SVWAA Job Descriptions (Updated April 2018)
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PRESIDENT
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Elected in Even Years
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Oversees the overall workings of the circuit. Runs the admin e-mail address, creates schedules, sets up registration, merchandise, and other orders needed for the circuit. Presides at all meetings of the organization. Is a signer on the checking account. Works with the judge coordinators to provide adequate information for upcoming events. Helps organize events and set up the day before performances. Orders trophies, and medals. Updates the website regularly. Assists the treasurer in the financials of the organization.
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JobWhen to do itNotes
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Send monthly reminders to board of To do items0Monthly Sep-AprilUsuing this doc, just send reminders to board members so things don't fall behind
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Insure Website is up to date (Work with Board)0On goingWork to train board members on how to properly update the website
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Monitor admin email and answer emails as they come in0On goingWork with board, as everyone will be working at making sure this happens
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Be present at shows to put out fires as they happen0On Going
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Set up Square as POS system1JanuaryWork with Treasurer and Merchandise Manager to set up the POS system to use at all events
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Create lanyard/badge packets for each performing group1JanuarySort into a box that labels which show each group is attending first
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Find a place to secure trailer in off season4April-FebruaryLooking into renting a storage locker to park the trailer in
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Work with Board to decide on show dates7July Board MeetingWe usually wait for the WGI schedule to come out
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Fill out Facility Request for West Hills College7July Board MeetingAs soon as dates are finalized this should happen by emailing Elva Torres <elvatorres@whccd.edu>
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If needed work with West Hills President for Pricing7July Board MeetingIf Elva is not able to secure at decent price meet with president to discuss options
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Contact Competition Suite to set up season8AugustEmail Matt Becker <matt@competitionsuite.com>
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Open Registration9SeptemberUsing competition suite
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Secure Timing and Penalty Judge11NovemberUsed Phyllis Allen in the past
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Sign Agreement with WGI for use of Competition Suite11NovemberThey will email you information and you must estimate groups for upcoming season
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Create Sign up Genius for Board to sign up for shows11NovemberCreate an easy way for each board member to sign up and be in charge of setting up at least one show. Assign board members to insure each site has proper support and train board in setting up so it is done correctly
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Close Registration12DecemberUsing competition suite
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Re Apply for Insurance12DecemberWork with Secretary and Treasurer to Reapply, we have used Thomas Tackett <thomas@bminc.com> at Buckman Mitchell in the past
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Confirm Tabulator for the Season12DecemberWe have used Kathi Hernandez in the past
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Fill out the 990 form to keep 501(c)3 statusSummer
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