Company President Responsibilities

Transcription

1 Company President Company President Responsibilities Introduction Presiding as company president has many responsibilities but is also an opportunity to provide leadership and strengthen DUP at the camp and company level. The company president is in a unique position to foster growth in each camp within the company. The involvement of the company president with ISDUP provides a means of communication of new information as well as adherence to ISDUP policy and procedures. An important role of the company president is to provide training to company and camp officers. Summary of ISDUP Bylaws Presides at all company meetings and annual district conventions. Is the chairperson of the company executive committee. Is an ex-officio member of all committees of the company except the nominating committee. The president appoints the nominating committee. Calls special meetings when necessary. Presents for consideration business of the organization and policies determined by ISDUP. Makes a report of the accomplishments from the last year s company district convention. Authorizes disbursements of all money. Reviews the company treasurer s records annually. Signs all correspondence pertaining to company business. Overall Responsibilities Provide leadership, training and management to the company board. Attend ISDUP meetings and is familiar with ISDUP bylaws and procedures. Provide leadership, training and assistance for camps and ensures deadlines are met and reports completed. Sponsor activities for the company such as the officer leadership training seminar, Jubilee, and district convention. Uses forms on the ISDUP Website. Detail of Duties and Other Information 1. Provide leadership and management to the company board. Appoints non-elected board members and all committees as needed and delegates responsibilities as needed to board members. Below are the elected positions and suggested appointed positions: Elected Positions Appointed Officers President 1 st Vice President 2 nd Vice President Recording Secretary Corresponding Secretary Treasurer Registrar Historian Chaplain Lesson Leader Parliamentarian Outreach Director Museum Director Docents Director Legacy Reporter Public Relations Maker Chairman Scrapbook Computer IT In collaboration with the company board members works to develop goals, yearly calendar and plans. Trains board officers in the performance of their duties and provides them with the assistance necessary to carry out their duties. Monitors the activities of officers and committees in the fulfillment of their duties.

2 Conducts company board meetings. o Plans and prepares agenda. o Ensures board members are informed about meetings. o Presides at the company board meetings. o Has officers provide reports as needed. o Provides follow up and reports regarding on-going activities. Reminds officers of dates and to send in all reports promptly. Maintains a permanent file of all materials pertinent to the office and passes the file on to the successor. Oversees the election process in the company and the camps. Votes to break a tie. Review finances as part of the company board meeting. Works to strengthen leadership and mentor others to be future leaders in the company. 2. Create company budget, oversees financial matters and signs reports. Establishes an annual budget and a long-term budget for long range goals. The company president, treasurer and one additional member of the executive committee will be on the bank account. Reviews annual Company Financial Report and verifies accuracy. Signs Company Dues Report and annual company statistical report prepared by company treasurer and secretary. Ensures that a financial report is provided at company board meetings. 3. Attend ISDUP meetings and is familiar with ISDUP bylaws and constitution, and procedures. Understands the ISDUP bylaws and constitution, procedures and mission Interfaces with region ISDUP representative. Attends ISDUP June leadership training seminar. Assists the camps and company in understanding that DUP as a non-profit organization is not to be making donations to another non-profit organization. 4. Provide leadership, training and assistance for camps and ensures deadlines are met and reports completed. Provides leadership for the DUP camps in the company. Ensures there is good communication with camp officers. Conducts the installation of officers. See bylaws and constitution. Responsible for providing leadership training seminar for camp officers. Works with company officers to provide training, communication and assistance to camp officers. Ensures that a sponsor attends camp meetings from the company board. 5. Sponsor activities for the company such as officer training seminar, Jubilee and district convention. Coordinates with other company presidents in the district convention. Delegates the responsibility to one of the vice-presidents of providing a Jubilee activity for the company. Presides at company Jubilee meeting. Provides leadership for the annual officer training seminar for officers in the camps.

3 ISDUP Forms and Information Use forms and information on ISDUP Website. The president needs to be familiar with all forms. A list is included in this section of the handbook. Below is a list of forms the company president will access most often. Camp Sponsor Form Company Statistical Report Annual Company Financial Report Company Minutes Form District Convention Forms: o Company President Report o Convention Company Financial Report o Roll Call Report o Museum Financial Report (if applicable)

4 Check List for Company President Company Board Meetings The company board typically meets monthly from August through May. Meetings are to discuss the issues and needs in the company, provide leadership and communication to the camps. How often the board meets is up to the discretion of the company president. Provide schedule board meetings for the year Give guidance to corresponding secretary to send notices Provide agenda at each meeting Make sure minutes are taken, approved at the next meeting and action items are followed up. Board meeting agenda should include opportunities for updates from camps and reports on ongoing activities. Annual Company Leadership Training Seminar for Camp Officers A major responsibility of the company board is to provide an annual leadership training seminar for camp officers. The information utilized in the training is provided by the ISDUP and the company can provide additional information to help officers be successful in their respective offices. Company board members should continue to communicate and mentor camp officers in the respective offices throughout the year. Establish date and location for training (typically held in August) Work with company board on agenda and ensuring each board member provides training on their office to the camp Send invitations Ensure distribution of important training information and updates from ISDUP o Music List o Parliamentarian Thoughts o Chaplain Thoughts o Lesson Information Train officers on how to access information on the ISDUP website Annual District Convention The district convention is a meeting held for companies (the date is determined by International) in your geographical region. There may be two or three companies combined for the convention. The purpose of the convention is to have a business meeting at the company level. Suggested agenda and needed reports are outlined by ISDUP and are available on the ISDUP website. (Under Forms and Applications on the website.) At last year s convention a form was turned into ISDUP with the date of the upcoming district convention. A few months prior to the convention confirm this date with ISDUP. Submit date to ISDUP for next year at the district convention using ISDUP form. o Once the company has submitted date to ISDUP the only thing the company should be waiting on is ISDUP letting you know which board member will be attending. o Do not wait for ISDUP to confirm the date. o Company in charge of convention confirms date with ISDUP. o The company should proceed with plans using the date they have submitted to ISDUP. Determine location. (Location can include a church, community building, library, etc. Determine whether to have a luncheon, fruit/grains, etc. Set up your planning committee. Develop time frame and agenda. Send invitations to all members in the camps. Send invitation to the ISDUP board member assigned to your convention and discuss topics, issues and theme with the visiting board member. Specific training issues the company would like covered in the officer training meeting should be discussed with the visiting ISDUP board member.

5 Arrange for the book sales during the convention and pre-order books and other items. During the convention the agenda should follow the suggested outline provided by ISDUP. Make sure the company presidents involved in the district convention are communicating and coordinating appropriately. Prepare District Convention Forms (located on ISDUP website under administrative forms) The following forms are used by all company president at district conventions and completed forms are to be given to the ISDUP board member at the convention. President's Report Form Company Treasurer Report Form Satellite Museum Treasurer Form Roll Call Secretary Form Roll Call Percentage Form Next Year's Convention Schedule Form Inventory (Book Sales) Form District Convention Outline Jubilee Celebration The annual Jubilee is held to commemorate Brigham Young s birthday and to celebrate the accomplishments from the year. Brigham Young s birthday is June 1 st but the Jubilee can be held anytime. The company develops the agenda and invites all camp members in the company and can include community leaders. Establish date and location Set up committee Develop agenda and theme Send invitations Consider celebrating individual accomplishments of members, the camps, company, or community partners. Attend ISDUP June Leadership Training Seminar It is important for the company president and the company board member to attend the annual ISDUP June Leadership Training Seminar. Important information is discussed at this meeting and company boards will then be responsible for passing the information on to the camp officers and all members of the company. Following each seminar all material will be posted on the ISDUP website and the company president will ensure company and camp officers are aware of materials and how to access them. If there is a change for officers and camps it will be discussed at seminar and available on the ISDUP website. All current applications and forms are available on the website. Below are items of particular importance to train camp officers. Music CD List of songs for upcoming year Information on lessons for the upcoming year Thoughts for the camp captain for the upcoming year Thoughts for the parliamentarian for the upcoming year Theme, important dates, announcements from ISDUP Attend ISDUP Convention In the ISDUP election year the company will be notified of the election and will select delegates from the company. The company delegates are selected from the total registered members with dues currently paid. One delegated will be selected and be able to vote for every 25 registered members with dues currently paid. Details will be sent from ISDUP for the election process during the election year. Only delegates present at the convention can vote on nominations made from the floor. The ISDUP convention is typically held October and provides an opportunity for ISDUP business, information and updates.

6 Work with Region ISDUP Representative The company president will interact with a regional representative. The regional representative is assigned over several companies to provide support and the company can utilize assistance from them. Sees That Papers and Records are Kept to Assist Officers and Their Successors Keep a copy of each year s membership dues roster and summary sheet for reference and discarded when the new DUP year starts and a new roster is provided from ISDUP. The historian should keep a copy of the submission log and the registrar should keep a copy of the registrar form for the current DUP year. Discard old unused forms and go to the ISDUP website for most current required information. Discard previous year s President Packet and any addendum. Keep only current information. Maintain a permanent copy of the company records which includes: Minutes of company board meetings and company functions Financial records for seven years