DUTIES AND RESPONSIBILITIES
OF OFFICERS AND CHAIRPERSONS FOR
ST. PHILIP BENIZI SENIORS
 

PRESIDENT

• Prepares for and conducts monthly First Friday meetings.

• Calls Executive Committee meetings at least quarterly.

• Appoints all committees and chairpersons with the concurrence of the Executive Committee.

• Oversees all activities and committee chairmen.
   

VICE PRESIDENT

• Performs the duties of the President in absence of the President.

• Responsible for maintaining alpha listing of St. Philip Benizi Seniors and Friends.

• Performs other duties as assigned by the President.
   

SECRETARY

• Takes minutes of the monthly Seniors’ meetings and the Executive Committee meetings.

• Submits minutes for approval the following month.

• Submits information to Church office for monthly Be-News-Zi article.
   

TREASURER

• Pays all legitimate bills incurred by members in the course of transacting business for the Seniors.  Close coordination with the Activities Coordinator is required to assure that deposits and payments are made according to contractual requirements.  

• Submits check requests, either for direct payment or for reimbursement, to the Financial Secretary of St. Philip Benizi Church.

• Maintains an accurate accounting of all monetary transactions. 

• Retains copies of all deposit slips, checks and petty cash receipts. 

• Prepares reports of all financial activity and submits the reports monthly to the Pastor and the Financial Secretary of St. Philip Benizi Church, and to the Activities Coordinator.  Reports will contain cumulative transactions from July 1st of one year thru June 30th of the following year (St. Philip Benizi Church's fiscal year).

• Maintains documentation on sales tax exempt status for Florida and Tennessee.  Files for tax exempt status in other states when applicable.

• Submits Form W-9 to businesses when requested.

• Submits report to Finance Committee by March 1st, containing all transactions for previous calendar year.

   

ACTIVITIES COORDINATOR

• Coordinates all trips and social activities for the group and signs contracts.

• Works closely with the Treasurer to assure that deposits and payments are made in accordance with contractual requirements.

• Works closely with Reservations on the number participating in each activity or trip.

• Responsible for all coordination with the St. Philip Benizi Church Bulletin concerning all scheduled Senior activities and trips.

• Coordinates with Be-News-Zi writers on all activities.
   

RESERVATIONS

• Takes reservations for all Seniors’ activities.

• Collects payments from participants for all activities.

• Prepares a separate list for each event/activity, including name, date and amount paid, phone number, and any other pertinent notes, e.g., needs wheelchair, needs refrigeration for medicine, etc.  The final list should be submitted to the Activities Coordinator in the order in which the payments were received, from the first (earliest) to the last (latest), at least two weeks in advance.

• If cancellations are requested, coordinates with the Activities Coordinator to ascertain if the cancellation can be accepted.  Usually there are not any problems if there is a waiting list for the activity.

• If refunds are in order due to a cancellation or an overpayment, coordinates with the Treasurer to determine how the refund will be handled, e.g., return the individual’s check, refund from petty cash, check issued by the Church, or credit toward another activity.

• For overnight trips, maintains rooming lists to include smoking preference, bed requirements, and handicap facilities.  Rooming lists must be prepared for either electronic and/or hard copy submission in a format acceptable to the specific hotel/motel.  Unless otherwise directed, the rooming list is provided to the Activities Coordinator at a time determined by the contract with the hotel/motel.

• For casino trips, reservations lists should include each individual’s address, date of birth, and respective casino card numbers.   Casino lists should be submitted in alphabetical order, either electronically and/or hard copy, to the Activities Coordinator at a time determined by the contract with each casino.

• In most instances, deposits the checks for payments of activities so the checks are cashed approximately two weeks before the activity.  Follows the procedures designated by the Financial Secretary of St. Philip Benizi Church, preparing a MISC. CASH RECEIPTS JOURNAL and the requisite deposit envelope.  Along with the original JOURNAL, makes two copies, keeping one for reference and providing one to the Treasurer.
   

GREETER

• Greets everyone attending the monthly meetings and distributes door prize tickets.

• Responsible for door prizes and tickets for drawings.

• Responsible for name tags at monthly meetings.

• For new members attending the monthly meetings:

• Gets names, addresses and phone numbers.

• Introduces each new member to the Seniors group.

• Gives copy of new members’ information to Vice President to add to the Seniors Roster.
   

SPIRITUAL CHAIRPERSON

• IF a member of the clergy is not present, prepares a welcome and says a short prayer before the meetings.

• IF a member of the clergy is not present, responsible for prayer before meals when out on an activity.  If not attending the activity, contacts a substitute attending the activity.

• Maintains lists of Seniors who are Eucharistic Ministers and attend First Friday 8:30 AM Mass.  By alternating names, calls three Eucharistic Ministers and reminds them to sit near the front of the Church and to be ready to assist if necessary.  The number required depends on the number of priests concelebrating the Mass.
   

SPEAKERS COMMITTEE

• Contacts speakers for each meeting requiring a speaker. Speakers are not required in June (installation) and December (Christmas brunch).

• Informs President five weeks in advance of meeting so the President can coordinate the announcement in the Seniors Activities Bulletin, the St. Philip Benizi Church Bulletin and the Be-News-Zi.

• Sets up microphone and/or video if necessary.
   

HOSPITALITY COMMITTEE

• Prepares forms requesting supplies and submits one week in advance to St. Philip Benizi Activities Coordinator for all Seniors’ activities.

• For activities other than the First Friday meetings, coordinates with the chairperson for that activity for specific requirements.
   

HISTORICAL COMMITTEE

• Maintains historical books and photo albums.

• Take photographs of activities.

•  If not available for an activity, arrange for a substitute.

• Posts photographs at meetings and other activities.

• Coordinates with Publicity Chairperson on pictures to be submitted for Be-News-Zi articles.
   

BE-NEWS-ZI ARTICLES

• Coordinates with the Activities Coordinator to assure that all activities and trips are covered.

• Writes an article for the Be-News-Zi on Senior activities since the last publication.

• Coordinates with the Historian for possible pictures to be included with the article.

• Submits to Secretary for inclusion in the overall submission for the Be-News-Zi.
   

DECORATING COMMITTEE

• Coordinates the decorating of the hall or facility, using the theme and/or color arrangements determined by the specific special events.  Before making or directing any purchases, coordinates with the Treasurer to assure that adequate funding has been programmed and is available.

• Requests a clean up committee and coordinates the clean up of the hall or facility after the event.
   

SUNSHINE COMMITTEE

• Calls the parish Secretary and sets up Mass for any deceased active Senior member or member’s spouse, mother, father, sister, brother or child and sends a card to the member.  Notifies the Activities Coordinator of the date and time of the Mass so they can be listed in the monthly Activities Schedule and notifies the Treasurer so the Mass stipend can be paid or reimbursed.

• Sends get well cards to ill or hospitalized active Senior members.

Last updated May 10, 2010