2007 USA Dance Officer Positions:
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President Top of Page
Monthly Dances
President is listed as contact for the chapter. I usually return 3-5 telephone calls the evening before the dance to let people know the class schedule, location, dress code. During the month I usually answers 5 to 10 emails from people new to the area/coming to the area about our dance schedule, as well as dance activities throughout the month.
On Dance Saturdays - Spend 30 minutes making sure I have the list of announcements for that evening, as well as print the activity sign that it posted on our cork board. Also make sure that I have extra copies of the membership form to bring to the dance. Print out the membership list that we use for check-end(Usually done by membership committee). Print out copies of the guest form that non-members sign when they come to the dance. Arrive at the church at 5:45PM. Begin set-up for the evening. This includes helping to put out tables and chairs. Help the food/decoration/music committees unload their cars and carry supplies inside.
Before the lesson, introduce guest instructor to the crowd.
Give announcements
After the dance, help with clean-up. This usually takes 30 - 40 minutes. Then, make sure lights are shut off/door locked.
Chapter Related Activities
One a month I send out 8 announcements to local papers/radio stations on information on the next upcoming dance. Because of timing restrictions, one announcement goes out about the dance that will be held the following month.
Every other month, I write an article for the newsletter. This article includes information on the next two months dances. Prior to writing the article, work with the lesson coordinator on who will be teaching the next two months lessons. Once newsletter is done, help proof-read newsletter. (Currently, because I am also doubling up as the Membership chair, I am the contact for the newsletters. This means that it is my responsibility to update our chapter's mailing list database with information gathered from our guest list at the monthly dances. I update our chapter's membership list from information that the national office sends me. I am responsible for mailing our membership forms and fees taken at the door of our monthly dances into the national membership office). After all the lists are updated, I print out the labels used for mailing. I also then coordinate with our Newsletter mailing committee to get the committee the newsletters and labels.
Am the contact with Highland United Methodist Church. I send in our monthly floor rental fees. I work with them on any scheduling problems. In summer 2001 I negotiated with them on the cost of our floor rental.
In January/February of every year, it is the President's responsibility to fill out the chapter's yearly report. This covers what activities the chapter accomplished the previous year, as well as plans for the upcoming year. This is an important function as it helps the chapter get rebates from the National office.
Board/Committee Related
Responsible for setting agenda for monthly/bi-monthly meetings. Responsible for presenting goals for the upcoming year to the board. Has to take the initiative in holding board meetings. Responsible for communicating upcoming actions to the various committees. Some examples - In March I contact John Gourley(music) to let him know that our venue for the September dance is changing. This gives John a chance to re-arrange his schedule. Or, if he can't make it, gives us time to find someone else to play music at the dance. Work with the decoration committees on ideas for upcoming dances. (Color schemes for February(valentines) and March(St. Patrick's)). Decorations for the June dance - this has a summer theme. Decorations for the September dance, which we have been holding out at the Armory.
With the treasurer, President is the liaison for the dances at the Armory. Making sure that the Armory gets payment for the dance; making sure that the floor lay-out(table placements) gets sent to the armory. Making sure that extra food/music and decorations are set up for the Armory Dance. In 2002/2003 the president also worked with the Durham police to get police stationed at the dance.
Special events
In 2001 and 2002 president was lead person on fall workshops. This included helping to recruit instructors, booking plane flights and getting instructors fed and a place to sleep. President was responsible for taking in workshop registration, and answering phone calls and email with workshop related questions. Coordinated with NSCU students to book floor space. On the day of the workshops - worked the door and took in money. Made sure that workshops ran on time.
In 2001 and 2002, also worked with area studios on putting together National Ballroom Dance week events. Sent out letters, follow up phone calls, making sure that events were published in newsletters, and announcements made at dances.
Miscellaneous
Responsible for recruiting other board members and making sure that committee positions get filled. On critical positions, President has to be ready to fill in if no volunteers can be found. I have handled newsletter mailing; membership; briefly the library; Responsible for making sure that elections take place in the fall(ballots get mailed to members or are available at November dance). Work with board on a charity dance. The president needs to be able to plan into the future(but be flexible to make changes in the president). Working with area studios or planning special events needs a minimum of six month planning time. On occasion, board members(including president) have had to sit at the front door and take money.
Vice President Top of Page
This position's main responsibility is to be available to take over the president's position in case the president can not finish the term, and also to fill in for the president at monthly dances if the president is sick or out of town. Also, the vice president is a voting board member and needs to attend the board meetings which are held every six weeks or so. Additional duties include being at the monthly dances each month at 6 PM in order to help set up for the dances, and also to help clean up after the dances.
Treasurer Top of Page
At the beginning of the year, get check signing authorization for the new board members. This is a duty of the previous year's treasurer. Get a new signature card from the bank (Centura). Bank will need names of new chapter officers to print signature card, as well as USA Dance National secretary and treasurer, who will need to co-sign as well. Get the signature card signed by each chapter officer, then forward to National treasurer for signature. He will return it to the bank after the National secretary signs it.
At the beginning of the year, complete the annual financial report for the past year, including maintaining the cash receipts and cash disbursement journals. This is the responsibility of the previous year's treasurer. The report must be completed, audited, and sent to National by March 31. This is the biggest single task for the treasurer.
Each month, when the bank statements come in, balance the checking account and complete the bank reconciliation form.
Day of the dance:
- Arrive at the dance at about 6:30 to turn the cash box over to the person at the desk.
- Pay the instructor of the lesson ($50.00), pay other expense reimbursements that come in. Make sure that receipts are attached when appropriate, and that the form has been properly filled out.
- At about 10:00, verify the revenue amount (person at front desk should already have counted it), complete the cash receipts form, and close the cash box. Those who arrive after 10:00 get in free. Compare head cound with cash received (these usually don't match exactly but should be close). Turn member list, guest list, membership forms, etc., over to the president. The person working the front desk is paid $60.00.
- Write a check to National for the membership dues received.
After the dance:
- Deposit proceeds in the bank, as soon as possible after the dance.
- Make sure there are sufficient small bills in the cash box ($30 in ones and $90 in fives)
Attend chapter board meetings. These take about 1 - 1.5 hours and occur approximately 8 times a year.
Secretary Top of Page
Attends board meetings
Takes minutes and distributes to board members