Mosaic Arabic Dance Network is a non-profit organisation and its officers all fulfil their obligations as volunteers, giving freely of their time to help promote our dance.

Here are the current officers and a description of their roles and responsibilities:

(Scroll down or click on a job title to go direct a officer's details)

Chairman, Treasurer, Membership Secretary, Minutes Secretary, Magazine Team, Events Co-ordinators, Insurance Co-ordinator, Information Officers, PPL Co-ordinator, Web Mistress

Afra al Kahira -
Chairman
chair@mosaicdance.org

Chairman - Job Description and Responsibilities

Committee Meetings and AGM

a) To call meetings, organising date, place and time.

b) To prepare agendas for AGMs ( with report) and Committee Meetings, and circulate to MADN Membership and Committee Members respectively.

c) To chair meetings

d) To ensure the Minutes Secretary takes true minutes and circulates.

e) To prepared the Annual Report and present to the membership.

As Co-ordinator

a) To co-ordinate all systems, ensuring the smooth running of MADN as a whole and adhering to the aims, objectives, procedures and guidelines set out the in policy packaged. The systems include: elections, membership, accounts, magazine, events, insurance, licensing, information.

b) This may involve:

- Giving support to officers/co-ordinators, either practical or moral
- acting as the 'nerve centre' to MADN, having an awareness of current issues
- offering vision to the Committee
- decision making: referring all major decisions to the Committee - but if necessary, on rare occasions, making an executive decision in consultation with one other concerned office, and if funds are involved, the Treasurer.

As Figurehead

May be requested to write references and make welcoming addresses etc., at events.

Mary Daniels -
Treasurer
mary@mosaicdance.org

Treasurer - Job Description

a) To keep the accounts of MADN in good order.

b) To keep adequate records of all financial transactions and retain those records for future reference.

c) To prepare annual accounts, for publication in the Annual Report and for the AGM.

d) To prepared financial reports for Committee Meetings.

e) To provide accounting support to the various Co-ordinators and Teams.

f) To advise on future subscription levels and spending.

Responsibilities

a) To make sure that there is an appropriate signatory to MADN's bank account.

b) To make sure that the Bank corresponds with the Treasurer directly, and the Bank's records are kept up to date.

c) To record all financial transactions in the Cash book, providing sufficient detail to identify the nature of the payment or receipt.

d) To record all financial transactions in the Bank Reconciliation book, and to reconcile with the monthly bank statement.

e) To ensure that all payments are done in accordance with the MADN's expenses policy, and are supported by receipts, bills, expense claim forms or other documentation, for future reference.

f) To prepared, if necessary, financial breakdowns and reports for Co-ordinators & Teams.

g) To provide financial forecasts, in respect of membership subscriptions (for presentation to the AGM), specific events and specific financial projects (upon request).

h) To have accounts accepted and signed annually by a qualified person

Mary Roberts -
Membership Secretary membership@mosaicdance.org

Membership Secretary - Job Description

1. To follow MADN policies (for example, in acceptance of members).

2. New members: enter application details on computer and send out the following: membership card, receipt, Chairman's letter, Constitution and Magazine.

3. Renewals - Send out reminders at beginning of April, Make reminders for insertion into Magazine, Send out final reminder when next magazine is ready to last year's members.

4. Processing will include: Entering membership details into a computer database, Producing membership cards, vouchers (if necessary) and receipts.

5. Membership List - The MADN Membership List shall be used sole for Mosaic internal purposes and shall not be disclosed in any way for non-MADN purposes. In the event of doubt, the question shall be decided by the full committee.

6. Magazine - Produce labels and put on envelopes ready for posting three times a year.

7. Correspondence - this varies, but approximately 5 letters per week dealing with enquiries for leaflets, change of address, information etc.

8. Report to Chairman and Committee at meetings. Report to the Membership annually at the AGM

Minutes Secretary - Job Description

1. To make an accurate record of proceedings in the minutes book at each committee meeting and AGM

2. To type and circulate the minutes of committee meetings to committee members, with action, deadline and person responsible highlighted, within 2-3 weeks of the meeting if practical. To make AGM minutes available at the subsequent AGM

3. To type and circulate the agenda if required.

Magazine Editor - Job Description and Responsibilities

1.To liaise with Treasurer on cost.

2. To liaise with Chairman, treasure, Membership Secretary and other co-ordinators to ensure they have a 'voice.'

3. To plan and co-ordinate the publication of three magazines per year.

4. To co-ordinate the magazine team - delegating as appropriate and necessary.
The team may consist of editor, news and reviews editor, advertisements secretary, diary secretary, network news co-ordinator.

5. To receive contributions from members; to select and edit appropriately items for printing.

6. To solicit articles, features, reviews, ads etc., from members, publications and other sources.

7. To send out schedules to magazine team one month before deadline.

8. To collate all contributions from team.

9. To arrange printing and mailing out of magazine according to schedule.

10. To report to Chairman and Committee on the production of the magazine.

11. To ensure aims and objectives of MADN are followed in publication of all items.

Events Co-ordinators & Team - events@mosaicdance.org

1. Organize and run MADN events safely and smoothly. Events may include performances, workshops, festivals, talks, haflahs and other event which will promote Arabic dance.

2. Be responsible for organising above events according to membership interests.

3. Form relationships with venues which have been inspected for suitability of MADN events in accordance with safety policies.

4. Arrange for a Safety Monitor at each event to ensure all guidelines are met. The Safety Monitor will use the Safety Checklists to facilitate compliance with the Safety Policy, and report back to the Events Co-ordinator.

5. Ensure that the Safety Checklists for events are kept up to date, and that Committee members are reminded of Safety Monitor duties at occasional committee meetings.

6. Have an impact on membership and dance community outside MADN.

7. Provide social forums to strengthen relationships between MADN members.

8. Raise enough funds to balance the 'events' budget or possibly make an overall profit.

9. Report to Committee and follow MADN aims and objectives.

10. As soon as event dates are set, inform the Information Officers (for no-clash calendar), and advertise in the magazine (half or full page, plus Dance Diary and Back Cover).

Information Co-ordinator
Sylvia Canetti - phone enquiries

1. Keep a look out for and store on file information that has potential for:

a) answering members' queries, mainly address of suppliers, courses, books, music, etc.
b) useful for inclusion in INFO EMPORIUM (in the magazine) at some future date.

2. Answering members' queries which arrive by letter/telephone.

3. Promote MADN to enquirers who are not members.

4. Store all publications to which MADN subscribes.

5. Do necessary research for INFO EMPORIUM articles. Write the article and produce a copy in publishable form the for the magazine.

6. No-Clash Calendar: Receive & seek events information from as wide a base as possible; co-ordinate the information, answer queries.

Insurance Co-ordinator

1. Liaise with broker regarding any changes in policy and cost of premium on renewal.

2. Co-ordinate Team activities which include: defining acceptance policy, specifying conditions of insurance, considering special applications and arranging the safety day programme.

3. Produce revised documentation.

4. Send out information leaflet and application forms.

5. Keep carefully accurate records of all transactions (telephone & written).

6. Send out reminders in October.

7. Send out receipts and revised documentation to those renewing policy.

8. Answer enquiries.

9. Organize one 'Safety Day' per year (with the help of the Events Team).

10. Keep insurance broker updated on current members insured.

11. Report updates to Chairman and Committee at meetings.

12. Ensure MADN policies are followed.

PPL Licence Co-ordinator

PPL can now deal directly with individuals via the internet, so there is no advantage to our membership in using MADN as a go-between - in fact it simply costs more as there are administrative costs that MADN members have to pick up.

What is PPL?

Phonographic Performance Limited ( PPL) is a music industry organisation that collects and distributes airplay and public performance royalties in the UK on behalf of over 3,500 record companies and 40,000 performers. It was set up in 1934 by the record industry to grant licences for the broadcasting or playing of sound recordings such as CDs, tapes and records in public.

Do I need a PPL licence?

Under UK copyright law (the Copyright Designs and Patents Act 1988) a PPL licence is required when sound recordings subject to PPL control are played in public. 'Public' is defined as any event except a family of domestic gathering. So, if you teach or perform to recorded music or if you are organising a hafla or similar event, you will need a PPL licence. As well as being a legal requirement, it makes financial sense to ensure you are properly licenced. If you play sound recordings in public without a licence the courts can issue an order to stop you playing sound recordings altogether - as well as making you pay damages and costs.

How much does a PPL licence cost?

There are various tariffs to reflect the many different ways in which music can be used. If you are thinking of playing sound recordings in public and would like to know the cost then PPL can tell you for free over the telephone or you can visit their website where you can calculate the fee yourself.

Who should apply for a licence?

PPL usually licences the occupier of the premises if the sound recordings and the equipment are not rented. If you hire a music system and/or sound recordings from PPL-licenced operators to provide background music, the operator or supplier should obtain the licence on your behalf. If you are holding any other events, such as dance classes, you yourself may also need and extra licence direct from PPL. In some cases the PPL can licence the organiser of an event. Under copyright law all the people involved when recorded music is played have an equal responsibility to get a licence. If you have any doubts about who should apply for it, please seek advice from PPL.

Where can I get more information?

If you need more information contact PPL on +44 (0) 20 7534 1000 or visit their website at www.ppluk.com

Web Mistress - Job Description

1. Ensure site reflects MADN's aims and objectives whilst adhering to its policies.

2. Ensure information on site is accurate and updated as appropriate.

3. Ensure site confirms to any appropriate legislation e.g. copyright.

4. Ensure all links are working.