Role of the Executive
The fundamental role of any executive is to provide leadership and direction and to attend to every day club business so that the general membership is not required to attend a meeting every time that a routine matter requires a decision to be made. The general membership elects people who they feel will make the best decisions on their behalf. The constitution and bylaws of the club determine which positions are elected and which positions should be filled by appointment of the executive. The following items will clarify most, but not all, of the decisions that should be left to the executive and executive committee: All matters pertaining to special dances and not constituting a major change in club philosophy. All expenses which are based upon approved club business and not involving large amounts of money. Any expense over $100, other than expenses identified in the budget, would require the approval of the general membership. All committee business where the committee has been established by the general membership. Any new items which are raised by executive committee members and which will impact the club minimally. Items concerning club principles, philosophies and traditions may be discussed at the executive or executive committee level, however, any recommendations for change must be presented to the general membership for decisions. This would include, but not be limited to, club dress, club banner, club badge, dance schedule, timing and location, employment of caller, cuer, instructor, and any major expenses not previously approved. Executive Duties President Chairs all executive and executive committee meetings, giving members at least 1 weeks notice: Chairs the annual meeting as required by the constitution; Appoints all Committee Chairs people and Special Dance Coordinators; Ensures that all duties are fully explained to the incumbents Ensures that all club members are kept fully informed of all activities and happenings within the club and the overall dancing picture; Ensures dance agenda is completed to make announcements at club dances; Holds a set of keys to the dance hall and the Women’s Institute Hall (we have decorations stored in the basement of the W.I.); Co-signs cheques with treasurer; Ensures the purchase of gifts for the caller and taw as the executive deems appropriate. Vice-President In the absence of the President, assumes all duties of the president with full powers; Assists the President as required; Performs all duties assigned by the President; Ensures that the Club banner is displayed at all appropriate activities; Organizes ‘Couple of the Year’ elections; Orders plaque for current ‘Couple of the Year’ to present at the Annual General Meeting; Arranges venue and preparation set up for the Annual General Meeting and publicizes to club members; Attends all club executive committee meetings and the annual meeting. Secretary Records minutes at all executive meetings, executive committee meetings and the annual meeting; Ensures that the minutes are neat, typed up and distributed to all appropriate persons as soon as possible after the meeting; Sends out all correspondence as required; Passes all correspondence received to the appropriate person or committee; Attends all club executive committee meetings and the annual meeting. Treasurer Sets up and maintains a club account in a recognized financial institution which is covered by the Canada Deposit insurance; Collects dance fees at all club dances and deposits same into the club account; Receives all monies collected by other committees and deposits same in the club account; Pays all expenditures approved by the executive as required; Prepares a financial report or statement for each executive meeting and a financial statement for the annual meeting; Submits cheque to Cross Trail News and Lower Vancouver Island Western Square and Round Dance Association to cover BC Square and Round Dance Federation and Canadian Square and Round Dance Society Fees for each new dance season on form provided by the LVIWSRDA Treasurer. Prepares a financial statement for year-end prior to the start of the new dance season; Prepares a budget for the year if so requested by the executive; Attends and submits a report at all executive committee meetings and the annual meeting; Attends all club executive committee meetings and the annual meeting. Past President Resource for the Executive as to the general operation of the club based on past experience; Performs other duties as requested; In the event that the immediate Past President is not able to fulfill the duties of the Past President, the previous Past President shall continue in that role; Responsible for nominations for executive for Annual General Meeting; Attends all club executive committee meetings and the annual meeting. Executive Committee Duties Membership Registers and records all pertinent data for persons joining the club Collects all membership dues and badge fees Orders all club badges as required; Sends current membership list for each new dance season to Editors of Cross Trail News. Keeps a list of all active, life and honorary members and makes it available as required; Produces an addendum to the membership list as necessary; Ensures that long term membership is recognized in the appropriate manner; Bars for 10 years of dancing and every 5 years thereafter; LVIWSRDA is notified when a dancer has completed 25, 30, 35, 40, 45 and 50 years of dancing in the LVIWSRDA Region 1 area; Forwards any changes to membership list throughout the year to Editors of Cross Trail News; Maintains Welcome Booklet: updating as necessary with executive recommendations Attends and submits a report at all club Executive Committee meetings, general meetings and Annual General Meeting LVIWSRDA Delegates and Alternates Attend all LVIWSRDA meetings (generally held the 3rd Sunday of September, November, January March and April); Reports club functions at the regular meetings of the LVIWSRDA; Record all pertinent information at the LVIWSRDA meetings and reports same to the club and the executive; Vote, on behalf of the club, on all motions raised at the LVIWSRDA meetings; Attends and submits a report all club executive committee meetings and the annual meeting. Visitations Organizes all visitations for the year, ensuring that as many clubs as possible are visited; Organizes all banner stealing and retrieval visits; Ensures that all club members are notified of upcoming visitations; Keeps a record at Colwood Hall of banners in and banners out; Advises President or Secretary of club you are visiting in advance of planned visitation, so they can plan accordingly; Attends and submits a report at all club executive committee meetings and the annual meeting. Phoning/Roster Contacts all club members as required (through phoning committee or self); Prepares schedule for dance season for host/hostess, kitchen and clean-up crew; Arranges for members to bring food to dances when deemed necessary; When asked, contacts all club members to encourage participation at all official club visits; Attends and submits a report at all club executive committee meetings and the annual meeting. Cross Trail News Correspondent Submits a short report to the Editor of CTN prior by the established deadline which includes: upcoming activities; news items within the club which are appropriate; any sympathy additions A Detailed description of this duty can be requested from the Historian. Attends and submits a report at all club executive committee meetings and the annual meeting. Chatter Patter Newsletter Editor Establishes a schedule for regular publications of a club newsletter including a deadline for submitting articles for insertion; Encourages input to the newsletter from all club members; Includes articles of interest from outside sources when applicable; Edits all material to ensure it is correct and appropriate; Arranges for production and distribution of the newsletter; Attends and submits a report at all club executive committee meetings and he annual meeting. Hearts and Flowers Sends cards or notes of encouragement to club members who are sick, hospitalized or suffering from grief over the loss of a loved one; Encourages all members to provide names of people who fit the above description; Ensures that Cross Trail News club reporter has information for sympathy column; Attends and submits a report at all club executive committee meetings and the annual meeting. Kitchen Ensures adequate supplies of coffee, tea, condiments and other supplies as necessary are on hand for all dances; Attends and submits a report at all club executive committee meetings and the annual meeting. Colwood Hall Representative Attends quarterly meetings and participates as a member of the Colwood Hall Advisory Committee; Acts as liaison between our Club and the Colwood Hall Advisory Committee; Observes and corrects minor hall deficiencies (e.g. burned out bulbs) when attending dances; Reports additional deficiencies to Colwood Hall Committee; Encourages club members to turn on heat (when needed) in washrooms and turn off at the end of the evening; Attends and submits a report at all club executive committee meetings and the annual meeting. Historian Catalogues all of the club records to form a historical reference; Catalogues photographs and other pertinent data on all club members; Catalogues all club events and activities for future reference; Maintains completed ‘Special Dance’ report forms; Attends and submits a report at all club executive committee meetings and the annual meeting. A detailed description of this committee can be obtained from the Historian. Photographer Takes photographs at all club functions to ensure a complete record of the function is recorded; Provides the original photographs to the historian for inclusion in the club historical record; Takes additional photographs as requested by the executive; Offers for sale, all pictures not needed by the historian; Attends and submits a report at all club executive committee meetings and the annual meeting. Webmaster Maintains the Frontier Twirlers website https://frontiertwirlers.weebly.com Special Dance Coordinator Plans the event, keeping in mind food to be served, decorations for the hall and entertainment; Obtains past records of the event or similar events from the historian, for reference; Organizes planning meetings as required; A budget of $75 for each special dance is available, anything over $75 requires the approval of the executive prior to the dance. Organizes work parties for decoration preparation and hall decorating; Liaises with rental agent for the hall to ensure the hall is vacant for decorating work party; Arranges all food and entertainment for the special dance; Submits a report (form obtained from the Historian), after the event, including observations/recommendations to the executive to be forwarded to the historian for permanent archival; Attends the club executive committee meeting prior to the special dance they are coordinating President's Draw Ensures double draw tickets are available for every dance; When purchasing tickets, submits a receipt to the Treasurer for reimbursement; Oversees the accounting of all monies prior to the draw; Asks for someone from the floor to pick a ticket out of the box. 50% of the monies collected goes to the draw winner and 50% goes to the club Treasurer; |
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