Job Descriptions

• To be the focal point for the general contacts with the Vespa Club of Britain.
• To direct any enquires and correspondences in the direction required.
• Bring matters that require debate to the committee meetings.
• To arrange for meeting notices and agendas to be circulated and meeting minutes to be organised.
• To keep proper records of correspondence, expenditure and any other documents that may be relevant to running of the club.
• To be visible at events and available for members to approach.
• To chair meetings when necessary.
• To arrange with treasurer, payments to VVC for their part of DVLA money received.
• To help the committee move forward the President’s vision for the club towards 2012.
• To be responsible for member deals

• To produce an annual income and expenditure budget with agreed categories.
• To maintain detailed records of all financial transactions undertaken by the Vespa Club of Britain.
• To produce a summary of income and expenditure by agreed categories for the current financial year and the current balance of all Vespa Club of Britain accounts for each Managing Committee meeting.
• To present the detailed records and summary to the appointed examiner.
• To arrange for the presentation of the examined accounts at the next Annual General meeting.
• To help the committee move forward the President’s vision for the club towards 2012.

• To answer all requests for membership forms and log details of address and postage.
• To receive and enter all memberships onto V.C.B database.
• To print off membership cards and then laminate them and enter barcode on database after which they are to be stamped and posted with the correct postage.
• To record date of postage of all membership requests, welcome letters and to enter on data base the names on all envelopes sent also record date of all other mailings with postage spent.
• To print and send out renewal letters.
• To give the Vespa News Editor a list of new and renewing members on the copy date.
• To print off and pass over to Vespa News Editor Envelopes for magazines to be put into.
• To purchase postage stamps and to claim back any monies for which a receipt has been collected.
• To separate membership and DVLA and send DVLA to the Registrar, Bill Drake to be processed.
• Keep a record of all papers sent to Registrar.
• To send all receipts to Treasurer as soon as possible to get money refunded or at least two weeks before the AGM.
• To arrange all cheques received to be paid into the Vespa Club of Britain account as soon as possible and send Treasurer an email of amounts paid in and the breakdown.
• To notify General Secretary of all DVLA money paid in with amounts and names.
• To provide a report for meetings of membership breakdown and compare year on year.
• To encourage new clubs to form and inform members through Vespa News.
• To be at agreed events with membership forms or arrange cover for membership to be taken.
• To help General Secretary by meeting the members at events and inform them of coming events and how members can get involved.
• To help the committee move forward the President’s vision for the club towards 2012.

• To hold and store club shop stock.
• To keep a record of all stock held, taken to events, bought back, sold and to reconcile stock after each event.
• To post out club stock if ordered with the correct postage.
• To pay into VCB account monies taken and to notify the treasurer of each amount banked.
• To be at agreed events with stock or to arrange cover for stock to go to events.
• To help man the shop with at least two other club members of whom one of should be a committee member.
• To help transport the club shop and erect the festival tent.
• To put adverts in Vespa News of items for sale.
• To be aware of all copy dates for Vespa News.
• To investigate ordering items requested by VCB committee.
• To produce a report for committee meetings of club stock sold / held.
• To help the committee move forward the President’s vision for the club towards 2012.

• To obtain, collate and edit all items for inclusion in Vespa News. To spell check and have it proof read.
• To insure that the magazine is sent to the printer so that the magazine is posted out in time to reach members on the 1^st of each due date on cover. (Feb, April, June, Aug, Oct, Dec.)
• To work with the printer to further improve Vespa News.
• To arrange delivery/collection of printed magazine and to arrange for payment on delivery/collection of magazine.
• To put magazines into envelopes provided by Membership Secretary and to post adding stamps when required (overseas members only)
• To transport and arrange for the sale of Vespa News at committee agreed events.
• To ensure that any published articles do not bring the name of the club into disrepute.
• To help the committee move forward the President’s vision for the club towards 2012.

• To ensure that all VCB events comply with the various ACU insurance requirements related to running a scooter event.
• To issue, at least 3 months before the event, a Permit Application form, a supplementary Regulations form, an Entry Insurance record sheet, a Risk Assessment Form and an Event Entry/Indemnity form to any club proposing to run an event approved at the AGM
• To get the permit fee from the VCB Treasurer.
• To make sure that the organising club has the permit prior to the event.
• To make sure that the club is aware that the permit must be displayed at the rally/event reception.
• To make sure that all clubs follow Vespa Club of Britain Rally Permit Procedure 2008.
• To help the committee move forward the President’s vision for the club towards 2012.

• To look after the needs of our members that require dating certificates.
• To keep records of all enquiries and all expenses.
• To have receipts for all amounts claimed for.
• To send all cheques made out to Vespa Club of Britain to the General Secretary.

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