Help us Make the Club Great!

The BC Swing Dance Club has a number of formal and informal positions available and we could always use your help!

If you have questions, just ask at the front desk of our Burnaby dance and we’ll answer all your questions!

Formal Positions

(from our By Laws)

President 

The President will do the following, or ensure it is done, to support smooth functioning of the Board and the Club (see the Bylaws for the full list):

  • in consultation with the Board, establish a calendar and plan the work of the Board for the year, and assign responsibilities, with attention to fairly distributing duties; 
  • supervise and monitor progress of Board work; 
  • Chair Board meetings and General Meetings; 
  • preside over dances and other Club events, and make Club announcements; 
  • represent and speak on behalf of the Club to other organizations and the public; 
  • and issue notices of General meetings and Board meetings.

Vice-President 

The Vice-President will do the following, or ensure it is done (see the Bylaws for the full list):

  • work with the President and assist in the execution of his/her duties, and
  • perform the duties of the President in his/her absence or inability to act. 

Secretary 

The Secretary will do the following, or ensure it is done (see the Bylaws for the full list):

  • record minutes of Board and General Meetings and circulate draft minutes to the Board within 7 days of the meeting, or sooner if requested by the President;
  • conduct the correspondence of the Board;
  • file the annual report of the Club and copies of any special resolutions; with the Registrar, and make any other filings as required under the Act; and

Treasurer 

The Treasurer will do the following, or ensure it is done (see the Bylaws for the full list):

  • receive and bank monies from members or other sources;
  • keep accounting records and prepare financial statements as required by the Act and Regulations;
  • sign cheques to pay bills and reimburse expenses for approved spending in a timely manner;
  • provide a financial status report and financial statements at all regular Board meetings and the AGM, and provide updates of progress against budget annually and as requested by the Board;
  • submit an annual operating budget for Board approval, and lead or advise in the preparation of event budgets

Informal Positions

These are roles that are assigned to directors. If a formal positions sounds like too much, we can always use help doing any, all, or some of the following:

1. FACILITY LIAISON

  1. Liaises with the booking coordinator for the main venue (currently Confederation Centre) to set dates and times for the following calendar year. 
  2. Liaises as needed with the main venue booking coordinator to arrange for any additions or changes to room schedules and define required room set-up.

2. INSTRUCTOR CO-ORDINATIOR 

  1. Maintains approved instructor list and contact info. 
  2. Books instructors and prepares the schedule of instructors and teaching topics.

3. NEWSLETTER COORDINATOR

  1. Coordinates newsletter production of contents and writing.
  2. Emails newsletter to everyone who has signed up to receive it.
  3. Sends newsletter to Website Manager and Social Media Coordinator.

4. SOCIAL MEDIA COORDINATOR

  1. Sustains and administrates a vibrant Club social media presence, using Facebook, Twitter, Instagram, and other appropriate forms of social media. 
  2. Promotes Club dances regularly on social media sites.
  3. Promotes community-building through posts, such as inspirational quotes, throwback Thursdays, and educational information (may include links to articles) 

5. WEBSITE MANAGER

  1. Responsible for the design and look-and-feel of the Club website, managing website software, including website templates, backing up data, and keeping plug-ins up to date. Evaluates and recommends new website technology to the Board.
  2. Manages content, including timely updates on dances, election results, and events.
  3. Posts approved Board minutes (excluding financial reports), approved AGM minutes (excluding financial reports), and notifications of Board meeting dates.
  4. Automatically the most handsome and charismatic person on this list.

7. MEMBERSHIP COORDINATOR

  1. Acts as custodian of membership list/book and ensures confidentiality of records, including keeping information secure at events. 
  2. Maintains a current list of members, updates list before each dance and General Meeting.
  3. Brings current Master Membership List to dances for registration and updating (hard copy or electronic).  

8. REGISTRATION COORDINATOR

  1. Manages registration supplies (e.g. signs, new member forms, and guest sign in forms). Ensures they are up-to-date and that there are enough for each dance/event).
  2. In consultation with the Volunteer Coordinator, posts shift schedules on Google Drive for Board sign-up (noting paid helpers, if arranged). Determines non-Board volunteers needed for each task and times. Informs Volunteer Coordinator.
  3. Oversees desk through the evening, checks staffing, and trouble-shoots registration issues.

9. VOLUNTEER COORDINATOR

  1. Coordinates volunteers to share workload and build Club leadership depth.
  2. Maintains list of volunteers, contact info, and interests.
  3. Determines volunteers and paid staff needed for each dance or event with the Registration Coordinator and Board, contacts volunteers and paid staff to see if they are interested in working, assigns work hours and records in event staffing schedule on Google Drive.

10. SUPPLIES COORDINATOR 

  1. Stores supplies for dances and special events, and brings them to the venue, as needed. Includes supplies for lighting, table set-up, drinking water, decoration, and registration (signs, clip-boards, forms). Excludes membership list/book/electronic devices, and new registration forms.
  2. Brings supplies to the venue at least 20 minutes before doors open, and returns packed supplies to storage after the dance.

11. 50/50 DRAW COORDINATOR

  1. Ensures up-to-date gaming license is in place for all 50/50 draws.
  2. Ensures supplies as needed for the draw are available, including tickets, bucket for ticket stubs and cash, form for recording draw proceeds and winner sign-off.
  3. Recruits volunteers to sell tickets.
  4. Ensures government reporting requirements are met.

12. ELECTRONIC RECORDS MANAGER

1. Manages Google Drive and updates access permissions. 

13. “GO-TO” PERSON/DANCE FLOATER (FOR A GIVEN DANCE)

  1. Responds to general questions at dance, providing consistent answers and acting as a point of communication. 
  2. Deals with any problems that might arise.

15. HEALTH AND SAFETY COORDINATOR

  1. Coordinates with provincial health authorities and the dance venue (currently Confederation Centre).
  2. Authors the Club’s safety plan, if required by provincial health authorities, and presents it to the Board for approval.
  3. Acquires and manages new supplies, as required (e.g. hand sanitizer, masks, etc.).

Lets make it better together!