27. CONVENTION YEAR BARS – PROPOSAL

Preamble
Currently these are ordered via the National Square Dance Society, who once given the registration numbers attending, by the National Convention Sub-Committee.
The National Society will usually round this amount off to the next 50 or so
 and place the order.
This is to help cover late registrations and the balance becomes stock to resell as replacements.

All the Year Bars are then sent to the Convention Sub-Committee.
The left-over year bars are returned to the National Society, who will in return, invoice the Convention Sub-Committee for the Year Bars used.

As the Square Dance Conventions Board has agreed to cover some of the Convention Sub-Committee costs to enable a cheaper registration cost to the dancers, the following is an idea to be considered.

Proposed amendment
Delete 27.07 to 27.074 and Replace with the following
27.07    The Convention Committee shall give, as part of the Registration Package, a Year Pin for the Australian National Convention Badge.

27.071  A Year Pin shall be given to each Delegate.

27.072  Orders for the Year Bars shall be placed on the Conventions Board by the Sub-Committee not less than 60 days prior to the commencement of the Convention.

27.073  The Board will pay for the Year Bars and supply them to the Sub-Committee

27.074  The Sub-Committee will return any surplus Year Bars within 30 days of the Convention Closing.
27.075  The surplus Year Bars will be passed on, at nil Cost to the National Society for resale as replacements.

27.076  The Convention Committee shall provide any necessary space, free of charge, for the sale of the Convention Badges.

Advantages:
 01.        The Convection Sub-Committee will not have any costs for the Year Bars
02.         The National Society will not have any upfront costs (or holding Costs) for the Year Bars
sales stock

Disadvantages.
The Conventions Board will have an additional Task to do in arranging purchase and distribution as well as picking up the cost of the Year Pins that are not used.
But does it really matter if the Board pay for say 400 Year Pins or 375?

Neutral:
The National Society will still have to organise, the sales booth at Conventions (Exactly the same as is currently done.)
This still gives the National Society to chance to promote themselves at National Conventions just as they have done for many years.
I am only guessing, but I do not believe that members of the board would want man the stales booth at National Conventions, Maybe I am wrong.

Under this proposal let’s decide who will do what.
For the Board
Either the Treasurer or the Executive Secretary would be the contact to receive and place the Year Bar orders.
Ideally, to avoid double handling and freight costs. The Year Pins could be shipped directly from the supplier to the Convention-Sub Committee.

For the National Society
The Merchandising Officer (But that would be decided by them) would receive the unused Year Pins from the Convention Sub-Committee.

All this should be discussed with the National Society before proceeding to the next stage.

DOES THIS NEED TO BE A WRITTEN PROCEEDURE?

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