Article II. Roles and Duties of the Officers (from the OCCB By-Laws)
A. All Executive Committee Members must attend at least half of the official meetings each year in order to retain their position. Official meetings should be held not less than six times per year and not more than twelve.
B. Each Executive Committee Member shall propose and execute at least one event for the OCCB per year.
C. All Executive Committee Members shall do their utmost to promote the interests of the OCCB
D. Specific Roles and Duties of the Offices
1. President shall
a. be the public face of the OCCB and represent it in all relevant activities
b. write a monthly Newsletter and blog posts to communicate with Members
c. oversee the workings of the committee and aid other Officers in their duties
d. set the direction for the OCCB in a written proposal to the Committee each year
e. write a summary of the OCCB’s yearly activities for the Committee and the Members Directory
f. coordinate with the Alumni Officers of both Universities
g. maintain relations with other Oxford and Cambridge Clubs as well as other University Alumni clubs
h. set the Agenda for Committee Meetings, which shall be sent in advance of the meetings
i. be the Guardian of the Constitution
2. Vice-President shall
a. undertake the duties of the President if he/she is unable.
b. represent the OCCB at relevant meetings and activities.
c. work closely with the Treasurer and Secretary to ensure the successful functioning of the OCCB.
d. actively aid the Sponsorship and Scholarship Officers in the OCCB’s fundraising efforts.
e. oversee and execute one of the OCCB’s major annual events, the Summer Garden Party or the Christmas Ball
f. work closely with the President to ensure that the OCCB is on track with its annual agenda
g. oversee the workings of any and all subcommittees.
3. Treasurer shall
a. maintain accurate and detailed accounts of the OCCB’s finances
b. collect and make payment for club activities, such as events, and any other costs incurred by the OCCB
c. report the account balance and details to the Executive Committee after every event and whenever else appropriate
d. advise the Executive Committee on fiscal responsibility and maintaining the solvency of the OCCB
e. oversee any and all administrative duties regarding incoming and outgoing payments
f. manage contracts with third-parties on behalf of the OCCB, and ensure the Club’s business is conducted within the Chinese legal framework, including seeking legal advise, if necessary
4. Secretary shall
a. facilitate the workings of the Executive Committee by arranging meetings and securing venues
b. take the minutes at meetings and send a summary to the entire committee within two weeks from the meeting date
c. publish, in cooperation with the Membership Officer, an annual Members Directory
d. be the point of contact between the Members and the Executive Committee on all matters not related to acquiring or the status of membership e. answer all Members inquiries within one week of receiving them or passing them to the committee for further discussion f. oversee the coordination of logistics for all events
5. Membership Officer shall
a. increase and support the membership of the OCCB by actively seeking out potential members and “lost” alumni
b. oversee membership application procedures
c. coordinate with both Universities in order to verify the status of applicants
d. maintain a complete and up-to-date list of members that shall be presented at each meeting
e. consult with the Executive Committee regarding honorary members and other grey areas should the occasion arise
f. create and maintain a “Welcome” pack for new members in consultation with the Executive Committee
g. publish, in cooperation with the Secretary, an annual Members Directory
6. Sponsorship Officer shall
a. seek corporate, governmental, non-governmental, personal sponsorship for the OCCB
b. create a fundraising strategy and agenda each year that includes the Members Directory, Christmas Ball and Summer Garden Party
c. negotiate sponsorship, in consultation with the Executive Committee, with willing parties
d. draw up the terms of agreement and contracts for sponsorship, which must be approved by the President and Treasurer
7. Scholarship Officer shall
a. maintain and execute the charitable activities of the OCCB
b. work closely with the Sponsorship Officer and President to ensure the charitable aims of the OCCB
c. create networks and partnerships to further the charitable aims of the OCCB
d. plan and execute fundraising activities for the charitable aims of the OCCB
8. General /Ad Hoc Committee Members shall
a. work under the direction of EXCO Members
b. work on specific or general tasks depending on the nature of their task or sub-committee
c. attend all relevant meetings to their designated task
e. perform all duties required of their designated task
