Officer Duties


 

 

Download President Duties, Vice President Duties, Treasurer Duties, Secretary Duties

Diocesan SOYO President Duties

 

“I can do all things through Him who gives me strength.” (Phil 4:13)

 

Above all, make sure God is the center of everything you do as President – your job is to work for the glory of God. You are a leader of your Diocesan SOYO. Lead by example, because whether you realize it or not, the other teens look up to you, respect you, and watch every move you make; which is why they elected you. It is essential that you act in an Orthodox Christian manner at all times, and serve as a leader and friend to all teens.

The duties of the President are many and varied. This position involves a lot of responsibility, hard work, dedication and determination, and hence, it will take both time and energy. You must know your own strengths and weaknesses and you must learn from both success and failure. Your goals must be unselfish those which will benefit the people you serve. Your challenge is caring – caring enough to win victories for others by helping them succeed. The President leads, or directs the group in carrying out its objectives, and represents the group as a whole.

General Duties

  • Be in good standing and communion with the Orthodox Christian Church
    • Be actively involved in the church, its services, and its functions and activities
  • Submit a written report following the delegates and parish Life Conference to:
    • NAC President
    • Chairman of the Department of Youth Ministry
    • NAC Teen SOYO Spiritual Advisor
  • Pray for chapters in Diocesan SOYO and all the SOYO members, priests, and members of the Archdiocese
  • Provide positive leadership and stimulate spiritual growth
  • Be F.A.T.: Flexible, Available, and Teachable for Christ and His ministry
  • Pay attention at all meetings and add positive and constructive input
    • Never put other people and their ideas down, even if you do not agree with them
  • Listen to everybody (SOYO members, priests, lay advisors, etc.) A lot of people have great ideas, so always listen to them!
    • Encourage respectful expression of individual ideas
  • Stay in close contact with
    • Diocesan Bishop, NAC President, chairman of Dept. of Youth Ministry, and NAC Spiritual Advisor, and other executive board members
    • The other Diocesan Officers, Spiritual Advisor, and Youth Director
    • Chapter SOYO Presidents in your Diocese
    • Diocesan Priests (include in diocesan e-mail distribution lists)
  • Assist other officers with anything they may need
  • Make yourself easily available for questions to the local Teen SOYO chapters
  • Put contact information on everything! (e-mails, letters, etc.)
  • Attend all meetings, church services, and activities at Diocesan and NAC events
    • Attend NAC Leadership Training
    • Help to keep the pace of the meetings up tempo
  • Adhere to all deadlines
  • Provide opportunities for the group and individual involvement
  • Be organized
  • Enforce all rules and regulations

 

Specific Duties

  • Make each meeting’s agenda and make plenty of copies
  • Send out agenda prior to meeting for officer approval  
    • Distribute agenda to chapter Presidents, committee chairs and executive committee at least 30 days in advance of meeting
  • Run each General Meeting
  • Run an Executive Board meeting the night before the General Meeting with the Executive Board and committee chairpersons (optional)
  • Get candy for the meetings (optional)
  • Contact chapter Presidents and committee chairpersons on a regular basis 
    • Get credentials from Secretary 
    • Inform of activities 
    • Reminder emails  
    • Prepare mailings for important events 
    • Make sure they have reports for the Delegates Meeting and the PLC 
  • Communicate with officers, Spiritual Advisor, and Youth Director regularly 
    • Make sure they are doing their job 
    • Remind them of current tasks and activities 
    • Put together calendar/”to-do” list of events on a regular basis so officers can stay on track  
  • Keep in close contact (at least monthly) with Diocesan Bishop, NAC President, chairman of Dept. of Youth Ministry, and NAC Spiritual Advisor
  • Pick the committee chairpersons for the year in consultation with executive board and advisors
  • Make sure each executive board member is doing his/her job
  • Represent your diocese at the NAC meetings
    • If you are unable to attend the NAC meeting, make sure the diocese is still represented (Spiritual Advisor, Youth Director, Vice-President, Treasurer, and Secretary – in that order)
  • Write up a diocesan report of the diocese’s activities for each NAC meeting
  • Make sure a list of credentials is made up preferably by the Fall Delegates Meeting
  • Relay NAC information to your Diocese via e-mail, mailing, and/or phone calls
  • Send out e-mails, mailings, and/or phone calls to the diocese giving updates and reminders about events
  • Keep in contact with the Fellowship of St. John the Divine, the Antiochian Women, and the Order of St. Ignatius
    • Briefly explain what Teen SOYO is doing at their meetings
  • Make sure the diocesan business runs smoothly
  • Run the nominations at the Spring Delegates Meeting
    • Make sure nomination forms are sent out beforehand
    • Include list of officer duties with nomination form 
  • Get forms out to the diocese at the Spring Delegates Meeting (committee chair forms, officer nomination forms, special funds nomination forms, most active chapter forms, etc…)
  • Make sure the Secretary stays up-to-date with the constitution
  • Put together monthly newsletters
  • Update website as needed
  • Participate in Parish Life Conference planning  
    • Get registration and hotel info out to teens 
    • Keep in touch with host parish priest and SOYO chapter 
    • Get information on Teen SOYO events in order to prepare 
    • Prepare information for meeting  
  • Write thank-you notes on behalf of diocesan SOYO
  • Pray for chapters in Diocesan SOYO and all the SOYO members, priests, and members of the Archdiocese
  • Call executive meetings when necessary
  • Provide positive leadership and stimulate spiritual growth
  • Encourage respectful expression of individual ideas
  • Provide opportunities for the group and individual involvement
  • Have an outline of activities/goals/etc. planned for the year

Diocesan SOYO Vice President Duties

 

“I can do all things through Him who gives me strength.” (Phil 4:13)

 

Above all, make sure God is the center of everything you do as Vice President – your job is to work for the glory of God. You are a leader of your Diocesan SOYO. Lead by example, because whether you realize it or not, the other teens look up to you, respect you, and watch every move you make; which is why they elected you. It is essential that you act in an Orthodox Christian manner at all times, and serve as a leader and friend to all teens.

 

General Duties

  • Be in good standing and communion with the Orthodox Christian Church
    • Be actively involved in the church, its services, and its functions and activities
  • Submit a written report following the delegates and parish Life Conference to:
    • NAC President
    • Chairman of the Department of Youth Ministry
    • NAC Teen SOYO Spiritual Advisor
  • Pray for chapters in Diocesan SOYO and all the SOYO members, priests, and members of the Archdiocese
  • Provide positive leadership and stimulate spiritual growth
  • Be F.A.T.: Flexible, Available, and Teachable for Christ and His ministry
  • Pay attention at all meetings and add positive and constructive input
    • Never put other people and their ideas down, even if you do not agree with them
  • Listen to everybody (SOYO members, priests, lay advisors, etc.) A lot of people have great ideas, so always listen to them!
    • Encourage respectful expression of individual ideas
  • Stay in close contact with
    • Diocesan Bishop, NAC President, chairman of Dept. of Youth Ministry, and NAC Spiritual Advisor, and other executive board members
    • The other Diocesan Officers, Spiritual Advisor, and Youth director
    • Chapter SOYO Presidents in your Diocese
    • Diocesan Priests (include in diocesan e-mail distribution lists)
  • Assist other officers with anything they may need
  • Make yourself easily available for questions to the local Teen SOYO chapters
  • Put contact information on everything! (e-mails, letters, etc.)
  • Attend all meetings, church services, and activities at Diocesan and NAC events
    • Attend NAC Leadership Training
    • Help to keep the pace of the meetings up tempo
  • Adhere to all deadlines
  • Provide opportunities for the group and individual involvement
  • Be organized
  • Enforce all rules and regulations

 

Specific Duties

  • Help and assists the President, Youth director, and Spiritual Advisor, with whatever they need help in
  • Head up nominating committee
  • Oversee all diocesan committees and provide support and guidance to each committee chairperson
    • Keep in close contact with the committee chairs – make sure they are successfully doing their jobs
  • Help with email newsletters, phone calls, and updating website
  • Stay in close contact with fellow officers, Spiritual Advisor, and youth director
  • Preside over meetings in the absence of the President
  • Act in absence of the President and will perform such duties as delegated by the President, such as executing decisions made by SOYO, maintaining and promoting the goals of SOYO
  • Reside as an ex officio member of all committees, corresponding between committee meetings and general meetings
  • Be at the President’s disposal to do whatever they may need (make phone calls, send letters, send e-mails, etc . . . ).

Diocesan SOYO Treasurer Duties

 

“I can do all things through Him who gives me strength.”

(Phil 4:13)

Above all, make sure God is the center of everything you do as Treasurer – your job is to work for the glory of God. You are a leader of your Diocesan SOYO. Lead by example, because whether you realize it or not, the other teens look up to you, respect you, and watch every move you make; which is why they elected you. It is essential that you act in an Orthodox Christian manner at all times, and serve as a leader and friend to all teens.

General Duties

  • Be in good standing and communion with the Orthodox Christian Church
    • Be actively involved in the church, its services, and its functions and activities
  • Submit a written report following the delegates and parish Life Conference to:
    • NAC President
    • Chairman of the Department of Youth Ministry
    • NAC Teen SOYO Spiritual Advisor
  • Pray for chapters in Diocesan SOYO and all the SOYO members, priests, and members of the Archdiocese
  • Provide positive leadership and stimulate spiritual growth
  • Be F.A.T.: Flexible, Available, and Teachable for Christ and His ministry
  • Pay attention at all meetings and add positive and constructive input
    • Never put other people and their ideas down, even if you do not agree with them
  • Listen to everybody (SOYO members, priests, lay advisors, etc.) A lot of people have great ideas, so always listen to them!
    • Encourage respectful expression of individual ideas
  • Stay in close contact with
    • Diocesan Bishop, NAC President, chairman of Dept. of Youth Ministry, and NAC Spiritual Advisor, and other executive board members
    • The other Diocesan Officers, Spiritual Advisor, and Youth Director
    • Chapter SOYO Presidents in your Diocese
    • Diocesan Priests (include in diocesan e-mail distribution lists)
  • Assist other officers with anything they may need
  • Make yourself easily available for questions to the local Teen SOYO chapters
  • Put contact information on everything! (e-mails, letters, etc.)
  • Attend all meetings, church services, and activities at Diocesan and NAC events
    • Attend NAC Leadership Training
    • Help to keep the pace of the meetings up tempo
  • Adhere to all deadlines
  • Provide opportunities for the group and individual involvement
  • Be organized
  • Enforce all rules and regulations

Specific Duties

  • Maintain financial books throughout term
  • Make certain that all checks have two signatures (at least one should be either the Spiritual Advisor or the Youth Director)
  • Keep up with all incomes and expenses
  • Set deadline for dues
  • Collect dues from parishes
  • Make sure chapters are informed of dues system
    • Send out emails
    • Call chapter Presidents and/or parish priests
    • Mail notices to unpaid chapters
  • Take charge of fundraising and gather ideas for new fundraising tactics
  • Prepare financial reports for Diocese General Assemblies and NAC reports
    • Email to officers for approval prior to meetings
  • Present financial reports at general assemblies
  • Help with email newsletters, phone calls, and updating website
  • Attend each meeting and make plenty of copies of the report (if you cannot attend the meeting, make sure the Advisors and President are informed and you have your report with sufficient copies at the meeting)
  • Keep a running balance of the money for the diocese
  • At meetings collect money for the Special Funds Collection
  • Send out sufficient emails throughout the year informing the diocese of the finances of the region and asking for dues
  • Make sure each parish is up to date in paying there dues and assessments money
  • Pay your diocese’s NAC dues by the Midwinter Meeting ($75 per chapter in the diocese), Youth Workers Fund, and anything else required
  • Pay all bills for the rooms and transportation of delegates to NAC events (depending on your respective diocesan constitution)
  • Send invoices and bills to churches that have not paid their dues for the year after the fall Delegates Meeting
  • Have financial reports for the Delegates Meetings and NAC meetings
  • Keep the executive board up to date on financial status
  • Save all receipts

Table of Contents:

1. Overview

2. Taking the reigns from the previous Treasurer

3. Receivables

4. Payables

5. Bank statements

6. Bank ledger

7. Meetings

8. Retiring from the Treasury

9. How in the world God fits into any of this!

  1. Overview

This is the most general description of a Treasurer’s duty and obligations as well as some reminders.

● You are Mr. /Mrs. Moneybags. You are in charge of the cash flow. This means writing checks, creating fund raisers, depositing money, and keeping track of it all.

● As with any official position, check with all your other officers before making a decision requiring the spending of money.

● Don't be lazy! Be prompt!

● Things you'll need to purchase(if you need them): envelopes, stamps, an accordion folder, and anything else that you might need which is necessary for your treasury duties

  1. Taking the reigns from the previous Treasurer

This is the first thing you deal with as Treasurer, and these are the things which need to be done.

● Talk with the previous Treasurer about what in the world is going on and get all the Treasurer stuff.

● Sign the signature papers

The Signature papers are basically papers you and the Spiritual Advisor sign that tell the bank who is able to sign DIOCESE checks and where they are supposed to send Bank Statements

Our checks need 2 (two) signatures before they are used.

● Contact all local Presidents informing them to send their dues to your address for deposit, ASAP.

  1. Receivables

Depositing stuff:

· The previous Treasurer should have all the churches who paid dues and how much they paid from the previous year. As well as any other main income. This will help you see what is to come. All forms of money are either a check or some cash.

· when you are depositing a check here is what needs to be done:

Ø Copy the check

Ø Fill out Bank deposit slip

Ø Put check and deposit slip into bank's envelope then close envelope

Ø Check the box for a return receipt and then send

Ø Attach the return receipt to the copied check and stick in folder

Ø Record transaction in Ledger

· when you are depositing cash and change here is what needs to be done:

Ø Take money to the bank and ask for a Cashiers check

Ø Treat it like a check and follow the rules for depositing a check

  1. Payables

This is when you have to write a check in order to pay someone off. Common sense would say that, “if you are writing a check for more than there is in the bank, don’t write the check.”

● Payables go out only one way, in the form of a check.

● Usually you have to pay for airfare, room and board, fund raisers, and reimburse you and your officers for anything they spent DIOCESE related.

● This is what needs to be done when doing a payable

Ø Fill out the check for the exact amount, to the proper person, and with a proper memo

Ø Get both required signatures

Ø Copy check and put copy in the folder.

Ø Give check to person or place, or send to person or place needing to be paid

Ø Update Bank Ledger (note which check number it was)

  1. Bank Statements

This is a self-check as well as making sure the bank hasn't messed up.

● At the end of each month you will receive a Bank statement that tells you all which was deposited and spent for that month, as well as show you copies of checks you wrote as payables

● Cross examine this statement with your bank ledger to make sure everything is spic and span.

  1. Bank Ledger

Throughout this whole thing I am always mentioning a bank ledger. So you are probably guessing that it is pretty important. Well.... it is. It is what you use for meetings, Bank statement, organization, and basically everything.

Here is an example of the 2006/2007 digital bank ledger done with Microsoft Excel.

clip_image002

This picture is pretty much self-explanatory. But here is a play-by-play just in case (from left to right)

● Date of entry on left

● Deposit is written as: “Deposit”

● Payable is written as: Check number

● What the deposit is made up of, or to whom you are paying

● what the transaction was for or what the transaction went too

● negative numbers (payable) in red

● Income in black

● Total at the far right

  1. Meetings

This explains what you need to do for a meeting

● Make a prettier bank ledger with just Incomes, Expenditures, Dues, and final Balance

● Talk about what has been going on in terms of money throughout the year so far

● Make fun of everyone who has fallen asleep in the meeting

  1. Retiring from the Treasury

The Golden Rule applies here, do unto other as you would have done unto you. Get the signature papers from the bank, balance the books, and wish the new Treasurer luck.

  1. How in the world God fits into any of this!

As always, God should be an integral part of your life. Keep this in mind as you complete your duties as a Treasurer. Be a good Christian and fulfill that which is asked of you by God. Have honor, and don't try to cheat anyone out of anything. Try to be more like a Christian and less like a tax collector. Remember that you are doing good works and as it states in 1 Timothy 6:18-19 , “Let them do good, that they be rich in good works, ready to give, willing to share, storing up for themselves a good foundation for the time to come, that they may lay hold on eternal life.”

Diocesan SOYO Secretary Duties

“I can do all things through Him who gives me strength.” (Phil 4:13)

Above all, make sure God is the center of everything you do as Secretary – your job is to work for the glory of God. You are a leader of your Diocesan SOYO. Lead by example, because whether you realize it or not, the other teens look up to you, respect you, and watch every move you make; which is why they elected you. It is essential that you act in an Orthodox Christian manner at all times, and serve as a leader and friend to all teens

General Duties

  • Be in good standing and communion with the Orthodox Christian Church
    • Be actively involved in the Church, its services, and its functions and activities
  • Submit a written report following the delegates and parish Life Conference to:
    • NAC President
    • Chairman of the Department of Youth Ministry
    • NAC Teen SOYO Spiritual Advisor
  • Pray for chapters in Diocesan SOYO and all the SOYO members, priests, and members of the Archdiocese
  • Provide positive leadership and stimulate spiritual growth
  • Be F.A.T.: Flexible, Available, and Teachable for Christ and His ministry
  • Pay attention at all meetings and add positive and constructive input
    • Never put other people and their ideas down, even if you do not agree with them
  • Listen to everybody (SOYO members, priests, lay advisors, etc.) A lot of people have great ideas, so always listen to them!
    • Encourage respectful expression of individual ideas
  • Stay in close contact with
    • Diocesan Bishop, NAC President, chairman of Dept. of Youth Ministry, and NAC Spiritual Advisor, and other executive board members
    • The other Diocesan Officers, Spiritual Advisor, and Youth Director
    • Chapter SOYO Presidents in your Diocese
    • Diocesan Priests (include in diocesan e-mail distribution lists)
  • Assist other officers with anything they may need
  • Make yourself easily available for questions to the local Teen SOYO chapters
  • Put contact information on everything! (e-mails, letters, etc.)
  • Attend all meetings, church services, and activities at Diocesan and NAC events
    • Attend NAC Leadership Training
    • Help to keep the pace of the meetings up tempo
  • Adhere to all deadlines
  • Provide opportunities for the group and individual involvement
  • Be organized
  • Enforce all rules and regulations

Specific Duties

  • Take minutes at all meetings
  • Take attendance at the meetings
  • Keep records of all the papers passed out at the meetings
  • E-mail minutes to officers, Spiritual Advisor, and Youth Director no later than two weeks after the meetings
  • Get the minutes to everyone at least 2 weeks before the next diocesan meeting to remind them of what went on and in case there are any problems with what people remember
  • Send out minutes no later than one month after the meeting.
  • Resend out minutes thirty (30) days prior to general assemblies so teens can review the minutes again as they must be accepted at the meeting
  • Maintain records of minutes between meetings
  • If necessary, read minutes at meetings in order to approve
  • Gather credentials from chapters
    • Set deadline
    • Create email distribution lists
    • Put together list of chapter Presidents’ information for Diocese and NAC SOYO
    • Contact chapters occasionally to find out about any changes in credentials
    • Give Credentials Report at the meetings
  • Help with email newsletters, phone calls, ad updating website
  • Take minutes during conference calls
  • Compile newsletter
  • Make sure the constitution is up to date
  • Make sure Constitution is being followed
  • Work with the President to create the agenda for the upcoming meeting
  • Assist the President, vice President, and Treasurer with any task they may need
  • Send out thank you cards for the diocese
  • Keep tabs on what the other officers are doing and if they need help with organizing a project keep track of the people who decided to help them
  • If there are multiple events happening in certain months make lists of who signed up for what and call them reminding them at least 2 weeks before the event occurs.
  • Keep all SOYO records
  • Maintain organized records and must always be on top of things