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2007 JR. YBA CABINET
KOICHI
MIZUSHIMA, ADULT ADVISOR
BKMizu@aol.com
Cabinet
Description and Duties
(as of October 2005)
The sections below describe the
intended duties of each Jr. YBA Cabinet position. These descriptions provide
a minimum guideline for each position and the requirements of a specific
term or situation may dictate that the Cabinet member step up to a broader
set of responsibilities.
All terms are one year commencing and ending in
September at the annual transition meeting.
All Cabinet Members should be prepared to attend,
and actively participate all Cabinet and General Meetings.
President
The President serves as the overall
leader of the Jr. YBA and as the primary representative of the chapter at
the WYBL, or BCA events. The person holding this role should be at least a
junior in High School and should have been in the organization for at least
two full years prior to taking office.
The minimum duties are as follows:
· Schedule all General and Cabinet
meetings for the chapter, including meeting room arrangements.
· Chair all Cabinet Meetings, and chair or select an alternate chair for
all General Meetings.
· Work with the temple ministers to schedule services prior to each
General Meeting.
· Insure that the ministers are invited to attend all meetings.
· Initiate phone and/or email communications to members.
· Appoint unfilled Cabinet positions as necessary.
· Attend WYBL Meetings as the representative to the Chapter.
· As requested, attend WYBL or BCA Meetings as the Chapter representative.
· Make brief reports to Cabinet on outside meetings attended
· Serve as the primary liaison between the Sacramento Betsuin Office Staff
and the Jr. YBA
· Drive the creation of a budget to be submitted to the temple's Board of
Trustees in early October of each year.
· Delegate tasks to other Cabinet members using the role descriptions as a
guideline.
Vice-President
The Vice-President serves as the
second in command, and alternate overall leader of the Jr. YBA. The VP may
be called upon, by the President or Adult Advisor to act as the primary
representative of the chapter at the WYBL, or BCA events. The person holding
this role should be at least a sophomore in High School and should have been
in the organization for at least one full year prior to taking office. This
position should be viewed as preparatory for taking on the role of President
in the following year.
The minimum duties are as follows:
· As requested by the President or
the Adult Advisor, chair Cabinet Meetings, and General Meetings.
· Assist the President in working with other Cabinet members to fulfill
their roles.
· Fill in for the President when he/she is unable to fulfill their role.
· As requested by the President or the Jr. YBA Advisor, attend WYBL
Meetings as the representative to the Chapter.
· As requested by the President or the Adult Advisor, attend WYBL or BCA
Meetings as the Chapter representative.
· May be asked to chair Cabinet, General or other Jr. YBA-related meetings
Secretary/
Historian
The Secretary/Historia is responsible for
insuring that a proper record is kept for all Cabinet and General Meetings.
The person holding this role should be at least a sophomore in High School
and should have been in the organization for at least one full year prior to
taking office.
The minimum duties are as follows:
· Record the attendance for all
General and Cabinet Meetings.
· Record the minutes for all General and Cabinet Meetings, making sure to
capture subject and speaker for any reports, and particularly the motion,
second and vote result for any motion made during the meeting.
· Gather a copy of each handout and report presented at Cabinet and
General Meetings.
· At each General and Cabinet Meeting, present a written copy of the
minutes of the previous meeting for review and approval.
· Maintain a binder of all meeting minutes to hand over to the next
Recording Secretary at the June transition meeting.
· Archive a copy of all meeting minutes and hand them over to the new
officer at the beginning of each year (September transition meeting).
· Create and send thank-you letters
and other letters of acknowledgement as directed by the Cabinet,
President, Minister, or Advisor.
· Provide the original of any incoming correspondence to the President.
· Create and send other communications as assigned by the Cabinet,
President, Minister, or Advisor.
· Obtain a copy of all Budget
Reports and Meeting Minutes throughout the year.
· Insure that picture are taken to record each major YBA event.
· Obtain program booklets or agendas for each major event.
· Place all materials in a chronological file for the year.
· As requested, provide historical materials to interested temple parties.
· Turn over each year's completed history to the Temple Historian for
placement in the Church Archives.
Activities
Chairperson
The Activities Chairperson is
responsible for organizing and running activities internal to the Chapter,
such as sleepovers or local outings, and for coordinating the Chapter's
involvement with other Chapter's in joint activities. The person holding
this role should be at least a sophomore in High School and should have been
in the organization for at least one full year prior to taking office.
The minimum duties are as follows:
· Discuss ideas for activities at
Cabinet and General Meetings. Present ideas in writing when possible for
better communication.
· Schedule and organize ice-breakers for General Meetings and events.
· Send out notification of planned activities to all members and parents
after obtaining approval from the Cabinet or President.
· Work with the Publicity Chairperson to advertise events.
· Plan the activity agenda, location and logistics.
· Insure that facilities for any and all activities are secured in a
timely manner.
· Work with Activities Advisor to insure that proper security,
transportation, and/or food provisions will be available for the activity.
· Track registration for the activity and advise the Adult Advisor and the
Cabinet of any issues surrounding the activity.
Membership Chairperson
The Membership Chairperson is
responsible for the registration of all Jr. YBA members, and for the paying
of any WYBL dues. This position requires a great deal of organizational
skill. The position is very active from September through early November,
and then again in the May timeframe. The person holding this role should be
at least a sophomore in High School and should have been in the organization
for at least one full year prior to taking office.
The minimum duties are as follows:
· Distribute registration packets at
the September transition meeting for the following year.
· Make registration packets available to the Church Office Staff for
distribution on request.
· Collect all registration information and insure that all forms are
completed properly and that all fees are turned in.
· Create a computer-based roster of all members, their parents, phone
numbers, email addresses and home addresses.
· Turn over all funds received to the Treasurer for deposit, taking care
to track all funds received and turned over to the Treasurer.
· Provide copies of the roster on request to all members, parents,
ministers, and advisors.
· Work with the Treasurer to insure that all WYBL dues are paid on time.
· Create at least two books containing medical release forms for each
member.
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