Programme Secretary

The role of the Harrogate Rambling Club Programme Secretary is to:

1. Produce a Walks Programme three times a year
2. Gather and write up Club-related information for inclusion in the general sections of the Programme
3. Edit content where needed to improve clarity and conciseness
4. Agree with the Walks Collectors Co-ordinator appropriate dates for completed walks slips to be received
5. Maintain up to date databases of Walk Leaders’ contact details and starting location of walks (including grid reference, OS map, mileage from Trinity and parking)
6. Where deemed necessary, check accuracy of information on walks slips
7. Liaise with walks Collectors and Leaders as appropriate during the production process
8. Obtain quotes from, appoint and liaise with printers throughout the production process
9. Agree the size of print runs with the General Secretary
10. Agree with the printer the colour of each Programme cover
11. Ensure as far as possible that the content of the Walks Programme is accurate, clear and up to date
12. Circulate the final draft of each new Programme to all Committee Members prior to it being sent to the printer
13. Advise Committee Members of the practicality of last minute changes to the Programme
14. Manage the production of flyers to accompany the Programme
15. Check first and subsequent proofs as necessary
16. Advise advertisers as regards layout, design and format of advertisements
17. Send final soft copies of the Programme in both Word and Excel formats to the Webmaster, and advise him or her of the date on which the information can be uploaded to the Club website
18. Obtain Membership address labels from the Membership Secretary
19. Purchase appropriate stamps and envelopes for sending out the Programmes
20. Organise a volunteer team of Club Members to put the new Programmes into stamped addressed envelopes
21. Post new Programmes to all Club Members
22. Make progress reports to Committee Members at Committee Meetings and to Club Members at Annual General Meetings
23. Keep receipts for expenses and submit on Expenses Form to Treasurer
24. Maintain the Programme Secretary’s archive of past Club Programmes
25. Liaise regularly, especially by email, with other Committee Members
26. Attend committee meetings and other meetings, including the AGM
27. Support Committee decisions once agreed

June 2016