President’s Newsletter

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TBWCSA Board Nominations & Elections for 2016.

April 24, 2016

Dear TBWCSA Members,

Per our club bylaws, it is time to elect eleven (11) Board of Directors for our fiscal year, June 2016 through May 2017.

TBWCSA’s procedures are for current members to self-nominate themselves to be on the ballot.  We will close nominations at midnight on Friday, May 13, 2016.

If you are interested in being on the board, use the attached form, pick up a self-nomination form at our dance or download it from the website, http://tbwcsa.com/board-nomination-form/, and return your nomination forms to President@TBWCSA.com.

Once elected to the board, the following positions will be decided upon among themselves and each board member will have a specific responsibility.

Running a non-profit organization like TBWCSA takes the cooperative help of many individuals.  Listed below are the Programs, Activities and Tasks for which the Board members take responsibility.  If you think that you have the experience and/or willingness to assist in these areas, you can either nominate yourself to be on the board, or simply volunteer to help with some of the tasks.

OFFICERS (4):  President, VP, Secretary, Treasurer 

President:  Represents the club, responsible for communication to members via a monthly newsletter and special Presidents letters, oversee all other offices, committees and functions.  In charge of setting up special programs such as DA, DA performances, MeetUps, outreach programs for “Sister Clubs” and college WCS instruction.  The president oversees Marketing & Promotion and publicity related matters.  The president is assisted in these activities by the Secretary, Music/DJ Committee and Communications & Social Networking Committee.  They will Post dance announcements to Events websites, local “Happenings” papers, radio, TV, etc.  They will arrange to have flyers and business cards distributed to local dances and ballroom studios.  The President must be a former board member.

VP:  Assists the president.  In charge of dances, dance managers and dance schedule.  In charge of the Membership CRM Committee.  Responsible for making sure that the membership local database is updated weekly including visitors’ names and emails; and the MailChimp online database is updated prior to the newsletter being sent out.  Ensures the visitor rosters and new members applications are scanned and upload to the Google Drive.  Audits weekly attendance with revenue collected.

Treasurer:  Bookkeeper using QuickBooks.  Makes sure funds are deposited and payments are made.  Arranges to have the taxes prepared and filed, 501c7 Not-for-profit forms filled out and filed, insurance, state reports for non-profits prepared and filed, does financial analysis of dances and programs, prepares financial reports for the board.

Secretary:  Prepares the board agenda, writes up meeting minutes, send out welcome and miss you letters, coordinates and assists communications activities with Communications & Social Networking Committee, and assists the President with Marketing & Promotion activities.  The Secretary has responsibility for the DVD-Video Library.

Board Committees and Board Member Responsibilities (7):
Weekly Dance Mgr/Librarian, Music/DJ, Instructors, Communications & Social Networking, Webmaster,

Dance Committee:  There are 3 (three) Dance Managers.  One person will be in charge of a dance at a time, unless it is a big event.  They are responsible for overseeing dances, setup, operations and cleanup, and managing the dance coordinator(s) who do most of the work.

Other responsibilities include purchasing water, ice, snacks and keeping those items filled, recording attendance and collecting payments from dancers, counting the money and making the bank deposit.  They will coordinate weekly with Music/DJ Committee and the Dance Instruction Committee.  One of the Dance Managers will update the online calendar with the name of the Dance Manager for each dance.

The Dance Manager for the evening also has responsibility to check-out and check-in items from the DVD Video Library.

Music/DJ:  Schedules the DJs.  Makes sure that the DJs are instructed on the type of music that is being selected and played.  Keeps open communications and solicits feedback from members to ensure that the various tastes in music are being heard and accommodated.  Responsible to update the online calendar for which DJs are playing at each dance.  Schedules and promotes music theme nights.  Assists President with Marketing and Promotion activities.

Dance Instruction Committee:  Responsible for scheduling instructors and lessons, and updating the online calendar with the current information.  Also responsible for making sure the lesson recap video is taken and posted on TBWCSA’s YouTube and Facebook.  Assists President with Marketing and Promotion activities.

Webmaster:  Responsible for managing the website.  Helps edit and format pages so everything displays properly.  Add PayPal payments for specific events or purposes and adds them to the appropriate pages.  Will assist to update Events, Announcements, Calendar items, photos, and update Renee’s newsletter to the website weekly.

Communications & Social Networking Committee:  The director of this committee will coordinate all aspects of content creation, managing the Calendar, and posting updates to social networks which includes:  Facebook announcements, update events, calendars, photos, and tagging, and managing the YouTube channel.  Ensures that someone is taking photos and video clips at the dances and posts some on the website and Facebook.

TIMELINE

  • Nominations open from Monday, April 25, 2016 and close Friday, May 13, 2016.  Nominations are to be emailed to President@tbwcsa.com, or turn it in at a Friday dance.
  • Voting for Nominated board members will be posted on website and online voting will be availableSunday, May 15, 2016 thru May 29, 2016 .
  • New Board will be announced at the Friday dance, .
  • 1st New Board meeting will be as soon as possible in June 2016.
Please fill out the attached form by Friday, May 13, 2016 if you would like to nominate yourself and turn it in at our dance on Friday or e-mail to president@tbwcsa.com.

I hope you all will consider a position on the board and help TBWCSA promote West Coast Swing.

Gennia
President, TBWCSA


You must have paid your annual membership to be nominated and to vote. 

You can renew your membership at any of our Friday dances or if you prefer you may renew online via PayPal (here) http://tbwcsa.com/about-us/membership/ .

New members  can Register here, and pay for your TBWCSA membership via PayPal here
 or bring a check/cash to the Friday dance.
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Friday Nights at Crystal Blue Ballroom

Newcomer Lesson at 7:15
Novice Lesson at 7:45
Dance from 8:30 to 11:30
Cost: $7 members / $10 nonmembers

 

Remember to check our website and Facebook page for the most recent information about our club!

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acebook.com/tbwcsa

WCSTuesdays hosted by Hugo Miguez and Stacey Kay.  Tuesday April 19, 2016

County Western Wednesdays hosted by Danielle Blouin Oates. Wednesday April 20, 2016

DistrictWestie hosted by Hugo and Stacey.  Thursday April 21, 2016

Tampa Floorplay Birthday Bash hosted by Danielle Blouin Oates.  Saturday April 23, 2016

SHAGtime hosted by Renee and Agnes.  Sunday April 24, 2016

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