Coeur d'Alene Tribal Youth Council

Duties of Youth Council Members

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Duties of Officers

President:

1. Before each meeting:
1. Plans the meeting and prepares the agenda with the help of other officers, committee chairs, and the advisor. He or she includes what is to be accomplished and what is to be achieved. Together they determine the type of meeting and procedure to be used.
2. Delegates responsibilities.
3. Checks notifications, reports, and business items.
4. Organizes meeting place, equipment, etc.
5. Arrives in the proper frame of mind, knows that planning and preparation are complete.
2. During the meeting:
1. Calls the meeting to order.
2. Follows the agenda and addresses items in logical order.
3. Has a working knowledge of parliamentary procedure and other group techniques.
4. Organizes and directs the work of committees through a chairperson.
5. Keeps a favorable climate in the meeting.
6. Encourages and sets an example in leadership, citizenship, and courtesy.
7. Listens attentively.
8. Praises and thanks individuals and groups.
9. Summarizes and evaluates often.
10. Makes the meeting the group’s meeting.
3. After the meeting:
1. Evaluates the meeting and the achievements.
2. Checks reports and minutes.
3. Sets the machinery in motion for the next meeting.
4. Reports to and consults with youth council officers and sponsoring organization.
5. Lists items to be researched.
6. Checks work of committees.
7. Follows through on recommendations and actions taken.
8. Prepares for future activities.
9. Helps see that the meeting room is put back in order.

Information for this section adapted from the National Association of Secondary Principals.

Vice-President:

1. Has the same requirements and knowledge as the president.
2. Is able and willing to take over for the president.
3. Has an important, specific committee activity assignment.
4. Can serve as the most significant leader within the committee structure.

Secretary:

1. Before the meeting:
1. Notifies members of the meeting.
2. Assists with the preparation of the agenda.
3. Has neatly typed minutes of the last meeting.
4. Assists various committees in drafting and distributing any correspondence.
2. During meeting:
1. Takes attendance and keeps permanent records.
2. Takes complete minutes including name of organization, date, and place of meeting, who presided, old and new business, committee reports, motions, and results.
3. Reads minutes from previous meeting.
4. Assists the president.

Treasurer:

1. Keeps accurate, complete records of all money collected and spent.
2. Prepares a budget for youth council approval, usually with assistance of a committee and advisor.
3. Presents reports regularly to council and sponsoring organization.
4. Prepares an annual fiscal report.

All Positions:

Duties will be accepted and executed as stated in the bylaws of the youth council.

Duties of Members

Members:

1. Show respect for other members by being on time and bringing necessary materials to meetings.
2. Accept responsibility of sharing in the business at hand when a meeting convenes. Understand that participation is essential.
3. Try to get other members to express their ideas for the benefit of all, even if it means less time for presenting personal ideas.
4. Give constant, active attention to the group’s activity during the meeting.
5. Know the purpose of the meeting and help keep the ideas on track to get things done.
6. Earn the right to give constructive criticism freely by accepting it.
7. Check on assigned responsibilities and receive guidance and authority to carry them out.
8. Accept the responsibility of youth council membership by actively participating in all organized meetings, committees and activities.

Duties of Committees

A committee may be appointed, chosen from volunteers, or elected by the members of the entire group. The size of committees may vary according to the project and the scope of work to be accomplished. Smaller groups work more effectively. Five to seven members constitute a workable number. Committees should be large enough to represent a variety of opinions, yet small enough to make meeting schedules possible.

Types of Committtees:

1. Standing: Usually elected or appointed for the entire year. Some examples are programs, elections and membership, and social committees. As a Network Affiliate, possible standing committees would be environment, heritage, community service, and healthy lifestyles.
2. Special: Appointed for a specific purpose. When the specific purpose is accomplished, the committees may be appointed to investigate or to act for the entire group.
3. Executive: Usually composed of officers, chairpersons of committees or an elected board. This group assists in planning meetings and initiating and organizing activities. Reports from this group are compiled by the secretary from the minutes of their meetings.

Committee members should:

1. Understand the purposes of the committee and the methods for achieving and evaluating activities.
2. Share the responsibility with the leader in making the meeting successful.
3. Understand their responsibility in the group and to their constituents.
4. Understand parliamentary procedure and other leadership techniques.
5. Be interested, enthusiastic, and able to honestly follow through with assigned duties.
6. Be willing to place group objectives above personal objectives and be able to accept the majority position and support it.

Committee reports should include the following:

1. Name of the committee, name of chairperson, and names of the members.
2. Date that work began, number of meetings held, and list of supplies with the amount, cost, and where obtained.
3. Committee activities.
4. Evaluation.
5. Committee suggestions.
6. Signature of chairperson or committee spokesperson or secretary.

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United National Indian Tribal Youth
Duties of Youth Council Members
http://www.unityinc.org/secondary.php?section=4&catid=76
Oct. 1, 2009