All positions will be required to work with their San Luis Obispo counterpart and submit an end-of-the-year report regarding their tasks and responsibilities. COMMITTEE DESCRIPTION OVERVIEWS COMMITTEE CHAIR Responsible for providing leadership and oversight of the committee (involved in all aspects of the program) to facilitate comprehensive progress and completion of the float Plans, leads, and facilitates committee meetings towards positive outcomes Assists committee in establishing, maintaining, and achieving goals and timelines, including but not limited to: o Working with the Treasurer on maintaining the budget o Oversight of Deco, Design, and Construction chairs to make sure they are on schedule o Providing support to all the departments o Keep all areas communicating with each other and working well together o Work with Advisors to manage administrative paper work and making sure that everything Rose Float does is in compliance with University policy o Serve as the “go-to person” when something goes wrong. Work with advisors and other University Officials to problem solve when necessary. (eg: something breaks at lab, injuries, lab security problems) The Committee Chair is often the first to get called and it is their duty to remedy the situation. COMMITTEE VICE CHAIR Support the committee chair in all areas including organizing paperwork, donation documents, liability forms, etc. Assists in ensuring that all deadlines are met and overall timeline is maintained In case of committee chair stepping down for any reason, vice chair will then become the committee chair In absence of a secretary, vice-chair will take minutes at committee meeting Oversee Donor & Alumni Relations Coordinate move-out permits Other areas of support may include, but are not limited to: o Collection of completed travel forms o Leading committee meeting in absence of Chair o Ideally this position would be filled by someone who intends on being part of the program for more than one year. DONAR RELATIONS/LEAD Work closely with the Director of the Rose Float Program in understanding the dynamics of fund raising, donations, and alumni engagement Work closely with the individual departmental Chairs on Committee to understand their needs and the needs of their specific areas Complete all Acceptance of Gift forms on behalf of Rose Float donations Manage an accurate data base of all donors and contact information Be outgoing, engaging, and a proud ambassador of the Rose Float program COMMITTEE TREASURER Work closely with the Committee Chair to manage the budget Records all expenses in a logical and clear manner Reconciles Rose Float's budget with the ASI account statements Organizes and presents budget request to IRA Reports on current finances when asked COMMITTEE SECRETARY Record and store detailed notes of all the meetings, including concept contest and DDC Distribute meeting minutes after each meeting Work with Vice Chair regarding specific or additional areas that are deemed necessary CONSTRUCTION CHAIR Responsible for the successful construction of the float, including animation, engine, structure o Animation System o Engine o Structural integrity of the mechanical designs & of the physical construction (i.e., welds) o Insuring float is ready for all inspections. o Delegate, manage, and then perform quality control over all aspects of construction o Pass down from one construction team to potential following construction members so that there is continuity of information from one year to the next Responsible for the construction of the float’s substructure and moving mechanisms Oversee Rose Float Lab including maintaining inventory, assessing safety hazards, as well as insuring lab is kept clean and safe Responsible for creating and enforcing a construction timeline Responsible for the organization, maintenance, and repair of tools and machinery Manages the construction crew CONSTRUCTION ASSISTANT Assists the Construction chair in all projects, including but not limited to: o designing, building, and documenting the structural and moving elements on the float o fixing any problems on the float that are assigned by the construction chair Ideally this position would be filled by someone who intends on being part of the program for more than one year. LAB SPECIALIST Responsible for the up keep and Maintenance of the Lab facility (The Lab has a lot of equipment that needs maintenance and it is the responsibility of the Lab Specialist to provide that maintenance.) Secures donations that pertain to welding, shop tools, etc. Maintains a full inventory of all tools and machines at lab repairing equipment when necessary Works with Technical Advisor to ensure all tools are properly working Manage inventory: Running out of hardware (i.e., cut-off blades, bolts, welding rod,) & keep the lab stocked Keep lab organized in a logical manner Delegate tasks to volunteers and oversee quality of all work performed by volunteers Work closely with the Construction Chair and Assistant Construction Chair to make sure that the lab is organized to the appropriate standards set by the Chair and Technical Advisor When lab specialist duties are completed, the lab specialist has the same duties as a Construction Assistant HYDRAULICS/ENGINE LEAD Maintain both the engine and the entire hydraulics system Responsible for maintaining the hydraulic equipment Responsible for the running and maintaining the animation engine Responsible for maintaining and cleaning the hydraulics corner Ensures that the hydraulics are properly installed in the float Train construction team so that they have the hydraulic infrastructure they need to run the animation o Work closely with them to make sure that animation designs do not supersede the abilities of the hydraulic system HYDRAULICS/ENGINE ASSISTANT Assists Hydraulics/Engine Lead to perform all duties pertaining to Hydraulics and the Engine Develops deep enough knowledge to step in for Hydraulics/Engine Lead in case of their absence This position does not require any experience because one of the duties of the Assistant is to learn from the chair and to be able to pass down the information from one year to the next ELECTRICAL/ANIMATION LEAD Responsible for maintaining the electronic equipment and all electronics on the float Ensures that the electronics are properly installed in the float Responsible for overseeing the continuing improvement of the animation system and the integration of that system with the float Responsible for maintaining and cleaning the electronics trailer Responsible for programming and running the animation If during anytime there are no Electronics/Animation duties to perform, the Lead becomes a construction assistant ELECTRICAL/ANIMATION ASSISTANT Assists Electrical/Animation Lead to perform all duties pertaining to Electronics and Animation Develops deep enough knowledge to step in for Animation Chair in case of their absence This position does not require previous electronics experience because one of the duties of the Assistant is to learn from the lead and to be able to pass down the information from one year to the next If during anytime there are no Electronics/Animation duties to perform, the chair becomes a construction assistant Ideally, (but not necessarily,) this position should be filled by someone who intends on being part of Rose Float for more than a year DESIGN CHAIR At the beginning of the year the Chair must work with the Design team to come up with various detailed designs for the rest of committee to vote on during DDC Responsible for creating and supervising the overall design of the float During construction, Design is responsible for the final look of the elements, including shaping and carving Responsible for maintaining and cleaning the design trailer Works with a third party artist to create the float rendering Creates scale drawings of the float showing size and position of the elements Ensures that pencil-steel shaping, foam carving, and screening are done properly Plan and lead all aspects of “Design Week” in December including but not limited to: o Delegating tasks to dozens of volunteers o Coordinating with Deco and Construction o Keeping the entire team motivated during a tight schedule DESIGN ASSISTANT Assists Design Chair in all aspects of the department Help solicit donations for Department Assists in achieving all deadlines and timeline as pertains to Design department This position does not require any experience because one of the duties of the Assistant is to learn from the chair and to be able to pass down the information from one year to the next Ideally, (but not necessarily,) this position should be filled by someone who intends on being part of Rose Float for more than a year DECORATIONS CHAIR Responsible for choosing all the Deco material that goes on the float and insuring the float is decorated Decides what materials will be used on each specific section of the float in a creative and unique way to use natural materials to give off the desired visual effect Create a color scheme for the float that looks aesthetically pleasing but also is doable with Deco material. Responsible for maintaining and cleaning the decoration trailers and decoration’s corner Coordinate and managing the processing of all deco material. Works with vendors to order the materials needed Oversee all aspects of Decorations (Deco) Week including but not limited to: o Selecting and training section leads o Preparing all materials for transport o Delegation of tasks to hundreds of volunteers o Maintaining a tight schedule in order to be prepared for judging and the parade DECORATIONS ASSISTANT Assists the Deco Chair with in all aspects of the department Help solicit donations for Department Assists in achieving all deadlines and timeline as it pertains to Decorations department This position does not require any experience; the role of the Deco Assistant is to learn from the chair and to be able to pass down the information Ideally, (but not necessarily,) this position should be filled by someone who intends on being part of Rose Float for more than a year FLOWER FIELD LEAD Work closely with the Deco Chair and the Plant and Soil Science department to grow flowers for the float Experience in horticulture is a big advantage CLUB DESCRIPTION OVERVIEWS CLUB PRESIDENT Responsible for providing leadership and oversight of the club (involved in all aspects of the program) to facilitate comprehensive progress and support for the committee to complete the float Plans, leads, and facilitates club meetings towards positive outcomes Assists club in establishing, maintaining, and achieving goals and timelines as it relates to committee priorities Serve as a member of the Rose Float Chair Meeting, offering support and communication to meet Rose Float needs Assists club in establishing, maintaining, and achieving goals and timelines, including but not limited to: o Working with the Treasurer on maintaining the budget o Working with and oversight of Merchandise to make sure they are on schedule o Providing support to all the departments o Keep all areas communicating with each other and working well together o Work with Advisors to manage administrative paper work and making sure that everything Rose Float does is in compliance with University policy o Serve as the “go-to person” when something goes wrong. Work with advisors and other University Officials to problem solve when necessary. (e.g.,: club officers are not performing to standards, something breaks at the office, injuries during social events, etc.) The Club President is often the first to get called and it is their duty to remedy the situation. CLUB VICE-PRESIDENT Support the club president in all areas including organizing paperwork, donation documents, liability forms, travel forms, disbursement requests, etc. Assists in ensuring that all deadlines are met and overall timeline is maintained In case of club president stepping down for any reason, vice president will then become the president In absence of a secretary, vice-president will take minutes at club meetings Other areas of support may include, but are not limited to: o Collection of completed travel forms o Leading club meetings in absence of president SECRETARY Records meeting minutes Sends out periodic email newsletters Updates the Rose Float calendars Maintain a roster of the Committee, Alumni, and Club Members CLUB TREASURER Organizes and maintains a club budget Tracks and records all finances and donations Reports on current finances at each meeting Collect membership dues MARKETING Publicizes Rose Float events and activities Writes press releases in collaboration with public affairs Communicates with the press Increase awareness of the Rose Float Program MARKETING ASSISTANT Write articles that will be included in the published newsletter Attend interviews on behalf of the program when the proper representatives cannot be present Coordinate all marketing endeavors that are within the campus SPECIAL EVENTS COORDINATOR Plans all Rose Float events o Major events o Social events o Community Service events MERCHANDISE Designs and orders all merchandise and apparel Maintains inventory of merchandise in the merchandise room Organizes and oversees the merchandise booth at all relevant events (Deco Week, Post Parade, etc.) MERCHANDISE ASSISTANT Maintain online orders Oversee the making of buttons Make deliveries around campus Oversee sales when the Merchandise Chair not available, along with Assists the Merchandise Chair with all duties as needed CUISINE COORDINATOR Organizes the meal schedule for all work days and special events Obtains food donations Responsible for keeping the Lab kitchen clean, organized, and inventoried WEBMASTER Maintains and update the Cal Poly Rose Float website Maintains and updates the Cal Poly Rose Float Facebook fan page Works with the photographer to update the photo gallery Maintains the committee mailing list Maintains the newsletter mailing list Maintains the Rose Float calendars PHOTOGRAPHER Captures the year of Rose Float in photographs and video Obtains photos from other people and organizes them Updates the website and Facebook with photos Creates a slideshow for the Queen and Court Luncheon as well as the Banquet Works with the University archives to document the year in Rose Float Creates a CD or DVD compilation of photos for all committee members