ATA-NC Committees, and Invitation to our Members.
Dear ATA-NC Members,
One of the decisions made during ATA-NC’s first Board of Directors meeting at the beginning of this year was the regrouping of ATA-NC Committees into 4 main ones. These committees are responsible for ATA-NC sponsored activities planned throughout the year (Activities Committee), retaining current members and attracting new members to ATA-NC (Membership Committee), maintaining the Turkish House as a suitable place for social gatherings and planned activities (Turk Evi Committee), and handling administrative and legal issues (Administrative Committee).
However, the definition, scope, and membership or volunteer participation for these committees are open to all our members. We prepared the following list of committees for our members who wish to participate in defining the scope and/or participation in any of the committee’s activities. We invite all our members to look at the list of the committees and let us know if you would like to participate in any of them.
There are two ways you can participate:
Committee member: You can join one or more of these committees as a committee member. Committee members are expected to participate in defining the purpose and scope of the committee, attend the regular committee meetings throughout the year, and participate in the activities and tasks that fall under the responsibilities of the committee.
Volunteer: This is an option for our members who are unable to participate as a committee member, but would instead like to contribute to an individual activity that suits their preference and availability. ATA-NC always welcomes contributions from its members, and we are always looking for volunteers who would like to participate.
As always, ATA-NC’s management and activities are open to all its members, their ideas, and their criticism.
Please take a look at the list of committees below, and contact with the chair person of the committee.
Best regards,
ATA-NC Board of Directors
Membership Committee
Chair Person: Metin Aydemir maydemirus@yahoo.com 919 641 6888
Membership Activities
- Come up with different approaches to improve communication with members.
- Reach out to new families and students.
- Keep membership related forms, web pages, and content up-to-date.
- Perform the review process for the new membership applicants.
- Keep track of membership; maintain an accurate member list.
- Send thank you notes/cards to new/renewing members.
- Technical Solution to support Membership/Communication
- Investigate different approaches to improve communication with members and keep track of membership (minimize duplication and manual processing).
- Define the requirements for the new communication mechanics.
- Investigate the options for having a web-based list/database emailing method (instead of yahoo groups).
- Ensure the solution is compatible with / complementary to the other communication methods that ATA-NC uses.
Internal Communication
- Create content for the web site, write the announcement emails for the activities, write a short account of how the activity went, how many attended, etc.
- Decide on the frequency of the ATA-NC newsletter (“Oldu Olacak”), write it based on activity email contents, email to groups, mail to individuals who do not have email accounts.
- Investigate ways of increasing member participation in the events, implement those methods, investigate ways to better communicate with the student communities, etc.
Turk Evi (Turkish House) Committee
Chair Person: Ilker Akyil ilker@zeyker.net 919 961 6184
- Coordinate the timing of the events at Turk Evi, maintain a calendar for Turk Evi.
- Coordinate the Turk Evi hours and the handing of the key to the shift watch.
- Solicit members for being a monthly or daily/hourly on-call member at Turk Evi. Maintain an
on-call member schedule.
- Ensure that the monthly and daily/hourly on-call members are performing their roles and responsibilities as defined in the related documents identifying their roles and responsibilities.
- Conduct communication regarding repairs and maintenance activities, perform/supervise the repairs and maintenance.
- Manage the monthly capital expenditures.
- Establish and manage the library.
- Coordinate the procurement of the supplies and snacks for the house.
- Define procedures for renting out Turk Evi facilities and enforce the approved procedures.
- Define procedures for activities and enforce the approved procedures.
- Manage public relations.
- Maintain standard shopping list for Turk Evi for Sam’s Club and BJs shopping.
Activities Committee
Chair Person: Bahar Ozgenc b.yuce@hotmail.com
Festivals
- Document high-level information for all the festivals and their respective contacts.
- Be on the lookout for new/other festivals.
- Handle communications with festival coordinators, represent ATA-NC in their meetings.
- Identify the scope of participation for ATA-NC.
- Handle all paperwork, participation forms, etc.
- Collaborate with the Membership Committee for the related emails, announcements, advertising, etc.
- Define the details of ATA-NC’s participation within the identified scope, create a to-do list.
- Secure volunteers for the to-do items by involving the other committees and by reaching out to members.
- Make arrangements with the performing groups; make sure logistics are in place for performances.
- Coordinate all other efforts.
Holiday Celebrations
- Determine the holidays to have celebrations for in consultation with the BoD.
- Organize events and activities suitable to the meaning of the holiday being celebrated (securing speakers, performers, collaborating with the Turkish School for student participation, etc.)
- Collaborate with the Membership Committee for the related announcements.
- Create a to-do list for the event/activity and secure volunteers for the to-do items.
Sports Events
- Organize the sports activities as part of the 19 Mayis Celebration.
- Organize the material for sports activities for ATA-NC picnics.
- Organize events that will encourage being active and attract different age and ability groups (children, youth and college students) – includes: biking, soccer, basketball, hiking, etc.
- Work with other local groups to achieve both physical well being and ATA-NC member’s involvement in different causes (such as walk for cancer, etc.)
Other Events
- Review, process and approve any other event requests where ATA-NC will be represented.
Food Organization for Events & Activities
- Determine menu for all kinds of events (festivals, meetings, holiday celebrations, etc.)
- Identify, contact, and organize volunteers for preparation of menu items.
- Remind volunteers 1 week prior to the event (phone contact is recommended for effectiveness).
- Do BJ or Sam's Club shopping (list exists for required items).
- Do Farmers Market shopping (list exists for required items).
- Do other grocery, Party City shopping (for items not found in other stores).
- Identify and organize volunteers for the event day.
- Location preparation the day before, and the day of the event (festival booth, Turk Evi, etc.)
Administrative Committee
Chair Person: Burcin Iz burciz@nc.rr.com 919 450 5175
Fundraising
- Investigate fundraising possibilities with different institutions.
- Investigate companies’ charitable donation matching plans.
- Inform members about these programs and encourage them to participate.
- Solicit fundraising proposals and evaluate them.
- Collaborate with the other committees to implement the accepted proposals.
Legal Issues
- Identify items that we may need legal counseling such as: Can we have cover charge for music events? Can we arrange a summer camp? What are the requirements for these? Do we need a food license to be able to sell food?
- Identify resources (people) in the community who can help ATA-NC with these questions.
- Complete the initial investigation and if necessary, consult with a lawyer.
External Communication
- Keep in touch with the media, follow the news, prepare the documents with the subject matter when needed, and send press releases to the appropriate audience.
- Initiate and maintain contact with American Turkish Associations.
- Do research on other ATA organizations around the US , contact them and create a communication line. Contact ATAA to initiate closer relations.
- Research and find grant opportunities, help with grant writing and editing, and maintain contact with grant providers.
- Do research on how and where we can advertise ATA-NC activities, and advertise them throughout the year.
- Identify the places/lists/ organizations that carry ATA-NC information and/or work with ATA-NC, ensure that changes (such as address/email/ web changes and changes in organization’s directors) get communicated to these entities, etc.
Posted on 2010-04-20