members and reflect the broad spectrum of learning opportunities available at the organisation.

Events may be held in person at a suitable venue or via Zoom.

Responsibilities

• To arrange study days, courses, visits and other events in the Area

• To deal with bookings and financial issues in accordance with the guidelines in the Area Handbook

• To upload or arrange to the uploading of Area Events to The Arts Society Website, Eventbrite and The Arts Society’s Area events forms (for inclusion in the magazine and other platforms)

• To spread awareness of The Arts Society to the wider world

• To attend Area Meetings, Area Support Team Meetings and other Area events as necessary

• To attend two ACE meetings per year as arranged by the centre, as well as training (as required eg technical, programme planning)

• To attend Directory Day and where possible, assist the Education Manager on the day

• To foster relations with local museums, galleries and other venues

• Optional: To support local Societies by arranging an annual meeting for Programme, Study Day and Visits Secretaries NB: No written reports about Lecturers should be circulated at these meetings

Term Of Office

The ACE is appointed for three years this may be extended if necessary. The role may be shared.

AREA TRAINING CO-ORDINATOR (OPTIONAL)

Purpose Of Role

Working with the Chairman of the Support Team (CAST), identify training needs within the Area and promote opportunities for Society committee members (and potential committee members) to develop and maximise their skills in running effective Societies. NB: Please note that it is not necessary that the Training Co-ordinator delivers training personally but that they can work in coordination with the Training & Content Manager and central Training Team.

If the Training Coordinator intends to deliver the training they must have received the relevant training and be familiar with the appropriate, most up to date materials. This ensures a consistency of message throughout the organisation.

Responsibilities

• Organise at least two training events each year as appropriate, consulting with the CAST to ensure that S/He has budgeted for these

• Notify the Training & Content Manager of all training events being planned in advance

• After each training event supply the Training & Content Manager with feedback received and attendance lists including the name and Society of each participant

• Consult with the Head of Training and Membership Director if planning to hold a training event that goes beyond the usual/current Training offerings this will enable the central Training Team to incorporate this into the Training portfolio

• Attend Training Team meetings in order to be up to date with current training materials and policy and to network and exchange ideas with other members of the Training Team

• Attend Training events in other Areas as necessary

• Attend meetings of the Area Support Team and other Area events as necessary

• Attend Area Meetings to promote Training

Term Of Office

The Area Training Co-ordinator is appointed for three years; this may be extended if necessary.

AREA VOLUNTEERING REPRESENTATIVES (ALL THREE VOLUNTEERING DISCIPLINES)

Purpose Of Role

The Volunteering Area Representative is there to support and advise Society Volunteering Representatives (or Chair of Societies if there is no Society Representative) in all aspects of their work.

They report to the National Team of their discipline twice annually and meet them twice annually together with the Membership Manager and Membership Advisors for reporting the projects in their Area, discussion of issues, strategy and planning. They are encouraged to consult the Team or staff at any other point if they need advice or further support.

Responsibilities

• Promote interest in the work of their Volunteer discipline within their Area and to raise the profile of it and encourage members to participate.

• Represent ‘The Arts Society’ with Host Organisations, schools and other current or potential partner organisations in their Area to ensure good relationships are built and sustained within which projects can be delivered for public benefit.

• Maintain regular contact with all the Society Representatives and project leaders within their Area, keeping up-to-date with all current projects and ensuring that Societies report on their activities so that Membership Department has access to full and current information.

• When a project is registered (or Arts Volunteering project reported) on the database an email notification is automatically generated or manual notice produced and sent to the Area Representative so that they have a complete record of projects entered into in their Area.

• Advise and support Societies in establishing new volunteering groups or projects, circulate information on potential new projects to the Societies in the Area and help Society Representatives initiate new projects.

• Circulate notice of relevant training days to the societies so that new Society Representatives have the opportunity to attend an Information Day in London led by the Head of that Volunteering discipline.

• Organise a meeting annually for Society Representatives within the Area to enable them to meet each other, share ideas, experience and information, and to meet and hear from their Area Representative. This is an opportunity to pass on news of central developments and information pertinent to the volunteering activity.

• Encourage Societies to think of working together, combining resources for a project that a single Society could not manage alone.

• Consider initiating an Area Project which they set up and organise, coordinating Societies through the Society Representatives who wish, or are able, to support it either with funds or volunteers.

• An Area Representative is a member of the Area Team and will liaise with the Chair and other members of the Area Support Team.

Term Of Office

The Area Training Co-ordinator is appointed for three years; this may be extended if necessary.

• Attend all Area Meetings and Area Team Meetings and present a report on their volunteering activity.

• Attend the Area Representatives meeting (usually twice a year in London) which is held with the National Team and the Membership Manager and Membership Advisors. A written Area report should be submitted to the Membership Department in advance of the meeting for circulation to all attendees.

Reasonable expenses will be paid, and claims should be submitted to the Membership Department with receipts.

Specific Duties

For duties specific to each volunteering discipline please see:

ARTS VOLUNTEERING:

theartssociety.org/resource/how-help-arts-volunteering-area-coordinator

HERITAGE VOLUNTEERING: theartssociety.org/resource/guidelines-arts-society-area-heritagevolunteering-representative

Trails Of Discovery

theartssociety.org/system/files/TRAILS%20OF%20DISCOVERY%20AREA %20REPRESENTATIVE%20ROLE%20March%202021.pdf

Term Of Office

Area Volunteering Representatives usually serve for a term of three years however, this may be extended with the agreement of the Head of the National Team for their discipline and the Membership Manager.

Stepping Down From The Role

The Membership Department should be kept advised of any changes of Area Representatives. It is important that their database is kept up to date to ensure that everyone is included in the relevant communications.

At the end of their term an Area Representative should do a complete handover to their successor, passing on relevant documents, reports etc., and if at all possible, arrange for the designated successor to shadow the outgoing Representative prior to their leaving.

AREA WEBMASTER (OPTIONAL)

Purpose Of Role

To ensure the Area’s web resources on The Arts Society website are fresh and up to date. NB: Training and support will be given for using the content management system provided. Responsibilities

• To update web pages as necessary, removing any out of date or obsolete content.

• Working with the Chair of the Area Support Team(CAST), co-ordinate and collect content for the Area’s web pages from other members of the Area Support Team and Societies as necessary.

• Support ACEs in promoting events and activities in the Area and assist in uploading events to the relevant online booking system such as Eventbrite

• Support local Societies in setting up their pages on the central website.

• Attend meetings if required with other Area Webmasters or the Centre.

Term Of Office

The Area Webmaster is appointed for three years; this may be extended if necessary.