SF/BA MECDA

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  • Gala Show 2010 Wrap Up
  • Links to photos & videos
  • Election outcome


San Francisco Bay Area MECDA
http://sfbamecda.org/
info@sfbamecda.org

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Happy New Year


Thanks to all of you for your support of SF/BA MECDA and its activities throughout 2010.We wish to thank everyone who participated in our annual Gala and Festival on November 13th, especially those who volunteered to work that day, for helping to make it a great success!  I'm happy to report that combining your cash contributions, a portion of the entrance fees and a portion of the proceeds from dancer videos made by Digital Wuff, we were able to donate $250 to our designated charity Next Door Solutions to Domestic Violence. 

Nominate Yourself for the Board or Volunteer to be on a Committee!

We are now in a state of transition. The new year is upon us and our election of officers is still pending. We need more nominations for the offices of President, Vice President, Secretary and Treasurer and just as important we need volunteers willing to work with the elected officers in the planning and conducting of our belly dance events.  Please read the accompanying articles in this edition of the Newsletter to see what you can do to help.  We look forward to seeing you at a dance event soon.
Leyla Lanty, January 18, 2010


Elections &
Future Club Activities


It’s time to elect officers for 2011 and we need more nominations for the offices of President, Vice President, Secretary and Treasurer and just as important we need volunteers willing to work with the elected officers in the planning and conducting of our belly dance events.   There’s a new year ahead of us in which we can stage some exciting events – the annual Gala & Festival, a Swap, Shop, and Shimmy (swap meet), and some open stage dancer nights.  Now is the time for all of you who want to get actively involved in the San Francisco Chapter of MECDA to pledge your support for the rest of 2011.  What better way to support this chapter than to become an officer or make a solid commitment to working on committees for one or more events?  Without your help either as officers or committee members, this chapter will face serious challenges in continuing to present the high quality events you all enjoy.

Board of Officers:

The board of officers initiates all plans for SF/BA MECDA dance events in the Bay Area, maintains our connection with the Central Board of MECDA, keeps meeting minutes and financial records and otherwise does whatever it takes to create activities for local dancers.  We, the current board, invite you to nominate yourself for an office.    Normally this privilege is allowed only to dues-paying members, but we have just received permission from the Central MECDA board for this election only to drop this requirement, on condition that those who run in the election immediately pay their dues and become members of MECDA.  Membership is $40 per year and you can add family members for an extra $20 each per year.

Please read the outlines of officers’ duties and estimated time commitments below in this issue of the Newsletter entitled “Officer Duties” before nominating yourself.  

If you are not able to commit to being an officer, there are definitely things that you can do to help besides running for office.  Please see notes below under “Commit to Committees!”


Nominate!

To nominate yourself, please write to info@sfbamecda.org with “Nominations” in the subject line.  In the body specify the office for which you are nominating yourself.  Please respond by Monday, January 31st.

Commit to Committees!

You can send an email to info@sfbamecda.org with “Committees” in the subject line.  In the body of the email, pledge to dedicate some of your time in 2011 to planning and conducting events, meaning that you’ll attend planning committee meetings for events and will commit time to the preparation for events as well as volunteer for work at the events.  Please write to info@sfbamecda.org if you want to commit to committees in 2011.

The continued existence of the San Francisco Bay Area Chapter of MECDA  depends on having a full board of four officers, as mentioned above, plus a number of other people committed to helping plan and produce events.  

PLEASE REPLY BY JANUARY 31st.  We’re looking forward to hearing from you.
Leyla Lanty, 2010 President




Duties of Officers:  


Estimated time commitment for each office:
Based on the current board's experience over the last two years, officers must be willing and able to devote their time and energy to SF/BA MECDA event planning and monthly meetings for approximately 10 hours per month when no major event is anticipated and up to 30 hours per month during the 2 months preceding an advertised major event.  There is usually one major event (Gala Show) and 3 smaller activities such as a Swap & Shop and Dancer Nights per year.  This amount of time can be reduced if enough people commit to committee work for events.  Please read the officer descriptions below, and then nominate yourself!

General Duties of all Board Members: 
Please also see below for the detailed list of duties and qualifications for each office.

  • Attend monthly board meetings that last approximately 2 to 3 hours.
  • Attend additional meetings as needed; including but not limited to, pre-event planning and post-event follow up meetings.
  • Communication among the board members outside of monthly board meetings is anticipated and is effective if completed via email with copies sent to all chapter board members to insure that all the board is aware of progress and/or status.  
  • Each board member participates in the coordination of all SF /BA MECDA Chapter events.  
  • To the extent possible, it is expected that each board member will share equally in the duties and responsibilities for each Chapter event.  
  • The nature of each event will determine which job duties each board member will be responsible for on the day of the event.
  • These duties may be a continuation of the duties performed prior to event or they may be an altogether different set of duties.  This mostly depends on whether the board has volunteers for the day of the event and or volunteer committee members to assist.

President MECDA Chapter Board - This office requires a strongly organized person with firm leadership skills.  
  • Presides at Meetings  - Receives a report from each elected and appointed officer at each Board meeting.
  • Coordinate Major MECDA Events - Festivals, Parties, Elections, Membership Drives, and any other special seminars or unique endeavors undertaken by the Chapter
  • Monitors MECDA Expenditure and Administers MECDA policy in accordance with the Charter and the Code of Conduct.  
  • Represents MECDA in the Mid-Eastern Dance Community.

Vice President MECDA Chapter Board - This office requires a person willing and able to assume any or all presidential duties if the existing President is unable to carry them out.  
  • Attends Meetings: The Vice President should attend all Chapter Board meetings, and should be willing and able to preside if the President cannot attend. The Vice President should also be able to take minutes at any meeting if the Secretary cannot attend; also to transcribe and distribute the minutes.  
  • Assists the President in Coordinating Major MECDA Events: Festivals, Parties, Elections, Membership Drives, and any other special seminars or unique endeavors undertaken by the Chapter.
  • Membership:  Assists Secretary in monitoring membership and ensuring chapter mailings are being sent out to membership and non-member contacts.  
  • Represents MECDA in the Mid-Eastern Dance Community.

Secretary MECDA Chapter Board - This office requires a well-organized person with note-taking and word processing skills, and access to a word processor.  
  • Attends Meetings: The Secretary attends all Chapter Board meetings and records the minutes.  
  • Transcription: Following each Board Meeting, the Secretary transcribes the minutes from the meeting and distributes copies in a timely manner to each Chapter Board Member and appropriate Chairpersons for review prior to the next scheduled board meeting. After the minutes have been approved by the Chapter Board a copy of the minutes should then be forwarded to the Central Board President and the original maintained with the Chapter’s MECDA records. Attachments (i.e., Profit and Loss statements) may need to be enclosed.  
  • Record Keeping/ Archival of Chapter Events: The Secretary maintains MECDA’s records, including event binders as well as documents produced by the chapter.
  • Mailings and Membership Contact:  The Secretary coordinates chapter mailings and maintains stationary supplies. The Secretary monitors membership and ensures that stationary and mailing list labels represent the current membership.  Also maintains non-member and advertising mailing lists and stationary/labels.  Both hard copy (via US Post) and email mailings are the responsibility of the Secretary.  
  • Membership List: Updated Member Lists should be obtained by the Secretary from MECDA Central as needed.
  • Mail/Correspondence: The Secretary maintains the PO Box key and monitors incoming mail in a timely manner.

Treasurer MECDA Chapter Board Duties and Qualifications - This office requires someone willing to assume responsibility for the MECDA Chapter’s financial well being.  
  • A basic understanding of simple bookkeeping is a necessity.  
  • Attends Meetings: The Treasurer attends Chapter Board meetings, and presents a financial statement for the past month as well as a report on any special incidents requiring the attention of the treasurer.  
  • Monitors Costs: The Treasurer seeks to avoid over-expenditure.  
  • Profit/Loss Statements: The Treasurer prepares these for any special event sponsored by the Chapter, and for the end of the Fiscal Year (May 1 to April 30), to be submitted to the Central Board Treasurer.  
  • Deposits/Bills: Compiles all deposits paid to MECDA Chapter. Pays all bills.  Collects bank statement copies for tax purposes, and forwards a copy to the Central Board Treasurer.  
  • Bank Account:  Maintains all bank receipts and statements.
  • Donations: The treasurer is responsible for tracking all monetary donations obtained at events in order to ultimately process into a check to be mailed to the organization as chosen by the board.  Treasurer is also responsible for including correspondence to organization stating what the donation amount is and explaining whom MECDA is.  
  • Taxes: Treasurer is responsible for supplying documents to Central Board for MECDA’s tax accountant.  Accountant does actual tax forms.  
  • Events: Treasurer is responsible for advance and at-door ticket sales for all Chapter MECDA events.  He/she receives and keeps track of vendor fees for all events.
  • Event Insurance from Central Board:  Treasurer is responsible for coordinating with Central MECDA to obtain the current Insurance.

Nominate!

To nominate yourself, please write to info@sfbamecda.org with “Nominations” in the subject line.  In the body specify the office for which you are nominating yourself.  Please respond by Monday, January 31st.

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