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Division of tasks for the separate functions

Secretary

The tasks of the secretary of ESN the Netherlands are described in this section. Some of the tasks can be shared with the president.

• The secretary is responsible for the contact with all the ESN sections and the CoA.
• The secretary is responsible keeping the e-mail up-to-date for info@esn-nl.org. All e-mail should be answered by the secretary or forwarded to the corresponding board member, committee or council.
• The post box of ESN the Netherlands is currently in Maastricht (until now each year there has been someone from Maastricht in the national board). It is the task of the secretary to read the incoming mail, when necessary answer the mail and keep the other board members up-to-date about important mail.
• Each month all presidents of the sections will be contacted in the so called section round. During this section round the secretary asks the presidents about their sections, if everything goes well, and if there are any problems for which they need the help of ESN the Netherlands. The section round calls can also be shared with the president, since it takes a lot of time to call every section.
• The secretary is also responsible for taking minutes during the NPs, Presidents Meetings, CoA meetings and national board meetings. The minutes of the NPs and Presidents meetings should be taken in English. The minutes of the CoA meetings and national board meetings can be taken either in English or Dutch.
• The monthly newsletter is written by the secretary. At the end of each month, this newsletter is written. In this monthly newsletter the activities of the national board members are described shortly. Moreover, sections have the possibility to write something about their (special) activities in this newsletter.
• The secretary should send the agenda for the president meeting and the NP at least one week in advance to the sections.

Treasurer

The duties of being treasurer of ESN The Netherlands are relatively limited compared to the duties of being a treasurer of a local ESN section. The main tasks will be described in this document.

• The first task is to prepare a budget for the upcoming year. The foundation is the budget and realization of last year. Besides, it is important the budget will be adapted to the policy plan which will be written in the beginning of the year as well. In this plan there will also be a financial part in which the goals are presented that wanted to be achieved during the year. Both the budget and the policy plan will be approved during the first National Platform.
• Another main assignment at the beginning of the year is to make sure the account of ESN The Netherlands will be translated into his/her name. It is of great importance this takes place every year to make sure the account and name matches the data at the Chamber of Commerce (KvK). As soon as the new board is officially registered at the CoC and the registration letters are received it is of great importance that the new treasurer goes, together with one other board member, to an establishment of the ABN Amro Bank. A so called ‘bestuurswissel’ procedure needs to take place. The treasurer and the other board member will be authorized for the account. New cash cards will be ordered and if needed, a change of address can be made.
• Since the amount of transactions is not really high during a year, all things will be documented in Excel. Of course it is needed that this record will be documented on a regularly basis. Besides, it is important to keep an update of all amounts which still needs to be paid or received. The main transactions during a year are:
• Contribution of ESN International and National
• Declarations of board members
• Division of national sponsor deal fees (besides, making a (new) distribution code)
• Costs of ESN The Netherlands like constitution drink and representation costs
• Payments National Activity (as well as making a budget for the NA)
• Receipts of for example Chamber of Commerce, Internet provider and National Platform.
• The responsibilities of the treasurer will be verified by the budget committee. This committee will be elected during the first National Platform. For the treasurer, it is important to make an appointment with this committee a while before the second and third National Platform. The committee will examine if all receipts, amounts etc. are correct. During the second and third NP they will give a short presentation about their findings. Possibly remarks or recommendations need to be taken into account for the next period.
• A half year report is needed to be prepared before the second NP. This report will not be officially approved during the meeting but it is important to make this report for the budget committee to get an insight in the financial position of ESN. The budget prepared at the beginning of the year serves as a basis for comparison for the half year realization. Besides, another duty of the treasurer is to make a financial report before the third NP. In this report, the realization will be included of last year. This financial report will be approved during the third NP.
• It is important that all receipts/invoices etc. will be kept and stored in a file. The files of last years are also kept by the treasurer and need to be given to the new treasurer when there is the change of board members.

PR

The tasks of PR commissioner are in general to attract new sponsors and keep in touch with the existing sponsors. Of utmost importance it is to find new sponsors that have an advantage for all local sections. It is thus important to find a sponsor with national values so all sections can benefit. Besides, the communication with the local section is important and needs to take place on a regular basis. This communication is important to gain knowledge about how the sections experience the national sponsor deals and to have the opportunity to give remarks to enhance the sponsor deal. The main tasks will be described in this document.

• Maintain contact with the existing sponsors. It is of great importance that there is regular contact with the existing sponsors. In this way, insight will be gained about the satisfaction of both parties and (potential) new possibilities can be discussed. It is therefore also important that during the National Platforms sections have the opportunity to discuss their satisfaction with the sponsor deals. Besides, it is essential to discuss with the existing sponsors the contract on a yearly basis and to make adjustments if necessary.
• Finding new potential sponsors. This is one of the most time consuming tasks. Last years, there has been a lot of contact with companies who might be a potential sponsor for ESN The Netherlands. However, every year new possibilities will emerge and these need to be closely examined. It is of great importance that a lot of potential new companies get aware of ESN. Then, it is important to be actively involved to get the interest of the company. Last years it appeared that a lot of companies are actually interested in ESN but they do not know the existence of ESN. An accompanying task (which also yields for the other board members) is to create name awareness in The Netherlands. Writing press releases or participating at national conferences are good opportunities.
• Since finding new sponsors is a time consuming task there will be an acquisition committee to assist the PR commissioner in his/her tasks. At the beginning of the year members need to be find for this committee. On a regular basis, the members need to have contact with the PR commissioner. The initial contact with companies (writing letters or get to know the contact persons’ details) are tasks to be performed by the committee.
• At the beginning of the year the policy plan will be written by the new board of ESN The NL. In this report there will also be a section about sponsors. It is of great importance to describe the goals to be strived for.
• Making a distribution code. For the national sponsor deals for which money will be received it is important this will divided among the sections. There is an existing (approved by the general meeting) version of a distribution code. However, this code can be adapted for each sponsor deal or if new insights are gained about sections. This needs to be discussed during the NPs.
• Setting up guidelines for sponsors. At the beginning of the year a guideline needs to be made in which all the requirements are stated regarding the national sponsor deals. By having this document it is clear for the local sections what their main responsibilities and requirements are in order to receive the sponsor fee. If new contracts will be signed during the year, this document needs to be updated.
• Setting up a sanction plan. It is important that there will be a sanction plan so local sections know what will happen if they breach the contract. Last years it appeared that sometimes there are a few sections which do not comply with all sponsor requirements but still receive the sponsor fee. This can lead to a conflict between sections and can be resolved by having strict guidelines in a sanction plan.

Webmaster

The tasks of the webmaster are, in general, to keep all the components of the ESN Website up to date and running smoothly.

• Make sure the content on the website www.esn-nl.org is up to date.
• Ensure all relevant documents are uploaded to the Sections Wiki at wiki.esn-nl.org.
• For the different parts of the websites, some knowledge of PHP and Drupal are recommended. Think of the website as a car, you can easily drive it without knowing all the ins and outs of the engine and the technology. However, when something goes wrong, it is much easier solved if you do have some technical knowledge.

President

• The president leads the General Assembly at the National Platform, the Presidents Meeting and the National Board Meeting.
• The president coordinates the tasks of his fellow board members.
• Together with the vice-president and/or secretary, the president keeps himself informed of all the activities at the different sections. This is done by the monthly section round by phone.
• The president maintains the contact with external parties, such as NUFFIC and the press.
• The president attends the ‘convenant’-meetings. These are held approximately once every 4 to 6 weeks. Here, the national political situation is discussed and appropriate action might be taken in cooperation with other national student organizations.
• The president is responsible for the final version of the policy plan and the year report.
• The president should solve any problems that his fellow board members or sections have.
• The president should check the ESN e-mail account together with the secretary. It saves a lot of time to check it yourself, instead of waiting for the secretary to pass messages on.
• The president sends a letter to the CFI to request ‘afstudeersteun’ (the bursary) for the board members. This happens in April every year.
• The president keeps himself informed of the situation in other countries by actively participating in the national presidents mailing list of ESN International.

National Representative

As National Representative, hereafter referred to as NR, you act as the link between ESN on international level and on National level. Keeping your country up to date on what is going on at the International level and reverse keeping the International level up to date on what is going on at the National level are your main tasks, together with:

• NR makes sure that information about actions is spread between the International and national (and local) level.
• The NR is in current contact with the International Board of ESN and the other NR’s by skype.
• The NR needs to attend CNR’s, regional Platforms, CND and the AGM.
• The NR needs to get the Dutch ESN sections more involved in the International level of ESN, by writing a report after every international meeting and ask for feedback which the NR can take to the next international meeting
• The NR needs to write a country report before joining an international meeting
• NR is to initiate projects among other NR’s
• NR makes the section members interested in taking initiative on international level
• NR needs to join a working committee on international level, or an international project
• NR needs to work on the task list every NR gets after a CNR meeting
• The NR needs to update the National board on international meetings and actions
• The NR needs to work together with organizing committees of international meetings being hold in the Netherlands and provide the OC’s with all necessary information
• The NR makes sure dutch sections attend the International student day and finds voluntary workers for this day
• The NR is to broaden the ‘set-up package’ for new sections with activities lists (compiled by the NR at the beginning of the year).
• The NR takes care of the possibility of expanding the ESN name. By contacting institutions
• The NR is responsible for the expansion of the network by looking for possible new ESN sections, by contacting international offices
• The NR guides the formation of new sections within the Network
• The NR is to write updates for the newsletter of ESN the Netherlands
• The NR is to update all the Dutch sections on platforms coming up or committees or organizational functions they can take on the international level
• The NR makes sure Dutch sections will be present at the regional platform and AGM
• Furthermore, the NR takes part in all the national board meetings, national presidents meetings and National Platforms. The NR also meets up with committees regularly, such as the national activity committee. The NR attends all meetings on national level in which his/her voice is needed, such as meetings with international offices, etc. The NR furthermore is the head of the National Activity committee and tries to help finding new sponsor deals on national level.