Brief Job Descriptions of Urgently Required Office Holders

Please find below a brief job description for each of the urgently required posts with the committee of the British Double Reed Society. For further information do get in touch with Katy (secretary) or Miles (everything else!) at their usual addresses. Katy is on: secretary@bdrs.org.uk  and Miles on: treasurer@bdrs.org.uk.

BDRS – Secretary to the Committee this position has been filled pending confirmation

This position is similar in scope to any committee secretary.
The responsibilities in outline include:

Take minutes at committee meetings – about three per year.
Take minutes and organise the AGM and distribute papers before hand.
Organise a venue in which to hold the meetings and distribute papers to the committee prior to these. Set up a Doodle Poll to agree a suitable date.
Liaise with the chairman and treasurer – sometimes over matters of policy.
Keep records of correspondence and pass on information to committee.
Basic knowledge of MS Word or Apple Pages needed

 

BDRS – Treasurer to the Society

This position is similar in scope to any committee treasurer.
The responsibilities in outline include:

Keep accurate records of income and expenditure
Make cheque payments to and monitor, bank accounts.
Make due payments by BACS
Liaise with the membership secretary over paid up members prior to publication of the Double Reed News each issue. (Three issues per year)
Help membership secretary with lapsed and slow subscriptions
Liaise with the chairman and secretary over policy, particularly regarding expenditure
Accounting system used is straightforward “cash accounting.” Accrual method not required.
Prepare accounts for inspection at the year-end and have them agreed by the independent examiner.
Report to committee meetings about the current state of affairs
Basic knowledge of MS Excel or Apple Numbers needed

 

BDRS – Advertising Manager for the Society

Seek advertising from the music trade – especially aligned to double reeds
Monitor publication of advertisements in the Double Reed News magazine.
Seek and liaise with music trade about attendance at Convention Days and ascertain display table requirements.
Liaise with event co-ordinator referencing suitable trade presence.
Issue invoices for advertising and trader presence and reconcile payments
Basic knowledge of MS Word and Excel would be an advantage.

 

BDRS – Membership Secretary – This position has been filled pending confirmation

Maintain and update the Membership Database in MS Excel or Apple Numbers including any notified address and email changes.
Members join and renew at four quarterly points in the year: January, April, July and October.
Reconcile membership by liaising with the Treasurer paid up, late paying and lapsed members.
Send any membership cheques to the treasurer for banking. Encourage members to pay by Standing Order!
Produce the DRN distribution covering letter in a Mail-merge file and send to the printers for insertion printing and insertion. This is three times per year.

(The covering letter includes the current address of the member for the distribution envelope window. This is already in existence and can be continued as it stands presently.)