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triple_u_documents:duty_statements [2012/10/17 10:27] (current)
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 +====== DUTY STATEMENTS ======
 +
 +
 +===== THE COMMITTEE =====
 +
 +==== 1. President ====
 +
 +
 +a. Preside over Committee, General, Special, and Emergency Meetings;
 +
 +b. Be a member and President of some or all sub committees; receive reports from these committees and use casting vote if called for;
 +
 +c. Proof read all outgoing correspondence and sign;
 +
 +d. Be a signatory for cheques;
 +
 +e. Oversee office operations;
 +
 +f. Fulfill Public Relations duties such as attending local events etc;
 +
 +g. Support and/or assist with fundraisers;
 +
 +h. Be a member of any Interviewing Panel for any paid staff and volunteer office workers;
 +
 +i. Encourage a consistent and efficient and harmonious environment;
 +
 +j. Ensure proper procedures are obtained for conflict resolution;
 +
 +k. Maintain good lines of communications.
 +
 +l. Seek to ensure that the organization operates according to its Constitution and relevant regulatory authorities.
 +
 +==== 2. Vice President ====
 +
 +
 +a. Assist the President with duties such as public relations, and take the chair when the President is absent;
 +
 +b. Work with the committee as a member;
 +
 +c, Be prepared to take on the above duties which/when the current President is unable to attend to;
 +
 +d. Act as President when the current President is unavailable;
 +
 +e. Support and/or assist with fundraisers.
 +
 +==== 4. Secretary ====
 +
 +
 +a. Receive and file inwards correspondence, ensuring that it's date stamped;
 +
 +b. Ensure that correspondence out is done in a timely manner;
 +
 +c. Write and prepare minutes of all meetings;
 +
 +d. Read out Minutes of the previous meeting at meetings and ensure they are signed by the President as a true record;
 +
 +e. Be a signatory for cheques.
 +
 +f. Support and/or assist with fundraisers;
 +
 +g. Oversee office operations when necessary
 +
 +h. Be a member of all Interviewing Panels for any paid staff and volunteer office workers;
 +
 +i. Ensure proper procedures are obtained for conflict resolution.
 +
 +j. Accept and file reports from:
 +  * President
 +  * Treasurer
 +  * Technical Officers
 +  * Programming Committee
 +  * IT Officer
 +
 +==== 3. Treasurer ====
 +
 +
 +a. Maintain the Stations Books of Accounts;
 +
 +b. Provide a monthly report to Committee containing income and payments, bank account reconciliation and balance;
 +
 +c. Signatory to all bank payments including electronic payment;
 +
 +d. Ensure all monies are receipted and banked regularly;
 +
 +e. Ensure all accounts for the organisation are paid as due;
 +
 +f. Send out monthly accounts for sponsorships and other sundry accounts;
 +
 +g. Arrange for the annual renewal of Membership fees;
 +
 +h. Arrange for the annual renewal of Friends fees;
 +
 +i. Prepare an annual budget for committee endorsement;
 +
 +j. Provide an annual financial report for members;
 +
 +k. Arrange for the preparation of all papers for any audit;
 +
 +==== 5. Ordinary Members (3) ====
 +
 +a. One Ordinary Member to be the Liaison Officer for Members and Friends;
 +
 +b. One Ordinary Member to be the Assistant Program Supervisor and a member of the Programming Committee;
 +
 +c. One Ordinary Member to be the Office Supervisor.
 +
 +If any Executive or Member of the Committee is absent for three meetings in a row, then, taking into consideration the reasons why, the Committee has the right to decide to replace the member.
 +
 +===== Non Committee Personnel =====
 +
 +==== 6. Station Manager ==== 
 +
 +a. Be responsible to the President in the administration of the policies of Shoalhaven Community Radio, Triple U FM and the implementation of decisions of the President and Committee;
 +
 +b. Assist the President and Members to provide a consistently efficient and harmonious environment at the Station; 
 +
 +c. Act as the Team Leader in the Station office;
 +
 +d. Assist in the day to day running of the Station and maintain good lines of communication;
 +
 +e. Liaise with all Committees and assist in the implementation of their decisions; 
 +
 +f. Attend committee meetings to present a monthly report and draw the attention of the committee to matters needing their attention.
 +
 +g. Liaise with the Marketing Company;
 +
 +h. Maintain List of Sponsors;
 +
 +i. Informing the Webmaster of notices and changes required on the Station website;
 +
 +j. Assist in communicating with Members and Friends;
 +
 +k. Ensure members are informed of Station policies and procedures;
 +
 +l. Oversee employment programs such as Work Experience students;
 +
 +==== 7. Technical Officer ==== 
 +
 +a..
 +
 +==== 8. IT Personnel ==== 
 +
 +a. Advise the President and Committee on requirements, repairs and maintenance of the station computers, software, computer network, Internet connection, website and email systems.
 +
 +b. Set up and install computer systems purchased and/or supplied for use at the station
 +
 +c. Repair or have repaired computers and network devices
 +
 +d. Install software as required; ensure necessary updates are carried out to software
 +
 +e. Set up and maintain network connections with routers, data storage and other devices
 +
 +f. Advise on the training of staff and volunteers on the use and application of computers and software and  assist in such training when possible.
 +
 +g. Maintain a register of equipment and software, including passwords and software keys and a network map.
 +
 +
 +==== 9. Training Officer ==== 
 +
 +a. The Training Officer is to adhere to guidelines set for training as follows:
 +
 +  - First session: Information on Triple U FM guidelines on going on air, and a description of what is expected of the member, and if suitable, broadcast on air.
 +  - Second session: On air with Trainer, following basic guidelines, using CD’s
 +  - Third session: Same as above with the exception of trainees wishing to use USBs or laptops.
 +
 +b. The Trainer will then assess as to whether the trainee is ready to go to air.  If successful, then a membership form should be filled out and payment made before they go any further.  The  Programming Committee shall then appoint a mentor, and organize for the member to attend the Legalities Course before they go to air. A suitable day and time will then be delegated for their program to go to air.
 +
 +==== 10. Program Supervisor and Programming Committee ==== 
 +
 +A Sub Committee answerable to the Shoalhaven Community Radio General Committee.
 +
 +a. Ensure announcers are following the stations Programming Policy.  Items to be checked including but not limited to Sponsorship items, Station ID’s, Show Themes, Promo’s, Pointers, Program Name and names of Presenter/s.
 +
 +b. Confirm that announcers are following the stations Music Policy.  Is the music appropriate to the program and time of day?  Is there evidence of thought behind its selection and placement?
 +
 +c. On a regular basis check programs removed from the station’s logger to confirm compliance to items a. and b. above but also include:
 +
 +  * Interest Value
 +  * Flow and Coherence
 +  * Attitude to the listener
 +  * Correct technical presentation, correct microphone levels, dead air etc.
 +
 +d. Ensure that the programming overall complies with:
 +  * The relevant Government Regulations (The Act)
 +  * The Community Radio Codes of Practice
 +  * The station Policy and Procedures manual.
 +
 +e. Maintain a database of all shows presented.  Information to be included but not limited to:
 +  * The name of the program
 +  * Material to be included in the program
 +  * Your target audience
 +  * Research to determine the needs of the target audience
 +  * Value the program will add to the stations sound.
 +
 +f. One person to co ordinate replacements for shows, when an announcer fails to turn up or find a replacement;
 +
 +g. Mentor all new announcers for a period of 4 weeks and organize for the member to attend the Legalities Course before they go to air. A suitable day and time will then be delegated for their program to go to air.
 +
 +h.. Ensure Program Guide is kept up to date and printed regularly;
 +
 +i. Meet once a month, write up minutes and give a report to the committee;
 +
 +j. Keep the Trainer up to date on a weekly basis, on what days and times and genre is available for new trainees.
 +
 +k. Instruct all announcers, through the Legalities Course, on the basic legalities of going to air and ensure that all announcers follow guidelines.
 +
 +
 +==== 11. Marketing ==== 
 +
 +a. Maintain regular contact with Sponsors
 +
 +b. Communicate with the Committee and others delegated to be responsible, to produce and place sponsor messages and seek to ensure new sponsor messages are on air in accordance with contractual agreements, and that Station commitments to sponsors continue to be met;
 +
 +c. Ensure all contracts are current and renewed on time.
 +
 +
 +==== 12. Office Personnel ==== 
 +
 +a.  Report to the Station Manager;
 +  * General office duties including:
 +  * Answer phone, filing, collect mail, take messages etc.
 +  * Ensure correspondence, including e-mails, are collected and passed onto presenters and relevant others;
 +  * Maintain petty cash and purchase necessary stationary, coffee/tea/cups and water;
 +  * Assist the treasurer to maintain the accounting processes which may include receipting, payments,
 +  * and banking;
 +  * Assist with employment programs such as Work Experience students;
 +  * Oversee the records of Members and Friends, send renewal notices and receive fees;
 +  * Send notices, minutes and newsletters to Members and Friends as required;
 +  * Maintain a day book and include all mail received, equipment breakdown, important calls etc;
 +  * Maintain the Sponsorship list weekly.
 +
 +b. General Instructions
 +  * Collect mail from the Post Office Box 884. Stamp all letters opened with the Received stamp and write in date.  
 +  * Place business mail in the Secretary’s tray.  Mail from community groups go into the Community folder in the studio Mail addressed to individuals should not be opened.  Place in Announcer Mail tray, unless addressed to individual members of the Executive, place in their specific tray.
 +  * Emails: Go through each morning and delete the obvious, for example, political, spam, anything to do with out of area events etc.  If unsure, keep the following:  
 +  * Emails regarding music/radio and community events etc stay.  
 +  * Emails to specific announcers - print them out and put in their folder.  
 +  * Emails for the country music announcers - print them out also.  
 +  * Fan emails – print out and pin on notice board in the studio.
 +  * Phone Line 1 is 44221045 and is specifically for the announcer to answer unless no one is on air.
 +  * Line 2 is 44221193 is the office phone.
 +  * Check messages every morning.
 +  * Answer calls in a professional manner, and refer to anyone on the list if you can’t help.
 +  * Do not give out anyone’s phone number/address or email address.
 +
 +c. Banking
 +  * All cheques should be written up in the deposit book and banked. All Members and Friends fees paid
 +  * by cash should be banked.
 +  * New members and their details must be written up on the Membership Form provided and details entered into the Membership File on the computer.  This file is confidential and must not be given
 +  * out to anybody, with the exception of the Executive Committee (President, Vice President, Secretary,
 +  * Treasurer). 
 +
 +d. Members and Friends
 +  * New members and their details must be written up on the Membership Form provided and details entered into the Membership File on the computer.  This file is confidential and must not be given
 +  * out to anybody, with the exception of the Executive Committee (President, Vice President, Secretary,
 +  * Treasurer). 
 +  * 
 +e. Newsletter
 + * Newsletter will be emailed each month.  Open Membership and Friends lists and email the newsletter to all members in MsWord and Adobe Reader.  Print out one copy and pin on the notice board. Bulk emails such as these must be sent out with addresses hidden.
 +
 +f. Announcers
 + * Announcers: All emails/messages are to be put into their individual folders in the studio and leave a note for them on the studio desk.  Specific mail should be put into the Announcer Mail tray in the office and a note placed on the studio desk.
 +
 +g. Archives
 + * Archives: Any newspaper articles about Triple U-FM should be cut out and glued into the Archive book held in the filing cabinet.
 +
 +h. Maintain Register of Keys
 + * Most members hold a swipe key which is recognised with an individual number.  When a member leaves permanently, they must hand in their swipe. The return should be noted straight away on the Key Register, an on reassignment, noted immediately in the register. 
 +
 +i. Meeting Venue
 + * Committee and general meetings are usually held in the Arts Centre meeting room downstairs on the third Monday of the month.  Collect the swipe for the room from the Arts Centre office and hold in our office to be collected.
 +
 +j. General
 + * If the computers are running the on air programs, listen in the background to ensure it’s flowing.  Instruction will be given on relatively easy production techniques to supervise specific recorded and computer driven programs.  
 + 
 +
 +
 +
 +
 +
 +
 +
 +
 +
 + 
  
triple_u_documents/duty_statements.txt · Last modified: 2012/10/17 10:27 (external edit)
 
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