RESPONSIBILITIES
UNDER CONSTRUCTION
PRESIDENT
• Set up executive general and annual meetings • Chair the meetings • Coordinate committees and be a member of such committees • Prepare President’s Message for the Festival Book • Give message at the Carol Festival and the Final Performance • Be on hospitality (adjudicators) committee • Be familiar with syllabus and local festival regulations • Be familiar with scholarships and awards |
PAST PRESIDENT
• Attend all executive, general and annual meetings • Assist on committees where needed • Be available for advice |
VICE PRESIDENT
• Attend all executive, general and annual meetings • Assist on committees where needed • Observe and prepare to move to President • Step in and act as President when needed |
SECRETARY
• Attend all executive, general and annual meetings • Take and circulate minutes of meetings • Send reminders of meetings • Assist on committees where needed VOLUNTEER COORDINATOR
1) Consists of one person for Unity and one person for Wilkie 2) As soon as festival book is out, arrange to have at each session: • A door person---must be there 30 minutes before each session begins • Adjudicator’s Secretaries (they open the sessions). For School sessions, secretaries must be experienced, as it is a very heavy job. • Numbers person 3) Make sure school session workers know the sessions start at 1:00 p.m. 4) Make a chart with each session shown and workers needed for each. 5) Give completed worker lists to House Committee to be posted. |
TREASURER
1. Attend all executive and general meetings, and report finances at each. 2. Maintain a general ledger of all revenues and expenses or the organization. 3. Pay bills throughout the year. 4. Prepare Saskatchewan Lotteries Grant Application which is submitted to the Recreation Director, Town of Unity by the end of September. 5. Carol Festival Preparations in December: a) Float of $200 i. loonies (40) $40 ii. twoonies (10) $40 iii. fives (16) $80 iv. tens (4) $40 b) Prepare cheque for Sound Technician $100 c) Prepare cheque for set-up/take-down of chairs $75 6. Deposit donations at the Unity Credit Union Ltd, as provided by Scholarships and Awards Subcommittee. 7. Deposit festival entry fees collected by the Entry Secretary. 8. Maintain all term deposits, as guided by the Scholarships and Awards subcommittee. Current Terms include: i. General Term Savings Account (auto-reinvests in Dec) ii. Cut Knife Band Account (term renews at the beginning of Mar) iii. Keesey Scholarship Account (term renews at the beginning of Mar) iv. Cantelon Scholarship Account (term renews at the beginning of Mar) v. W. Debelser Scholarship Account (term renews at the beginning of Mar) vi. Centennary Term Account(term renews at the beginning of Mar) 9. Festival Week a) Float for each session withdrawn and organized in lock boxes, same as itemized above. b) Make charts for entrance tables to record attendance at each session, and the total money collected for the day. c) Ensure each entrance table has a sign with fees and sufficient weekly passes. Current Rates: i. $10 Annual Membership Card – good for all sessions (incl pen) ii. $2 adult admission iii. $5 program iv. Unity & District Music Festival Pen $1 v. School session no charge vi. 18 and under no charge 10. Pick up monies at each venue at the end of each day. Other executive members can assist with this. Money boxes to be locked away when not in use. Deposit daily. 11. Get cheques to Adjudicator’s Helpers for payment of adjudicators after last session. 12. Prepare cheques for venue rentals. Current Rates: i. $50 Practice Session plus… ii. $150 per day 13. Final Performance a. Fill out cheques for scholarship awards to be attached to certificates. b. Prepare cheque for Sound Technician $100 c. Prepare cheque for set-up/take-down of chairs $75 d. Prepare cheque for venue rental $100 to UCHS Special Services for rental of the gym. This covers both the Carol Festival and Final Performance e. Prepare float for final performance, as itemized above. Provide Final Performance Fee Sign. Current Rates: i. $5 Adults ii. $2 Students (if not performing) iii. No charge 6 & under 14. Post-Festival a) Pay all meal and accommodation bills, as directed by Adjudicators Helpers. If meals/accommodations are donated, request an invoice from the business so that we know the value of their donation “in-kind.” b) Pay remaining bills including trophy engraving, flower arrangements, hospitality baskets, etc. c) Maintain Festival Reports so that revenue/expenses can be reported to committee and compared from one year to the next. 15. Reconcile books, finalize ledger, ensuring accounts are accurate. 16. Submit the ledger, deposit book, bank statements and receipt records for auditing. Currently, this service is looked after by Mervin Bosch/Rhonda Brandle at the RM Office. They will provide “financial statements” called Balance Sheet, Liabilities & Equity, and Income Statement which will be submitted with the SMFA Money Form and the Canada Revenue Agency Income Tax Return. 17. Prepare SMFA “Money Form” for submission to provincial by the end of August. 18. Prepare Canada Revenue Agency Income Tax Return for submission by the end of August. 19. Ensure adequate supply of cheques and deposit books for the new year. Unity Music Festival Fiscal Year Starts July 1, ends June 30 of the following year. |
HOUSE COMMITTEE
Should consist of 2 or 3 people: CAROL FESTIVAL • Arrange for opening and closing of UCHS • Arrange for set-up and take down of chairs by a community group • Arrange for sound system and lighting • Set time for decorating and set-up (usually at November meeting) • Set-up a table for the collection of admission and program dispersal outside gym and a table for the sound system in the gym • Decorate for event (at this time Christmas decorations for Carol Festival are stored at UCHS) • Arrange for positioning of the Grand piano • Obtain and return extension cords and stands as needed • See that UCHS is restored to original state and make sure the Grand piano is returned to proper storage position • After the Carol Festival, write a report. Give one copy to the President and place the other copy in Archives FESTIVAL WEEK • Arrange for opening and closing of buildings used • United Church: when setting up for Festival, have their contact person with you, to let you know what can and cannot be moved. • Set up chairs and tables and put them away • Set up tables in foyer or entrances for competitors to pass in music, pick up music and adjudicators’ sheets • Position ready-made signs marking such tables • Set up tables for the collection of admission; have a basket at the table for money. • Set up tables for trophy display during Festival Week and Final Performance. • Arrange for reserved seating at UMF Final Performance. • Obtain and return extension cords, stands, boards as needed • Arrange for sound system and lighting • Ask for floral arrangements early (Flowers by Joan have been lending them) for each church and take them to Final Performance and see that the Final Performance M.C. is aware of this so they can thank this business • Arrange decorating times. • Purchase mints for adjudicators. Prepare goodie bags for adjudicators (to be placed in hotel/B&B before adjudicators’ arrival). These have included: nuts, soft cheese, crackers, plastic knife, homemade cookies, Town pin if available, and fruit baskets (have these prepared by grocery store) • See that comfortable chairs are available for adjudicators. • Set out water jug and glasses on tables. (We must supply our own water jug and glasses at United Church and schools. The Baptist Church has jugs and glasses available from their kitchen) • Make arrangements needed for organs. • Arrange for positioning of any pianos used. Make sure the Grand is returned under lock and key. • Post workers list. • Put up signs for each building: Welcome No cell phone/camera/video, etc. • Set up number boards at appropriate areas. Boards are stored behind the door of the side room of the Baptist Church. • Request that bells be turned off at schools. • See that buildings are restored to their original state • After the Music Festival, write a report. Give one copy to the President and place the other copy in Archives |
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