The Arts Society Bury St Edmunds

The Arts Society Bury St Edmunds is managed by a small committee meeting about four times a year. Members of the Committee normally hold office for a period of three years. In addition, a number of volunteers assist in keeping the society operating smoothly. They include the tea and catering teams, web manager and assistant to the technical advisor.

The voluntary support of members, as committee members or as assistants, is vital to the smooth running of the Society. If you would like to offer your services, please contact any member of the Committee. Alternatively, send an email via the link on the Contact Us page

Committee Members and their roles:

Chair: Claire Rose

The Chair’s principal role is to see that The Arts Society Bury St Edmunds continues as a successful society within The Arts Society movement. To achieve this, he relies on the support of elected committee members who have specific responsibilities, and a number of assistants. He chairs the four committee meetings per year and welcomes members to the monthly lecture meetings. He ensures that the Society follows correct procedures, which uphold the constitution, and he is the figurehead of the Society.

Vice Chair: Alf Vannet

Principal role is to support the Chair and stand in for the Chair when necessary.

Honorary Secretary: Alf Vannet

The Honorary Secretary is the principal administrative officer of the Society. The Secretary provides clerical support for the Chair as required and has the following specific responsibilities:

Committee Meetings. Prior to the meeting the Secretary agrees the agenda with the Chair and sends it to Committee members, takes the Minutes of the meeting - which are subsequently agreed with the Chair - and distributes them to Committee members.
Annual General Meeting. Following the timescale set out in the Constitution, the Secretary assists the Chair in the preparation of the relevant papers and distributes them to Committee members, takes Minutes of the meeting, presents a draft of the Minutes at the next Committee meeting and files them for approval at the next AGM or EGM.
Annual Programme Card. The Secretary prepares draft text for the Annual Programme Card for approval by the Chair and Committee, sends the approved text and design requirements to the Printers, in time for the finished Programme Card to be ready for distribution by the Membership Secretary in August.

Hon Treasurer: John Hawthorn

The treasurer is the principal financial officer of the Society and has the following responsibilities:

Receipts and Payments. Receive and bank all payments received.
Pay all approved suppliers’ invoices on a timely basis.
Be prepared to pay lecturers the fee agreed on the day of the lecture.
Reimburse Committee members for purchases made on behalf of the society, on receipt of properly supported expense claims.
Records. Maintain a cash book and other appropriate records, and produce a Receipts and Payments Summary when required. Reconcile the cash book with the bank statement on a regular basis.
Maintain an up to date record of authorised cheque signatories with the bank.
Reports
- Prepare Annual Accounts for examination by the Society’s appointed Fnancial Examiner of the Accounts
- Prepare an annual budget from input provided by the Committee members.
- Provide a financial analysis of visits, study days and any other events, as required.
Arrange Gift Aid returns and claims (subject to HMRC approval) based on the membership list provided by the Membership Secretary.

Membership Secretary: Pauline Vannet

The Membership Secretary is the primary means of communication between the Society and the membership, with responsibility for:

All administrative and event communication with members, by post and email.
Maintaining up to date membership records and systems in the detail required, and processing applications for membership of the Society.
Update Members' details on The Arts Society, London website.
Progressing membership renewals at the end of the Society year, including the preparation and distribution of all necessary paperwork, forwarding payments to the Treasurer and pursuing late subscriptions.
Provide Treasurer with a list of Gift Aid participants.
Procuring membership cards for the beginning of the Society year and distributing these and the Annual Programme Card to all members.
Recording the attendance of members and guests at the monthly lecture meetings, using a swipe-card system for members.

Programme Planner: Tessa Bailey

The principal role of the Programme Secretary, is to arrange the annual programme of monthly lectures. Responsibilities include:

Using The Arts Society Directory as the primary source of reference, to propose potential topics and lecturers to members of the Committee.
Contact each lecturer to agree title and content of lecture, nature of audio/visual aids to be used, fee and travel expenses. Arrange overnight accommodation if required. Complete a booking form with the details agreed upon and send it to the lecturer. Request the return of a copy to retain on file.
After confirmation of the programme with the Committee, prepare text for the Annual Programme Card for printing by the Honorary Secretary.
Provide the Website Manager with synopsis of each lecture, profile of the lecturer and suitable picture, for inclusion on the Society’s website.
Liaise with Technical Advisor over audio/visual requirements, or put lecturer in direct contact.
At least six weeks before the event, contact the lecturer to confirm the arrangements made.
- Confirm arrival time to allow for participation in the pre-lecture lunch.
- Establish if the lecturer needs to be collected from the station and make the appropriate arrangements.
- Ask lecturer to bring invoice on day of lecture. (This is passed to the Treasurer for payment, ideally by BACS, or if requested, by cheque.)
Welcome the lecturer on arrival, look after them during their stay and introduce them and their subject to the lecture audience.
Obtain feedback on the lecture from Committee and other members and complete and send off a lecture review form to The Arts Society HQ.
Attend The Arts Society Annual Directory Meeting and Area Programme Days (if applicable).

UK and Overseas Visits Organisers: Rosie Varley, Sue Aldous

UK: The role of the Visits Organiser is to arrange day visits to places of cultural interest. The choice of venue will include historic buildings, galleries, exhibitions, gardens and theatre performances. There is no set number of events in a year.

The Organiser prepares a shortlist of potential visits for Committee consideration. Once agreed, an information sheet giving all the essential details for a particular event is drafted for production and distribution by the Membership Secretary. It is also provided for the Website Manager for promotion of the event on the Society's website. The Organiser processes bookings and payments and administration for members and guests participating in the visit

Extended Visits: The Organiser is responsible for researching and proposing visits of up to a week either in the UK or abroad, to places of notable and varied, cultural interest. There is normally one event a year. Having agreed, in conjunction with the Committee, on the outline for a tour, the Organiser contacts appropriate agencies to discuss details and negotiate terms. Final details of the tour are presented at a subsequent meeting of the Committee.

The Organiser is involved in the preparation of literature designed to promote the tour to members, and this is distributed by the Membership Secretary. It is also provided for the Website Manager for promotion of the event on the Society's website. The Organiser establishes a list of participants, detailing contact names and addresses, mobile and home telephone numbers and email addresses, together with any special, eg dietary, requirements.

During the tour, the Organiser takes an active interest in assessing the wellbeing of the group, and encourages feedback upon return, which can provide invaluable guidance for future events.

Young Arts Volunteer: Ann Bygrave

The Young Arts Volunteer co-ordinates our Society’s support for young people in their artistic development. It may be for individuals or groups and has included musicians, vocalists, theatre groups and educational establishments. Support may range from a simple cash grant, to collaborative involvement in group arts projects.

Potential candidates for support may contact the Society directly, may be put forward by the Young Arts Volunteer or by any member of the Society. The Volunteer prepares a brief outline of the nature of the project for consideration by the Committee, and includes a suggested level of financial commitment.

Approved projects are monitored by the Volunteer to ensure that finance is made available at the appropriate time and that the project proceeds as agreed. They also look for opportunities to bring projects to the attention of the members, for example by inviting a young musician to perform at the Christmas Lunch or by arranging a visit to see the outcome of a collaborative arts project.

There is no limit to the number of candidates that may be considered for support, however, funds are limited and commitment to a project is made on an annual basis.

Technical Advisor: Jeff Paine

The main role of the Technical Advisor is to meet the projection and sound needs of the visiting lecturers. This involves the purchase of suitable equipment, its updating and maintenance, setting it up for each lecture and its removal and storage when the lecture is over. They also create the in-house pre-lecture PowerPoint presentation.

The Technical Advisor has two volunteers who provide support in monitoring the sound amplification and audio/visual presentation equipment during lectures.

Two additional assistants are required to cover for absences and holidays and to assist with the setting up and breaking down.