AIVC Committee Roles and Needs

AIVC is run by a Committee of Officers working from the mandates given to them at Conference.

AIVC Chairman

The AIVC Chairman's duties include the following:

• chairs the Annual Conference of the Association
• acts as spokesperson and focal point to the media
• ensures that the Officer's duties are carried out efficiently according to the mandates resulting from Conference
• acts as project leader/progress chaser for specific activities.
• chairs the Association Officers' meetings.

In addition the Chairman:

• liaises with the Conference Organiser to ensure facilities (eg hall, discussion rooms, slide projects etc.) are available for business to be carried out efficiently.
• liaises with the Secretary and other members of the Committee to ensure that organisational motions and suggestions from them for improvements in the Association are properly circulated before Conference.
• liaises with the Previous Conference Organiser and Secretary to ensure minutes are produced correctly and well in advance of the next Conference.
• establishes timetable for the Conference business sessions.
• keeps the meetings in order
• holds the casting vote

AIVC Secretary

The AIVC Secretary's duties include the following:

• looks after the day to day running of the Association by answering any questions which may arise from member Clubs, concerning the interpretation and contents of the IVC Constitution, Standing Orders, Reciprocal Arrangements Agreement, and Insurance Policy.
• checks and maintains the Insurance in face of changes of demand or cover offered.
• takes action to ensure Motions passed at the Annual General Meeting are correctly implemented.
• prepares notice and agenda(s) for the Annual General Meeting, ensuring that the information is posted to all member Clubs in accordance with the dates specified by the Constitution
• examines the Constitution of any Club applying to join the Association to ensure that it meets the requirements of the Association, as laid down in the AIVC Constitution, and to convey approval of the Club's Constitution to the Annual General Meeting
• informs any Club(s) concerned of any breach of the AIVC Constitution, Standing Orders or Reciprocal Arrangements Agreement which come to light, and ensures that the conduct of the Association's affairs abide by the provisions of the documents previously mentioned
• conducts a poll (or polls) of member Clubs, as and when necessary, should a decision be needed on a subject outside the AGM, or as directed by the AGM
• keeps Constitutions currently used by member Clubs together with a copy of the Reciprocal Arrangements Agreement signed by each member Club when they joined the Association
• makes a report to the Annual General Meeting on the conduct of the Association's affairs since the last meeting
• convenes meetings of the AIVC Committee
• maintains the AIVC Constitution

The Secretary needs from member Clubs

• A copy of the Club's Constitution whenever it changes

AIVC Treasurer

The AIVC Treasurer's duties include the following:

• looks after the Association finances
• collects levies for administration and insurance
• prepares financial report, audited accounts and budget for the Annual General Meeting
• verifies and promptly pays expenses incurred by Officers in accordance with their duties
• verifies and advises the Conference Organiser of expenses incurred by Committee Members for the Annual General Meeting
• maintains such bank accounts as are required by the Association

The Treasurer needs from member Clubs

• The membership figures according to the formula given in the AIVC Standing Orders. This is required for insurance purposes and for calculation of the general levy.

News Officer

Prepares a monthly newsletter which contains in order of priority:

• Official Announcements from the Committee
• Address Changes
• Announcements of AIVC Weekends, holidays and other Inter-Club events
• Edited articles from members of Clubs
• Edited articles of the Committee
• Other Material

The News Officer needs from member Clubs

• The number of Newslines required by your Committee (suggest at least 3)
• The dates of any AIVC Weekends, holidays and other Inter-Club events.
• Details of all your inter-club events
• Details of any Publicity materials and campaigns
• Articles for Newslines, especially on AIVC Weekends and social events.

National Development Officer

The mandate from the 1992 Conference was rather vague and still needs definition(!). Here are the current tasks:

• Maintains information on past campaigns and advice on publicity contained in the AIVC Publicity Guide.
• Encourages the exchange of publicity material between clubs.
• Where Clubs are not responding to Officer's requests tries to find out whether assistance is required
• Determines the state of health of each Club to see if assistance is required
• Arranges local meetings between Clubs on an expenses-paid basis to promote inter-Club events
• Organises any "Roadshow" or training activities requested by Clubs
• Redefines the role in the light of Club demands

Communications Officer

Looks after Internet Issues and the Address List:

• Maintains the Address List of Clubs and AIVC Committee members; issues it to all Clubs ALOs and AIVC Officer twice a year; provides monthly updates to News Officer and Mail Distribution Officer
• Maintains the IVC National Web Site and acts as the organisations WebMaster
• Helps Clubs and AIVC with their Internet Issues, particularly with Web Sites and Email
• Distributes Inter-Club and National Events to all Clubs

The Communications Officer needs from member Clubs

• All changes of address of the Club Secretary, Treasurer and ALO for the AIVC address list
• Information about any National Inter-Club Events

Conference Organiser

Representative of this year's host Club (or next year's if just after Conference), has the support of their own Clubs infrastructure to make the Conference a roaring success.

The role of the Conference Organiser is described in more detail under the section "Conference Weekend".

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