Flower Clubs of Cheshire Logo banner for Team Roles, purposes and duties

 

LEADERSHIP TEAM OVERVIEW
Historically Cheshire Area had a hierarchical structure with several committees (Officers, F&GP, JDS&E and Social) responsible for the leadership and management of the Area, including meetings, training and events, amongst other things.

In October 2020 these were merged to form the Area Team, the aim being that the flatter structure would be more efficient, reduce duplication, increase transparency, improve representation and enable a wider range of members to participate in decision making.  In October 2023, with the agreement of those present at the AGM, the role of Chairman was sub-divided into three roles with defined areas of responsibility; Administrative, Pastoral and National Liaison Representative.  Following the change of name to Flower Clubs of Cheshire, adopted at the Club Representative’s Forum in January 2024, this document has been revised accordingly.


Role:

President of Flower Clubs of Cheshire

Purpose:

Ceremonial position for Flower Clubs of Cheshire

Duties:

Chosen annually by incoming Chairman’s Office / Leadership Team, recognising their experience, knowledge and personal contribution to NAFAS and the Cheshire Area

  • To chair the annual AGM

  • To offer ongoing support and advice to Area Leadership Team and Area Clubs

  • To uphold NAFAS Values

Summary

A ceremonial position appointed in recognition of their experience, knowledge and personal contribution to NAFAS and the Cheshire Area


Role:

Chairman’s Office – National Liaison Representative

Purpose:

To be the National point of contact for Flower Clubs of Cheshire

Duties:

Elected bi-annually by Clubs at AGM

  • To represent Flower Clubs of Cheshire at NAFAS National meetings as required, particularly the National Advisory Council

  • To circulate HQ information, bulletins and newsletters to Area Clubs

  • To offer ongoing support and advice to Area Leadership Team and Area Clubs

  • To uphold NAFAS Values

Summary

Represents Cheshire at National level


Role:

Chairman’s Office – Chairman Administrative

Purpose:

To be the point of contact for administrative matters for Flower Clubs of Cheshire

Duties:

Elected bi-annually by Clubs at AGM

  • To liaise regularly with Clubs in Cheshire Area, via the Club Representatives’ Forum

  • To offer ongoing administrative support and advice to Area Leadership Team and Area Clubs

  • To actively pursue ways of promoting NAFAS / Floral Design within Cheshire to encourage Club membership

  • To support participation at shows and events to encourage Club members to develop / enhance flower arranging skills

  • To introduce change, suggestions and innovation for the benefit of NAFAS at all levels

  • To determine diary dates annually (in conjunction with the Leadership Team) and schedule Zoom links as appropriate

  • To liaise with the Secretary regarding in-person meetings and Zoom meetings

  • To lead Leadership Team Meetings

  • To lead Club Representatives’ Forums

  • To uphold NAFAS Values

Summary

Provides direction to the Leadership Team, Clubs and Members


Role:

Chairman’s Office – Chairman Pastoral

Purpose:

To be the point of contact for pastoral matters for Flower Clubs of Cheshire

Duties:

Elected bi-annually by Clubs at AGM

  • To liaise regularly with Clubs in Cheshire Area, via the Club Representatives’ Forum and Club visits

  • To offer pastoral support and advice to Area Leadership Team, Members and Area Clubs as required

  • To be a good listener, value individual contributions and promote fairness in all situations

  • To attend Leadership Team Meetings

  • To attend Club Representatives’ Forums

  • To uphold NAFAS Values

Summary

Provides pastoral support for the Leadership Team, Clubs and Members

Role:

Secretary of Flower Clubs of Cheshire

Purpose:

To ensure the timely distribution of all relevant information to Clubs and to ensure a record is kept of all matters discussed at meetings / actions / decisions taken

Duties:

Elected annually by Clubs at AGM
Duties for Meetings:

  • Prepare agendas and send out to attendees

  • Co-ordinates all report updates for meetings and prepares / consolidates the meeting booklet (for Leadership Team and Club Representatives Forum meetings)

  • Distribute information electronically or at in-person meetings

  • Update delegate list and badges for in-person meetings

  • Ensure everyone has signed in – Health and Safety (in-person meetings)

  • Enlist helpers to issue badges (in-person meetings)

  • Keep minute book up to date and have minutes of previous meeting ready for Chairman to sign

General:

  • Keep in touch with clubs via email / telephone and send out information received from HQ to Clubs / publish on the Area website as appropriate

  • Keep Club Officers lists up to date throughout the year

  • Liaise with the website manager to ensure Club information is updated as advised

  • Send minutes to Chairman’s Office (Administrative) for checking and distribute to Leadership Team, Club Chairmen/Contacts, Area Reps and AOHs

  • Book halls for meetings / advise Zoom links and distribute diary dates

  • Maintain Anniversary lists for Cheshire and HQ

  • Send congratulatory certificates to Clubs celebrating significant Anniversaries

  • Fill in Area Officers forms for HQ

  • Send out Area Leadership nomination forms for Leadership Team members to be elected at AGM and arrange for suitable CVs

  • To introduce change, suggestions and innovation for the benefit of NAFAS at all levels

  • To attend Leadership Team Meetings

  • To attend Club Representatives’ Forums

  • To uphold NAFAS Values

Summary

Maintains Area lists, sends and receives Area correspondence to/from Leadership Team, Clubs and Members.


Role:

Treasurer of Flower Clubs of Cheshire

Purpose:

To safeguard the financial assets and maintain the financial records of Cheshire Area

Duties:

Elected annually by Clubs at AGM

  • To maintain all Area accounts

  • To submit Area accounts to Independent Reviewer

  • Cash Management:-

    • Bank all income

    • Pay all approved invoices and expenses

    • Monitor bank balances and advise on any adverse trends

    • Ensure bank accounts are held with reputable organisations

  • To prepare an annual budget and revise accordingly throughout the year

  • To monitor the cost of running the Area against income received

  • To advise and collect in affiliation fees and remit relevant amount to HQ

  • To provide financial advice to Area and Clubs

  • To report regularly to Chairman’s Office & Leadership Team and Club Representatives Forum / AGM

  • To hold Area cheque books as joint signatory with Area Chairmen and 2 other approved signatories

  • To ensure a contingency plan is in place for online banking arrangements

  • To share financial knowledge with Leadership Team to ensure that cover is provided

  • To review the financial aspect of any Proposal prior to sign off and report post event

  • To serve as Treasurer for any Area Social / Show event

  • To attend relevant meetings at NAFAS Headquarters

  • To introduce change, suggestions and innovation for the benefit of NAFAS at all levels

  • To attend Leadership Team Meetings

  • To attend Club Representatives’ Forums

  • To uphold NAFAS Values

Summary

Sets financial policy and processes, manages and reports on Area finances, safeguards Area assets.  Provides financial advice and guidance to Clubs.


Role:

Vice-Chairman – VACANT

Purpose:

To support the Chairman’s Office in the running of Flower Clubs of Cheshire

Duties:

Elected bi-annually by Clubs at AGM

  • To shadow the Cheshire Area Chairman in readiness for taking over a role

  • To deputise for the Cheshire Area Chairman as and when required

  • To provide support to the Area Leadership Team as required

  • To use personal knowledge, experience and contacts to support Flower Clubs of Cheshire at all levels

  • To take responsibility for the completion of proposals as required

  • To introduce change, suggestions and innovation for the benefit of NAFAS at all levels

  • To attend Leadership Team Meetings

  • To attend and report to Club Representatives’ Forums

  • To uphold NAFAS Values

Summary

Shadows and deputises for the Area Chairmen. Provides support to the Area Leadership Team, Clubs and Members as required.


Role:

Support Officer for Flower Clubs of Cheshire

Purpose:

To support the Chairman’s Office and Leadership Team in the running of Flower Clubs of Cheshire

Duties:

Elected annually by Clubs at AGM; can be co-opted by Area Officers

  • To provide support to the Area Leadership Team as required

  • To use personal knowledge, experience and contacts to support at all levels

  • To take responsibility for the completion of specific proposals as required

  • To introduce change, suggestions and innovation for the benefit of NAFAS at all levels

  • To attend Leadership Team Meetings

  • To attend and report to Club Representatives’ Forums

  • To uphold NAFAS Values


Role:

Judges’ Representative

Purpose:

To be the point of contact for Cheshire on all matters appertaining to Judges

Duties:

  • To represent Cheshire Area at all NAFAS scheduled Judges Representatives’ meetings

  • To circulate HQ information, bulletins and newsletters to Area Judges

  • To liaise regularly with Judges in Cheshire Area

  • To offer ongoing support and advice to Area Judges

  • To offer coaching and mentoring to experienced and newly qualified Area Judges

  • To organise training for potential new Judges

  • To organise refresher training for current Area Judges

  • To ensure that information held / published regarding Judges in the Cheshire Directory is up to date, including attendance at refresher days

  • To deal with informal and written complaints about Cheshire Area Judges

  • To introduce change, suggestions and innovation for the benefit of NAFAS at all levels

  • To attend and report to Leadership Team Meetings

  • To attend and report Club Representatives’ Forums

  • To uphold NAFAS Values

Summary

Represents all Cheshire Area Judges at scheduled Representatives’ and Area meetings. Provides support and guidance to Cheshire Area Judges.


Role:

Demonstrators’ Representative

Purpose:

To be the point of contact for Cheshire on all matters appertaining to Demonstrators

Duties:

  • To represent Cheshire Area at all NAFAS scheduled Demonstrators’ Representatives’ meetings

  • To circulate HQ information, bulletins and newsletters to Area Demonstrators

  • To liaise regularly with Demonstrators in Cheshire Area

  • To offer ongoing support and advice to Area Demonstrators

  • To offer coaching and mentoring to experienced and newly qualified Area Demonstrators

  • To organise training for potential new Demonstrators (plus pre-disciplines course)

  • To organise refresher training for current Area Demonstrators

  • To ensure that information held / published regarding Demonstrators in the Cheshire Directory is up to date, including attendance at refresher days

  • To deal with informal and written complaints about Cheshire Area Demonstrators

  • To introduce change, suggestions and innovation for the benefit of NAFAS at all levels

  • To attend and report to Leadership Team Meetings

  • To attend and report to Club Representatives’ Forums

  • To uphold NAFAS Values

Summary

Represents all Cheshire Area Demonstrators at scheduled Representatives’ and Area meetings.  Provides support and guidance to Cheshire Area demonstrators.


Role:

Speakers’ Representative - VACANT

Purpose:

To be the point of contact for Cheshire on all matters appertaining to Speakers

Duties:

  • To represent Cheshire Area at all NAFAS scheduled Speakers’ meetings

  • To circulate HQ information, bulletins and newsletters to Area Speakers

  • To liaise regularly with Speakers in Cheshire Area

  • To offer ongoing support and advice to Area Speakers

  • To offer coaching and mentoring to experienced and newly qualified Area Speakers

  • To organise training for potential new Speakers

  • To organise refresher training for current Area Speakers

  • To promote the role of Speakers to Cheshire Flower Clubs

  • To ensure that information held / published regarding Speakers in the Cheshire Directory is up to date, including attendance at refresher days

  • To deal with informal and written complaints about Cheshire Area Speakers

  • To introduce change, suggestions and innovation for the benefit of NAFAS at all levels

  • To attend and report to Leadership Team Meetings

  • To attend and report to Club Representatives’ Forums

  • To uphold NAFAS Values

Summary

Represents all Cheshire Area Speakers at scheduled Representatives’ and Area meetings.  Provides support and guidance to Cheshire Area Speakers.


Role:

Education Representative

Purpose:

To be the point of contact for Cheshire on all matters appertaining to Education

Duties:

  • To represent Cheshire Area at all NAFAS scheduled Educators’ meetings

  • To circulate HQ information, bulletins and newsletters to Area Educators

  • To liaise regularly with Educators in Cheshire Area

  • To offer ongoing support and advice to Area Educators

  • To organise training for potential new Educators

  • To organise refresher training/Education days for current Area Educators

  • To promote the role of Educators within Cheshire Flower Clubs

  • To ensure that information held / published regarding Educators in the Cheshire Directory is up to date, including attendance at refresher/Education days

  • To work closely with discipline leads and other relevant people to form strategy and direction for Flower School of Cheshire

  • To maintain an overview of all education activities under the umbrella of Flower School of Cheshire

  • To include / integrate NAFAS printed learning materials and resources as part of any course

  • To identify and promote NAFAS and other resources to develop knowledge, skills and abilities

  • To maintain a record of various courses offered in Cheshire e.g.  Reaseheath College, FE Colleges and Clubs

  • To introduce change, suggestions and innovation for the benefit of NAFAS at all levels

  • To attend and report to Leadership Team Meetings

  • To attend and report to Club Representatives’ Forums

  • To uphold NAFAS Values

Summary

Represents all Cheshire Area Teachers and Tutors at scheduled Educators’ Representatives and Area meetings.  Provides support and guidance to Cheshire Area Teachers and Tutors.


Role:

Young Persons’ Representative

Purpose:

To be the point of contact for Cheshire on all matters appertaining to young people

Duties:

  • To promote floral art and design to young people at schools, after school and other clubs (e.g. Brownies, Guides, Scouts, Sunday Clubs, Duke of Edinburgh award)

  • To be present at Show(s) and provide a hands-on experiences for young people

  • To encourage young people to partake in competitions

  • To encourage young people to submit photos of their work for social media

  • To promote the opportunities for young people within Cheshire flower clubs

  • To create resources and suggest materials for clubs to use for young people’s events

  • To introduce change, suggestions and innovation for the benefit of NAFAS at all levels

  • To attend and report to Leadership Team Meetings

  • To attend and report to Club Representatives’ Forums

  • To uphold NAFAS Values

Summary

Provides support and guidance to Young Persons’ Flower Clubs, to promote and encourage the art of flower arranging to young people.


Role:

Publicity Co-ordinator

Purpose:

To lead a small, focused publicity team to establish an ongoing publicity campaign to raise awareness and the profile of Flower Clubs of Cheshire

Duties:

  • To develop a publicity plan for the Area

  • To support and co-ordinate a Publicity Team to achieve the following:

    • To write press releases

    • To conduct appropriate research to target new audiences

    • To collate information for Website and E‐marketing

    • To oversee the maintenance of an online presence, social media content, e.g. Facebook, Instagram

    • To write promotional materials, such as brochures and fliers, for events and e-marketing

    • To assist in the organisation of events, e.g. publicity etcetera

    • To investigate and identify potential promotional opportunities for the Area

  • To introduce change, suggestions and innovation for the benefit of NAFAS at all levels

  • To attend and report to Leadership Team Meetings

  • To attend and report to Club Representatives’ Forums

  • To uphold NAFAS Values

 

Summary

Leads, supports and coordinates the Publicity team to develop and manage an annual publicity plan to promote Flower Clubs of Cheshire


Role:

RCCS Lead

Purpose:

To lead a team to organise the Area Show, comprising Floral Art & Craft Competition, Demonstrations and Exhibits.  To be staged annually at the Royal Cheshire County Show

Duties:

  • To liaise with the RCCS team regarding all matters appertaining to the Flower Tent

  • To support and co-ordinate a Flower Clubs of Cheshire Team to plan and deliver an annual Floral Art and Craft Competition as part of the RCCS

  • To plan and deliver a programme of events taking place within the ‘Theatre of Flowers’ over the course of the Show

  • To promote NAFAS / Floral Art at the event

  • To liaise with the Publicity Lead

  • To advise the Leadership Team of potential costs and to liaise with Treasurer re budget limits

  • To attend and report to Leadership Team Meetings

  • To attend and report to Club Representatives’ Forums

  • To uphold NAFAS Values

Summary

Leads the team organising the Area Show at the Royal Cheshire County Show


Role:

RHS Tatton Co-ordinator -VACANT

Purpose:

To be the lead and point of contact for RHS and to co-ordinate activities accordingly

Duties:

  • To be the point of contact with RHS Tatton

  • To support and co-ordinate the application process to the RHS for any exhibitions undertaken by Cheshire Area at RHS events

  • To work with the chosen Area Team ensuring they are briefed and RHS information is shared on a timely basis

  • To advise the Leadership Team of potential costs (liaise with Treasurer re budget limits) through the budget approval process

  • To attend and report to Leadership Team Meetings

  • To attend and report to Club Representatives’ Forums

  • To uphold NAFAS Values

Summary

Represents Flower Clubs of Cheshire and coordinates Area activity at RHS Tatton with the RHS


Role:

Cluster Lead

Purpose:

To be the lead and point of contact for a given Cluster of Cheshire Clubs

Duties:

  • To call and chair meetings of a Cluster by Zoom or in person

  • To assist Clubs to collaborate and work together, identifying common interests and issues/opportunities that individual clubs may have and sharing potential solutions

  • To promote events, workshops, etcetera, to the mutual benefit of Clubs and raising awareness of NAFAS

  • To encourage the sharing of best practice e.g., risk assessments and other issues that might arise

  • To facilitate information flow-back to individual Clubs and Area

  • To allow rapid action for support in special circumstances

  • To facilitate a network of contacts to support Clubs

  • To introduce change, suggestions and innovation for the benefit of NAFAS at all levels

  • To attend and report to Leadership Team Meetings

  • To attend and report to Club Representatives’ Forums

  • To uphold NAFAS Values

Summary

Represents a Cluster at Area meetings.  Chairs Cluster meetings.