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

PRESIDENT

• Prepares for and conducts monthly First Friday meetings;

• Calls Executive Committee meetings at least quarterly;

• Audits Seniors’ petty cash fund at least quarterly;

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

• Oversees all activities and committee chairpersons.

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

• Maintains an accurate accounting of all monetary transactions;

• Pays all legitimate bills incurred by members in the course of transacting business for the Seniors;

• Coordinates closely with the Activities Coordinator to assure that deposits and payments to vendors are made according to contractual requirements;

• Submits check requests, either for direct payment or for reimbursement, to the Business Manager of St. Philip Benizi Church;

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

• Prepares reports of all financial activity (one for the general fund and one for petty cash) and submits the reports monthly to the Pastor, the President, the Activities Coordinator, and the Business Manager of St. Philip Benizi Church.  Reports will contain cumulative transactions from July 1^st of one year thru June 30^th of the following year (St. Philip Benizi Church’s fiscal year).

• After each activity, submits copies of the roster of participants and the profit & loss statement for that activity to the Business Manager of St. Philip Benizi Church;

• 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.

ACTIVITIES COORDINATOR

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

• Appoints person who takes reservations;

• Publishes monthly activities list.  The activities list is distributed at the monthly meeting, made available in the gathering area of St. Philip Benizi Church, and forwarded via e-mail to those who request an electronic copy.

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

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

• Provides final copy of each activity roster to the Treasurer for submission with profit & loss statement to the Business Manager of St. Philip Benizi Church;

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

• Responsible for coordination with St. James Church, Holy Trinity Church, St. Matthew Church, and St. Gabriel Church bulletins concerning all scheduled Senior activities and trips;

• For activities other than the First Friday meetings, coordinates with the chairperson for that activity for specific requirements and submits those requirements to the Activities and Facilities Coordinator at St. Philip Benizi Church;

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

RESERVATIONS

• Appointed by, and works directly for, the Activities Coordinator;

• Takes reservations for all Seniors’ activities;

• Collects payments (fees) from participants for all activities;

• Prepares a separate list for each event/activity, including name, date and amount paid, check number (or cash), phone number, and any other pertinent notes, e.g., needs wheelchair, needs refrigeration for medicine, special dietary needs, 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 of the activity.

• If cancellations are requested from participants, 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 also include each individual’s address, date of birth, and respective casino card numbers.   Lists of casino participants 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 payments (fees) for activities so the checks are cashed approximately two weeks before the activity.  Follows the procedures designated by the Business Manager of St. Philip Benizi Church, preparing a MISC. CASH RECEIPTS JOURNAL and the requisite deposit materials.  Makes two copies of the JOURNAL, keeping one for reference and providing one to the Treasurer.

GREETER

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

• Responsible for purchasing door prizes and tickets for drawings at monthly meetings;

• Responsible for purchasing name tags and distributing them 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 8:30AM 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 Activities Coordinator six weeks in advance of meeting so the Activities Coordinator can coordinate the announcement in the Seniors’ activities list, the various church bulletins, and the Be-News-Zi;

• Sets up microphone and/or video for the speaker if necessary.

HOSPITALITY COMMITTEE

• Prepares forms requesting supplies and submits at least one week in advance to Activities and Scheduling Coordinator at St. Philip Benizi Church for all First Friday meetings.

HISTORICAL COMMITTEE

• Maintains historical books and photo albums;

• Takes photographs of activities;

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

• Posts photographs at meetings and other activities;

• Coordinates with Activities Coordinator 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 Seniors’ activities since the last publication;

• Coordinates with the Activities Coordinator 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, 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 March 11, 2011