2017 AGM

AHFAP Annual General Meeting Agenda
Wellcome Genome Campus Conference Centre, Cambridge, Monday 6 November, 1pm.

  • Apologies for absence
  • Minutes of last meeting
    2016 Minutes for approval (Adobe PDF)
  • Chair’s report
  • Treasurer’s report
  • Membership Secretary’s report
  • Associate Charitable Incorporated Organisation (CIO) update
  • Proposed name change
    Motion: The Association shall change it’s name from the Association for Historical and Fine Art Photography (AHFAP) to the Association for Cultural and Heritage Photography (ACHP).
    Notes: In general, the Charity Commissioners’ can accept any charity name unless it would be misleading, offensive or too similar to the name of an existing charity. The existing name has long been considered misleading considering the term ‘Fine Art Photography’ is now widely accepted as the term for the output of the artist photographer.
  • Elections to the Committee
    See 2017 Committee Nominations below
  • Any other business
  • Notice of next meeting
  • Close of meeting

2017 Committee Nominations
The three committee positions below are open for members to apply for by nominating themselves by midnight 3rd November 2017. Why not join to help us run your association? It is a rewarding experience that can allow you to have an impact in our sector.

Events Support Officer
Webteam Officer
Webteam Support Officer

Please send your nomination to chair@ahfap.org.uk

The committee meets three times a year in London, we have video conferencing facilities so would welcome applications from further afield. Travel costs are re-imbursed for those attending from outside the London TravelCard zones. Description of the roles are below.

Events Support Officer

The Events Support Officer is responsible for supporting the Events officer in the planning and coordination of the annual conference and any other event the association may be involved with.

Main duties include supporting the Events Officer in the below:

  • Source a conference venue
  • Arrange catering, transport, AV, accommodation
  • Assist with the layout and set-up of the event space
  • Liaise with speakers and collate talks in advance so they can be checked with the venue’s AV technicians
  • Liaise with sponsors and prepare delegate packs
  • Organise roles for other committee members
  • Book any pre or post conference dinners or drinks receptions
  • Check all aspects are running smoothly on the day and resolve any issues which may arise, supporting other committee members in their roles
  • Answer any questions from delegates, speakers or sponsors in the run-up to the conference
  • Assist with organising Day 2 events
  • Attend committee meetings and contribute to general discussions about the running and development of the association

Webteam Officer

The Webteam Officer is responsible for managing the Associations online presence on all the platforms it utilises. The roles require proactive candidates to monitor and review our online activities and if necessary implement change. The role will include overseeing and delegating work to the Webteam Support Officer and any third party vendors commissioned to support the Associations digital offering.
Main duties include maintaining the following aspects:

  • The website: Is currently built on WordPress, with a variety of plug-ins used to extend functionality. To note there is a Dev site to assist testing where appropriate
  • Social Media: Currently the association has a Twitter account, @AHFAP and a blog, the officer should assist with these two outlets
  • The association also uses a Google account to administer the other online platforms and the Google Drive platform to store documents
  • A Yahoo account manages our Flickr account and ImageMuse posts
  • Dropbox is used for presenter storage
  • Eventbrite is used to handle all ticketing
  • MailChimp is used to send out communications to the membership and beyond.
    The webteam officer will need to be able manage these platforms with content being supplied by the committee or the membership

We are looking to make our systems comply with data protection legislation and so will be aiming to outsource the security and maintenance of our systems. The webteam will be responsible for this procurement and maintenance of the agreement.

Webteam Support Officer

The Webteam Support Officer is responsible for assisting the Webteam Officer in managing the Associations online presence on all the platforms it utilises. The roles require proactive candidates to monitor and review our online activities and if necessary implement changes under the supervision of the Webteam Officer. Main duties include maintaining the following aspects:

  • The website: Is currently built on WordPress, with a variety of plug-ins used to extend functionality. To note there is a Dev site to assist testing where appropriate
  • Social Media: Currently the association has a Twitter account, @AHFAP and a blog; the officer should assist with these two outlets
  • The association also uses a Google account to administer the other online platforms and the Google Drive platform to store documents
  • A Yahoo account manages our Flickr account and ImageMuse posts
  • Dropbox is used for presenter storage
  • Eventbrite is used to handle all ticketing
  • MailChimp is used to send out communications to the membership and beyond.
    The webteam officer will need to be able manage these platforms with content being supplied by the committee or the membership

We are looking to make our systems comply with data protection legislation and so will be aiming to outsource the security and maintenance of our systems. The webteam will be responsible for this procurement and maintenance of the agreement.