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Do you have a talent you would like to share, or would you like to develop a new skill?
Our guidelines for filling positions in SOPC Operation Committee are:
- All available positions are announced on the Website, Newsletter and lunches
- Members can show their interest by sending an e-mail to postholder or secretary@sopc.us describing background and wishes
- Normally we have 2 year appointments: first year as an Assistant and second year as Postholder
- SOPC Operation Committee will choose candidates based on qualifications and nationality; always trying to have as many member countries as possible represented in the Committee.
Chair Person
- Presides at all meetings of the SOPC, the Operations Committee and the Board meetings.
- Determines the date and venue of the three annual Board meetings. Calls, if necessary, extraordinary meetings of the Board with the approval of the President.
- Directs the Secretary to provide notice of all meetings with an Agenda and approves the draft minutes made by her.
- Clarifies Club policy and proposes any necessary amendments and revisions to the Bylaws for the Board's consideration. Keep bylaws updated on website.
- Coordinates activities between the members, the Operations Committee, and the Board.
- For the website prepares and sends to News Editor:
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- The SOPC overview and the SOPC job opportunities.
- The Chairperson's note, monthly.
Vice Chair Person
- Is prepared to take over from the Chairperson as necessary but generally will take over after 1 year as Vice.
- Is custodian of the Bylaws and the Description of Functions of the Operations Committee.
- Purchases and controls SOPC pins, farewell gifts and gifts of appreciation and arranges for their presentation as appropriate.
- Updates the 'Helpful Hints for Living in Hampton Roads' handbook as necessary.
- Organizes a farewell event for a departing President or Vice President as necessary.
- Makes a brief summary of Operation Board meetings for the Newsletter; max 100 words.
- Takes and produces up Minutes of all the Steering Group meetings.
Secretary
- Coordinates the venue and other arrangements for meetings of the Operation Committee and the Board. Issues calling notices and Agendas to all concerned.
- Takes and produces up Minutes of all meetings and sends a draft to the Chairperson for approval. Distributes approved Minutes to Committee and Board members.
- Will provide a copy of minutes to any SOPC member who requests one.
- Maintains and circulates up to date contact details of all Committee members.
- Maintains up-to-date contact list of National Representatives as advised by the Membership Coordinator.
- Presents a report on her position at the AGM (including work that she has been instrumental in achieving, improvements she has made, her accomplishments etc.).
Treasurer
- Is responsible for all banking activities. This includes writing cheques, making deposits, receiving monthly bank statements, and advising the bank of approved signing authorities.
- The Treasurer is also responsible for monitoring the balance in the Club's bank accounts and transferring funds between the checking and savings accounts as required.
- Maintains accounting records for the Club. This includes preparing monthly cash journals, bank reconciliations, and maintaining files of backup documentation for all transactions.
- Prepares monthly and annual Treasurer's Reports of all financial transactions.
- Arranges for annual audit by HQ SACT Internal Auditor.
- Prepares annual budget in consultation with the Chairperson and Vice-chairperson.
- Prepares any required tax forms for filing.
- Assists in the process of transitioning to digital payments of membership dues and other receivables, and ensures the necessary communication between the organization and its members as well as other functions.
- When required, is responsible for collecting payments for luncheons from members and reconciliation of payment list with the reservation list prepared by the Reservations Coordinator.
Assistant Treasurer
- Receives a list of members to be billed each month from the Membership Coordinator. This includes billings for both new members and renewals for existing members.
- Forwards the monthly billing list to the Mess Manager so that the membership dues can be charged to the partner's mess accounts.
- Acts as the Operation Committee point of contact for the Mess Manager and his staff with respect to any payment problems for luncheons or membership dues.
- When required, assists the Treasurer with collecting payments for luncheons from members.
Reservations Coordinator
- Is responsible for submitting the procedure and timeline of the luncheons to the Webmaster.
- Advertises the luncheon through announcements and reminders by email to all members.
- Is the go-to person for questions, reservations and cancellations – these tasks require a certain level of familiarity with the Wild Apricot software we use to manage our organization.
- Prior to each luncheon, draws up an attendance list and sends it to the Restaurant Manager; works with the Event Coordinator to meet the requests from the host; sends the Restaurant Manager the details of special dietary requirements.
- Arranges the seating plan for each luncheon and promotes friendship by organizing the seating plan with guests of different nationalities at each table.
- Makes sure that all the payments have been received before the luncheon.
- Informs the Chairperson and Vice Chairperson of the newcomers and of the members who are leaving.
- Checks that every new member receives a correct name tag; makes the Membership Coordinator aware of any discrepancy.
- Greets the participants and issues name tags at each luncheon.
- Presents a report on the position at the AGM (including accomplishments and improvements that have been made).
Charity Coordinator
- Administers the Foster Parent plans through 'PLAN USA' and "The CHILD FUND".
- Acts as contact for the Foster Parent plans, corresponding with the administrator of the plans and the foster children as required.
- Sends a copy of all letters to the Chairperson. In addition, sends a copy of letters from children to the Editor for publishing on the website.
- Researches charitable organizations in order to get a correct impression of the organization and its work and prepares a list of possible charity beneficiaries for consideration by the club members.
- Decides on a fair and accurate voting method that allows each member to have the opportunity to express an opinion on which charities are to be supported and oversees the charity selection process as required, with assistance of the webmasters.
- Provides information to the Webmaster for the selected charities.
- Presents a report on her position at the AGM (including work that she has been instrumental in achieving, improvements she had made, her accomplishments etc.)
Raffle Coordinator
- Organizes and oversees the SOPC Raffle Tickets Sale at each Luncheon.
- Hands over the money to the Treasurer after the Raffle Tickets Sale .
- Is the contact person for SOPC Members and outside sponsors, who wish to donate raffle prizes.
- Acts as the point of contact for commercial business, which requests to exhibit their products at SOPC events and / or wish to donate a raffle prize.
- Updates at the OPC meetings and coordinate with the Event Coordinator.
- Produces a short yearly report to be presented to SOPC Regular Members prior to the AGM and attend the AGM to answer any questions.
Social Activities Coordinator
- Plans at least 3 SOPC Social Activities during the year (Oct to May)
- Provides details of Social Activities to the News Editor and Webmaster.
- Coordinates the organization of the SOPC Christmas Market
- Promotes the Christmas Market within the Club and at HQ SACT
- Updates at the OPC meetings and coordinates with the Event Coordinator.
- Produces a short yearly report to be presented to SOPC regular members prior to the AGM and attend the AGM to answer any questions.
Newsletter Coordinator
- The Newsletter Editor needs a good working knowledge of MS Word and Publisher, and the English language.
- Solicits material from SOPC members on such matters as: Luncheon's latest information, Club Activities, summaries of SOPC meetings, etc. for monthly posting.
- Solicits material from other sources on matters that require ongoing updates such as legal advice or social events.
- Liaises with all SOPC Members regarding the collection and publication of articles, travel tips, luncheon recipes, country highlights, Chairperson’s column and any other material members would like to submit for posting on the web.
- Proof reading before publishing.
- Is responsible for layout of the Newsletter using the Publisher programme.
- Forwards the monthly Newsletter to the Webmaster for publication.
- Presents a report on her position at the AGM (including work that she has been instrumental in achieving, improvements she has made, her accomplishments etc.).
Event Coordinator
- Is responsible for coordinating luncheon event.
- Assists the host team in planning a luncheon in term of budget and theme.
- Offers suggestions to ensure requests can be met: decoration, sound and video equipment.
- Informs the host team about menu and costs regarding to the budget.
- Makes the contact if necessary between the host team and the Vendor coordinator to provide possible raffle prizes.
- Coordinate appointments between Lesner Inn Event manager and the host team to determinate menu, material needed and floor plan.
- Makes the link with the ACT print shop.
- Coordinates the program and timing (speeches, serving food, entertainment) during a luncheon.
Membership Coordinator
- Checks the applications of the new members, confirming their membership and sending the newcomers a welcome email.
- Registers the categories of those members (Affiliate and Associate) who cannot sign up themselves.
- Orders the name tags for the newcomers.
- Updates the Membership information of all members, newcomers and leavers and other aspects as their role in the Operations Committee or the reception of their welcome pin;
- Forwards all Membership data necessary to the rest of the Operations Committee members, as required;
- Sends a monthly update of all members, including newcomers, to the Reservations Coordinator and coordinating with her if necessary;
- Provides contact information on Committee members and National Representatives to the Secretary of the SOPC;
- Presents a report on her position at the AGM (including work that she has been instrumental in achieving, improvements she has made, her accomplishments etc.).
Photographer
- Takes photographs at the monthly luncheons. Usually the following is required during a luncheon:
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- A group photograph of the ladies of the hosting nation.
- Tables * New members * Leavers and retiring Committee Members
- Raffle prizes
- Informal shots
- Arranges display boards prior to each SOPC luncheon.
- Inserts pictures on the website (SmugSmug) and Facebook.
- Orders reprints and process new photographs, downloads them onto DVD.
- Compiles pictures for the photo albums for President, Vice President, Chairperson, and the rest of the Operations Committee members.
- Updates and maintains all financial records regarding this post and submits to the SOPC Treasurer each year;
- Supervises the work of the Assistant Photographer.
- Presents a report on her position at the AGM (including work that she has been instrumental in achieving, improvements she has made, her accomplishments etc.).
Webmaster/Assistant Webmaster
- Is responsible for maintaining the SOPC account with the website hosting company.
- Maintains the SOPC Website as required, including an update after each lunch. This includes, but is not limited to:
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- Maintaining and updating the SOPC website as well as the Facebook Group.
- Posting the information concerning upcoming events on the SOPC website.
- Posting links to on-line photographs from the luncheons and any other Club gatherings, as provided by the SOPC Photographer.
- Posting information and pictures of all the Operation Members.
- Sending emails to all members
- Informing members of the availability of the monthly SOPC Newsletter
- When requested by other members of the Operation Committee to inform or remind members of upcoming SOPC Events
- Manages the SOPC webserver and all the webmail (email) accounts. This includes setting up new webmail accounts, instigating or changing forwarding webmail forwarding and assisting with changing the web username(s) and/or password(s) as required.
- Provides technical assistance to Operation Members, where appropriate.
- Attempts to resolve any technical problems related to the SOPC website.
- Good knowledge about usage of Computers and Internet is definitely a big advantage!
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Position |
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| Charity Team |
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| Event Team |
event@sopc.us |
| Membership Coordinator Team |
membership@sopc.us |
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Newsletter Team |
newsletter@sopc.us |
| Photography Team |
photographer@sopc.us |
| Reservations Team |
reservations@sopc.us |
| Secretary Team |
secretary@sopc.us |
| Social Activities Team |
social@sopc.us |
| Treasurer Team |
treasurer@sopc.us |
| Webmaster Team |
webmaster@sopc.us |
| Chairperson |
chairperson@sopc.us |
| Raffle Team |