Committee Duties

From CASSA

Contents 1 Committee Duties 1.1 Executive Committee 1.1.1 President 1.1.2 Vice President 1.1.3 Secretary 1.1.4 Treasurer 1.1.5 President's Advisor 1.1.6 Webmaster 1.1.7 Technical Administrator 1.1.8 Social Coordinator 1.1.9 Staff Representative 1.2 General Committee 1.2.1 Advertising Committee 1.2.2 Office Key Bearers 1.2.3 First Year Representative 1.2.4 Second Year Representative 1.2.5 Third Year Representative 1.2.6 Post Graduate Representative

[edit] Committee Duties

Each member of the committee has a responsibility, whether it be very specific tasks (like the Secretary's duties) or a general responsibility to SCISSA (such as General Committee members). Hopefully, this article will clarify what your duties are.

It is the responsibility of all committee members to submit apologies to the Executive mailing list if they are unable to attend a meeting. Failing to submit apologies for more than three consecutive meetings will result in your removal from the committee without warning (replacement to be voted upon at the Extraordinary General Meeting).

Committee members may also be relieved of their positions if it is generally believed that they are not carrying out their responsibilities. This is done by a vote and members are granted one warning before their removal from the committee.

[edit] Executive Committee

The Executive Committee is made of two parts: The "Association" and the "Executive Committee".

The "Association" consists of:

• President
• Vice President
• Secretary
• Treasurer

The "Executive Committee" consists of:

• President's Advisor
• Webmaster
• Technical Administrator
• Social Coordinator
• Staff Representative

Their duties are listed below.

[edit] President

• Spokesperson for the Association.
• Ensures that the Association's policy is carried out.
• Chairs the Association's meetings.
• Resolves issues where the Association is divided.

[edit] Vice President

• Chairs the Association's meetings when the President is absent.
• Supervises sub-committees.
• Carries out other tasks as directed by President.

[edit] Secretary

• Calls the Annual General Meeting (AGM), any Extraordinary General Meetings (EGM) and normal Association meetings.
• Is responsible for keeping the agenda for meetings.
• Takes minutes of the meeting and releases them to the general mailing list within 3 days from meeting date.
• Has custody of the Association's documents.
• Maintains records of correspondence with other clubs.

[edit] Treasurer

• Provides monies to Association members purchasing on behalf of the Association.
• Keeps all receipts and monitors financial transactions.

[edit] President's Advisor

• Must be either (in order of preference) the previous President, or previous Vice President, or other past committee member.
• Provide advice to the current President in regards to the dealings of the Association.
• Ensures any past failures or discrepancies are communicated to current President to avoid reccurences.

[edit] Webmaster

• Develop, maintain and administer a website for the Association.
• Liaise with server administrators to organise initial and ongoing access for administration of the website.

[edit] Technical Administrator

• Maintain the Association's mailing lists, including adding and removing members from the list.
• Responsible for technologies needed for events with power to delegate tasks to other committee members.
• More than one member may be in this role at a time.

[edit] Social Coordinator

• Organises social events for the Association, including contacting other clubs and affiliates
• Supervises committee members carrying out tasks in relation to events

[edit] Staff Representative

• Provide advice to the Association in regards to the University's policies
• Liaise with other University staff members on behalf of the Association

[edit] General Committee

The General Committee is largely decided upon at the Annual General Meeting, or Extraordinary General Meeting, but members can be voted in at normal meetings. General Committee members have some positions, and others are simply general members who regularly attend meetings.

Duties for General Committee members are listed below.

[edit] Advertising Committee

• One or more members to be responsible for the Association's promotional materials.
• All members to be responsible for placing promotional materials around the University campus.
• All members to be responsible for removing promotional materials in a timely manner following an event.

[edit] Office Key Bearers

• Ensuring office is open during daytime hours for Association members
• Does not leave office unlocked and unattended
• Sign up any new members who come to the office to register

[edit] First Year Representative

• Position must be held by a first year student
• Liaises with other first years as a representative of the Association

[edit] Second Year Representative

• Position must be held by a second year student
• Liaises with other second years as a representative of the Association

[edit] Third Year Representative

• Position must be held by a third year student
• Liaises with other third years as a representative of the Association

[edit] Post Graduate Representative

• Position must be held by a post graduate student
• Liaises with other post graduate as a representative of the Association