January Meeting of Roles Subcommittee

CoS Roles Subcommitee Meeting Notes

Existing Roles

Chairperson – 6 hrs/yr

Facilitates meeting (0 hours outside of meetings)

Set agenda (6 hrs/yr)

                Send out call for agenda

Appoint timekeeper (0 hrs)

Treasurer

Maintain Mint account

Write and deliver checks

Do taxes

Reminderer – 11 hrs/yr

Maintain list of promises (5 hr/yr)

Send our reminder email of meetings (3 hrs/yr)

Email board monthly with reminders of promises (3 hrs/yr)

Secretary – 12 hrs/yr

Take notes at meetings – (0 hrs)

Upload notes to blog and email link to group (3 hrs/yr)

Edit notes (6 hrs/yr)

Compile promises list (3 hrs/yr)

Proposed Roles

Space Coordinator – 13 hrs initial, 2 hrs/yr

Initial: 13 hours

Sort and Itemize garage (5 hours)

Catalog anything not at Sharon’s garage (2 hours)

Calculate organization supplies needed (1 hr)

Get boxes and storage shelves and labels (1 hr)

Organize things in boxes with labels (3 hrs)

Input inventory into google doc and share on share drive (1 hr)

Annual: 2 hrs/mo

Track inventory (1 hr/mo)

Coordinate checking out of inventory (1 hr/mo)

Social Coordinator – 4 hrs initial, 18 hrs/yr

Initial: 4 hrs

Collect important personal dates of group (3 hrs)

Collect important organization dates of CoS (1 hr)

Annual: 18 hrs

Coordinate 2-3 social events per year (6 hrs/yr)

 not stilt oriented, informal event with plenty of lead time

Track important dates (1 hr/yr)

Coordinate annual shindig (10 hrs/yr)

                Include stilting

                Social time

                Chance to meet potential members

                Family friendly

Coordinate a Birthday card for members (1 hr/mo)

Documentation Coordinator – initial 15 hrs, annual 12 hrs

Coordinates with web woman

Prequalifications:             Photo/video editing and creation

                                                Access to camera/video camera

Initial: 15 hrs

Set up google drive (15 hrs)

Annual: 2 hrs/mo

Maintain google drive of photos and videos

                Tag photos with performer, photographer, event, and date

Remind performers to take/send photos

Grant Writer – 14 hrs/yr

2-3 person committee with committee chair/grant coordinator

Research grants (2 hrs/mo)

Present to meetings (2 hrs/yr)

Grant Coordinator – initial 10 hrs, annual 10 hrs/yr

Initial: 10 hrs

Build calendar/timeline of due dates (5 hrs)

Build organizational resume (5 hrs)

Annual: 10 hrs

Maintain calendar/timeline of due dates (2 hrs/yr)

Maintain organization resume (5 hrs/yr)

Maintain a master list of grant applications (3 hrs/yr)

Policy Coordinator – initial 15 hrs, annual 23 hrs/yr

Initial: 15 hrs

Compile all current policies (10 hrs)

Update blog and internal paperwork (5 hrs)

Annual: 23 hrs/yr

Keep policies/by laws/ SoPs up to date and accessible (3 hrs/yr)

Build policy drafts and present at meetings (8 hrs/yr)

Maintain blog and internal paperwork (6 hrs)

Historian/researcher of old policies (6 hrs/yr)

Costumer/Choreographer – 18 hrs/yr

This person is primarily a resource for the group

Prequalifications: Current working knowledge of costuming and sewing / dance and movement

Annual: 18 hrs/yr

Host 3 build/repair or dance days for group (12 hrs/yr)

Answer questions from group members (3 hrs/yr)

Answer questions from grant writers about pricing, etc (3 hrs/yr)

Marketing – Initial 5 hrs, Annual 20 hrs/yr

Initial: 5 hrs (10 hrs)

Update website (5 hrs)

Create PR papers (10 hrs)

(Swag! (5 hrs)

Annual: 20 hrs/yr

Update social media (6 hrs/yr)

Update website (3 hr/yr)

Maintain PR papers (2 hr/yr)

Write annual letter to previous clients (3 hrs/yr)

Keep list of upcoming gigs on website (5 hr/yr)

Maintain letterhead/logo/brand markers (1 hr/yr)

Large group work

Identify and create brand markers

Identify target audiences

Outreach – 15 hrs/yr

Annual: 15 hrs/yr

Finding partnerships (6 hrs/yr)

Recruitment (3 hrs/yr)

Identify new performance venues (6 hrs/yr)

Education Coordinator – 12 hrs/yr

Annual: 12 hrs/yr

Find teaching opportunities (6 hrs/yr)

Negotiate teaching contracts (6 hrs/yr)