Officer’s Handbook – duties of officers…….FERG 2005

President: Preside at all business and board meetings.

Appoint all committees

Coordinate all activities of the club

Be a member ex-office of all committees except nominating.

Be a co-signer of all contracts and one of the designated signers of the club checks.

Vice President: In the absence of the President, act with full power of the President in all matters.

Perform all acts delegated to him by the President.

Act as host to guests.

In the absence of the Treasurer, collect all club monies.

Be on of the designated signers of the club checks.

Be chairperson of current year’s beginner class.

Secretary: Keep a record of the minutes of all meetings.

Conduct the correspondence of the club under the direction of the President.

Keep a register showing the names, addresses, and telephone numbers of all members.

Have the secretary’s binder available at all club functions.

Issue an updated club roster semi-annually.

Notify by letter all members who have failed to attend for one (1) month that they are inactive.

Treasurer: Collect all club monies and deposit all funds in club account.

Maintain petty cash fund.

Pay all bills contracted by the club by check, signed by two of the following: Treasurer, President or Vice President.

Have the receipt book available at all times.

Have the Treasurer’s books open to the membership at all board and business meeting.

Send a letter to members who have not paid dues for one (1) month notifying that they are inactive.

Delegate: Attend all NCSDA Meetings.

Keep the membership informed.

Alternate Delegate: Will normally attend NCSDA Meeting with the Delegate, and serve as a voting member in the absence of the Delegate.

Serve as the Delegate in the event of a vacancy in that office.

Past President: Serve as advisor to the executive board.

Serve as general chairman for that year’s anniversary dance.

Act as the club parliamentarian and have available a copy of Robert’s Rules of Order newly revised.

Appointed Committees and Chairperson:

Committee member and/or Chairperson can be an individual person (not couple).

All committee members present at board meetings shall be able to make motions and vote.

Food Coordinator: Be responsible for the refreshments on dance night, party nights, hoedowns and any other activities, with the approval of the President.

Publicity Director: Obtain for the club advance publicity before a hoedown or special event so that other clubs will know of coming dance3s in time to attend.

Prepare flyers for hoedowns.

Send news to other clubs.

Handle advertising and reporting in square dance magazines and newspapers.

Sheriff: Collect donations imposed by the membership.

Maintain order as directed by the President.

Historian: Prepare an album of photographs and news clippings and any other publicity items the club may have received.

Sunshine Person: See that sick and/or hospitalized member receive proper get well messages.

Serve as co-host with the Vice President.

Activities: Keep a bulletin board up to date.

Plan campouts, but trips, and any other interesting activities.

Editor: Publish Keenotes monthly, and have available at the first dance night of each month, or not later than the second dance night.

Keep copies of all issues on an up to date basis.

Send copies to all honorary members.

Newer Dancer Class Chairperson:

Liaison between class, club and caller.

Caller Liaison: A standing committee consisting of two (2) members.

Maintain this position for an indefinite period of time.

When one member resigns, the President is to appoint another person to this position.

Duties are to contact callers and present them with a contract for our hoedowns.

Contracts for callers should cover our hoedowns for a minimum of two (2) years.

All contracts should be signed by the Caller Liaison and President.

Telephone: Notify all club members of changes in dance location, or any other important messages.

Hoedown Chairperson:

To be in charge of hoedown, and obtain the hoedown book from the President. Coordinate the flyers with the Publicity Director.

Coordinate supplies and coffee with the Food Coordinator.

List of donations: No badge 25 cents

Short or rolled shirt sleeves 25 cents

Wearing mini-skirt or ladies in pants 25 cents

Talking out of order 25 cents

Children at workshop 50 cents