Bare Oaks Bare Oaks Social Committee

Position Descriptions of the Bare Oaks Social Committee

All Positions:
  • Have signing authority on behalf of the Committee regarding reassignment of funds i.e.: reimbursement of expenses, hearts & flowers expense, etc.
  • All financial requests require two signatures

Committee Chair:
  • Chairs the Social Committee meetings assuring meetings follow the agenda
  • Schedules regular meetings and calls ad hoc meetings when necessary
  • Develops the meeting agenda by sending out a call for agenda items to the Committee Members
  • Assures the agenda and any back-up agenda material is distributed to the Committee prior to the scheduled meeting
  • - Facilitates the updates of the Social Committee webpage and events calendar
  • Follow up on action items and tasks of Committee Members

Vice-Chair:
  • Chairs the Social Committee meetings when the Chair is not available
  • Takes on the tasks of and acts as designate when Chair not available
  • Facilitates the development and distribution of event flyers and promotion
  • Facilitates the monitoring of the BOSC bulletin board in the front office

Treasurer:
  • Keeps track of the financial transactions of the Social Committee and maintains detailed financial records
  • Provides a monthly financial report to the Committee
  • Provides an annual financial report at the annual Social Committee meeting
  • Facilitates the reimbursement of approved volunteer expenses

Secretary:
  • Takes minutes at all Committee meetings
  • Transcribes and distributes minutes for revision to Committee and makes necessary edits
  • Distributes the action items/task list to committee members within the week immediately following the meeting
  • Provides the chair with edited minutes and facilitates the posting of minutes in the BOSC minute binder and on the Committee web page
  • Keeps a hard copy of the annual social event calendar up to date and makes the copy available at all meetings along with a copy of the agenda and any back up material

Proposal Administrator:
  • Collects proposal submissions by email and/or hard copies and acknowledges receipt of proposal
  • If proposal is not clear, or form is not completed will contact submitter and get clarification prior to passing the proposal to the Committee
  • Summarizes all submissions received between meetings for Committee to review at least one week prior to each Committee meeting
  • If the annual calendar is filled up - advise the submitter that their proposal will be filed in the order received, and they will be contacted next season as to whether they still want to organize their event
  • Deliver a report detailing the upcoming events at the BOSC meeting one month prior to the scheduled events

Volunteer Coordinator:
  • Recruits volunteers to help with and at social events scheduled by the Bare Oaks Social Committee
  • Maintains updated list of available volunteers
  • Facilitates an introduction/connection between available volunteers and the even organizer if required
  • Facilitates the organization a volunteer appreciation day each year

Entertainment Coordinator:
  • Responsible for contracting outside entertainment for designated events
  • Develop contract/waiver and confidentiality statement for contracted entertainment to sign
  • All entertainment proposal will be approved by the Committee and as all event proposals approved by Stéphane

Youth/Dog Activity Coordinator:
  • Will encourage activity submissions from the youth membership
  • Will seek out with volunteer coordinator, young people to act as event organizers in conjunction with adults
  • Will strive to have activities available each weekend during season for youth (i.e.: craft hour in outback), and several special youth events throughout the season (May - September)
  • Assist dog owners in the organization of dog related activities

Committee Members at large:
  • One member of the Committee will sit on the Committee with no specific role, however they may take on or be assigned various tasks by the Committee

Term:
  • Term of Office for all Committee Members is one year.  The Chair of BOSC will be elected annually from committee members who have served on BOSC the previous term.

This page was last updated on Jun 30, 2011