Board of Directors
Descriptions & Responsibilities

President Vice President Secretary Treasurer Sergeant at Arms Past President Activities Director

Dance Director Editorial Director Entertainment Director Hospitality Director Membership Director Public Relations Director

Job Title: President

Responsible to: The Club Membership

Qualifications:

• Previous experience as a leader
• Must know how to motivate and lead
• Have the ability to lead an organized meeting
• Directors general qualifications
• Ability to communicate effectively
• Ability to be self starting and enlist enthusiasm of membership

Job Summary:

• Presides at all Club Meetings
• Serves as coordinator for the Board
• Is the spokesperson for the Club
• Gives direction to the Board
• Sets the agenda for Board meetings

Duties and Responsibilities:

• Chairs the Board of Directors
• Chairs the Executive Committee
• Works closely with Officers, Directors, and Committee Chairs
• Presides at all meetings of the Board and Club
• Starts all meetings on time
• Prepares the meeting agendas
• Know parliamentary procedures in accordance with Robert's Rules of Order
• Assists Directors as necessary
• Organize and manage the responsibilities of Directors and Committee Chairs
• Maintains focus and implementation of the Club goals
• Schedule annual meeting of Membership          (Top)

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Job Title: Vice President

Responsible to: The President

Qualifications:

• Knowledge and ability to take the place of the President
• Have the ability to lead an organized meeting
• Directors general qualifications
• Ability to communicate effectively
• Ability to be self starting and enlist enthusiasm of membership

Job Summary:

• Presides at all Club Meetings when President is absent
• Performs all functions of the President in his/her absence
• Is an AD HOC member of all Committees
• Works closely with the President on all matters

Duties and Responsibilities:

• Serves on the Executive Committee
• Is a member of the Financial Committee
• Works closely with the President in all matters
• Knows parliamentary procedures in accordance with the Roberts' Rules of Order
• Assists the Committees in understanding their responsibilities
• Assumes the responsibilities of the President in his/her absence
• Chairs the Nominating Committee
• Present slate of nominations at the October Board Meeting          (Top)

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Job Title: Secretary

Responsible to: The President

Qualifications:

• Directors general qualifications
• Ability to take and transcribe notes for minutes of Board meetings
• Working knowledge of proper spelling, grammar and punctuation
• Ability to communicate effectively both orally and written
• Ability to be self starting and enlist enthusiasm of membership

Job Summary:

• Responsible for minutes of all Board Meetings
• Custodian of all Club legal records

Duties and Responsibilities:

• Serves on the Executive Committee
• Keeps attendance records at Board meetings
• Takes minutes at all Board and Executive Committee Meetings
• Present a typed copy of the minutes to each Board member within 7 days after the meeting. Sending a copy via e-mail or US Mail fulfills this requirement.
• Custodian of Club's official stationary
• Review, record, and mail Club correspondence keeping one copy in the Club files. The President signs all correspondence.
• Custodian of all Club legal records, such as, but not limited to:
• By-Laws
• Newsletters
• Contracts
• Minutes of meetings
• Correspondence          (Top)

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Job Title: Treasurer

Responsible to: The President

Qualifications:

• Directors general qualifications
• Experience with Financial Operations
• Knowledge of bookkeeping procedures
• Experience with money management
• Ability to communicate effectively
• Ability to be self starting and enlist enthusiasm of membership

Job Summary:

• Custodian of all Club funds
• Head of the Financial Committee
• Make reports and recommendations to the Board on Financial matters

Duties and Responsibilities:

• Serves on the Executive Committee
• Establishes a Financial Committee to recommend Financial matters to the Board of Directors
• Makes deposits of monies collected by the Club
• Keeps a ledger on all business transactions
• Prepare and present monthly financial report to the Board
• Responsible for all collection of monies for the Club
• Presents ideas, proposals and suggestions of Financial Committee to the Board
• May issue checks up to $30.00 for Club expenses without Board approval
• Honor expense vouchers if submitted within 30days for reimbursement
• Ensure that an external audit of financial records is conducted during the month of October
• Responsible for filing Tax Return and insuring non-profit status
• Responsible for paying general liability insurance policy to protect Board members           (Top)

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Job Title: Sergeant At Arms

Responsible to: The President

Qualifications:

• Directors general qualifications
• Understands the Robert's Rules of Order
• Has good communication skills
• Ability to mediate disputes

Job Summary:

• Serves as Parliamentarian at Board Meetings
• Preserves order at all Club functions
• Is responsible for physical arrangements of the meeting places and dances

Duties and Responsibilities:

• Serves on the Executive Committee
• Serves as Parliamentarian
• Works with Activities Director in the physical arrangements of Club functions, such as, but not limited to:
• Dance Floor
• Table and furniture Arrangements
• General environment of heat and/or air conditioning          (Top)

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Job Title: Past President

Responsible to: President

Qualifications:

• Immediate Past President of the Board of Directors, or have held office as President of BLSDC
• Have intimate knowledge of the By-Laws and the Policies & Procedures of the Board of Directors

Job Summary:

• Provide advice and assist in the continuity of the job of President and Vice President
• Chairman of the By-Laws Committee.
• Voting Director of The Board.
• Acts as President in the Absence of the President and the Vice President.
• Assists the Vice President with VP duties as needed.
• Is the focal point for any grievances brought up by the Membership or Board of Directors.
• Is the Mediator/Arbitrator of any grievances brought up by the Membership or Board of Directors.

Duties and Responsibilities:

• Assists other Directors and Committees as needed
• Advisor to the President and Vice President
• Board of Directors Arbitrator/mediator
• Member of the Executive Committee
• Establish a committee of at least 3 members to assist in the duties of the below committees:
• Chairman of the By-Laws Committee
• Chairman of the Long Range Planning Committee
• Chairman of Grievance Committee          (Top)

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Job Title: Activities Director

Responsible to: President and Board of Directors

Qualifications:

• Directors general qualifications
• Ability to communicate effectively
• Ability to be self starting and enlist enthusiasm of membership

Job Summary:

• Supervise and coordinate all activities of the Club as directed by the Board, including social events, dinners, parties, yearly picnic and the monthly dance

Duties and Responsibilities:

• Establish a committee of at least 3 members to assist in the duties of Activities Director
• Recommend to Board a location for the monthly dance
• Locate, negotiate, and with Board approval secure locations for all activities with the exception of conventions and workshops
• Prior to end of term, ensure BLSDC has reservations for a dance location through the month of April.
• Purchase, set-up and remove decorations for the dance
• Work with management of facilities used to ensure activity is successful
• Be responsible for obtaining convention tickets and setting policy for allocating them          (Top)

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Job Title: Dance Director

Responsible to: President and Board of Directors

Qualifications:

• Directors general qualifications
• Ability to communicate effectively
• Ability to be self starting and enlist enthusiasm of membership

Job Summary:

• Coordinate and direct all Jack & Jill contests
• Coordinate any dance workshops/lessons
• Supervise the general activities of the monthly dance
• Prepare dance articles for the Newsletter

Duties and Responsibilities:

• Establish a committee of at least 3 members to assist in the duties of Dance Director
• Arrange for exhibitions at the monthly dance
• Jack & Jill contests:
• Decide which months and what type of contest
• Create rules and parameters for contests
• Obtain judges and prizes
• Promote the dance contests by providing info to Editorial Director and Activities Director for inclusion in Newsletter and Flyers
• Create contest sign-in sheets
• Create Judges information Sheet for judging
• Coordinate music with DJ
• Conduct contestants meeting, Judges meeting
• Conduct the awards ceremony
• Workshops
• Plan Workshops based on yearly calendar starting from December
• Decide type of dance for workshops, instructors, sessions
• Coordinate compensation with the Instructor and the Board of Directors
• Establish workshop fees and location
• Provide information to Activities Director and Editorial Director for inclusion in Newsletter and Flyers.
• Prepare name tags, dots, for workshop attendees          (Top)

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Job Title: Editorial Director

Responsible to: President and Board of Directors

Qualifications:

• Directors general qualifications
• Ability to communicate effectively orally and written
• Ability to be self starting and enlist enthusiasm of membership

Job Summary:

• Record and publish information the Board deems necessary for distribution to the general membership
• Maintain Club archives of photographs, newsletter and flyers

Duties and Responsibilities:

• Establish a committee of at least 3 members to assist in the duties of Editorial Director
• Publish newsletter per frequency established by the Board
• Mail newsletter to members, other clubs, and studios
• Provide extra copies of newsletter to Membership Director          (Top)

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Job Title: Entertainment Director

Responsible to: President and Board of Directors

Qualifications:

• Directors general qualifications
• Have a good knowledge of Swing Dance Music
• Ability to communicate effectively
• Ability to be self starting and enlist enthusiasm of membership

Job Summary:

• To coordinate the music for all Club functions, manage video and music library and to coordinate weekly nights out.

Duties and Responsibilities:

• Establish a committee of at least 3 people to assist in the duties of Entertainment Director
• Negotiate with DJ or bands for monthly dance
• Ensure arrival of DJ or band at monthly dance
• Keep active files of DJ's and bands to be hired for monthly dance
• Coordinate weekly Club nights out utilizing current file of bands and dance locations
• Provide information to Public Relations Director and to Editorial Director of information regarding DJ's, Bands, and Club Nights Out.           (Top)

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Job Title: Hospitality Director

Responsible to: President and Board of Directors

Qualifications:

• Directors general qualifications
• Ability to communicate effectively
• Ability to be self starting and enlist enthusiasm of membership

Job Summary:

• To create a personal environment within the Club and its activities
• To help new members and guests meet Club members
• Watch for people who are not dancing and ask members to ask them to dance

Duties and Responsibilities:

• Establish a committee of at least 3 member to assist in the duties of Hospitality Director
• Arrange for Flowers and cards when appropriate for members who are hospitalized or deceased
• Help new members and guests meet people and become acclimated to the various activities
• Be custodian of the Club Suggestion box and communicate information thus received to the Board of Directors
• Organize food and set up for special activities, and annual picnic.          (Top)

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Job Title: Membership Director

Responsible to: President and Board of Directors

Qualifications:

• Directors general qualifications
• Ability to communicate effectively
• Ability to be self starting and enlist enthusiasm of membership
• Ability to keep accurate records

Job Summary:

• Keep records of current and past members
• Register new members into the club

Duties and Responsibilities:

• Establish a committee of at least 3 people to assist in the duties of Membership Director
• Maintain current and updated membership list
• Update and publish the membership manual
• Distribute a membership kit to new members
• Provide Editorial Director with current mailing list
• Give monthly report to Board of Director of the total numbers of members for the past month, number of new members, number of members expiring and not renewed.
• Attend monthly dance and with membership list to verify eligibility for Member prices
• Sign up new members          (Top)

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Job Title: Public Relations Director

Responsible to: President and Board of Directors

Qualifications:

• Directors general qualifications
• Ability to communicate effectively
• Ability to be self starting and enlist enthusiasm of membership
• Ability to network with general population, the greater swing dance community and the general membership.

Job Summary:

• Responsible for publicizing the club in the community

Duties and Responsibilities:

• Establish a committee of 3 members to assist in the duties of Public Relations Director
• Create articles for newspaper, journals, radio, TV etc
• Search out and keep a current record of all available sources of media that can be used to promote the club
• Mail club flyers and calendar of activities to appropriate individuals, clubs, and studios.
• Maintain appropriate mailing lists
• Give Editorial Director a copy of all incoming flyers
• Take charge of the Flyer Table at monthly dance
• Recommend to Board of Directors a policy for distribution of flyers during the dance
• Create and operate a Club Telephone Tree to effectively communicate activities and information to the Club membership.
• Make monthly report to the Board as applicable          (Top)