Director Roles and Responsibilities
Administrator
Handle the insurance contract and payment
Handle review of the current waiver of liability
Maintain completed waiver and sign in sheets for access if needed for records
Handle the communications with venue landlords and the rental contracts,
Receive invoices for rental charges and ensure all rent payments are made correctly
Confirm availability for Saturday dances and lessons at Dance Victoria (including availability of Shaw and Vernon studios)
Confirm cancellations by Dance Victoria and request board decision on next steps (cancel or find other venue)
Arrange for alternative venues when necessary, if possible
Arrange Certificate of Insurance for landlords of all venues (including alternative venues)
Communicate with venue owners any board requests for changes to hours or cancellations of events
Communicate complaints or technical issues to venue owners
Coordinate with Treasurer to ensure payment of all bills
Updates directors in registry for BC societies as needed
Provides notice of Annual General Meeting and files report to BC registry
Responds to communications received by Collective email (either through a website submission or otherwise) and responds using the Collective email
Attend and help run both Tuesday and Saturday dances
2. Dance Coordinator
Manages all aspects of weekly dances (except those handled by administrator or treasurer) - i.e., float, cash box, counting cash and deposits)
Ensures there are enough volunteers for setup including sound/music, lights, take down, check-in/door and temp control during the dance
Delegates tasks to volunteers, confirms volunteers with other directors (free admission)
Ensure there are DJs and instructor scheduled for the dance
Ensure sign in and waiver sheets are available and provides completed sheets to administrator
Ensure equipment is ready and bring it to dance - for example - electrical cords, charged up mic
Responsible for arriving on time for unlocking venue and locking up the venue at the end of the dance (including checking all exits, resetting A/C, turning off fans and lights, resetting alarm, taking checking cords and mic equipment)
Prepare for and make announcements a during the dance
Check the bathrooms at each dance venue before and after dance for necessary supplies and potential cleanup
Collect and report feedback to the other directors
Attend and help run both Tuesday and Saturday dances
3. DJ Coordinator
Prepares DJ schedule for weekly dances and special events. Schedule is circulated to directors before circulation to DJs
Promptly Communicates changes to dance coordinator and other directors
Makes directors aware/obtains their input when new DJs are required
Acts as the main point of contact for DJs
Attends dances and is responsible for sound system set up and issue troubleshooting, and acts as a backup for DJs
Maintains the content in the Collective DJ Folder
DJ Checklist
DJ Guidelines
DJ List links
Other
Promptly provides new DJ’s playlists to other directors for opportunity to review and comment
Communicates feedback received from dance attendees to DJs, All feedback shared with the other directors
Responsible for orienteering and mentoring new DJs (formal DJ orientation and mentorship program to be developed)
Helps run both Tuesday and Saturday dances
4. Directors Meeting Coordinator/Secretary
Schedules each monthly meeting
Works with directors to create a draft meeting agenda and provides it to all directors one week in advance
Takes minutes at meetings and provides draft minutes within 48 hours.
Attend and help run both Tuesday and Saturday dances
5. Instructor Coordinator
Schedules Instructors for Saturday dances and special events
Requests input from other directors before approaching or adding new instructors
Provides draft schedule of instructors to other directors prior to sending out and promptly communicates changes in schedules to all directors
Acts as the point of contact for Instructors.
Attends the Saturday lessons and assists instructors at the lesson as needed when possible - music, demonstrations, and participation to balance lead/follow ratios
Requests feedback from dancers on lesson
Maintains the content in the Instructors Folder
Communicates Instructor related feedback received from lesson attendees - informing the other directors before and after
Attend and help run both Tuesday and Saturday dances
6. Newsletter Coordinator
Obtain new email requests for newsletter from Administrator after each dance and add new emails to subscribers list
Coordinate with DJ & Instructor coordinators on latest schedule
Coordinate and request information on local classes and dances from local instructors
Draft weekly newsletter test email and send to current directors for review at least 24 hours before distribution
Attend and help run both Tuesday and Saturday dances
7. Social Media Coordinator
Manage the Collective Facebook Page, including new member requests and approvals of requests for posts
Update dance FB content on a twice weekly basis (for each of Tuesdays and Saturdays dances)
Attend and help run both Tuesday and Saturday dances
8. Treasurer
Prepare float for each dance and ensure cash is counted at end of night, keep cash box and responsible to bring it to each dance
Prepare checks for weekly instructors and monthly rents
Handle the bank deposits
Enter each transaction into the online accounting journal
Provide monthly dance income/expenses reports
Provide financial reports for the annual meeting
Handle banking communications, including director’s resolutions for changes to directors and renewal of investments
Attend and help run both Tuesday and Saturday dances
9. Volunteer Coordinator
Ensure there are enough volunteers for setup including sound/music, lights, take down, check-in/door and temp control during the dance
Delegate tasks to volunteers
confirm volunteers with door volunteers for free admissions
Attend and help run both Tuesday and Saturday dances