Totnes and Dartington Open Studios group is run voluntarily by its members. Input from all our members is important to ensure a level of equality within the group.

Members jobs list and description/details

The committee is made up of the following officers who have specific jobs. Other jobs that need doing are listed afterwards.

ALL MEMBERS:
To attend meetings – 4 per year: AGM (Oct/Nov), Jan / March / May; Plus marketing meeting and an informal feedback meet-up after the event.

OFFICERS:

1. Chairperson: Ashton Chadwick

• Set meeting dates and agenda – liaise with Secretary to get this sent out to members
• Chair meetings keeping them to the point
•  Liaise with all members if necessary on the various projects in hand
• Drive group forward with new ideas that will encourage the success of the group at the event
• Report at the AGM - reviewing the year.

2. Secretary: Rick williams

Assistant Secretary: Yvonne Coomber

• Take minutes at meetings
• Distribute to all members shortly afterwards
• Liaise with chairperson on feedback for ideas for agenda and with members
• Send out general letters
• Report at AGM

3. Treasurer: David Greenaway

• Collect membership money and bank at HSBC
• Check that all members have paid up
• Keep an eye on TOSG bank balance account and inform members at each meeting (especially on projects that have been agreed that need figures to assess value)
• Pay expenses
• Draw up end of year accounts at AGM, giving reasons for expenditure if required

Essential jobs:

Membership Secretary: Janet Mitchell

Distribute application forms to existing members for current year

• Send out application forms to prospective new members and bring new applications with images to meetings for selection
• Inform new applicants of successful/unsuccessful applications
• Collect all cheques to pass on to the Treasurer
• Collect images and text to pass on to person producing brochure

Publicity Officer: Paula Cloonan

• Gets info together for publicity e.g. Press release, images
• Makes timetable for publicity i.e. when to target and send out to/contact publications which have varying lead times :

                                                 Totnes Town Guide (October year before)
                                                 Magazines (generally two month lead)
                                                  Newspapers
                                                  Radio (sometimes ask for interview)

• Looks at new ways of publicising the event
• Using logo at all times to build identity

Brochure/Poster Production: John Battison

• Receive all copy and photos/discs from membership Secretary (members to supply best quality photo and Jpegs on discs. Jpeg images to be 300DPI and at least 15cmx10cm (no bigger than double this size). Photos to be 15 x 10cm. Make up draft brochure, bring to meeting for approval/discussion
• Layout brochure/map
• Quotes from printer
• Proofs from final colour proof from printer  given out to each member for final corrections, for return within a week

Venue Co-ordinator: Ashton Chadwick

• Checks new members venues
• Looks at new venues for suitability, reports at meetings
• Checks old venues, advises members, sorts problems

Brochure Distribution: Everyone, but needs a co-ordinator

• Organises venue/date for members to collect from and takes brochures there
• Organises who will distribute to:

Tourist information centres
Libraries
Hotels
Restaurants, Galleries, etc
High street shops

Banner: needs volunteer(s)

• Organise putting up banner/changing to current date/insurance via S.Hams

Harberton Arts window display
Someone to book at least 6 months in advance

Keeper of the constitution: Rick Williams

Notifies committee of any changes needed in advance of AGM