Duties and Responsibilities of Committee Members

President’s Duties

  • Preside over and attend all Society Meetings and other Society functions from time to time.
  • Prepare and cause to be delivered to the National Convention Committee as directed by the said committee each year an honest and unbiased report on square dancing in South Australia.  Such report shall be no more than one A4 page in length.
  • Be the Society’s representative or have nominated a proxy at National Square Dance Society of Australia meetings.
  • Be the Society’s representative or have nominated a proxy at club birthdays.
  • Be an ex-officio member of all committees or sub-committees of the Society.

PROVIDED THAT should be President be unable to attend to any of the above duties for any reason then the Vice-President or proxy shall attend to such duties in lieu of the President.

Vice-President’s Duties

  • Assist the President in the duties of that office.
  • If required attend to any duties of the President where the President is unable to do so.
  • Keep a register of the Society’s equipment and monitor maintenance and use of this equipment.
  • Be responsible for maintaining the Club Birthday Awards and records.

Secretary’s Duties

  • Convene and attend all meetings of the Society.
  • Keep minutes of all meetings of the Society and distribute to committee members as required.
  • Supply a précis of approved minutes to the Round Up Editor for inclusion in Round Up.
  • Decisions made at Society meetings: Ensure that actions promised at each meeting are revisited at the next meeting to provide continuity.
  • Maintain a “Motions Passed” book to record important motions passed at Society meetings which will include the date the motion was passed. 

PROVIDED THAT should the Secretary be unable to attend to any of the above duties for any reason then the Membership Secretary shall attend to such duties in lieu of the Secretary.

Membership Secretary’s Duties

  • Assist the Secretary in the duties of that office.
  • If required, attend to any duties of the Secretary where the Secretary is unable to do so.
  • Ensure application forms for membership, including up to date fees, are distributed to members and clubs for new members each year.
  • Collect all completed membership applications including the required remittance and the processing of such forms and monies ensuring receipt and membership cards are distributed.  This may be via the Club Representatives.
  • Shall maintain a complete register of members including Life Members ensuring that privacy is maintained at all times pursuant to the Privacy Act.
  • Advise the Round Up Editor of the number of Round Ups required for distribution.
  • Supply the Round Up Editor an up to date copy of the register names for the distribution of Round Up in a timely manner.
  • Ensure the distribution of the Australian Square Dance Review to members who have paid the required remittance for the receiving of such magazine.
  • Advise the Australian Square Dance Review Editors of the number of Reviews required to be received by South Australia.

Treasurer’s Duties

  • Have the power to expend on behalf of the Society, not more than a sum as fixed by the committee from time to time, without the express sanction of the general committee.
  • Receive all monies and pay same into the banking account of the Society.
  • Keep an account of all monies received and disbursed, which account shall be submitted to the Annual General Meeting duly audited.
  • Present a report to each meeting of the Society which shall include accounts for payment and payments made from time to time.
  • Advise the Society on investments which may be beneficial to the Society.
  • Supply the Round Up Editor a copy of the audited report for inclusion in Round Up.
  • Prepare invoices to the Clubs for advertising included in Round Up.
  • Be a member of the State Convention Sub-Committee.
  • Book halls.

Round Up Editor’s Duties

  • Receive contents, edit and prepare Round Up for printing and arrange for the printing of prepared Round Up, the amount as advised by the Membership Secretary, as per Round Up Regulations.
  • Ensure a copy of Round Up is delivered to Mortlock Library, Adelaide.
  • Ensure a copy is archived for the Society.
  • Email the Treasurer a copy of Round Up prior to the monthly Society meeting for the preparation of accounts for advertising.

Publicity Officer’s Duties

  • Publicise within the square dance fraternity throughout the state, national and international environments as required, advising of the activities within the state.
  • Promote square dancing outside the square dance fraternity including learners classes and their commencement dates and locations and other major events which may occur from time to time.
  • Where applicable source promotional outlets including but not restricted to print and other forms of media (any financial outlay to be approved by the Society before commitment).
  • Create the Yearly Calendar.
  • Arrange events.
  • Report to the committee at the Society’s monthly meetings.
  • Compile and present for approval a report for inclusion in the Australian Square Dance Review length and frequency to be advised from time to time.

State Convention Convenor’s Duties

  • Co-opt members of the Society to form a Sub-Committee which shall include the Treasurer of the Society.
  • Cause the arrangement of all aspects of the State Convention for the year of such officer’s appointment and convene such convention as set out in the State Convention Guidelines.
  • Report to the Society Committee each month at its monthly meeting.  Such report shall include detailed information and any actions taken or planned by the Convention sub-committee.
  • Present for comment and confirmation the pricing of the Convention tickets prior to the distribution of registration forms.
  • Present for comment and confirmation the format of the Convention programme timetable prior to the distribution of registration forms. 
  • Publicise the State Convention in other states’ publications as permitted under the free reciprocal agreements.
  • Ensure a final financial report is presented to the Society Committee and an audited copy to be forwarded to the Round Up Editor for inclusion in Round Up.

Club Representative’s Duties

  • Be the liaison officer between the Society and the Club represented.
  • Attend Society meetings and report the activities of the Club represented.
  • If unable to attend a Society meeting ensure a duly introduced proxy attend the meeting and perform the duties of the Club Representative.
  • Collect from Society meetings any information, Round Ups, Australian Square Dance Reviews and any other item to be delivered to the club and its members.
  • Ensure the Publicity Officer is informed of any changes to the calendar of the Society as printed annually.
  • Report any extra information not printed in Round Up to the Society from the Club represented.
  • Collect any material to be delivered to or from the Society.
  • Report accurately information discussed at Society meetings and seek feedback as required from time to time and report such feedback to the Society.
Contact the committee or email us for further information about the South Australian Square Dance Society Inc.
Contact individual clubs to confirm their dance nights and starting times
Constitution of the South Australian Square Dance Society
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