Optima Dance

UW-Madison Student Organization
for Dance and Choreography

Executive Board Positions

Optima Dance Executive Board members have a much greater time commitment than general members. In addition to completing Optima member requirements, you must commit to working at service events, teaching classes and attending all Exec Board meetings. If you are selected to be an Executive Board member, Optima Dance needs to be a top priority. All Exec Board members must be in good standing with Optima and a UW-Madison full time student. Typically all positions have a full-year term, but if you plan to study abroad you can apply for a one semester only.

The voting process includes the following: Each applicant turns in the appropriate materials and their 150 word summary will be posted on the website. The President collects all of the materials and removes personal information from each application, assigning each candidate a letter to identify them. Personal information is not revealed until the top 3 for each position is chosen. The applications are read by all the Executive Board members who are not running for that position. Executive Board members will rank each candidate for each position, giving their top 3 applicants a score from 1-3 (3=top choice). 3 points will also be given to the applicant that received first place in the general member vote, and 2 for second and 1 for third. Scores will be added up and the candidate with the highest score will receive the position. If there is a tie, the general member vote will act as the tie-breaker and determine the result.

If an Executive Board member would need to be removed mid-year, the following must occur. The candidate for removal must be brought to the current President’s attention and given a clear warning about termination. A termination warning will be given after 1 or more instances of unacceptable behavior (e.g. not fulfilling position requirements or not adhering to Optima guidelines). After this warning, the President will bring the behavior to the Executive Board. The Executive Board will vote on whether termination of that person’s position will occur. The vote will be completed via blind vote and must have at least 75% of the vote in favor of removal for it to be in effect. Every Executive Board member is required to vote. Failure to receive at least 75% of the vote will result in no position change. If vote does not result in removal and another warning is given that warning will result in automatic termination.

Any bylaw that needs to be changed, added, or removed must be voted on by the current Optima Dance Executive Board via blind vote. 75% of the vote must be in favor of the change in the bylaws for it to be changed. Failure to receive 75% of the vote will result in the bylaw remaining the same.

 

President

ú  Oversee all Exec Board members to ensure they are completing their responsibilities.

ú  Check and respond to Gmail (optima.president) account in a timely manner.

ú  Run Exec Board meetings and create an agenda with objectives for each meeting.

ú  Run general member meetings and create a slideshow and agenda for each.

ú  Reserve rooms for meetings using the online reservation system.

ú  Create a calendar or list containing all events and due dates for each semester.

ú  Make sure studios for weekly classes are reserved at the SAC on Aug 1st for fall semester and Nov 1st for spring semester.

ú  Work with the Performance Coordinator to set a time and location for the show.

ú  Update Optima bylaws when any changes are made and upload a new document to the WIN page.

ú  Teach Optima classes, work at fundraising events, attend all meetings and help other board members when necessary.

 

Apparel Design Coordinator

ú  Design all Optima apparel prior to the first meeting each semester.

ú  Check and respond to Gmail (optima.apparel) account in a timely matter.

ú  Post designs to the website or Facebook page and set due dates for orders.

ú  Bring designs to Underground Printing and create an online cart or order form.

ú  Create and print programs for the fall and spring show.

ú  Create and print tickets for the fall and spring show.

ú  Teach Optima classes, work at fundraising events, attend all meetings and help other board members when necessary.

 

Communications Coordinator

ú  Gather information for and compose weekly emails to send out on Sunday nights.

ú  Check and respond to Gmail (uw.optima.communications) account in a timely matter.

ú  Update Optima Website, Facebook page, Twitter or other social media sites.

ú  Create a calendar with all Optima events to post on our website.

ú  Find a photographer for dress rehearsal and a videographer for the show.

ú  Rent a video camera to record pieces at dress rehearsal.

ú  Upload pictures and videos online after dress rehearsal.

ú  Teach Optima classes, work at fundraising events, attend all meetings and help other board members when necessary.

 

Finance & Member Relations Coordinator

ú  Manage all Optima funds and the UWCU bank account.

ú  Check and respond to Gmail (uw.optima.finance) account in a timely matter.

ú  Make sure that the requirements spreadsheet is updated after every class or event.

ú  Collect dues, keep track of who has paid and set a due date for them.

ú  Visit the bank frequently to deposit checks and cash.

ú  Create and monitor a budget for Optima each semester.

ú  Keep the key to our mailbox in the SAC and check it weekly.

ú  Communicate with other Exec Board members to determine prices or spending limits.

ú  Teach Optima classes, work at fundraising events, attend all meetings and help other board members when necessary.

 

Fundraising Coordinator

ú  Plan and coordinate all fundraising events (restaurants, pizza sales, etc.)

ú  Check and respond to Gmail (optima.fundraising) account in a timely matter.

ú  Make sure at least one exec member is signed up to work at all times during fundraisers.

ú  Order pizza the night before sales and create a doodle poll so members can sign up to work at it.

ú  Come up with creative ideas to raise money for Optima.

ú  Send emails to members who have not received all of their fundraising points by dress rehearsal.

ú  Teach Optima classes, work at fundraising events, attend all meetings and help other board members when necessary.

 

Marketing Coordinator

ú  Set up extra performance opportunities (e.g. Dance Marathon, Homecoming etc).

ú  Check and respond to Gmail (uw.optima.marketing) account in a timely matter.

ú  Create a poster for the fall the student org fair and print info sheets to hand out.

ú  Collect orders for and create parent ads for the show program.

ú  Choreograph finale to teach at the showing and post videos to the Facebook page.

ú  Find and be in contact with an opener for the show (e.g. Fundamentally Sound, Pitches & Notes).

ú  Teach Optima classes, work at fundraising events, attend all meetings and help other board members when necessary.

 

Performance Coordinator

ú  Find a venue for the fall and spring shows.

ú  Check and respond to Gmail (optima.performance) account in a timely matter.

ú  Make sure theater contracts are signed and deposits are paid for.

ú  Organize who will be working the lights and sound at each show.

ú  Collect piece and production information from choreographers.

ú  Collect music from choreographers and create a CD for each show.

ú  Reinforce theater rules (e.g. no food or drink, wear clean shoes, etc).

ú  Buy supplies for the Optibox and food for each show.

ú  Teach Optima classes, work at fundraising events, attend all meetings and help other board members when necessary.

 

Social Events Coordinator

ú  Plan social events throughout the year.

ú  Check and respond to Gmail (optima.socials) account in a timely matter.

ú  Reserve studio space at the SAC at the beginning of the semester (fall-August 1st, spring-Nov 1st).

ú  Create a schedule for weekly and master classes.

ú  Send schedule out to Exec Board members and make sure someone is signed up to teach each class.

ú  Reach out to other members, orgs or Optima alumni to teach master classes.

ú  Create awards at dress rehearsal and purchase gift cards before the show.

ú  Teach Optima classes, work at fundraising events, attend all meetings and help other board members when necessary.

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