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Established January 17 1881

Guild Officers - Terms of Reference

All Officers should comply with duties assigned to them in the Guild Rules


 

Master

  • Must be a change ringer.
  • Chair, where possible, all General Meetings and General Committee Meetings.
  • As an ex-officio voting member of the Sub-committees, attend F&GP meetings and keep a watching brief on the work of the others.
  • Represent the Guild where possible at branch meetings and functions.
  • Arrange for Preacher and details of the service for the Festival when it is at the Cathedral. In other cases liaise with the host branch.
  • Coordinate all aspects of the Guild’s representation and relationship with other bodies.
  • Respond to all enquiries concerning ringing within the Diocese either directly or via another appropriate officer.
  • Prepare agendas for General and General Committee meetings with the General Secretary.
  • Maintain and look after the Guild Banner, Master’s Badge and other official equipment.

 

Deputy Master

  • Must be a change ringer.
  • Chair General Meetings and General Committee Meetings in the absence of the Master.
  • As an ex-officio voting member of the Sub-committee, attend F&GP meetings and keep a watching brief on the work of the others.
  • Represent the Guild where possible at branch meetings and functions, especially those where the Master is unable to attend.
  • Arrange judges and draws for the Guild 6-, 8- and 10-bell striking competitions, select the composition for the 8- and 10-bell competitions and coordinate arrangements for those competitions with the local Branch Secretary and the General Secretary.
  • Organize ringing at the AGM, Guild Festival and other Guild events.

 

Honorary General Secretary

  • Coordinate arrangements for General Meetings, General Committee Meetings, Ringing Days and Guild Festivals with local Branch Secretary(s) and Guild Stewards.
  • Book the Cathedral and Hall for Festivals held in Oxford.
  • Prepare agendas for General Meetings and General Committee Meetings with the Master.
  • Oversee the production of minutes of meetings.
  • Oversee the production and distribution of notices and other papers related to Guild functions.
  • Liaise with Branch Secretaries on day-to-day Guild matters.
  • Deal with all (non-financial) correspondence, internal and external, to the Guild.
  • As an ex-officio voting member of the Sub-committees, attend F&GP meetings and keep a watching brief on the work of the others.
  • Represent the Guild where possible at branch meetings and functions, especially those where the Master or Deputy Master are unable to attend.
  • Organize and chair the annual Branch Secretaries’ Meeting.

 

Honorary General Treasurer

  • Attend and report to General meetings and General Committee meetings.
  • Deal with all financial matters and correspondence, internal and external, to the Guild.
  • Attend F&GP meetings and as an ex-officio member of the other Sub-committees keep a watching brief of those and provide financial advice and guidance to the sub-committees.

 

Honorary Assistant General Treasurer

  • Deal with the management of the Guild’s General Fund.
  • Assist the General Treasurer as required.
  • Prepare the annual budget in liaison with the General Treasurer.
  • Attend F&GP meetings.

 

Honorary Librarian

  • Receive and archive minutes of all meetings of the Guild and its committees.
  • Maintain the Guild’s book collection and purchase items as required (and within the budget authorized by the General Committee) to keep the collection up to date within the budget authorized by the General Committee.
  • Receive and archive all correspondence no longer required by the General Secretary and branches.
  • File and maintain all Guild information and documentation.
  • Oversee and promote all use of the library including the borrowing and returning of items.

 

Report Editor

  • Produce annual reports in time for the Annual General Meeting containing officers’ reports, accounts, branch reports, obituary list, list of long serving members, details of peals rung for the Guild, a list of tower correspondents.
  • Obtain quotations for and liaise with the Treasurer about the cost of new editions.
  • Produce and update a separate list of tower correspondents for sale.
  • Coordinate the distribution of the report.

 

Newsletter Editor

  • Produce a Guild Newsletter at such intervals as may be agreed by the General Committee.
  • Coordinate the distribution of the newsletter.
  • Obtain quotations and advise on the cost of the newsletters.

 

Peal Secretary

  • Record details, verify and accept all monies for Guild peals.
  • Register names and addresses of non-resident life members and provide lists of such members for ratification at the Annual General Meeting.
  • Produce a report listing first performances and other performances of note for Guild records.

 

Public Relations Officer

  • Advise Guild members on all aspects of Public Relations especially dealing with the media and other aspects of publicity.
  • Encourage good practice in communication within the Guild.
  • Be the Guild’s media representative
  • Attend F&GP meetings.
  • Be responsible for Guild display material.

 

Children’s Officer

The post of Children’s Officer has been created to facilitate the implementation of the Guild’s policy on Child Protection. The main responsibilities of the Children’s Officer are seen as: -

  • Acting as a focus for all members wishing to obtain information associated with the Guild’s Policy on Child Protection and its relation to the Diocesan Policy.
  • Arranging for the production and distribution from time to time of written guidance to towers in the Guild.
  • Acting as a liaison between the Guild and the Diocesan Children’s Officer and other relevant Diocesan authorities on matters of Child Protection.
  • Advising on the processing of the Confidential Declaration Forms and other forms to be completed by those members who are not able to use their own PCC.
  • Keeping an up to date record of all members who have been approved for work with young people.
  • Arranging for any confidential information related to Child Protection that needs to be retained to be kept in an appropriate safe place.
  • Carrying out regular reviews of the working of the Guild’s Policy with relevant Guild Officers and reporting annually to the General Committee.

 

Membership Secretary

  • Maintain appropriate registers of Guild members.
  • Arrange for the issue of membership certificates for new members.

 

Minutes Secretary

  • Prepare the minutes for the AGM and the General Committee Meetings in liaison with the Master and the General Secretary.

 

Website Manager

  • Maintain the Guild website in accordance with the requirements of the General Committee.

 

Server Manager

  • Maintain the Guild servers in accordance with the requirements of the General Committee.

 

Assistant Server Manager

  • Act as a deputy for the Server Manager and maintain the Guild servers in accordance with the requirements of the General Committee.

 

Guild Stewards

  • Must be change ringers.
  • Represent the Guild where possible at branch meetings and functions.
  • Attend F&GP meetings.
  • In co-operation with the local Branch Secretary, help with the arrangements for Guild Striking competitions, meetings, Festival and Ringing Day.
  • Carry and maintain a stock of ODG publications.
  • Organize ringing at General Committee meetings within their area.

 

Central Council Representatives

  • Represent the Guild at Central Council Meetings and events.
  • Report to the General Committee on Central Council matters.

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