University of Sheffield Photo Soc

Portraits and End of year meal/Handover

Dear Photocats,

This week our meeting will be on how to take Portraits. The meeting will be on Thursday the 30th of April in The Arts Tower LT6 at 7:15pm. (Meetings will be free for members (remember to bring your membership keyring along!) and non-members will have to pay £2 on the door. However you can buy membership at the meeting (or on the door) so don’t worry.). You need to bring a camera and if you have one, a flash, but this isn’t essential. Here are 101 tips on Portrait photography if you fancy a look beforehand. Don’t worry though, we won’t be going through all 101!!
Remember, to all those of you who have yet to pick up your exhibition prints, this meeting is the place to do it :)

Secondly The end of year meal/Handover social is coming up! We will be having a meal at Efe’s on West street at 7pm then having a few drinks and heading to pop tarts. Here is the event page, we are limited on numbers so please click attending and post your meal choice asap to secure your place at the meal. If you would rather not come to the meal but meet us later that is fine, or alternatively if you would just come to the meal that’s fine.

Looking forward to seeing you kitties,
Joss

New Committee 2015 – 2016

Dear Photocats,

Thank you to those of you who turned up to the AGM yesterday!
Here are your committee members for the next academic year:

President: Manali Naik
Secretary: Miguel Hernandez Littlewood
Tea, cake and Inclusions:Lucy McLean
Treasurer: Felix Gardner
Publicity officer: Katherine Hodgson
Social Secretary: Henry McBrien
Jobs officer: Dan West
Equipment officer:…. We don’t have one yet. We will arrange an EGM next semester where candidates can run for it.
Darkroom officer: Frankie H Morshead
Webmaster: Duncan Karas

The handover will take place on the 16th of May. There will be a social consisting of a meal and then poptarts! More details to come in Mondays email.

PhotoLove,
Joss

This week is the AGM!

Dear Photocats,

Firstly, just to let you know that Sheffield Photographic Society (not us) is having its Annual Exhibition next week in Sheffield Cathedral, Monday 20th to Sunday 26th April. It’s free and everyone is welcome to go and have a look.

Secondly, the AGM is finally upon us (no more reallllly long boring emails about it!)!
It will be this Thursday, 23rd of April, at 6.45pm in Arts Tower LT6. It will be free entry and open to non-members (but you can still buy membership there if you want).
Please come even if you don’t intend to run for a position, as you can vote, and who you vote for determines the direction the society takes next year.
Event page: https://www.facebook.com/events/450053031817719/

What is the AGM?
AGM stands for Annual General Meeting. In the case of student societies it’s when the general membership (i.e. everyone) gets to decide who to elect onto the committee for the next year. It is also where we can make changes to our constitution, which dictates the role of our society and how we do certain things. The current constitution can be found on the website.

How will it work?
We will start with the President’s Report – this is a brief (and I promise to make it brief!) talk about what we have done over the last year, and why Photosoc is the best society ever.

There will then be the Treasurer’s Report – here Manali will talk a bit about where our money has come from and what we have spent it on.

After these will come the democracy bits – we will go through each committee position in turn and people will volunteer to run. In each case, each candidate will have two minutes to make a brief speech about why they are the best for the role. The running order will be as the order listed below.

After each candidate has done their speech, a Q&A of around five minutes will occur, with questions from anyone in the society. Each candidate will be given the chance to respond to each question. After all this has happened, each person will be given a ballot paper. You will then write the name of your preferred candidate on the slip, fold it so we can’t see what is written when we collect it, then they will all be collected and counted by the President. The winner will be announced, then we will move onto the next role until all have been voted on.

We will then move on to any changes to the constitution. Again, these do not have to be given to us in advance, however as we won’t have copies of it with us changes must be thought of in advance. Similar to the positions, there will be a 2 minute speech for (and against if anyone chooses to oppose it), followed by questions and a vote.

FAQs

Q) Do I need to inform the committee beforehand if I am running for something?
A) No, turning up on the day and expressing interest is fine.

Q) Do I need to have been on a committee beforehand or be a master photographer to be on Photosoc committee?
A) No and no. The only real exception for this is Darkroom officer – the committee reserves the right to not allow someone to be darkroom officer if they are not at the required skill level of darkroom-ness to do it.

Q) Is there a way to find out even more information about the roles?
A) Yes, of course – you can message or talk to any committee member about their role, and we will also be holding a few more open committee meetings so people can come along and see how we organise things.

Q) What if I don’t like any of the candidates?
A) We will be allowing RON (ReOpen Nominations) to be used in any of the committee positions. It will also be an option in the case of uncontested positions (i.e. there will still be a vote, with only one person standing) in case you really don’t think they are suitable.

Q) What if I can’t be there?
A) Putting something else ahead of Photosoc? Disappointed. But in all seriousness, it is fine – if you want to run for a position while away you can message me to work out how (either a pre-prepared speech, video or skyping on the day would be best). If you want to vote, again message me and we will sort out something similar.

Q)Who will chair the meeting and count the votes?
A) Me. Me being Joss, president 2014/15, we won’t swap chairs halfway through the meeting. I will also be the one counting votes, however if there is a dispute then someone can be an independent adjudicator. No votes will have voters names on but will have the position and the candidate chosen, so can also be checked by anyone you are really doubting anything. If I am running for a position then I nominate the Secretary (Hannah) to count, or alternatively the Publicity Officer (Dan).

Committee Roles
For all those thinking of standing, the committee have written a description of exactly what their role entails below. Although Photo Soc already has a standalone Inclusions Officer, all committee members should be inclusive towards members. They should always be prepared to pick up any odd jobs which aren’t directly related to their responsibilities :-)

President

The President is the boss of the society. Kind of. They are responsible for:

Calling and chairing committee meetings, which means to say following the agenda, inciting discussion between committee, and reaching a conclusion based on the views.
Following up decisions made to ensure they are being achieved, and helping out committee members if this is not happening.
Resolving issues as they arise, considering points of view and making a decision ( E.g following up cases of broken or misused equipment).
If needed, write emails calling meetings or advertising events. (eg. my role in this is to explain the meeting, where it is etc)
Opening meetings, giving a speech at the exhibition, be prepared to use your presentation skills!
Sometimes the University or University members will ring you about various things (such as Give It A Go sessions or what camera to buy) Answer these as well as you can.
Secretary

The Secretary has to take minutes at every committee meeting so that there is an account of generally what has been discussed including what committee members need to do. They should also regularly check the email account and respond to anything that isn’t for a specific committee member. There may be general admin jobs to do or enquiries to be made. Be organised and be willing to turn up to every committee meeting!

The secretary is responsible for

taking the minutes at committee meetings.
checking and replying to emails.
booking the Lecture Theatre for Photo Soc meetings.
dealing with any other correspondence Photo Soc receives and doing odd jobs.
Treasurer

The Treasurer is the person who keeps track of Photosoc’s two bank accounts and ensures that there is enough funding for activities, events and equipment. In addition, other tasks involve taking money for trips and membership fees and signing off any invoices on which the rest of the committee may need to claim money back. Obviously, a trustworthy person is needed for this role and you need to be able to organise the comings and goings of Photosoc’s money to ensure that it doesn’t get mixed up with your own!
Treasurer is in charge of the money. This means:

Review the weekly society bank statement emailed by the University
Facilitate payments (to committee who buy things, members for jobs if needed, to outside companies for hoodies etc)
With inclusions, organise membership and take money for it, then put it in our account
Liaise with the Darkroom officer for film sales and buying chemicals
Maintain a cash box, to be kept in the equipment cupboard in the Darkroom and keep track of its contents.
Finalising sponsorship deals, and getting the money to the society
Have a sort of plan for what to spend the money on
Social Secretary

As a social secretary, you are responsible for organising social events, society trips and socials! You’ll promote the events via social media etc with the Publicity Officer. If you’re the kind that likes to explore what Sheffield has to offer in terms of food, drinks, clubbing etc and see yourself arranging PhotoSoc socials in those places, this role is for you!
You must:

Be creative with socials to appeal to as many members as possible.
Engage with members, encourage socialising and incite fun.
Contact and broker deals with pubs, bars and clubs.
Be the first one out and the last one in.
Plan the annual Expedition.
Tea, Cake and Inclusions officer

The Inclusions Officer makes sure that all the members of the society feel involved and that there are events that cater for everyone. For example, there are a lot of international students who are members and who may not feel involved on socials with alcohol.

Another part of the role as Inclusions Officer is regularly checking the society email account and responding to emails from new members and answering their queries about joining, therefore, making them feel welcome. If anyone has a problem or doesn’t feel included then make sure you are approachable and listen to their concerns.

As this role is relatively small compared to other roles on the committee it has been combined with the role of Tea and Cake Officer which involves providing tea, cake or biscuits to the Thursday meetings. Although this doesn’t mean you have to bake something every week, shop bought biscuits and cake is fine. Make sure there is a plentiful supply of tea and cake at meetings (things are kept in a cupboard in the darkroom that you need to go pick up). Yes, there is a Sainsbury’s by the Arts Tower but we all know home baked stuff is the best!

Publicity Officer

As Publicity Officer you are responsible for advertising the society, events and meetings via social networking sites, posters, flyers or any other way you like! This also involves being at the activity fairs to encourage new members and aiding the organisation of events.

Publicity Officer is in charge of all things encouraging and this person should:

Be in charge of promoting the society through twitter, FB and generally around Uni (this can include emailing/tweeting the University/Student’s Union to share things)
Ensure that the events and any other news which Photo Soc runs are well publicised
Create and organise printing of posters and advertisement for the exhibition as well as any other posters or fliers for the Activities Fair.
Generally push Photo Soc out there as much as possible, including taking a large part in the Activities and Re-Fresher’s Fairs
Darkroom Officer

The Darkroom Officer is in charge of providing darkroom tutorials, ordering darkroom chemicals and kit, sorting out bookings and generally keeping the darkroom orderly. They’re generally the go-to person about any questions film photography related and is basically a know-it-all about analogue photography. The role requires a good understanding of darkroom processing and familiarity with the darkroom, as well as the time and ability to teach others how to use our darkroom.

Maintain the darkroom and darkroom equipment to ensure everything is serviceable.
Daily check the darkroom bookings and approve / deny bookings as appropriate.
Liaise with Welcome Desk and SU staff regarding the use of the darkroom.
Monitor and maintain stock levels of black and white chemicals
Provide to all users, as a minimum, basic training in black and white film developing and silver gelatine printing
Form and liaise with a “darkroom team” of experienced users who can assist with training, and approving bookings when you are away.
Ensure all darkroom users are competently trained before allowing them to use the darkroom alone
Maintain a list of authorised darkroom users.
Ensure any broken equipment is reported and replaced / repaired.
Run a film sale service at meetings, and periodically offer a shared postage cost order to Firstcall Photographic, our suppliers.
Equipment Officer

The Equipment Officer looks after Photosoc’s fairly extensive range of equipment. They are responsible for loaning it out to members, maintaining and buying new equipment when necessary, and providing advice on how to use it.
The Equipment Officer is (oddly enough) the boss of equipment in the society. This means they:

Keep an inventory of what equipment we have, and ensure these are on the Union Insurance
Organise with people who want to borrow equipment, for pickup and drop off.
Ensure all Equipment loans are properly recorded
Propose new bits of equipment to buy (Although everyone does this, EO should have the best idea of what we already have, and what would be most suitable)
Web Master

The Webmaster looks after our website (it’s WordPress, so pretty easy to use!) and makes sure the content is up-to-date and updates are getting done.

Checking it’s working properly
Fixing bugs in the various booking systems
Update the various information content
A knowledge of HTML/CSS/JavaScript is handy
101110101
Jobs Officer

The Jobs Officer is responsible for promoting and allocating jobs opportunities to the members of PhotoSoc. The person has to read emails and the Facebook page inbox frequently, in order to keep a record of jobs offers and reply to any relevant enquiries. The role as Jobs Officer also includes jobs matching and facilitating communications between the clients and applicants. Moreover, the person should also spread words about Photosoc’s service of providing photographers.The Jobs Officer should:

Regularly check the emails for new jobs offers, both paid and voluntary
Liaise with people who want a photographer, to get information like pay time etc.
Post job offers on Facebook group and collect the portfolios of the applicants, after which send the portfolios to the organizer of the event requiring photographers and let him/her decide which one most satisfies their needs
Forward the contact information of the photographer to the organizer for them to discuss further details

I really hope to see you there!
PhotoLove,
Joss

Sports Photography (inc. Varsity photographers) and AGM

Dear Photocats,

Because Varsity is beginning, this weeks meeting is about sports photography. There are many opportunities in sports photography, whether it is shooting a varsity event or just some of your mates playing in the park. So in this meeting we will offer you some tips, job opportunities and a practice at photographing a sport. The meeting will be on Thursday the 16th of April in The Arts Tower LT6 at 6:45pm. (Meetings will be free for members (remember to bring your membership keyring along!) and non-members will have to pay £2 on the door. However you can buy membership at the meeting (or on the door) so don’t worry.)

Chris Chadwick, who will be coming to this weeks meeting, has asked me to tell you all: “As you all know Varsity is getting properly started in the next couple of days. This year, I’ve been tasked by Jonny Block (Sports Officer) to make a positive effort to collaborate between all Sheffield University photographers to ensure the maximum amount of shooting opportunities and maximum amount of coverage for our greater university. What i’m asking is for some volunteer photographers to join myself and @Tom Williamson to cover many of the sports that are due to take place.
What I’ve done to help:
Facebook Group for Varsity Photographers for you all to join and discuss on (https://www.facebook.com/groups/1621855624703736/)
Shared Google Driver folder with Sign up sheet, guidelines & upload area for photos after the event (https://drive.google.com/folderview…)
Google Calendar with all the varsity events on (check the guidance document for the link)
Ensured all travel expenses for the varsity events will be covered
What’s in it for you:
Free entry to Varsity events
Your photos WILL be published in Forge Press and used by the Student’s Union/Sports Sheffield
Paid travel expenses for varsity events that you’re signed up to
Great chance to get some sports photography experience on a variety of different sports
Enhance and support your portfolio
Develop working relationships with many sports clubs and societies so that many of them will know your name
Get involved in a celebration of our universities sporting excellence that you might not otherwise be involved in. Bleed black and gold!
If you’re interested, join the Facebook group and start signing up for events on the google sign up sheet (you’ll need to be logged in on your @sheffield.ac.uk account to gain access). Many of you have done this kind of thing before at Varsity and I know many of you will be keen to get your photos published too, so get involved! Bleed Black and Gold!”

Finally and most importantly:
Our AGM will be the 23rd of April at 6.45pm in Arts Tower LT6. Please come even if you don’t intend to run for a position, as you can vote, and who you vote for determines the direction the society takes next year.
Event page: https://www.facebook.com/events/450053031817719/ 

All information regarding the AGM and committee positions is posted below and it will be available on our group and AGM event page.

What is the AGM?
AGM stands for Annual General Meeting. In the case of student societies it’s when the general membership (i.e. everyone) gets to decide who to elect onto the committee for the next year. It is also where we can make changes to our constitution, which dictates the role of our society and how we do certain things. The current constitution can be found on the website.

How will it work?

We will start with the President’s Report – this is a brief (and I promise to make it brief!) talk about what we have done over the last year, and why Photosoc is the best society ever.

There will then be the Treasurer’s Report – here Manali will talk a bit about where our money has come from and what we have spent it on.

After these will come the democracy bits – we will go through each committee position in turn and people will volunteer to run. In each case, each candidate will have two minutes to make a brief speech about why they are the best for the role. The running order will be as the order listed below.

After each candidate has done their speech, a Q&A of around five minutes will occur, with questions from anyone in the society. Each candidate will be given the chance to respond to each question. After all this has happened, each person will be given a ballot paper. You will then write the name of your preferred candidate on the slip, fold it so we can’t see what is written when we collect it, then they will all be collected and counted by the President. The winner will be announced, then we will move onto the next role until all have been voted on.

We will then move on to any changes to the constitution. Again, these do not have to be given to us in advance, however as we won’t have copies of it with us changes must be thought of in advance. Similar to the positions, there will be a 2 minute speech for (and against if anyone chooses to oppose it), followed by questions and a vote.

FAQs

Q) Do I need to inform the committee beforehand if I am running for something?
A) No, turning up on the day and expressing interest is fine.

Q) Do I need to have been on a committee beforehand or be a master photographer to be on Photosoc committee?
A) No and no. The only real exception for this is Darkroom officer – the committee reserves the right to not allow someone to be darkroom officer if they are not at the required skill level of darkroom-ness to do it.

Q) Is there a way to find out even more information about the roles?
A) Yes, of course – you can message or talk to any committee member about their role, and we will also be holding a few more open committee meetings so people can come along and see how we organise things.

Q) What if I don’t like any of the candidates?
A) We will be allowing RON (ReOpen Nominations) to be used in any of the committee positions. It will also be an option in the case of uncontested positions (i.e. there will still be a vote, with only one person standing) in case you really don’t think they are suitable.

Q) What if I can’t be there?
A) Putting something else ahead of Photosoc? Disappointed. But in all seriousness, it is fine – if you want to run for a position while away you can message me to work out how (either a pre-prepared speech, video or skyping on the day would be best). If you want to vote, again message me and we will sort out something similar.

Q)Who will chair the meeting and count the votes?
A) Me. Me being Joss, president 2014/15, we won’t swap chairs halfway through the meeting. I will also be the one counting votes, however if there is a dispute then someone can be an independent adjudicator. No votes will have voters names on but will have the position and the candidate chosen, so can also be checked by anyone you are really doubting anything. If I am running for a position then I nominate the Secretary (Hannah) to count, or alternatively the Publicity Officer (Dan).

Committee Roles
For all those thinking of standing, the committee have written a description of exactly what their role entails below. Although Photo Soc already has a standalone Inclusions Officer, all committee members should be inclusive towards members. They should always be prepared to pick up any odd jobs which aren’t directly related to their responsibilities :-)

President

The President is the boss of the society. Kind of. They are responsible for:

  • Calling and chairing committee meetings, which means to say following the agenda, inciting discussion between committee, and reaching a conclusion based on the views.
  • Following up decisions made to ensure they are being achieved, and helping out committee members if this is not happening.
  • Resolving issues as they arise, considering points of view and making a decision ( E.g following up cases of broken or misused equipment).
  • If needed, write emails calling meetings or advertising events. (eg. my role in this is to explain the meeting, where it is etc)
  • Opening meetings, giving a speech at the exhibition, be prepared to use your presentation skills!
  • Sometimes the University or University members will ring you about various things (such as Give It A Go sessions or what camera to buy) Answer these as well as you can.

Secretary

The Secretary has to take minutes at every committee meeting so that there is an account of generally what has been discussed including what committee members need to do. They should also regularly check the email account and respond to anything that isn’t for a specific committee member. There may be general admin jobs to do or enquiries to be made. Be organised and be willing to turn up to every committee meeting!

The secretary is responsible for

  • taking the minutes at committee meetings.
  • checking and replying to emails.
  • booking the Lecture Theatre for Photo Soc meetings.
  • dealing with any other correspondence Photo Soc receives and doing odd jobs.

Treasurer

The Treasurer is the person who keeps track of Photosoc’s two bank accounts and ensures that there is enough funding for activities, events and equipment. In addition, other tasks involve taking money for trips and membership fees and signing off any invoices on which the rest of the committee may need to claim money back. Obviously, a trustworthy person is needed for this role and you need to be able to organise the comings and goings of Photosoc’s money to ensure that it doesn’t get mixed up with your own!
Treasurer is in charge of the money. This means:

  • Review the weekly society bank statement emailed by the University
  • Facilitate payments (to committee who buy things, members for jobs if needed, to outside companies for hoodies etc)
  • With inclusions, organise membership and take money for it, then put it in our account
  • Liaise with the Darkroom officer for film sales and buying chemicals
  • Maintain a cash box, to be kept in the equipment cupboard in the Darkroom and keep track of its contents.
  • Finalising sponsorship deals, and getting the money to the society
  • Have a sort of plan for what to spend the money on

Social Secretary

As a social secretary, you are responsible for organising social events, society trips and socials! You’ll promote the events via social media etc with the Publicity Officer. If you’re the kind that likes to explore what Sheffield has to offer in terms of food, drinks, clubbing etc and see yourself arranging PhotoSoc socials in those places, this role is for you!
You must:

  • Be creative with socials to appeal to as many members as possible.
  • Engage with members, encourage socialising and incite fun.
  • Contact and broker deals with pubs, bars and clubs.
  • Be the first one out and the last one in.
  • Plan the annual Expedition.

Tea, Cake and Inclusions officer

The Inclusions Officer makes sure that all the members of the society feel involved and that there are events that cater for everyone. For example, there are a lot of international students who are members and who may not feel involved on socials with alcohol.

Another part of the role as Inclusions Officer is regularly checking the society email account and responding to emails from new members and answering their queries about joining, therefore, making them feel welcome. If anyone has a problem or doesn’t feel included then make sure you are approachable and listen to their concerns.

As this role is relatively small compared to other roles on the committee it has been combined with the role of Tea and Cake Officer which involves providing tea, cake or biscuits to the Thursday meetings. Although this doesn’t mean you have to bake something every week, shop bought biscuits and cake is fine. Make sure there is a plentiful supply of tea and cake at meetings (things are kept in a cupboard in the darkroom that you need to go pick up). Yes, there is a Sainsbury’s by the Arts Tower but we all know home baked stuff is the best!

Publicity Officer

As Publicity Officer you are responsible for advertising the society, events and meetings via social networking sites, posters, flyers or any other way you like! This also involves being at the activity fairs to encourage new members and aiding the organisation of events.

Publicity Officer is in charge of all things encouraging and this person should:

  • Be in charge of promoting the society through twitter, FB and generally around Uni (this can include emailing/tweeting the University/Student’s Union to share things)
  • Ensure that the events and any other news which Photo Soc runs are well publicised
  • Create and organise printing of posters and advertisement for the exhibition as well as any other posters or fliers for the Activities Fair.
  • Generally push Photo Soc out there as much as possible, including taking a large part in the Activities and Re-Fresher’s Fairs

Darkroom Officer

The Darkroom Officer is in charge of providing darkroom tutorials, ordering darkroom chemicals and kit, sorting out bookings and generally keeping the darkroom orderly. They’re generally the go-to person about any questions film photography related and is basically a know-it-all about analogue photography. The role requires a good understanding of darkroom processing and familiarity with the darkroom, as well as the time and ability to teach others how to use our darkroom.

  • Maintain the darkroom and darkroom equipment to ensure everything is serviceable.
  • Daily check the darkroom bookings and approve / deny bookings as appropriate.
  • Liaise with Welcome Desk and SU staff regarding the use of the darkroom.
  • Monitor and maintain stock levels of black and white chemicals
  • Provide to all users, as a minimum, basic training in black and white film developing and silver gelatine printing
  • Form and liaise with a “darkroom team” of experienced users who can assist with training, and approving bookings when you are away.
  • Ensure all darkroom users are competently trained before allowing them to use the darkroom alone
  • Maintain a list of authorised darkroom users.
  • Ensure any broken equipment is reported and replaced / repaired.
  • Run a film sale service at meetings, and periodically offer a shared postage cost order to Firstcall Photographic, our suppliers.

Equipment Officer

The Equipment Officer looks after Photosoc’s fairly extensive range of equipment. They are responsible for loaning it out to members, maintaining and buying new equipment when necessary, and providing advice on how to use it.
The Equipment Officer is (oddly enough) the boss of equipment in the society. This means they:

  • Keep an inventory of what equipment we have, and ensure these are on the Union Insurance
  • Organise with people who want to borrow equipment, for pickup and drop off.
  • Ensure all Equipment loans are properly recorded
  • Propose new bits of equipment to buy (Although everyone does this, EO should have the best idea of what we already have, and what would be most suitable)

Web Master

The Webmaster looks after our website (it’s WordPress, so pretty easy to use!) and makes sure the content is up-to-date and updates are getting done.

  • Checking it’s working properly
  • Fixing bugs in the various booking systems
  • Update the various information content
  • A knowledge of HTML/CSS/JavaScript is handy
  • 101110101

Jobs Officer

The Jobs Officer is responsible for promoting and allocating jobs opportunities to the members of PhotoSoc. The person has to read emails and the Facebook page inbox frequently, in order to keep a record of jobs offers and reply to any relevant enquiries. The role as Jobs Officer also includes jobs matching and facilitating communications between the clients and applicants. Moreover, the person should also spread words about Photosoc’s service of providing photographers.The Jobs Officer should:

  • Regularly check the emails for new jobs offers, both paid and voluntary
  • Liaise with people who want a photographer, to get information like pay time etc.
  • Post job offers on Facebook group and collect the portfolios of the applicants, after which send the portfolios to the organizer of the event requiring photographers and let him/her decide which one most satisfies their needs
  • Forward the contact information of the photographer to the organizer for them to discuss further details

Well done for getting to the end…
Have some PhotoLove,
Joss

Meeting this week and AGM information

Dear Photocats,

Because Ball season is coming up, we are getting flooded with emails about job opportunities. We realise the idea of doing a photography job on your own may seem a little daunting, so this weeks meeting will be on event photography; how the process of applying for jobs through photosoc works, how to set up a studio kit and tips on how to take photos in clubs and at gigs, balls and other events. The meeting will be on Thursday the 19th of March in The Arts Tower LT6 at 7:15pm. (Meetings will be free for members (remember to bring your membership keyring along!) and non-members will have to pay £2 on the door. However you can buy membership at the meeting (or on the door) so don’t worry.)For those of you who are not coming to the meeting, have a good Easter break! For those that are, see you on Thursday!

Our AGM will be the 23rd of April at 6.45pm in Arts Tower LT6. Please come even if you don’t intend to run for a position, as you can vote, and who you vote for determines the direction the society takes next year.
To help all you keen potential new committee members we are opening up our committee meetings. You can come along and learn how we organise meetings and socials and how a committee works. We don’t just talk about cats. Lots of important stuff goes on too, with only the occasional ‘meow’.
So if you are interested in becoming a committee member, our next committee meeting is Monday the 13th of April at 5pm in the Gallery of the Students Union.
That will be the last committee meeting before the AGM…. so make the most of it!
All information regarding the AGM and committee positions is posted below and it will be available on our group and AGM event page. (In future emails it will be attached as a word doc)

What is the AGM?
AGM stands for Annual General Meeting. In the case of student societies it’s when the general membership (i.e. everyone) gets to decide who to elect onto the committee for the next year. It is also where we can make changes to our constitution, which dictates the role of our society and how we do certain things. The current constitution can be found on the website.

How will it work?

We will start with the President’s Report – this is a brief (and I promise to make it brief!) talk about what we have done over the last year, and why Photosoc is the best society ever.

There will then be the Treasurer’s Report – here Manali will talk a bit about where our money has come from and what we have spent it on.

After these will come the democracy bits – we will go through each committee position in turn and people will volunteer to run. In each case, each candidate will have two minutes to make a brief speech about why they are the best for the role.

After each candidate has done their speech, a Q&A of around five minutes will occur, with questions from anyone in the society. Each candidate will be given the chance to respond to each question. After all this has happened, each person will be given a ballot paper. You will then write the name of your preferred candidate on the slip, fold it so we can’t see what is written when we collect it, then they will all be collected and counted by the President. The winner will be announced, then we will move onto the next role until all have been voted on.

We will then move on to any changes to the constitution. Again, these do not have to be given to us in advance, however as we won’t have copies of it with us changes must be thought of in advance. Similar to the positions, there will be a 2 minute speech for (and against if anyone chooses to oppose it), followed by questions and a vote.

FAQs

Q) Do I need to inform the committee beforehand if I am running for something?
A) No, turning up on the day and expressing interest is fine.

Q) Do I need to have been on a committee beforehand or be a master photographer to be on Photosoc committee?
A) No and no. The only real exception for this is Darkroom officer – the committee reserves the right to not allow someone to be darkroom officer if they are not at the required skill level of darkroom-ness to do it.

Q) Is there a way to find out even more information about the roles?
A) Yes, of course – you can message or talk to any committee member about their role, and we will also be holding a few more open committee meetings so people can come along and see how we organise things.

Q) What if I don’t like any of the candidates?
A) We will be allowing RON (ReOpen Nominations) to be used in any of the committee positions. It will also be an option in the case of uncontested positions (i.e. there will still be a vote, with only one person standing) in case you really don’t think they are suitable.

Q) What if I can’t be there?
A) Putting something else ahead of Photosoc? Disappointed. But in all seriousness, it is fine – if you want to run for a position while away you can message me to work out how (either a pre-prepared speech, video or skyping on the day would be best). If you want to vote, again message me and we will sort out something similar.

Q)Who will chair the meeting and count the votes?
A) Me. Me being Joss, president 2014/15, we won’t swap chairs halfway through the meeting. I will also be the one counting votes, however if there is a dispute then someone can be an independent adjudicator. No votes will have voters names on but will have the position and the candidate chosen, so can also be checked by anyone you are really doubting anything. If I am running for a position then I nominate the Secretary (Hannah) to count, or alternatively the Publicity Officer (Dan).

Committee Roles
For all those thinking of standing, the committee have written a description of exactly what their role entails below. Although Photo Soc already has a standalone Inclusions Officer, all committee members should be inclusive towards members. They should always be prepared to pick up any odd jobs which aren’t directly related to their responsibilities :-)

President

The President is the boss of the society. Kind of. They are responsible for:

  • Calling and chairing committee meetings, which means to say following the agenda, inciting discussion between committee, and reaching a conclusion based on the views.
  • Following up decisions made to ensure they are being achieved, and helping out committee members if this is not happening.
  • Resolving issues as they arise, considering points of view and making a decision ( E.g following up cases of broken or misused equipment).
  • If needed, write emails calling meetings or advertising events. (eg. my role in this is to explain the meeting, where it is etc)
  • Opening meetings, giving a speech at the exhibition, be prepared to use your presentation skills!
  • Sometimes the University or University members will ring you about various things (such as Give It A Go sessions or what camera to buy) Answer these as well as you can.

Secretary

The Secretary has to take minutes at every committee meeting so that there is an account of generally what has been discussed including what committee members need to do. They should also regularly check the email account and respond to anything that isn’t for a specific committee member. There may be general admin jobs to do or enquiries to be made. Be organised and be willing to turn up to every committee meeting!

The secretary is responsible for

  • taking the minutes at committee meetings.
  • checking and replying to emails.
  • booking the Lecture Theatre for Photo Soc meetings.
  • dealing with any other correspondence Photo Soc receives and doing odd jobs.

Treasurer

The Treasurer is the person who keeps track of Photosoc’s two bank accounts and ensures that there is enough funding for activities, events and equipment. In addition, other tasks involve taking money for trips and membership fees and signing off any invoices on which the rest of the committee may need to claim money back. Obviously, a trustworthy person is needed for this role and you need to be able to organise the comings and goings of Photosoc’s money to ensure that it doesn’t get mixed up with your own!
Treasurer is in charge of the money. This means:

  • Review the weekly society bank statement emailed by the University
  • Facilitate payments (to committee who buy things, members for jobs if needed, to outside companies for hoodies etc)
  • With inclusions, organise membership and take money for it, then put it in our account
  • Liaise with the Darkroom officer for film sales and buying chemicals
  • Maintain a cash box, to be kept in the equipment cupboard in the Darkroom and keep track of its contents.
  • Finalising sponsorship deals, and getting the money to the society
  • Have a sort of plan for what to spend the money on

Social Secretary

As a social secretary, you are responsible for organising social events, society trips and socials! You’ll promote the events via social media etc with the Publicity Officer. If you’re the kind that likes to explore what Sheffield has to offer in terms of food, drinks, clubbing etc and see yourself arranging PhotoSoc socials in those places, this role is for you!
You must:

  • Be creative with socials to appeal to as many members as possible.
  • Engage with members, encourage socialising and incite fun.
  • Contact and broker deals with pubs, bars and clubs.
  • Be the first one out and the last one in.
  • Plan the annual Expedition.

Tea, Cake and Inclusions officer

The Inclusions Officer makes sure that all the members of the society feel involved and that there are events that cater for everyone. For example, there are a lot of international students who are members and who may not feel involved on socials with alcohol.

Another part of the role as Inclusions Officer is regularly checking the society email account and responding to emails from new members and answering their queries about joining, therefore, making them feel welcome. If anyone has a problem or doesn’t feel included then make sure you are approachable and listen to their concerns.

As this role is relatively small compared to other roles on the committee it has been combined with the role of Tea and Cake Officer which involves providing tea, cake or biscuits to the Thursday meetings. Although this doesn’t mean you have to bake something every week, shop bought biscuits and cake is fine. Make sure there is a plentiful supply of tea and cake at meetings (things are kept in a cupboard in the darkroom that you need to go pick up). Yes, there is a Sainsbury’s by the Arts Tower but we all know home baked stuff is the best!

Publicity Officer

As Publicity Officer you are responsible for advertising the society, events and meetings via social networking sites, posters, flyers or any other way you like! This also involves being at the activity fairs to encourage new members and aiding the organisation of events.

Publicity Officer is in charge of all things encouraging and this person should:

  • Be in charge of promoting the society through twitter, FB and generally around Uni (this can include emailing/tweeting the University/Student’s Union to share things)
  • Ensure that the events and any other news which Photo Soc runs are well publicised
  • Create and organise printing of posters and advertisement for the exhibition as well as any other posters or fliers for the Activities Fair.
  • Generally push Photo Soc out there as much as possible, including taking a large part in the Activities and Re-Fresher’s Fairs

Darkroom Officer

The Darkroom Officer is in charge of providing darkroom tutorials, ordering darkroom chemicals and kit, sorting out bookings and generally keeping the darkroom orderly. They’re generally the go-to person about any questions film photography related and is basically a know-it-all about analogue photography. The role requires a good understanding of darkroom processing and familiarity with the darkroom, as well as the time and ability to teach others how to use our darkroom.

  • Maintain the darkroom and darkroom equipment to ensure everything is serviceable.
  • Daily check the darkroom bookings and approve / deny bookings as appropriate.
  • Liaise with Welcome Desk and SU staff regarding the use of the darkroom.
  • Monitor and maintain stock levels of black and white chemicals
  • Provide to all users, as a minimum, basic training in black and white film developing and silver gelatine printing
  • Form and liaise with a “darkroom team” of experienced users who can assist with training, and approving bookings when you are away.
  • Ensure all darkroom users are competently trained before allowing them to use the darkroom alone
  • Maintain a list of authorised darkroom users.
  • Ensure any broken equipment is reported and replaced / repaired.
  • Run a film sale service at meetings, and periodically offer a shared postage cost order to Firstcall Photographic, our suppliers.

Equipment Officer

The Equipment Officer looks after Photosoc’s fairly extensive range of equipment. They are responsible for loaning it out to members, maintaining and buying new equipment when necessary, and providing advice on how to use it.
The Equipment Officer is (oddly enough) the boss of equipment in the society. This means they:

  • Keep an inventory of what equipment we have, and ensure these are on the Union Insurance
  • Organise with people who want to borrow equipment, for pickup and drop off.
  • Ensure all Equipment loans are properly recorded
  • Propose new bits of equipment to buy (Although everyone does this, EO should have the best idea of what we already have, and what would be most suitable)

Web Master

The Webmaster looks after our website (it’s WordPress, so pretty easy to use!) and makes sure the content is up-to-date and updates are getting done.

  • Checking it’s working properly
  • Fixing bugs in the various booking systems
  • Update the various information content
  • A knowledge of HTML/CSS/JavaScript is handy
  • 101110101

Jobs Officer

The Jobs Officer is responsible for promoting and allocating jobs opportunities to the members of PhotoSoc. The person has to read emails and the Facebook page inbox frequently, in order to keep a record of jobs offers and reply to any relevant enquiries. The role as Jobs Officer also includes jobs matching and facilitating communications between the clients and applicants. Moreover, the person should also spread words about Photosoc’s service of providing photographers.The Jobs Officer should:

  • Regularly check the emails for new jobs offers, both paid and voluntary
  • Liaise with people who want a photographer, to get information like pay time etc.
  • Post job offers on Facebook group and collect the portfolios of the applicants, after which send the portfolios to the organizer of the event requiring photographers and let him/her decide which one most satisfies their needs
  • Forward the contact information of the photographer to the organizer for them to discuss further details

Well done for getting to the end…
Have some PhotoLove,
Joss

 

No Thursday meeting. Five Weirs walk on Sunday

Dear Photocats,

Firstly, to everyone who submitted photos for the exhibition, they are available for collection at the meeting on the 19th of March. Don’t worry if you can’t make it to the meeting, they will be kept safe in the darkroom until you can pick them up.

This week we won’t be having a meeting on Thursday (12th), but we will be going on the five weirs walk of Sheffield on Sunday the 15th of March. We are meeting at the Union at 10am, go on an interesting 5 mile walk of a part of Sheffield many of you may not have seen,  from lady bridge along the River Don and ending up in Meadowhall by 2pm at the latest. There we will grab some lunch (or you can leave) and then get the train/tram/bus/walk back. Most of us will be getting the train, but you can travel home however you prefer.  THIS is info about the walk. HERE are some photos taken along the way. These are maps of the walk we will be taking:  http://www.fiveweirs.co.uk/5WWmapWEST.pdf and http://www.fiveweirs.co.uk/5WWmapEAST.pdf

If you come on the walk you might take some photos to enter in this:
“Here’s your chance to make your voice heard and your opinion count. We’re [OurSheffield] looking for students to help create a visual record of Sheffield through art and photography. We want to build up a picture of what the city is really like by collecting contributions from you, the people that live here!”

Guidelines:
1. Submissions can be an illustration or a photograph.
2. It should be personal to you. That could mean a drawing of your childhood house or a photo of the Sheffield incinerator. It can be political if you want it to, so long as it has meaning TO YOU.
3. The photo or illustration needs to be of Sheffield.
4. Each submission should be at least A4 size so that it looks amazing in an A4 landscape Photo-book (it might be a bit smaller).
5. You must include your name and one sentence about the reason or meaning behind the piece of work.
6. The photo/illustration must have been made in 2014 or 2015.

We will collect together all of the submissions, choose the best and compile them into a beautiful Photo-book. If your work is featured, you will be credited in the book. This will go on sale in Sheffield and all profits will be donated to the Cathedral Archers project – your artwork will improve the state of Sheffield.
This is your chance to make a real difference AND get your work featured in a book alongside some other cool people.
For more information about the project see: www.oursheffield.co.uk or www.twitter.com/oursheffproject
Submissions should be emailed to: submissions@oursheffield.co.uk

Finally, exciting news… Our AGM will be the 23rd of April (tbc). So, to help all you keen potential new committee members* we are opening up our committee meetings. You can come along and learn how we organise meetings and socials and how a committee works. We don’t just talk about cats. Lots of important stuff goes on too, with only the occasional ‘meow’.
So if you are interested in becoming a committee member, our next committee meeting is Monday the 16th at 5pm in the Gallery of the Students Union.
I know this seems very eager, but this is the second to last committee meetings before the AGM…. so make the most of it!
More information on position roles will follow in next weeks email, but these are our committee positions:
President
Secretary
Treasurer
Social Sec
Inclusions/Tea and cake officer
Web master
Darkroom officer
Jobs officer
Equipment officer
Publicity officer

Looking forward to seeing you on Sunday and in our committee meetings!
Photo Love,
Joss

Meeting and Chester!

Dear Photocats,

Firstly, MASSIVE thank you to all who were involved in the exhibition! We had over 100 photos submitted! If you didn’t get the chance to see these wonderful pieces there will be a selection of them on show in the Students Union this weekend as part of the Platform performance event. So don’t miss out, make sure you take a look!

This weeks meeting will be on High Speed Photography. The meeting will be on Thursday the 5th of March in The Arts Tower LT6 at 7:15pm. (Meetings will be free for members (remember to bring your membership keyring along!) and non-members will have to pay £2 on the door. However you can buy membership at the meeting (or on the door) so don’t worry.)
You will need to bring: A glass (pint glass/vase)/mugs/washing up bowl, objects – coins are good or rubber ducks/lego.., a camera, a flash gun (although you can share a camera/flash gun with someone), a tea towel/kitchen roll (to mop up the splashes off the floor and your camera!), you can also bring food colouring/squash if you want coloured water.
High speed photography is what it says in the name really, you take a photo of a really fast moving object like a coin falling into a glass of water, a sugar cube dropping into a teacup or rain falling in a puddle. HERE, HERE and HERE (because cats are too elegant to shake like this, I have to use dog examples…) are some lovely examples. If you Google image search High speed photography, there are quite a few examples of fruit getting shot and bullets flying through them… we won’t be doing anything quite as dramatic as this unfortunately.

Next week we won’t be having a meeting on Thursday (12th), but we will be going on the five weirs walk of Sheffield on Sunday the 15th of March. There will be more details to come, but the idea is, go on an interesting 5 mile walk of a part of Sheffield many of you may not have seen, end up in Meadowhall – probably have some lunch and then get the train/tram back. THIS is info about the walk. HERE are some photos taken along the walk.

Finally, many of you may know that this year we will be gracing the lovely city of Chester with our presence for 5 days!
This is a city steeped in history and presents a wide array of photography opportunities. I can almost guarantee we will be taking a trip to Conway Castle, a beautiful 13th Century castle, as well as a trip to Chester zoo, one of the largest in the UK, and of course we will be taking in the many sites Chester has to offer from its traditional architecture to its Roman sites and Cathedral. We will also look to take in the stunning countryside of North Wales. As you can see there is something for everyone with animals, landscapes and cityscapes just a few of the things you will be able to photograph.
As with last year we ask you to make your own way to and from Chester as we find that this generally works out cheaper for individuals as people will not all be coming from and going to Sheffield.
Arriving at around 1:30 on the 6th and departing around 4 on the 10th; I (Joss) will be catching the 10:40 am train from Sheffield arriving at 12:45 and leaving on the 15:59 on the 10th, if anyone wants to join me.

We will be staying for five days and four nights from the 6th to the 10th of April at the Chester Backpackers hostel in a private mixed dorm, as such we are limited to the number of members we can take so please click attending on the EVENT and pay the full amount £85 (or £70 if you have already paid your deposit) by the 5th March. THAT IS THIS WEEK’S MEETING!
For this price you will receive 4 nights accommodation, Breakfast, Lunch and evening meals eaten within the hostel.

Hostel: http://www.chesterbackpackers.co.uk/
Trains: http://www.nationalrail.co.uk/

If you want to go to Chester but haven’t given a deposit yet or have missed out on the event, contact Luke Rostron ASAP before the 5th. Your place will not be secured until you have let him know you want to attend and then paid.

Photo Love,
Joss

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