|
Offices and Duties - CUUPs
by Grace Hart
March 2010
****
Chairperson
Responsibilities include:
* Knowing what is going on in the group.
* Setting an agenda for each business meeting.
* Keeping the business meetings focused and flowing.
* Staying in contact with other officers.
* Being aware of what is going on in the Church that might affect CUUPs.
* Go to the Coordinating Council meetings one Saturday/month
* keep information up to date and available to all members
* Occasionally it includes running interference when problems arise.
*************************************************************
Events Coordinator
Responsibilities include:
* Have suggestions for future functions
* Contact people outside the CUUPs to do programs
* Contact the Church to guarantee space available for planned functions
* Verify that plans are being carried out by the people that said they would do them
* Make arrangements for events being held off site.
* See that "cakes and wine" are at each event.
* Keep track of public events and groups within the Pagan community and keep CUUPs members apprised of said events via email or other means.
* In charge of getting publicity out to general public; fliers, posters, announcements, news paper articles, etc.
*********************************************************
CUUPS Treasurer
The Treasurer's job is to take care of UUCE/CUUPS's money. You are responsible for knowing and having the records to show: Where the money came from, how much, where it is, and when, where and why it was spent.
1. Bring and put out the Brass Donation Cauldron at each meeting & event.
2. Keep a "Petty Cash Fund".
3. Keep ALL receipts for monies spent.
4. Keep a ledger of money received and spent. (On paper and or Computer)
5. Bring a current print statement to each Monthly CUUPs Business Meeting. Give a copy to the Chair.
6. Fund Raising Events. (Workshops, Parties, etc.)
a. Collect receipts for money spent by members who have purchased supplies, food, etc for the event.
b. Sit at the door or 'gate' and accept donations and have the sign in sheet, to show who was there and donated.
c. All checks should be made out to UUCE with CUUPS Workshop on the memo line*.
c. Secure the funds during the event. (I use a money belt)
d. Pay the bills/expenses after the event.
e. Give the UUCE Church Treasurer a statement of the event when you give them the checks/money, giving the: total of money collected, summary of expenses, Amount of profits to UUCE *, Workshop leader & CUUPS account at UUCE *. This can be turned in to the church office. No cash, write your own check to UUCE, for the amount of cash.
f. If you need more money, than you have in "Petty Cash", to buy something you can pay for it with cash or credit card and then give the UUCE treasure the receipt and you well be sent a check, or summit a request for funds for the stated item from the CUUPS account.
(* footnotes)
* CUUPS has a account that is held for CUUPS by the UUCE treasurer.
(So you do not have to hold on to and be responsible for 'large'
amounts of cash)
* All UUCE groups are asked to give a minimum of 10% of their profits
from Fund raising events held at UUCE, to the UUCE.
We have split the profits in thirds for some workshops.
UUCE, workshop leader, CUUPS.
*************************************************************
CUUPS Secretary
The Secretary job is to take minuets at Business Meetings and maintain the list of Members and Friends of CUUPS, with current phone and E-Mail info. Keep the "CUUPS Membership Book".
The other things listed below can be done by the Secretary or some one else in CUUPS but they NEED to be done for the group to function and grow.
1. Take minutes at Business Meetings.
a. Post Minutes on E-Mail list if asked to by Chairman.
b. Read Minutes at next meeting.
2. Maintain a "Meeting Sign In Book", so we know who is coming to events and meetings.
3. Maintain the list of Members and Friends of CUUPS, with current phone and E-Mail info.
4. Keep the "CUUPS Membership Book".
a. Bring the book to Business Meetings, every month, for new members to sign.
5. Bring copies of the CUUPS "Mission Statement" and "Protocol" to all Meetings.
6. Maintain the CUUPS Calendar. (If someone else does this, check to see things are turned in before the deadlines.)
a. Post the Calendar on the CUUPS E-Mail list.
b. Send the Calendar to:
UUCE office, <office@uueugene.org>
UUpDate deadline every Wednesday before 12pm <happenings@uueugene.org>
News Letter/Calendar 3rd Friday before 12pm <publications@uueugene.org>
c. Print and copy calendar, on different color each month.
Bring some copies to meetings.
Post on board in hall between Restrooms upstairs at UUCE.
Post on bulletin boards around town.
Send E-Mail calendar to "Sophia Sanctuary", "Rare Earth Gallery", "Shambala"
7. Make posters or see that someone else makes them. Check that the information is correct.
8. Make signs: "CUUPS Meeting in Room 5", "CUUPS Full Moon UP Stairs", etc.
9. Keep copies of all Posters, Calendars, etc. in E-Mail AND hard copy. For CUUPS archives and UUCE archives.
*************************************************************
Historian
At this point we have never had an active historian. The vision of this post would be:
* Come to events and activities
* Bring camera and take pictures
* Write a short synopsis of each event. A couple lines for a general activity a paragraph or two for major events.
* Post these to the CUUPs list and the web site with pictures added.
* Let the world know that UUCE-CUUPs is actually an active group.