Veselka Board of Director Board Position Descriptions

Last Updated: 2021

President

Description of Job

The president works closely with the Vice-President, Treasurer, Secretary, and Artistic Director to ensure proper communication between staff and board of directors. In addition to internal communication, the president has close communications with the Ukrainian Cultural Centre, press, and local dance groups. It is expected that the president attend all performances, fundraising events, and is kept up to date on the going ons of Veselka.

Roles and Responsibilities

  • Creates the agenda, leads and chairs the monthly Veselka Board meetings.
  • Acquires knowledge of and implements Robert’s Rules of Order for the effective running of meetings.
  • Directly oversees the Vice-President, Treasurer, Membership/Registrar, Business Manager, and Secretary.
  • Reviews and leads the re-creation, when necessary, of the Mission, Vision, Goals and Values of Veselka as well as ensures that the roles and responsibilities are carried out.
  • Final decision-maker for all actions within Veselka after receiving input from all concerned.
  • Is fully aware of all actions and decisions of the various committees.
  • Coordinates the system by which Board members are elected/re-elected.
  • Is a signatory for expenses.
  • Mentors the incoming President.

Time Commitments

  • Weekly
    • Varied time based on needs of Veselka
  • Monthly
    • 60 – 90 mins board meeting every month
    • 45 mins creating agenda and call for agenda items
    • Varied time to support suppers, events, and other board lead functions. 
  • Annually
    • 2 hrs AGM and call for AGM items.

Vice-President 

Description of Job

The vice-president works along-side the president and assists them in managing Veselka. This includes carrying out any responsibilities in the president’s absence such as board meetings. The vice-president assists in various tasks to support yearly projects.

Roles and Responsibilities

  • All duties above as needed.
  • Is a signatory for expenses.

Time Commitments

  • Weekly
    • Varied time based on needs of Veselka
  • Monthly
    • 60 – 90 mins board meeting every month
    • 45 mins creating agenda and call for agenda items
    • Varied time to support suppers, events, and other board lead functions. 
  • Annually
    • 2 hrs AGM and call for AGM items.

Treasurer

Description of Job

The role of the Treasurer is to oversee all financial, contractual and reporting requirements of Veselka. In addition to tracking and forecasting the budget, the Treasurer must ensure approval from the board is granted for regular spending and special projects. The Treasurer is responsible for proper record-keeping and security of financial and contractual documents for the necessary length of time. The Treasurer may also oversee contracted staff such as cleaners. A Treasurer needs to appropriately handle financial considerations of families with sensitivity. 

Roles and Responsibilities

Ongoing:

  1. Issues cheques as required
  2. Ensure deposits to bank are made on a timely basis
  3. Maintains a set of accounting records; currently on QuickBooks and paper
  4. Follows the rules regarding the spending of gaming money
  5. Liaison with membership regarding any discrepancies with payment of monthly dance fees by parents and adult dancers.
  6. Ensures contracts are maintained for Artistic Director and subcontractors outside of AD scope.
  7. Ensures Veselka meets financial obligations and deadlines
  8. Maintains clear and accurate records
  9. Advises Board on financial matters, including alerting board of financial uncertainty

Monthly:

  1. Attendance at monthly board meetings
  2. Preparation of monthly financial statements
  3. Payroll and subcontractors payments on a monthly basis
  4. Payroll remittance due 15th of each month

Annually:

  1. Prepares annual financial statements for Annual General Meeting
  2. Prepares and files annual gaming report; due 90 days after fiscal end
  3. Ensure T4’s are prepared for employees on calendar year basis; due February 28th 
  4. Prepares WorkSafe BC Annual report for contractors and employees on a calendar basis due beginning of March
  5. Ensures insurance requirement are met for Association
  6. Pays fees for music licensing; currently on RESound
  7. Submits application for Community Gaming Grant (Ministry of Public Safety and Solicitor General)
  8. Prepares financial reports as needed for grant applications.

Time Commitments

  • Weekly
    • 1 hour for expenses
  • Monthly
    • 60 – 90 mins board meeting every month
    • 1.5 hours preparing monthly reports to board and reconciliations
    • 1 hour preparing payroll/wages
  • Annually
    • 2 hours preparing final gaming reports
    • 5 hours applying grants* 
    • 10 hours AGM fiscal documents/creating budget
  • Total estimated: 120 hours yearly

Secretary

Description of Job

The role of the Secretary is to support documentation of all Board meetings and AGMs. The Secretary is responsible for creating, editing, and filing board minutes, including tracking action items. 

Roles and Responsibilities

  • Attend all board meetings.
  • Take notes for minutes.
  • Write minutes and provide them to the president for distribution, as well as log them in the office.
  • Support other board members with tasks, planning and events as needed.
  • Submission of AGM minutes yearly.

Time commitment

  • Weekly
    • Varied time based on needs of Veselka
  • Monthly
    • 60 – 90 mins board meeting every month
    • 60 minutes writing/editing minutes
    • Varied time to support suppers, events, and other board lead functions. 
  • Annually
    • 2 hrs AGM and minutes

Director(s) at Large

Description of Job 

Board of Directors are responsible to coordinate events of Veselka, or delegate duties to parents not on the Board. The role of Directors at large are crucial for reaching quorum, creating a balance of opinions and financial powers as well as provide feedback and input on ideas to board. Directors at Large are encouraged to seek out special projects to meet Veselka’s goals and enrich our community. Directors at large should be setting an example of volunteer participation in the number of yearly events. 

Roles and Responsibilities

  • Organizing two Perogy suppers per year.
  • Lead fundraising initiatives as a non-profit.
  • Organize Zabava and special events.
  • Provide support and orientation for new parents.
  • Are knowledgeable on Veselka’s policies and ambassadors at Veselka’s community events.
  • Support applying for grants.
  • Support frozen sales.

Time Commitments

  • Weekly
    • Varied time based on needs of Veselka
  • Monthly
    • 60 – 90 mins board meeting every month
    • 30 minutes reviewing meeting materials
    • Varied time to support suppers, events, and other board lead functions. 
  • Annually
    • 2 hrs AGM

Director at Large – Business Manager

Description of Job

The Business Manager is a board member seated as a Director at Large and works in coordination with the Artistic Director and Dance Staff. The Business Manager receives requests of performances as well as seeks out potential venues the Dancers are able to perform at throughout the year that contribute to the community and provide exciting places for the Dancers to perform. The Business Manager is responsible for communicating with the hiring company and relays information back to the Artistic Director, Dance Staff and the Veselka Board.

Roles and Responsibilities:

Weekly:

  1. Receives requests for performances and gives information about fees and types of performances that are available.
  2. Accepts performance in consultation with the Artistic Director and Dance Staff and the Veselka Board.
  3. Seek out performance opportunities for the Dancers – Festivals or Competitions.

Monthly:

  1. Organize fun and exciting places for our Dancers to perform
  2. Organize performances that contribute to the community such as parades, local festivals (heritage festivals or, dance festivals).

Annually:

  1. Maintains master list of performances and Calendar of Events (such as perogy suppers and Easter Traditions) to prevent overlap.
  2. Provides Parents and Dancers with notification of upcoming performances minimum of two weeks in advance to the event.
  3. Events such as British Columbia’s Ukrainian Cultural Festival – information must go out months in advance, for parents to ensure Hotel Bookings and other Travel details.
  4. Regarding information on the dates, times, venue location, information on costumes and, hair.
  5. Coordinates and is responsible for chaperones for short and long term trips
  6. Surveys the performance venues for space, safety, sound system and so on – in coordination with the Artistic Director and Dance Staff.
  7. Provide budget for all trips and performances for approval by the Veselka Board, prior to confirming with Parents or organizers of events – in coordination with the Treasurer.

Annual Events/ Performances Veselka Participates in:

  • Dance Days (dates vary – in January or February)
  • School Tours (date varies – January or February)
  • Veselka Performance Zabava (date varies – February)
  • Greater Performing Arts Festival (GVPAF) (date varies – April)
  • British Columbia’s Ukrainian Dance Festival (BCUCF) (date varies – first weekend of May)
  • Greater Victoria Folk Festival Society (GVFFS) (date varies – June)

Time Commitments

  • Weekly
    • Varied time based on needs of Veselka
  • Monthly
    • 60 – 90 mins board meeting every month
    • Varied time to support suppers, events, and other board lead functions. 
  • Annually
    • 2 hrs AGM

Director at Large – Registrar

Description of Job

The role of the Registrar is to lead yearly registration for sign-up in late August/early September, in coordination with the Artistic Director. The Registrar is also crucial for maintaining updated email lists.

Roles and Responsibilities

Duties of Director at Large above plus:

  • Host a registration day for prospective families.
  • Create a digital registration list for classes, including emergency contact information, by the end of September and provide to all instructors and Board Members.
  • Inform Artistic Director and instructors of registration numbers the week classes begin. 
  • Update the registration list as needed throughout the year and for term classes.
  • Provide monthly summaries of enrollment at Board Meetings.
  • Print and file registration forms in office by end of September (and throughout year)

Time Commitments

  • Weekly
    • Varied time based on needs of Veselka
  • Monthly
    • 60 – 90 mins board meeting every month
    • 15 minutes confirming registration list is updated
    • Varied time to support suppers, events, and other board lead functions. 
  • Annually
    • 4 hours for Registration day
    • 3-5 hours creating registration list and filing registration forms
    • Varied time updating contact list
    • 2 hours AGM