Roles and Responsibilities
Have you considered coming on-board?
The Federation is always looking for enthusiastic people to help. You don't have to be a Committee member to help us with our aims.
The following is an outline of what is involved should you feel like becoming a Committee member:
Roles and Responsibilities of Committee Positions
Core Competencies
In order to effectively fulfil the duties and responsibilities on the Management Committee, the following competencies are sought from all Management Committee members:
• Listening skills – in order to understand others’ perspectives and aid healthy debate
• Communication – oral and written. Clear, concise and constructive communication, especially in meetings
• Analytical skills – the ability to prepare for meetings by understanding the key issues and asking constructive questions
• Demonstration of club values – lead by example with the values and leadership behaviours visible to staff, members and visitors
• Working knowledge of golf and of golf governing bodies
There is no remuneration for any Committee member. Potentially, all reasonable travel and subsistence expenses will be reimbursed.
All members
All committee members will constantly strive to:
• Provide a friendly and enjoyable environment for members and guests
• Attract new membership
• Actively promote and participate in BDSF and WDSF events
• Participate in meetings in a constructive, friendly and efficient manner
• Communicate with other members in a courteous manner
• Keep discussions within committee meetings confidential at all times
President
• Chair Committee meetings ensuring that they are run efficiently and effectively
• Act as a signatory for the Club in all legal purposes and financial purposes
• Regularly focus the Committee’s attention on matters of the Federation’s governance that relate to its own structure, role and relationship to members and the WDSF.
• Periodically consult with Committee members on their role, to see how they are going and help them to optimise their contribution
• Work with the Committee to ensure:
1. The necessary skills are represented on the Committee and that a succession plan is in place to help find new Committee members when required
2. The objectives and strategic goals are developed
• Serve as a spokesperson for the Federation when required
• Communicate regularly and systematically with the WDSF and Affiliated members and organisations
• Assist in the development of partnerships with sponsors, funding agencies, local and state government, shared facility users and organisations that are relevant to the goals of the Federation.
• Liaise with the Treasurer to ensure that any financial documents are ready for meetings
• Ensure that all relevant documents are either circulated to participants in advance or are to hand at meetings
• Be diplomatic and smooth over differences of opinion if they arise
• Make sure that any necessary decisions are taken with a vote if needed. If votes are divided equally, the Chairman may have the casting vote
• Summarise decisions and action points at the end of meetings
• Delegate duties as appropriate to fellow committee Members
Vice President
• In the event of the President being unable to fulfil his/her duties to step into that role
• In the absence of the President, chair Committee meetings ensuring that they are run efficiently and effectively
• Be an alternate signatory for the Federation for legal purposes and financial purposes
• Assist the President in deciding which matters are dealt with by the full Committee and delegated to Committees
• Coordinate Federation planning to ensure appropriate plans are developed, presented to and reviewed by the Committee, and enacted as required
• Represent the Federation at meetings and forums as agreed with by the President
• Other duties as nominated by the President and / or Committee
Treasurer
• Provide advice to the Committee in their management of the Federations finances
• Administer all financial affairs of the Federation
• Lead the annual budget process and ensure an appropriate annual budget is provided to the Committee for approval
• Ensure development and Committee review of financial policies and procedures
• Support any required auditing processes
• Liaise with the Membership Secretary to ensure accurate record keeping of all membership fees
• Bank all monies received
• Pay all accounts including subscription monies to the WDSF
• Maintain accurate records of all income and expenditure
• Ensure that all receipts and payments concur with bank deposits and withdrawals
• Provide regular financial reports – present at committee meetings
• Arrange and despatch invoices for periodical payment
• Coordinate with the Membership Secretary for the issue yearly membership fee notices
• Keep accurate record of all membership payments
Secretary
• This role is critical to the maintenance of effective governance. The Secretary should be able to demonstrate exceptional organisational skills as well as an understanding of the Club’s regulatory environment. He/she should have excellent written skills and be able to communicate orally and in writing with a variety of stakeholders including members and partners. As a Management Committee member, he/she should consistently demonstrate the values of the Club
• To plan and organise meetings including the AGM
• Maintain records of the Committee and ensure effective management of the Federation's records
• Manage Minutes of Committee meetings, recording the Minutes and ensuring minutes are distributed to committee members shortly after each meeting
• Development of the agenda in consultation with other Committee members and distribution prior to the meeting
• Is sufficiently familiar with all current Federation documents to note applicability during meetings
• Is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements
• Ensure that the records of the Federation are maintained as required by law and made available when required by authorised persons. These records may include founding documents, lists of Committee members, Committee meeting Minutes, financial reports, and other official records
• The Secretary ensures that official records are maintained of members of the Federation and Committee. He / she ensures that these records are available when required for reports, elections, referenda, other votes, etc.
• Provide an up-to-date copy of the Rules at all meetings.
• Ensure that proper notification is given of Committee and Federation meetings as specified in the Rules
• Manage the general correspondence of the Committee except for such correspondence assigned to others
• Help and lead the Committee in providing systematic communication from the Committee to Federation members and other relevant stakeholders
• Provide a summary of Committee Minutes for distribution to all Federation members
Membership Secretary
• Keep accurate records of all membership payments
• Organise the renewal of membership subscriptions
• Bring to the attention of the Committee new membership applications for review
• Respond to membership enquiries
• Send ‘Welcome’ details to new members
• Chase non-payment of fees
• Keep and up-to-date database of member’s details
• Keep informed of current data protection legislation and ensure the Federation’s compliance
• Bring to the attention of the President any membership concerns or complaints
• When requested, produce a physical membership list
• Work closely with the Treasurer to ensure all membership fee monies are banked and accurate records maintained
Press Officer
The keep the Federation’s membership updated with news and events using email, the Federation’s web site and social media
Generate and publish updates and news for the Federation’s web site and social media presence
Report to the Committee on recent activity
Responsible for ensuring all web site, email and social media content displays appropriate content in line with the Federation’s objectives.
Liaise and work closely with the Web Master to ensure the web site adopts current regulatory practices and policies
Data Protection Officer
• Ensure the Federation observes current guidelines and directives
• Report all breaches to the Committee and the Information Commissioner’s Office (ICO)
• Deal with all Data Protection requests
• Monitor and ensure all email unsubscription requests are administered.
Copyright © The British Dancesport Federation 2023
The Federation is always looking for enthusiastic people to help. You don't have to be a Committee member to help us with our aims.
The following is an outline of what is involved should you feel like becoming a Committee member:
Roles and Responsibilities of Committee Positions
Core Competencies
In order to effectively fulfil the duties and responsibilities on the Management Committee, the following competencies are sought from all Management Committee members:
• Listening skills – in order to understand others’ perspectives and aid healthy debate
• Communication – oral and written. Clear, concise and constructive communication, especially in meetings
• Analytical skills – the ability to prepare for meetings by understanding the key issues and asking constructive questions
• Demonstration of club values – lead by example with the values and leadership behaviours visible to staff, members and visitors
• Working knowledge of golf and of golf governing bodies
There is no remuneration for any Committee member. Potentially, all reasonable travel and subsistence expenses will be reimbursed.
All members
All committee members will constantly strive to:
• Provide a friendly and enjoyable environment for members and guests
• Attract new membership
• Actively promote and participate in BDSF and WDSF events
• Participate in meetings in a constructive, friendly and efficient manner
• Communicate with other members in a courteous manner
• Keep discussions within committee meetings confidential at all times
President
• Chair Committee meetings ensuring that they are run efficiently and effectively
• Act as a signatory for the Club in all legal purposes and financial purposes
• Regularly focus the Committee’s attention on matters of the Federation’s governance that relate to its own structure, role and relationship to members and the WDSF.
• Periodically consult with Committee members on their role, to see how they are going and help them to optimise their contribution
• Work with the Committee to ensure:
1. The necessary skills are represented on the Committee and that a succession plan is in place to help find new Committee members when required
2. The objectives and strategic goals are developed
• Serve as a spokesperson for the Federation when required
• Communicate regularly and systematically with the WDSF and Affiliated members and organisations
• Assist in the development of partnerships with sponsors, funding agencies, local and state government, shared facility users and organisations that are relevant to the goals of the Federation.
• Liaise with the Treasurer to ensure that any financial documents are ready for meetings
• Ensure that all relevant documents are either circulated to participants in advance or are to hand at meetings
• Be diplomatic and smooth over differences of opinion if they arise
• Make sure that any necessary decisions are taken with a vote if needed. If votes are divided equally, the Chairman may have the casting vote
• Summarise decisions and action points at the end of meetings
• Delegate duties as appropriate to fellow committee Members
Vice President
• In the event of the President being unable to fulfil his/her duties to step into that role
• In the absence of the President, chair Committee meetings ensuring that they are run efficiently and effectively
• Be an alternate signatory for the Federation for legal purposes and financial purposes
• Assist the President in deciding which matters are dealt with by the full Committee and delegated to Committees
• Coordinate Federation planning to ensure appropriate plans are developed, presented to and reviewed by the Committee, and enacted as required
• Represent the Federation at meetings and forums as agreed with by the President
• Other duties as nominated by the President and / or Committee
Treasurer
• Provide advice to the Committee in their management of the Federations finances
• Administer all financial affairs of the Federation
• Lead the annual budget process and ensure an appropriate annual budget is provided to the Committee for approval
• Ensure development and Committee review of financial policies and procedures
• Support any required auditing processes
• Liaise with the Membership Secretary to ensure accurate record keeping of all membership fees
• Bank all monies received
• Pay all accounts including subscription monies to the WDSF
• Maintain accurate records of all income and expenditure
• Ensure that all receipts and payments concur with bank deposits and withdrawals
• Provide regular financial reports – present at committee meetings
• Arrange and despatch invoices for periodical payment
• Coordinate with the Membership Secretary for the issue yearly membership fee notices
• Keep accurate record of all membership payments
Secretary
• This role is critical to the maintenance of effective governance. The Secretary should be able to demonstrate exceptional organisational skills as well as an understanding of the Club’s regulatory environment. He/she should have excellent written skills and be able to communicate orally and in writing with a variety of stakeholders including members and partners. As a Management Committee member, he/she should consistently demonstrate the values of the Club
• To plan and organise meetings including the AGM
• Maintain records of the Committee and ensure effective management of the Federation's records
• Manage Minutes of Committee meetings, recording the Minutes and ensuring minutes are distributed to committee members shortly after each meeting
• Development of the agenda in consultation with other Committee members and distribution prior to the meeting
• Is sufficiently familiar with all current Federation documents to note applicability during meetings
• Is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements
• Ensure that the records of the Federation are maintained as required by law and made available when required by authorised persons. These records may include founding documents, lists of Committee members, Committee meeting Minutes, financial reports, and other official records
• The Secretary ensures that official records are maintained of members of the Federation and Committee. He / she ensures that these records are available when required for reports, elections, referenda, other votes, etc.
• Provide an up-to-date copy of the Rules at all meetings.
• Ensure that proper notification is given of Committee and Federation meetings as specified in the Rules
• Manage the general correspondence of the Committee except for such correspondence assigned to others
• Help and lead the Committee in providing systematic communication from the Committee to Federation members and other relevant stakeholders
• Provide a summary of Committee Minutes for distribution to all Federation members
Membership Secretary
• Keep accurate records of all membership payments
• Organise the renewal of membership subscriptions
• Bring to the attention of the Committee new membership applications for review
• Respond to membership enquiries
• Send ‘Welcome’ details to new members
• Chase non-payment of fees
• Keep and up-to-date database of member’s details
• Keep informed of current data protection legislation and ensure the Federation’s compliance
• Bring to the attention of the President any membership concerns or complaints
• When requested, produce a physical membership list
• Work closely with the Treasurer to ensure all membership fee monies are banked and accurate records maintained
Press Officer
The keep the Federation’s membership updated with news and events using email, the Federation’s web site and social media
Generate and publish updates and news for the Federation’s web site and social media presence
Report to the Committee on recent activity
Responsible for ensuring all web site, email and social media content displays appropriate content in line with the Federation’s objectives.
Liaise and work closely with the Web Master to ensure the web site adopts current regulatory practices and policies
Data Protection Officer
• Ensure the Federation observes current guidelines and directives
• Report all breaches to the Committee and the Information Commissioner’s Office (ICO)
• Deal with all Data Protection requests
• Monitor and ensure all email unsubscription requests are administered.
Copyright © The British Dancesport Federation 2023