Tampa Bay Computer Society Job Description

Position (being referred to - is it elected, appointed, or volunteer?):

Monthly Meeting Coordinator (appointed)

Name of Person (submitting information):

Michael Armstrong

Primary Duties (actual regular duties performed and their frequency):

1. Oversee the general setup of the tables at the back of the room at each meeting.  There need to be designated areas for raffle ticket distribution, the canned food drive, member signup and renewal, internet service signup, the 50/50 raffle, product review, disk library sales, and any other TBCS sales.
2. Ensure that there are volunteers to distribute the raffle tickets, work the canned food drive, work the 50/50 raffle, and handle any special TBCS sales.
3. If any local vendors have paid for a table, make sure they have space to set up and that the fee is collected.
4. Have a volunteer to make Certificates of Appreciation for the guest presenters at each meeting.  The name or names will have to be provided in advance.
5. Have a volunteer to take photographs at each meeting for publication in the TBCS magazine.
6. Serve as a welcoming committee for new members and visitors by the entrance at each meeting.  Signs should be posted to separate members from newcomers.  Have TBCS brochures and other promotional and informational materials available.
7. Direct people at the back of the room to their seats when the President indicates that the meeting is about to begin or that the break is over.  Control all noise at the back of the room during the meeting.
8. Oversee the cleanup of the tables and the auditorium at the end of each meeting.  Make sure that everything belonging to TBCS is removed and that all trash is picked up.
9. Oversee the novice classes held prior to each meeting, ensuring that there are volunteers to run them and making sure they have everything they need.  Consider turning one of the novice sessions into a regular orientation meeting for new TBCS members, explaining all TBCS services in detail and answering questions.
10. Chair the Monthly Meeting committee.  The Monthly Meeting Coordinator is not required to personally attend to each of the duties assigned, but can recruit volunteers to assist in the effort and be delegated various tasks.
11. Prepare an Activity Report of all major activities undertaken to fulfill the duties of Monthly Meeting coordination.  This is done for submission at Board Meetings.  All other Board Members are expected to prepare similar reports of their activities.  This makes sure that all TBCS activities get into the written record and reduces the necessity for lengthy discussions.

Note:  All of the above responsibilities will normally be applied on a monthly basis, either in preparation for, in attendance at, or shortly after, the General Meetings.

Special Activities (any additional duties or jobs performed and their frequency):

1. Update the Job Description and Procedures for Monthly Meeting Coordinator to keep the TBCS Procedures Manual as up-to-date and complete as possible.  This is done on an ongoing basis, as required.
2. Serve on or Chair the Swap Meet committee.  This is done annually.  The Annual Swap Meet & Raffle is such a major event that a special temporary committee may be appointed by the President to coordinate it.  Members have to be signed up, local vendors have to be solicited and signed up with fees collected, special advertising has to be arranged, table assignments have to be made, automobile traffic has to be controlled, vendor and member arrivals have to be directed to their tables, a TBCS promotion/information table has to be manned, raffle tickets have to be sold, prizes have to be set up, raffle tickets have to be drawn, and prizes have to be distributed.  Alternative sites and times for the event can also be considered by the committee.