Commons:Commons Photographers User Group/Board Roles & Responsibilities

Commons Photographers User Group

This page outlines the roles & responsibilities for each position on the Commons Photographers User Group board as per board consensus in September 2023.

Chair

• Represents the organization (positioning the organization towards third parties will require membership surveys)
• Ensures that all board members are engaged and that the board as a whole is effective in its work
• Organizes quarterly board meetings
• Works with the vice-chair on a meeting agenda
• Sends out the agenda at least 5 days in advance
• Leads the board meetings
• Keeps the international Wikimedia community informed about status and work of the user group (e.g. on Wikimedia-l)

Vice-Chair

• Supports the chair in her/his duties
• Stands in for other board members whenever needed and appropriate
• Prepares board meeting agendas in cooperation with the chair
• Ensures that annual board elections get organized

Treasurer

• Manages all financial affairs of the organization
• Provides financial information to support decision making
• Drafts grant proposals and handles our groups’ relationship with the WMF grantmaking staff

Secretary

• Prepares and submits reports, e.g. annual reports
• Takes minutes at board meetings and publishes those minutes on Commons
• Sends out invitations to virtual events and whenever appropriate through members’ Commons talk pages
• Ensures that the section “Events and Activities” on our user group’s Commons page is accurate and up-to-date

Membership Coordinator

• Takes care of our group’s membership list: ensures that new members add their name at bottom of the list, ensures that the “date joined” column is filled out correctly, etc.
• Greets each new member within the first 7 days of joining our user group
• Keeps the list of members’ names for on-wiki communications up-to-date (new members’ usernames need to be added manually)

Events Coordinator

• Ensures that the user group conducts 2–4 virtual meetings each year
• Identifies and invites speakers for virtual meetings
• Creates sign-up pages for virtual events on Commons
• Thanks speakers after their presentations
• Creates pages for local events annually on Commons; ensures that the information on those pages is accurate and complete
• Organizes the user group’s activities for the annual Wikimania conference