Camp Captain Responsibilities

Transcription

1 Camp Captain Responsibilities Introduction Presiding as camp captain has many responsibilities but is also an opportunity to provide leadership and strengthen DUP at the camp level. The camp captain is in a unique position to foster growth in each camp. Assistance may be requested by the company president as needed. Camp Captain Summary of ISDUP Bylaws The captain presides at and conduct all camp meetings where she shall present for consideration business of the camp and further the interests, activities and policies of the organization. She may call special meetings as necessary. After consultation with her executive committee, she may fill any vacancy that occur. The captain appoints all camp committees. She is an ex-officio member of all committees except the nominating committee. At the conclusion of her term of office, she reviews with the camp the work accomplished during the preceding two years. She, with the consent of her executive committee, authorizes disbursement of all monies. She signs all correspondence pertaining to camp business. She and two others, not including the treasurer, review the treasurer s financial records annually. The term of office is two years not to exceed three consecutive running periods. Responsibilities 1. Know ISDUP Bylaws and Constitution, procedures and information. Understand the ISDUP Bylaws and Constitution, procedures and mission. Utilize the ISDUP website to obtain current information and forms. Assist the camp members in understanding that DUP as a non-profit organization is not to be making donations to another non-profit organization. 2. Organize monthly camp meetings and provide leadership to camp members. With the assistance of the camp board establish the date and time of the monthly meetings held September through May. Establishes location and is responsible for seeing that camp members provide histories, artifacts and other assignments. Follow the outlined agenda within the time frames and help members be engaged and feel welcome. The recommended order of business for a camp meeting is as follows: o Call to order o Invocation o Pledge of Allegiance to the Flag for US members. *(Daughters of other countries may honor their flag as is appropriate.) o Song Daughters of Utah Pioneers (page 158) or Salute to Our Utah Pioneers (page 321) o Minutes (read and approve) o Roll call o Announcements and business o Pioneer history given (suggest minutes) o Artifacts or museum story presented (3-5 minutes) o Pioneer song o Lesson presented (suggest 25 minutes) o Adjournment If a camp holds an opening social, a holiday party and closing social, it is recommended the monthly lesson be provided and the agenda above be provided. However these items can be shortened. The captain should assign the camp parliamentarian to keep track of time during the camp meetings. Camp Captain Camp Instruction/Procedures Page 1

2 3. Provide leadership and management to the camp board. Appoint non-elected board members and all committees as needed and delegates responsibilities as needed to board members. Below are the elected positions, appointed positions and possible other positions: Elected Positions (Executive Committee) Appointed Positions Possible Other Positions Captain 1 st Vice Captain 2 nd Vice Captain Secretary Treasurer Registrar Historian Lesson Leader Parliamentarian Music Leader Chaplain Outreach Artifacts Legacy Reporter Computer IT Scrapbook Work in collaboration with the camp board to develop goals, yearly calendar and plans. Train officers in the performance of their duties and provides them with the assistance necessary to carry out their duties. Monitor the activities of officers and committees in the fulfillment of their duties. Work with company president to communicate activities and goals. Conduct camp board meetings. o Plan and prepares agenda. o Ensure board members are informed about meetings. o Preside at the camp board meetings. o Provide opportunities for officer reports as needed. o Provide follow up and reports regarding on-going activities. Remind officers of dates to send in all reports promptly. Maintain a permanent digital file of all materials pertinent to the office and passes the file on to the successor. Oversee the election process in the camp. Vote to break a tie in board meetings. Review finances as part of the camp board meeting. Digitize records where possible including: o The financial records o Minutes of camp meetings o Attendance rolls Work to strengthen leadership and mentor others to be future leaders in the camp. 4. Create camp budget, oversees financial matters and sign reports. Establish an annual budget and a long-term budget for long range goals with the executive committee. The camp captain, treasurer and one additional member of the executive committee are to be signers on the bank account. Review annual Camp Financial Report and verifies accuracy before the treasurer sends to company treasurer. Sign Camp Membership Dues Report and annual Camp Statistical Report prepared by camp treasurer and secretary. Ensure that a financial report is provided by the treasurer at camp board meetings. All checks require two signatures. Do not use credit or debit cards. Camp Captain Camp Instruction/Procedures Page 2

3 5. Attend meetings sponsored by the company. Participate in the company leadership training seminar with all camp officers. Attend the Jubilee sponsored by the company. Participate in the district convention. 6. Use ISDUP forms and information on ISDUP website. The captain needs to be familiar with all forms. Below is a list of forms the camp captain will access most often. Camp Statistical Report Annual Camp Financial Report Camp Minutes Form Camp Board Meeting Agenda Sample Template Camp Meeting Agenda Sample Template Camp Monthly Meeting Planning Sheet/Sign Up Sheet Camp Captain Camp Instruction/Procedures Page 3

4 Camp Officer Responsibilities Camp Captain 1. Know ISDUP Bylaws and Constitution, procedures and information. 2. Organize monthly camp meetings and provide leadership to camp members. 3. Provide leadership and management to the camp board. 4. Create camp budget, oversees financial matters and sign reports. 5. Attend meetings sponsored by the company. 6. Use ISDUP forms and information on the ISDUP website. Camp Vice-Captain(s) 1. Provide leadership and management to programs, activities and projects as directed by the camp captain. Activities the camp captain may assign may include following areas, but not limited to: a. Provide outreach activities for the camp b. Provide articles to company to be submitted to ISDUP Legacy c. Send birthday cards to camp members d. Maintain camp scrapbook e. Provide leadership to the museum (if applicable) f. Provide assistance for the Jubilee 2. Perform other duties as assigned by the camp captain. 3. Use current forms and information on the ISDUP website. Camp Treasurer 1. Know important dates and deadlines. 2. Assist in developing and maintaining camp budget as determined by camp captain and executive committee. 3. Oversee camp DUP bank account with the camp captain. 4. Develop camp financial reports. 5. Know IRS and tax concerns if a camp operates a museum, cabin or historical site. 6. Complete Annual Membership Dues with the camp secretary. 7. Perform other duties as assigned by the camp captain. 8. Use current forms and information on the ISDUP website. Camp Secretary 1. Conduct and manage correspondence, accurate records, minutes and rolls as directed by the captain. 2. Maintain mailing list and lists of camp members, associates and camp officers. 3. Gather statistical information for semi-annual and annual statistical report and sends to company recording secretary. Camp Registrar 1. Assist applicants in the camp in the completion of applications. 2. Insure the Certificate of Membership from ISDUP for new member is presented to member. 3. Maintain a record of all applications and papers using the ISDUP tracking sheet. Camp Historian 1. Encourage histories to be written, assists camps and maintain submissions log book. 2. Insure the pioneer history title page is completed. 3. Send histories to the company historian to forward to ISDUP. Camp Captain Camp Instruction/Procedures Page 4

5 Camp Lesson Leader 1. Prepare and provide lessons in the monthly camp meetings using ISDUP lesson material. 2. Use tips and information from ISDUP in preparing and giving lessons. 3. Perform other duties as assigned by the camp captain. 4. Use current forms and information on the ISDUP website. Camp Parliamentarian 1. Present a quote, lead the Pledge of Allegiance at the meetings and serves as an advisor to insure proper procedures are followed. 2. Understand the basic rules of parliamentary procedure. 3. Keep monthly camp meetings on schedule, acting as a time keeper. Camp Music Leader 1. Lead the music at the monthly meeting and prepare by listening to the ISDUP CD. 2. Read the background information about the song provided by ISDUP and provide brief overview of the song. 3. Designate which song book camp members are to bring to the next month s meeting. Camp Chaplain 1. Obtain list of ISDUP thoughts for camp meeting (September May) at isdup.org. 2. Pray at camp board meetings and other functions. 3. Perform other duties as assigned by the camp captain. 4. Use current forms and information on the ISDUP website. Camp Artifact Leader 1. Obtain the artifact information provided by ISDUP annually. 2. Obtain and use the ISDUP artifact book in meetings. 3. Obtain artifact information from any DUP museum for presentation in camp meetings. 4. Give opportunity for camp members to share personal artifacts. 5. Perform other duties as assigned by the camp captain. 6. Use current forms and information on the ISDUP website. Camp Outreach 1. Reach out to the community by representing and honoring the pioneer era in order to increase the awareness, understanding and appreciation for the lives of pioneers. 2. Organize presentations for school(s). 3. Engage the community. 4. Utilize social media. 5. Promote activities and awareness. 6. Perform other duties as assigned by the camp captain. 7. Use current forms and information on the ISDUP website. Camp Legacy Reporter 1. Familiarize yourself with the guidelines for how to submit articles to Legacy electronically to legacy@isdup.org. 2. Write and submit articles from your camp using ISDUP guidelines and suggestions. 3. Submit article from your camp to the company board. The article will be submitted to ISDUP by the company. 4. Consider submitting your DUP newsworthy articles as an outreach to community publications such as event calendars, newspapers, newsletters, postings and social media. 5. Perform other duties as assigned by the camp captain. 6. Use current forms and information on the ISDUP website. Camp Captain Camp Instruction/Procedures Page 5

6 Camp Scrapbook 1. Take photos at events of speakers, members and officers. 2. Keep copies of programs and important agendas. 3. Obtain newspaper articles. 4. Organize photos, programs, newspaper articles and other items in camp scrapbook. 5. Perform other duties as assigned by the camp captain. 6. Use current forms and information on the ISDUP website. Camp Information Technology (IT) 1. Establish and maintain camp website where applicable. 2. Assist with any database needs in the camp. 3. Provide other IT needs for the camp helping with computer knowledge and assistance and needs. Camp Museum Director and Museum Board 1. Provide leadership for meetings of the museum board and determining priorities, budgets and projects. 2. Make decisions about the day-to-day operations and applications of decisions. 3. Accession, list, preserve, and display artifacts and pictures in such places and manner as is consistent with ISDUP Museum Mission Statement. Camp Captain Camp Instruction/Procedures Page 6

7 Check List for Camp Captain Monthly Camp Meeting (See Sample Monthly Camp Meeting Agenda) The captain may distribute a calendar and sign-up sheet at the beginning of the year to help with planning and organization of the monthly meeting. An example camp meeting planning sheet template is available to assist in camps. Complete yearly Camp Meeting Planning Sheet (see form on ISDUP website) The camp captain is responsible for the monthly meetings for all camp members and associates. Below are some reminders for the camp captain to ensure items are covered or delegated: A reminder of the meeting has been sent. The details of the meeting have been addressed including, but not limited to: o Location of monthly meeting and person hosting is confirmed o Lesson leader is ready to provide the lesson or lesson has been assigned. o History has been assigned and camp member is ready to provide. o Announcements are ready including any information from the company. o If refreshments have been assigned, confirm with individual(s) providing them. Secretary is ready with: o Minutes o Attendance Roll o Prepared to gather information for statistical report Camp Officer Board Meetings (See Sample Agenda Attached) The camp board typically meets monthly from August through May. Meetings are to discuss the issues and needs in the camp and provide leadership. How often the board meets is up to the discretion of the camp captain. Provide a schedule of board meetings for the year. Give guidance to secretary to notify camp. 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 camp officers. Sees That Papers and Records are Kept Including Digitized Copies 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. The registrar should keep a copy of the registrar form for the current DUP year. Discard old unused forms and always go to the ISDUP website for most current information. Keep only current forms. Maintain a Permanent Paper and Digitized Copy of the Camp Records Which Includes: Minutes of camp meetings and camp board meetings. Financial records for seven years. Camp Captain Camp Instruction/Procedures Page 7

8 Monthly Camp Meeting Agenda Sample Template Date: 1. Welcome by Camp Captain (1minute) 2. Thought & Opening Prayer - by chaplain (2 minutes) 3. Thought & Pledge - by parliamentarian (2 minutes) 4. DUP Song - Song Daughters of Utah Pioneers, page 158 or Salute to Our Utah Pioneers, page 321 conducted by music leader (3 minutes) 5. Minutes - read by secretary (3 minutes). Ask for approval as read or with corrections. 6. Announcements & Business by captain (3-5 minutes) 7. Outreach Minute (1 minute) 8. Pioneer/Locality/Camp History (10-15 minutes) given by 9. Artifact or Museum Story (3 minutes) - presented by 10. Song of the Month (3 minutes) 11. Museum Business/Assignment (if any) 12. Lesson (20-25 minutes) - given by Adjourn The camp secretary will take minutes and collect data regarding the following to assist with camp statistical report using the camp minutes form. Below are items on the camp minutes form. (If the secretary is not able to attend the camp meeting the captain should assign another officer to take minutes.) Silent Roll: Members: Associates and visitors: Inactive Members: Late dues submitted since last meeting for: Number attending company leadership training seminar: Number attending district/company convention: Number of lesson books purchased since last meeting (Enduring Legacy, Chronicles of Courage, Pioneer Pathways, Museum Memories, and Tales of Triumph): Number of histories sent to company historian to send to ISDUP: Pioneer History Locality History Last month s pioneer history submitted with title page sent to company historian. Yes No New member(s) since last meeting/ membership certificate received: Deaths since last meetings (name and death date): Death notification submitted to ISDUP: Yes No Company sponsor (if present): Camp Captain Camp Instruction/Procedures Page 8

9 Camp Board Meeting Agenda Sample Template Camp Name Date 1. Welcome Camp Captain 2. Minutes Camp Secretary 3. Finance Update Camp Treasurer 4. Announcements from Company Camp Captain a. Company Leadership Training Seminar b. Jubilee c. District Convention d. Museum, Cabin,Cemetery Announcements/Assignments (if applicable) e. Sponsor Assignment and Information 5. Camp Business Camp Captain a. Calendar and Goals b. Monthly Camp Meetings o Standing Date and Time Each Month (May include planning of an opening social, holiday party, and/or closing social) o Location(s) o Lessons o History Sign Up o Artifact Assignments o Refreshments Assignments c. Dues, Statistical Reports, Financial Report Deadlines and Updates d. Recruitment of New Members e. Elections 6. New Members Camp Registrar 7. New Histories Submitted Camp Historian 8. Outreach Camp Outreach Leader 9. Other Business Camp Captain/Board Members 10. Adjourn Camp Captain Camp Captain Camp Instruction/Procedures Page 9