Committee posts
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This page lists all the officers who normally make up our committee, and describes what each job involves.
The length of a description for a particular job is no reflection of the importance of that job to LCV. Instead it shows how many different tasks the job involves.
Co-ordinator
The Co-ordinator bears overall responsibility for the smooth running of the group.
Monthly meetings
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Arrange the location and agenda for the LCV Monthly Meeting and chair the meeting.
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Ensure that minutes of the meetings are recorded.
LCV AGM
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Arrange the location and agenda for the LCV AGM and chair the meeting.
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Work with the members of the LCV Committee to prepare an Annual Report on the activities of the group, and present this at the LCV AGM.
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Work with the members of LCV to identify suitable candidates for Committee posts and to arrange for their election to be proposed and seconded.
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Ensure that minutes of the AGM are recorded.
Record keeping
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Maintain a record of the activities of LCV, including an archive of all LCV publications.
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Maintain an archive of Task Record Forms.
Task leaders and drivers
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Work with the members of LCV to identify a Task Leader, a Driver and, where necessary, a Catering Manager for each task.
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Ensure that the Transport Secretary is aware of the names of Task Leaders and Drivers for forthcoming tasks.
Development of new volunteers
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Work with the members of LCV
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to identify new volunteers who may be willing to be Task Leaders, Drivers or Committee Members.
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to provide them with the support they need to become a Task Leader, Driver or Committee Member.
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Strategy
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Work with BTCV and other national bodies to identify their advice on 'best practice' for LCV's operations (e.g. for health and safety).
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Work with the LCV Committee and the members of LCV
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to ensure that the group is working towards compliance with 'best practice' advice from national bodies.
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to identify ways in which the group can improve the way it works and the services it offers its volunteers and clients.
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to identify and fulfil other strategic needs (e.g. purchase of minibus and toolshed).
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Management of LCV
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Work with the LCV Committee
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to ensure the smooth running of the group.
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to ensure that all legal obligations (e.g. insurance) are complied with.
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Act as the point of contact to LCV for national bodies like BTCV and SWT.
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Work with the LCV Committee to resolve difficulties within LCV, or between LCV and any third party.
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Review the Newsletter and material for the web site before publication.
Fundraiser
The Fundraiser attempts to maximise the income that LCV receives from sources other than clients.
Ceilidh
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Work with the LCV Monthly Meeting to agree
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the number of ceilidhs that should be run each year.
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suitable dates, locations and bands for each ceilidh.
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Liaise with venue managers and band managers to arrange the staging of the ceilidh.
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Ensure that the event complies with all legal requirements (e.g. licensing)
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Work with the LCV Publicity Organiser to produce suitable publicity material for the event.
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Contact local businesses to source raffle prizes for the event.
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Work with LCV members
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to stock, staff and operate the bar.
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to staff and operate the ceilidh.
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Work with the LCV Treasurer to maintain suitable financial controls during the operation of the event.
Other fundraising events
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Work with the LCV Monthly Meeting to agree what other fundraising events should be run each year.
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Operate the event as described for Ceilidh above.
Grant applications
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Work with the LCV Monthly Meeting to identify any grants that can be applied for.
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Work with LCV members to complete any necessary grant applications.
Membership Secretary
The Membership Secretary maintains and publishes details of all members and clients of LCV.
Address lists
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Maintain a list of volunteers and clients and their contact details.
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Record details of new volunteers from the Task Record Forms.
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Provide up-to-date printed versions of the appropriate address lists to the Co-ordinator, Transport Secretary, Treasurer and Task Organiser.
Mailing labels
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Provide printed address labels for members and clients to the Newsletter Editor.
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Provide printed return labels to the Newsletter Editor.
Subscriptions
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Receive Newsletter subscriptions from members.
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Keep a record which members have paid Newsletter subscriptions, and when these subscriptions expire.
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Pass Newsletter subscriptions to the Treasurer.
Minibus Manager
The Minibus Manager should aim to meet, or exceed, all the 'best practice' recommendations made by the Community Transport Association for small bus operation.
Record keeping
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Keep a completed log sheet for each use of the minibus by drivers.
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Keep records of
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each reported fault with the minibus, and how the fault was resolved.
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every inspection/service of the minibus.
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Ensure that all documentation and records relating to the operation of the minibus are retained for the life of the vehicle.
Driver training and registration
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Ensure that
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there is a driver registration form for every driver, and that these are kept safe and confidential. They should not be disclosed to anyone other than Minibus Manager, the Co-ordinator, and the insurance company.
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any 'relevant information' is passed to the minibus insurers.
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every driver has undergone a vehicle familiarisation session and understands their responsibilities for keeping records of the use of the van.
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Carry out regular checks to see that the 'Driver's Pack' in the minibus is complete and up to date.
Legal requirements
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Ensure that
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the minibus is at all times covered by suitable insurance.
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the insurance company is made aware as soon as possible of any 'relevant information' that may affect the insurance.
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the minibus always displays a valid tax disc.
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the minibus always has the correct MOT test certificate.
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the minibus is maintained and inspected as necessary to comply with legal roadworthiness requirements.
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the Section 19 Permit disc is correctly displayed and appropriately used.
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Maintenance and inspections
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Ensure that
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the minibus undergoes planned servicing in accordance with the manufacturer's recommendations.
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the minibus is inspected regularly between servicing so that it remains in a safe and roadworthy condition.
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the minibus is clearly labelled when it has a serious fault, so that a driver who is not aware of the fault does not drive it.
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all reported faults are publicised to all drivers.
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Rescue organisations
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Ensure that the minibus is at all times covered by a recovery organisation (AA, RAC, ETA etc.) for rescue in the event of a breakdown, and that the recovery organisation is aware of the size of the vehicle that is covered, and agrees to recover up to 12 people.
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Review the rescue cover annually to ensure that it provides the best value.
Documentation
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Work with the LCV committee to ensure that there is a documented process for
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for communicating with all drivers, so that they can be told of any relevant information about the health of minibus.
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drivers to report faults with the minibus and for those faults to be inspected and rectified.
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driver induction, including driver registration, familiarisation with the vehicle, trial drive, record keeping and fault reporting.
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Newsletter Editor
The Newsletter Editor compiles and prints the LCV Newsletter (the Puggled Mucker)
Design
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Work with the LCV Monthly Meeting to agree any changes to the design or content of the Newsletter.
Producing the newsletter
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Work with the LCV Committee to gather content for the quarterly Newsletter.
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Assemble and edit the content to create the Newsletter.
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Produce a draft copy of the Newsletter for review by the Co-ordinator.
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Arrange for printing of the Newsletter, and for the provision of suitable envelopes, stamps and staples.
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Work with the Membership Secretary to obtain address labels for dispatching the Newsletter.
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Work with LCV members to assemble and dispatch the Newsletter at the LCV Monthly Meetings in March, June, September and December.
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Respond to requests for copies of the newsletter from third parties.
Publicity Organiser
The Publicity Organiser works with members of LCV to publicise the group.
Identifying requirements for publicity
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Work with the LCV Monthly Meeting to identify publicity that may be required in the future.
Create publicity materials
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Work with the Newsletter Editor to produce suitable publicity materials
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Arrange for this publicity materials to be circulated and displayed
Attend publicity events
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Work with the LCV Monthly Meeting to identify publicity events where LCV should be represented.
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Book accommodation at publicity events.
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Arrange for publicity materials to be supplied to the event, and for LCV representatives to attend.
Social Organiser
The Social Organiser works with members of LCV to arrange the annual programme of social events.
Identifying requirements for social events
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Work with the LCV Monthly Meeting to identify social events that may be required in the future.
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Work with the LCV Monthly Meeting to identify if there have been any social events that have not been successful and should not be repeated.
Drawing up social events programme
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Work with members of LCV to agree a programme of tasks for the next quarter.
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Supply a suitable social programme to the Newsletter Editor in time for the publication of the Newsletter.
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Work with the Newsletter Editor to create a description of new social events for inclusion in the Newsletter.
Task Organiser
The Task Organiser works with clients and members of LCV to arrange the annual programme of tasks.
Identifying requirements for tasks
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Work with existing and potential clients and with the LCV Monthly Meeting to identify tasks that may be required in the future.
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Work with the LCV Monthly Meeting to identify if there have been any clients or tasks that have not been successful and should not be repeated.
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Work with the Membership Secretary to maintain an up-to-date list of clients and their contact details.
Drawing up task programme
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Work with clients to agree a programme of tasks for the next quarter.
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Supply a suitable task programme to the Newsletter Editor in time for the publication of the Newsletter.
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Work with the Newsletter Editor to create a description of new tasks or work sites for inclusion in the Newsletter.
Tools Officer
The Tools Officer looks after LCV's toolshed and the tools it contains.
Toolshed maintenance
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Ensure that the toolshed is always watertight and secure.
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Work with the LCV Monthly Meeting to identify and agree any necessary repairs to the toolshed.
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Carry out any necessary repairs to the toolshed, or arrange for these to be carried out by LCV members or a third party.
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Arrange for toolshed repairs to be included in the Task Programme, if necessary.
Obtaining new tools
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Work with the LCV Monthly Meeting to identify any requirements for additional or replacement tools or equipment and agree any expenditure that may thus be required.
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Arrange for the purchase of any additional or replacement tools or equipment.
Maintaining tools
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Work with the LCV Monthly Meeting and with Task Leaders to identify any tools or equipment in need of repair or maintenance.
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Carry out regular inspections of the tools and equipment in the toolshed to identify anything in need of repair or maintenance.
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Work with LCV members to repair and maintain tools and equipment.
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Work with the LCV Task Organiser to arrange for tool repair and maintenance to be included in the task programme, if necessary.
Health and safety
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Arrange for testing and certification of any tools or equipment (e.g. the winch) to comply with legal requirements.
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Ensure that the toolshed complies with Health and Safety law and with 'best practice' advice from BTCV.
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Ensure that the task first aid kits, the minibus first aid kits and the tool shed first aid kits are inspected regularly and re-stocked when required.
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Ensure the the mobile phone is always charged and that it has sufficient credit.
Training Organiser
The Training Organiser arranges training courses for members of LCV.
Identifying training needs
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Work with the LCV Monthly Meeting to identify any requirement for the provision of a training course to the members of LCV.
Arranging training courses
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Identify suitable internal or external trainers, and agree this with the LCV Monthly Meeting.
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Work with the trainer and with the LCV members who are attending to identify a suitable location and date for the course.
Transport Secretary
The Transport Secretary takes bookings for tasks and tells the task leader who will be coming.
Task bookings
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With the Co-ordinator and Task Organiser, identify the maximum number of volunteers that is required for each task.
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Receive telephone bookings for tasks from volunteers.
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Make a record of each booking and of the contact details of any new volunteer.
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Pass details of all the people who have booked on a task to the Task Leader before the start of the task.
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If the number of volunteers who want to come on the task exceeds the capacity of the minibus, attempt to accommodate the extra volunteers in private cars, where these are offered.
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Arrange that a 'deputy' Transport Secretary is available during periods of absence.
Treasurer
The Treasurer maintains LCV's financial records, and ensures that LCV remains in good financial health.
Financial management
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Manage the balances in the LCV bank accounts to maximise the interest that is earned.
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Monitor the financial marketplace to ensure that the bank accounts that LCV operates offer best value.
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Advise the Co-ordinator and the LCV Monthly Meeting on the financial implications of any decisions they make.
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Warn the Co-ordinator and the LCV Monthly Meeting if there is any possibility that LCV will experience financial problems.
Income and expenditure
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Send invoices to clients as soon as possible after the task for them is complete.
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Ensure that invoices are paid in good time, and pursue invoices that are not paid.
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Tell the LCV Monthly Meeting about any invoices that are significantly overdue.
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Receive expenses claims from members of LCV and pay these as soon as possible.
Book-keeping and accounts
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Seek advice on 'best practice' standards for maintaining LCV's financial records, and ensure that these standards are met.
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Prepare Annual Accounts, and present these at the LCV AGM.
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Arrange for an independent audit of the Annual Accounts.
Task records
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Ensure that there are sufficient Task Record Forms in the minibus at all times.
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Retrieve Task Record Forms from the minibus as soon as possible. Extract useful data from them and present this to the LCV Monthly Meeting regularly. Send the Task Record Forms to the Co-ordinator. Send details of any new volunteers to the Membership Secretary.
Tree Nursery Organiser
The Tree Nursery Organiser looks after the LCV Tree Nursery and ensures that it provides clients with the trees they need.
Working with clients
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Arrange with clients
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their requirements for trees from the LCV Tree Nursery
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for collection of seed as necessary.
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for disposal of mature stock from the LCV Tree Nursery.
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Working with landowner
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Maintain good relations with the owner or manager of the land used for the LCV Tree Nursery.
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Attempt to identify, as early as possible, any threat to the continued use of the land, and tell the LCV Monthly Meeting of this threat.
Maintaining the Tree Nursery
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With the Task Organiser, arrange a suitable programme of tasks for maintenance of the Tree Nursery.
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Identify any need for expenditure on the Tree Nursery, and tell the LCV Monthly Meeting about this.
Webmaster
The Webmaster looks after the LCV website and e-mail facilities.
Domain administration
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Monitor the market place to ensure that the domain reseller that LCV uses offers best value.
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Ensure that the contact details on the domain WHOIS entry are kept up to date
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Ensure that the domain is renewed in good time when required and that LCV remains the owner of the lcv.org.uk domain
Mail administration
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With the LCV committee, identify the e-mail addresses that are needed.
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Create and maintain the chosen LCV e-mail addresses as post-holders change
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Administer and maintain e-mail accounts for users
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With the LCV committee, create and maintain the LCV internal e-mail circulation lists
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With the LCV committee, identify innovative ways to use LCV e-mail facilities
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Maintain and monitor a ‘catchall’ mailbox to receive e-mails that are not correctly addressed, and forward these to the relevant person in LCV.
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Take action where needed and possible to reduce the volume of unsolicited commercial e-mail that is sent to LCV addresses.
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Monitor the market place to ensure that the mail host that LCV uses offers the best value.
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Ensure that the e-mail service is renewed in good time when required.
LCV news administration
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With the LCV committee, monitor the use of the LCVnews group to ensure that there is a sensible fit with the web site.
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Moderate the content of the LCVnews group, ensuring that inappropriate material is removed as soon as possible.
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Administer and maintain users on the LCVnews system to ensure that users’ access rights are appropriate for their role in the group.
Website administration
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Monitor the market place to ensure that the web host that LCV uses offers the best value.
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Ensure that the web hosting service is renewed in good time when required.
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Regularly review the web server statistics to ensure that the web site is meeting users’ needs and that the service is not overloaded.
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Administer and maintain appropriate security controls are maintained on the website and that unauthorised content is not published.
Website publishing
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Publish content received from other people (e.g. the Newsletter Editor) promptly.
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Update the web site promptly in the light of changing circumstances and in response to corrections from the committee.
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Write web site content where needed.
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Produce a draft copy of any significant content changes for review by the Co-ordinator.
Website design
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Ensure website complies with current best practice for usability, accessibility, cross-browser compatibility and download speed.
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Ensure website is configured and written to optimise search engine ranking
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Ensure website matches LCV current ‘house style’
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Update design in light of lessons learned from reviews of website stats.
(c) Lothians Conservation Volunteers 2008
Lothians Conservation Volunteers is a charity registered in Scotland, No: SC020384