TASKS FOR DUTY OFFICER
1. Arrive at meeting by at least 6.45am
2. Be seated at registration table with:-
§ Attendance book
§ Float from treasurer
§ Make up cards
§ Raffle tickets – both door and joker
§ Big smile- most of us need to start the day off right
3. Arrange if necessary assistance to help with queue, organizing raffle tickets, makeup cards etc
4. Record on attendance sheet all details of money received at the door. Basic instructions are on the attendance sheet. This is the only record the Club has of any financial transactions with members and accuracy is important.
5. Balance the attendance sheet for the day with money received as per summary on the sheet. Record monies in the joker raffle separately on the sheet.
6. When balanced
§ Advise Bev of numbers on full and continental breakfasts;
§ Carefully tear off the first sheet of the attendance book and place carbon ready for the next week
7. Transfer raffle tickets to Fellowship officer.
8. Provide detached attendance sheet, cash and makeup cards to the Treasurer.
TASKS FOR FELLOWSHIP OFFICER
1. Arrive at meeting by at least 6.45am
2. Get all regalia out of box and set up in room as needed. (Flag, Queen’s photo. Sergeant’s bell, Certificates etc)
3. Locate the raffle and guest speaker bottles of wine and place in front of President’s chair.
4. Meet and greet each visitor individually and escort them to the registration table and introduce them to the Duty Officer
5. Meet and greet Guest Speaker, offer choice of breakfasts and advise Duty Officer of the choice.
6. Introduce guest speaker to the Chairman of the day
7. Help set up data projector if need be – seek help from one of our technology experts if speaker wishes to use the facility
8. Detach raffle tickets issued, joker into basket, normal raffle into fines box and give to sergeant
9. Collect fines – money to Treasurer when finished
TASKS FOR CHAIRPERSON
1. Make contact with Guest Speaker before the meeting and find out introductory information and agree on time needed/available. Offer Guest Speaker coffee and show where to sit and orientate.
2. If overheads or power point is to be used make sure Fellowship Officer has made appropriate arrangements.
3. Check with President for any special tasks to be undertaken during the meeting. Assist the President with the conduct of the meeting
4. Follow the agenda provided by the President.
5. Agree with Guest Speaker as to how notice will be given when say 2 minutes left (eg tap on wine glass)
6. Introduce the Guest Speaker and control the timing and questions so the meeting will finish on time.
7. Thank the Guest Speaker and in appreciation for the talk present the Guest Speaker with a gift (currently a bottle of wine)
TASKS FOR SERGEANT–AT-ARMS
1. Arrive by 6.50am
2. Check those members rostered for duty are attending to their appointed tasks
3. Consult with President if there is any issue/change in procedure he wishes you to highlight/push
4. Ring bell at 6.55am to summon attendees to obtain breakfast as applicable and convene in meeting room
5. Main duty is to control running and decorum of meeting – achieve this by effective use of bell and fines
6. Sergeant’s spot itself should be light hearted but should target areas (if any) which need improvement e.g. no outward sign; dress standards; duty officers not carrying out their duties fully; uncontrolled babble or disrespect for any speaker who has been accorded the floor.
7. Board is more concerned with Sergeant’s role as controller of meetings than as a fund raiser. An element of humour in all his tasks is encouraged.