“Developing a Festival” Appendix “DD” – Procurement Committee

 Each section committee has different functions they are responsible for. There may be some interaction necessary from time to time. It is important for all committees to communicate with each other, especially where interaction is likely. Each festival will prepare its own list of committee functions, but here is a list of possible Procurement Committee functions.

€    Develop list of potential suppliers and negotiate, where possible, special festival discounts

€    Develop an approved supplier list

€    Develop, for approval by Board of Directors, a procurement procedures and strategy plan

€    Check all expenditure invoices for accuracy and discounts

€    Maintain supplier relations

€    Work with section committees to help them determine and obtain their purchase requirements

€    Coordinate all purchasing activities

€    Work with finance committee to insure budget adherence

€    Prepare monthly procurement Board reports

“Developing a Festival” Appendix “BB” – Section Chair Duties

 Each section committee is headed by a Section Chair. Each Section Chair is a member of the Board of Directors. Although each committee and its Chair have different duties pertaining to their committee, they all have the same responsibilities with regard to the Board of Directors. Here are a few duties to consider:

€    Attend all scheduled Board meetings or send a prepared replacement

€    Prepare a written committee report for each Board meeting

€    Send out written committee report to secretary and other Board members several days prior to Board meeting

€    At Board meetings be prepared and professional and arrive on time

€    Share pertinent Board information with your committee members

€    Keep an open line of communications with all other Board members

€    During Board discussions, keep on topic

€    Appoint a designated assistant who can answer questions in case you are not available

€    Determine manpower needs for committee including planning and implementation phases

“Developing a Festival” Appendix “AA” – Administration Committee

 The Administration Committee is responsible for all administrative matters pertaining to the festival. This committee is headed by the Festival Secretary. The following is a partial list of Administration Committee duties:

€    Works with Board of Directors in preparing the festival’s Plan of Action

€    Prepares all Board meeting agendas and sends them out prior to each meeting

€    Records discussions and motions at each Board meeting

€    Prepares Board meeting minutes in a timely fashion and sends them to all Board members immediately

€    Responsible for all maintenance of all incoming and outgoing festival correspondence

€    Responsible for maintaining and storing all festival records

€    Committee is headed by the Festival Secretary

€    Secretary is usually one of the official signing officers of the festival

€    Prepares all official festival correspondence

€    Maintains Board member attendance reports

€    Prepares monthly administration report for the Board of Directors

€    Maintains festival’s headquarters (if they exist) 

€    Open and maintains festival Post Office box

€    Secretary is the CAO (Chief Administrative Officer) of the festival

€    Works with Board in preparing final festival report

“Developing a Festival” Appendix “Z” – Finance Committee

 The Finance Committee is responsible for all financial matters pertaining to the festival. This committee is headed by the Festival Treasurer. The following is a partial list of Finance Committee duties:

€    Works with section chairs to determine their financial requirements

€    Opens and maintains festival bank accounts

€    Sets up festival’s accounting system

€    Prepares festival budgets

€    Maintains records of all financial transactions

€    Sets up expenditure approval system

€    Sets up banking system and oversees daily banking

€    Prepares monthly financial reports for the Board of Directors

€    Negotiates, if required, overdraft facilities or loans.

€    Treasurer is the CFO (Chief Financial Officer) of the festival

€    Usually one of the signing officers of the festival

€    Helps set up audit committee and provides any financial information requires by the audit committee

€    Prepares the final festival financial report for the Board

€    Treasurer has final approval of all expenditure (In conjunction with Board of Directors guidelines)

€    Carries out all financial directions of Board of Directors