The SoFFAAM Council

Our Society is administered by the SOFFAAM Council of 14 members, who are elected every year at the Annual General Meeting. All Society members are eligible to stand for the Council. Council membership brings the privilege and responsibility of ensuring that we continue to meet our Purpose, which is to support the Museum. It also ensures that our members have the opportunity to take advantage of our various events and enjoy our publications.

To give an insight into the roles of Council members, we attach a draft copy of their role descriptions. This is a work in progress and we will add to it from time to time.

SOFFAAM Council Members’ Role Descriptions

Preamble

The Society of Friends of the Fleet Air Arm Museum (SOFFAAM) is a registered charity, number 280725. Its Governing Document is its Constitution, which defines its Governing Body as a 14 member Council. Officers of the Council are the Chairman, Vice-Chairman, Secretary, Treasurer, Membership Secretary, Publications Editor and Talks and Visits Organiser.

Status

Officers of the Council are Trustees of the Society. All roles are voluntary and unpaid, except that the Officers and Council members shall be reimbursed any expenses reasonably incurred in the conduct of the role.

Role Descriptions

Role Descriptions are provided for all the Officers of the Council.

Supporting Tasks

In addition to the formal role descriptions herein, Council Officers are encouraged to enlist the assistance of other Council members in carrying out supporting tasks, such as assisting at talks evenings and supporting publicity and recruiting activities.

ROLE TITLE: CHAIRMAN

Purpose

To direct and ensure good governance of all the Society’s activities, maintaining liaison and good relations with Fleet Air Arm Museum (FAAM) management, so as to continue to meet the Object of the Society as defined in its Constitution, namely the promotion, support, assistance and improvement of the FAAM.

Tasks

FAAM Advisory Committee
The Society’s Chairman is a member of the FAAM Advisory Committee, responsible for representing the Society’s interests at its meetings.

Charity Commission
Ensure that the Annual Accounts are compiled accurately and submitted to the Charity Commission within the required timescale.

Constitution
Ensure that the Constitution of the Society is up to date and accurately reflects the Object of the Society.

Roles and Responsibilities
Ensure that roles and responsibilities of Council members are clearly defined and allocated, so that all the activities of the Society are properly discharged.

Council Meetings

Chair the quarterly Council Meetings and other meetings as required.
Ensure that outstanding actions have been or are being satisfied.
Confirm the accuracy of the minutes and approve them.

Publicity and Recruitment
Supervise publicity of the Society and its activities so as to raise public awareness of the Society and support the continued recruitment of new members.

Data Protection
Ensure that the Society’s policies on Data Protection are in accordance with the General Data Protection Regulations (GDPR).

ROLE TITLE: VICE CHAIRMAN

Purpose

To act in place of the Chairman in the absence of the latter.

Tasks

Council Meetings
Chair Council meetings as required and authorise the minutes.

Jabberwock Despatch

Identify and organise a team of volunteers from among members to manage the packing and dispatch of the magazine.
Act as custodian of the franking machine and manage its funding.
Ensure the packed items are delivered to the post office for dispatch.

Data Protection
In executing these tasks, ensure compliance with the Society’s policies on Data Protection.

ROLE TITLE: SOFFAAM SECRETARY

Purpose

To provide an administrative and secretarial service to the SOFFAAM Council.

Tasks

Programme
Produce, circulate and regularly update the programme of SOFFAAM meetings and events.

Council Meetings

Distribute the calling notice and agenda for Council meetings as defined in the Society’s Constitution and as scheduled in the programme.
Take minutes of meetings, distribute these in draft form and update them as required.
Obtain formal approval for the minutes and maintain an electronic and hard copy archive.

Constitution
Amend the Constitution as directed by the Council and circulate the amended version for approval.

Provide the latest version to the Publications Editor for uploading to the Society’s website.

Charity Commission

Provide the Society’s link to the Charity Commission’s website.
Update the Society’s information on their website, in particular by updating the Trustee details as required and uploading the minutes of the AGM.

Correspondence
Manage the formal correspondence of the Society and maintain an electronic and hard copy correspondence archive.

Council Member List
Maintain and update as necessary a contact list of Council members and circulate this to all members and the General Manager of the FAAM.

Data Protection
Whilst executing these tasks, ensure compliance with the Society’s policies on Data Protection.

ROLE TITLE: SOFFAAM VISITS ORGANISER

Introduction

The Society members go on organised visits to places of military, aviation and general interest. These are usually once a year, but occasionally an extra visit will be organised.

Purpose

To identify suitable places of interest for visits and make all the administrative arrangements for an effective visit.

Tasks

Visits

Plan and organise the travel logistics, location entry and any other logistical requirements to venues of interest to Society members.
All fees and expenses to comply with a budget as agreed with the Treasurer.
Advise the Editor of Jabberwock so the visit can be advertised in the Society journal.
Advise the webmaster as soon as practical of any visit so this can be advertised via the website and the bulk email system if required.
Send any messages of thanks to the organisations involved post any visit.

Council Meetings

Attend the quarterly Council meetings; also occasional sub-committee meetings as required.
Brief the Council on the proposed visits programme and obtain Council approval for costings.

Data Protection
Whilst executing these tasks, ensure compliance with the Society’s policies on Data Protection.

ROLE TITLE: SOFFAAM TALKS ORGANISER

Introduction

SoFFAAM talks are held on the last Thursday of every month, with the exception of August and December. The talks are usually held in the Auditorium, but for particularly popular events, the larger Swordfish hall may be used. There is a break for refreshments after the talk, followed by the opportunity for audience to ask questions. The Society holds a Christmas lunch, usually in the Museum with a variable date to suit the Society.

Purpose

To identify suitable speakers and places of interest for visits and make all the administrative arrangements to enable an effective programme of talks.

Tasks

Talks

Book speakers in good time for the talks programme and confirm the details of the booking approximately two weeks before the talk.
In agreeing speakers’ fees and expenses, comply with a budget as agreed with the Treasurer.
Produce a poster for each talk to advertise future speakers.
Send a copy of the poster to Council members and the Museum General Manager; also ensure that details are posted on the Society’s website.
On the evening of the talk, welcome the speaker and advise him/her of facilities within the museum and the arrangements and timings for the talk.
Ensure the speaker is hosted during the break.
Send the speaker a thank you letter after the talk.

Council Meetings

Attend the quarterly Council meetings; also occasional sub-committee meetings as required.
Brief the Council on the proposed talks and visits programme and obtain Council approval for costings.
Propose a date and venue for the Christmas lunch.

Data Protection
In executing these tasks, ensure compliance with the Society’s policies on Data Protection.

ROLE TITLE: MEMBERSHIP SECRETARY

Introduction

The Society’s membership numbers have remained at more than 1,000 for many years. The nature of the Society is such that many members are over retirement age, thus the membership is constantly depleted as members pass away. The Membership Secretary plays an important role in encouraging and welcoming new members. The Society provides office equipment for the use of the role, including laptop computer; printer/scanner; laminator; digital postal scales and sundry other equipment.

Purpose

Maintain and administer the electronic register of SOFFAAM members.

Tasks

Note that detailed written instructions on every process to complete tasks are provided.

New Members

Register new membership applications on the database, send ‘Welcome’ pack and send standing orders to banks.
Create and distribute new membership cards for annual membership renewal.

Financial Management

Pay membership cheques into bank.
Dispatch members’ standing orders to bank.
Maintain a record of payments made by members.
Chase late payments.
Enable the annual Gift Aid claim to be made.

Publications Management

Create mailing labels quarterly for Jabberwock mailing to members.
Provide list to Jabberwock editor of members to receive Jabberwock electronically.
Respond to members’ queries.
Provide membership summaries for Jabberwock and for Council Meetings.
Liaise with external consultant as necessary to update and amend database.
Support membership recruitment opportunities.
Maintain working stock of stationery and stamps.

Council Meetings
Attend quarterly Council Meetings and other meetings as required. For the quarterly meetings, provide a report on the previous quarter’s activities.

Data Protection
In executing these tasks, ensure compliance with the Society’s policies on Data Protection.

ROLE TITLE: TREASURER

Purpose

To administer and control all matters relating to the Society’s finances.

Tasks

Records

Maintain accurate and up-to-date records of all aspects of the Society’s income and expenditure through entries to the accounts book.
Receive, reconcile and store securely, all bank statements and investment valuations.
Extract and print off monthly movements to the CAF bank account on-line and unit price data for Society’s investment funds.
Monitor and record any deposits made by other council officers to the Society’s bank account.
Check, approve and settle promptly, all invoices and expenses claims made in relation to services received and expenditure incurred by the Society.
Dispatch copies of all Lloyds Bank statements monthly to Membership Secretary.
Maintain a record of all new membership applications where Gift Aid has been authorised.
Prepare and distribute results data for monthly talks.

Transactions

Ensure prompt banking of all cheques and cash relating to Society activities.
Make prompt payment of all authorised invoices; ensuring cheques are counter-signed by another authorised signatory. Allocate sequential reference numbers for each transaction before recording.
Maintain an agreed “float” for use on monthly talks nights and ensure that door and raffle receipts are reconciled after each event prior to banking. (Ensure an adequate supply of raffle tickets.)
Liaise with Talks Organiser prior to each monthly event and where possible, agree any speaker’s fees and/or expenses, in order that payment can be made on the night.
Prepare and issue invoices on NMRN in respect of web and in-house ticket sales for talks.

Other duties

Liaise with Talks and Events Organiser to agree budget and ticket prices for non-museum events.
Prepare books and other records in summary form for preparation of annual accounts at AGM.
Liaise with external inspector on preparation and distribution of accounts.

Council Meetings
Attend quarterly Council Meetings and other meetings as required. For the quarterly meetings, provide a report on the previous quarter’s activities.

Data Protection
In executing these tasks, ensure compliance with the Society’s policies on Data Protection

ROLE TITLE: PUBLICATIONS EDITOR

Introduction

Publications include the Society’s quarterly magazine “Jabberwock”; videos; book reviews and sundry written material; also the Society’s website.

Purpose

Manage the production of the Society’s publications both in hard copy and in electronic format, to the advertised schedule(s).

Tasks

Jabberwock

Develop and maintain contact with contributors.
Procure, select and edit suitable material for publication.
Enable material to be formatted into the final draft in sufficient time to meet the quarterly publication schedule.
Circulate the final draft for comment and review.
Proof read the final formatted draft and ensure its delivery to the printers.
Place the print order, proof read the print-ready copy, authorise printing and ensure delivery to the Museum in time to meet the dispatch process.
In liaison with the Membership Secretary, maintain an up to date list of recipients of the electronic version.
Dispatch the electronic version to coincide with the delivery of the hard copy.

Website

Maintain and update the website.
Arrange with IT supplier for continuing web hosting.
Ensure that talks and other events are advertised on the site.

Videos

Act as custodian of the Society’s video capture equipment.
Agree the talks and events that are to be videoed and liaise with the video camera operator.
Down load the raw video and either edit it into a published video or provide instruction to the supplier for the content of the final product.
Enable the publication of the videos on the Society’s website.

Data Protection
In executing these tasks, ensure compliance with the Society’s policies on Data Protection.