Behind The Scenes

 

Mosaic Arabic Dance Network is a non-profit organisation and its officers all fulfil their obligations as volunteers to help promote our dance.

Here are the current officers and a description of their roles and responsibilities:

Chairman: Rosemary Le Fevre

Coordinate and organize committee meetings plus AGM

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To call meetings, organizing date, place and time.
To prepare agendas for AGMs ( with report) and Committee Meetings, and circulate to MADN Membership and Committee Members respectively.
To chair meetings
To ensure the Minutes Secretary takes true minutes and circulates.
To prepared the Annual Report and present to the membership.

AS COORDINATOR

To coordinate all systems, ensuring the smooth running of MADN as a whole and adhering to the aims, objectives, procedures and guidelines set out the in policy packaged. The systems include: elections, membership, accounts, magazine, events, insurance, licensing, information.
This may involve:- Giving support to officers/co-ordinators, either practical or moral- Acting as the ‘nerve centre’ to MADN, having an awareness of current issues- offering vision to the Committee- decision making: referring all major decisions to the Committee – but if necessary, on rare occasions, making an executive decision in consultation with one other concerned office, and if funds are involved, the Treasurer.

AS FIGUREHEAD

May be requested to write references and make welcoming addresses etc. at events.

Treasurer: Mary Daniels

JOB DESCRIPTION

To keep the accounts of MADN in good order.

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To keep adequate records of all financial transactions and retain those records for future reference.
To prepare annual accounts, for publication in the Annual Report and for the AGM.
To prepared financial reports for Committee Meetings.
To provide accounting support to the various Co-ordinators and Teams.
To advise on future subscription levels and spending.

RESPONSIBILITIES

To make sure that there is an appropriate signatory to MADN’s bank account.
To make sure that the Bank corresponds with the Treasurer directly, and the Bank’s records are kept up to date.
To record all financial transactions in the Cash book, providing sufficient detail to identify the nature of the payment or receipt.
To record all financial transactions in the Bank Reconciliation book, and to reconcile with the monthly bank statement.
To ensure that all payments are done in accordance with the MADN’s expenses policy, and are supported by receipts, bills, expense claim forms or other documentation, for future reference.
To prepared, if necessary, financial breakdowns and reports for Co-ordinators & Teams.
To provide financial forecasts, in respect of membership subscriptions (for presentation to the AGM), specific events and specific financial projects (upon request).
To have accounts accepted and signed annually by a qualified person.

 Magazine Editor and Advertising: Liz Newman

To plan and co-ordinate the publication of three magazines per year.

 Click For More Details                   To arrange printing and mailing out of magazine according to schedule.                    To liaise with Treasurer on cost.
To liaise with Chairman, Treasurer, Membership Secretary and other co-ordinators to ensure they have a ‘voice.’
To co-ordinate the magazine team – delegating as appropriate and necessary. The team may consist of editor, news and reviews editor, advertisements secretary, diary secretary, network news co-ordinator.
To receive contributions from members; to select and edit appropriately items for printing.
To solicit articles, features, reviews, ads etc., from members, publications and other sources.
To send out schedules to magazine team one month before deadline.
To collate all contributions from team.

To report to Chairman and Committee on the production of the magazine.
To ensure aims and objectives of MADN are followed in publication of all items.

Insurance Coordinator: Zara Key

JOB DESCRIPTION AND RESPONSIBILITIES

Liaise with broker regarding any changes in policy and cost of premium on renewal.

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Co-ordinate Team activities which include: defining acceptance policy, specifying conditions of insurance, considering special applications and arranging the safety day programme.
Produce revised documentation.
Send out information leaflet and application forms.
Keep accurate records of all transactions (telephone & written).
Send out reminders in October.
Send out receipts and revised documentation to those renewing policy.
Answer enquiries.
Organize one ‘Safety Day’ per year (with the help of the Events Team).
Keep insurance broker updated on current members insured.
Report updates to Chairman and Committee at meetings.
Ensure MADN policies are followed.

 Membership Team:

Fiona Sperryn: Online Subscriptions
Alma Kirkman: Postal Subscriptions 
JOB DESCRIPTION AND RESPONSIBILITIES MEMBERSHIP

To follow MADN policies (for example, in acceptance of members).
New members: enter application details on computer and send out the following: membership card, receipt, Chairman’s letter and Magazine.
Renewals – Send out reminders, make any amendments required to renewal notice for Magazine. Send out final reminder when next magazine is ready to last year’s members.

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Processing will include: Entering membership details into a computer database, producing membership cards and receipts.
Membership List – The MADN Membership List shall be used solely for Mosaic internal purposes and shall not be disclosed in any way for non-MADN purposes. In the event of doubt, the question shall be decided by the full committee.
Magazine – Produce labels as required for Mailing purposes of Magazine, Insurance and any other required correspondence.
Deal with all enquiries regarding membership and forward any other correspondence/requests to appropriate person.
Report to Chairman and Committee at meetings. Report to the Membership annually at the AGM

Web Mistress: Fiona Sperryn and Rosemary Le Fevre (Chair)

Ensure site reflects MADN’s aims and objectives whilst adhering to its policies. Click For More Details

Ensure information on site is accurate and updated as appropriate.
Ensure site conforms to any appropriate legislation e.g. copyright.
Ensure all links are working.

 Events Coordinator and Distributor: Christine Warwick

Organize and run MADN events safely and smoothly. Events may include performances, workshops, festivals, talks, haflahs and other event which will promote Arabic dance.

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Be responsible for organising above events according to membership interests.
Form relationships with venues which have been inspected for suitability of MADN events in accordance with safety policies.
Arrange for a Safety Monitor at each event to ensure all guidelines are met. The Safety Monitor will use the Safety Checklists to facilitate compliance with the Safety Policy, and report back to the Events Co-ordinator.
Ensure that the Safety Checklists for events are kept up to date, and that Committee members are reminded of Safety Monitor duties at occasional committee meetings.
Have an impact on membership and dance community outside MADN.
Provide social forums to strengthen relationships between MADN members.
Raise enough funds to balance the ‘events’ budget or possibly make an overall profit.
Report to Committee and follow MADN aims and objectives.
As soon as event dates are set, inform the Information Officers (for no-clash calendar), and advertise in the magazine (half or full page, plus Dance Diary and Back Cover).

MADN Distributor: Christine Warwick and Our Printer

Pick up the Mosaic Magazine from the Printer Click For More Details

Liaise with the membership team for up to date membership address labels
Keep a stock of manilla envelopes for packing
Maintain a budget set for the purpose of post and packing (you will be given funds for this so you are not out of pocket)
Add any inserts and pack into envelopes and on occasion send out extra fliers
Take to the post office and send from the post office
Send accurate receipts and records for the aforementioned costs to the treasurer.

Events Technician, filmographer and Photographer:

Alan Long and Alice Brzezinska

To take and provide quality Photographs and video at major events which can be used in the magazine or other MADN media. Where required, be responsible for lighting, sound and any other technical needs that may arise. Also advise in this area of expertise.

Minutes Secretary: Heather Sanderson

To make an accurate record of proceedings in the minutes book at each committee meeting and AGM

Click For More Details To type and circulate the minutes of committee meetings to committee members, with action, deadline and person responsible highlighted, within 2-3 weeks of the meeting if practical. To make AGM minutes available at the subsequent AGM
To type and circulate the agenda if required. [/expand ]

 Advisor:  Anne Devereux
Members are welcome to join the committee and have your say at the AGM
MAY 19th RED LODGE MILLENNIUM CENTRE