Friday, July 1, 2016

Executive Board and Committee Roles and Responsibilities

CLMQG Executive Board Descriptions

  • Serve as spokesperson for the guild.
  • Prepare agenda and lead meetings (regular and board).
  • Fill-in or find someone who can, in any other necessary capacity, as needs arise.
  • Oversee all committee and board responsibilities.
  • Coordinate with the Vice President on Programming.
  • Coordinate with HSB on reserving location and retrieve/return key.
  • Accept responsibility for the roller magnet. 
  • Preside at all general, special, and Board meetings.
  • Attend committee meetings as an ex officio member of the committee as necessary.
  • Coordinate committee activities and appoint committee chairpersons.
  • Maintenance of and responses to the Guild email account.
  • Maintain workshop & sew-in registrations for the Guild.
  • Update MQG roster.
  • CLMQG tax filing per year.
  • Serve as co-signer with Treasurer on checks issued by the Guild.
  • Work with the Executive Board to establish an annual budget.
Vice-President -Jalana
  • Assist the President when needed.
  • Attend guild meetings.
  • In the absence of the president, lead guild meetings.
  • Assume the responsibilities of the President in the event the President cannot complete the term of elected office.
  • Coordinate with the President for Programming.
  • Attend monthly board meetings.
  • Receive and bank all guild funds.
  • Maintain bookkeeping records of all funds.
  • Disburse funds as authorized.
  • Serve as co-signer on checks issued by the guild.
  • Make a financial statement available to members.
  • Provide a financial report to be presented to the membership.
  • Attend monthly board meetings.
  • Keep minutes of the general and board meetings or arrange for a substitute.
  • Provide the minutes of the general meetings to the Social Media coordinator shortly after the monthly meeting.
  • Welcome new members.
  • Collect membership forms, dues, and visitor's fees.
  • Maintain the membership roster, guild attendance records, and distribute membership cards.
  • Attend monthly board meetings.

Committee Descriptions & Duties
  • Committee chairpersons provide written monthly updates to the CLMQG Executive board prior to board meetings and give verbal committee updates at monthly member meetings as necessary.
  • Committee chairpersons attend CLMQG board meetings when requested by the Executive board.
  • No committee chairperson or CLMQG member may enter into a verbal or written contract, including placing monetary deposits, on behalf of the CLMQG without the written consent/permission of the current CLMQG President or Vice-President.
Article 9 of the CLMQG Bylaw reads:
Committee Chairs Committees and chairpersons shall have no authority except that which is granted by the President and/or the Executive Board. Special committees shall be appointed by the President, as necessary, to carry on the business of the organization. At his/her discretion, the President(s) can appoint co-chairs for any and/or all of the listed committees. All committees and chair persons are responsible to and accountable to the President.

Programming-Lorrie, Jalana
  • Research outside presenters in topics related to modern quilting.
  • Send inquiry and follow up emails to relevant presenters. Guild goal is 2-3 outside speakers per calendar year.
  • Research additional 3-4 low or no-cost workshops/demos/lectures per calendar year
  • Suggest presenter options to CLMQG board. Schedule all presenter programming following the budget determined by the board.
  • Organize any needs presenters have and send reminder/follow-up communications to scheduled presenters.
  • Work with the board to execute any contracts related to presenters and arrange payments to presenters.
  • Arrange vendors for workshops & sew-ins.
Social Media-Shelley
  • Post to guild blog on a regular basis, including but not limited to, minutes, workshop/speaker info, member features, future meetings and events.
  • Maintain guild website, Facebook, Instagram and other social media accounts.
  • Encourage members to post to social media outlets.
  • Find charitable opportunities.
  • Coordinate with charities specific needs.
  • Collect and distribute charitable donations.
  • Update board prior to guild meetings with any new or pertinent information. Update will be presented at guild meetings.
Photography-Kelly, Marge, Darlene
  • Take and edit digital photos from each CLMQG meeting/event.
  • Post photos to guild Facebook page in album format and email photos to board for use in other publicity uses, such as minutes, within one week of meeting/event.
  • Coordinate with other photography volunteers to schedule responsibility for each meeting/event.
Fundraising -Jalana
  • Develop and monitor fundraising programs for the CLMQG.
  • 1st-2nd week of January each year, solicit donations from, but not limited to, quilt/sewing related companies.
  • Maintain the database of all outside contacts & donations to the guild, including company name, date contacted, contact name, donation received, appreciation email sent date, and a JPEG company logo for guild sponsor page on blog.
  • House and accept all donations until time of fundraiser opportunity.
  • Write thank you emails to donors upon receipt of donation.
  • Establish fundraising or participation goals for special events within specified time periods.
  • Plan and direct special events such as the 'garage sale' table, silent auctions, raffles, etc.
  • Prepare materials for fundraisers.
  • Update the board every month before board meetings. Update will be presented at guild meetings.
Social Events -Kara, Jalana
  • Arrange get well and condolences cards on behalf of the guild to members as needed.
  • Organize the December holiday party to be held the first week in December.
  • January-Contact and prepare three options for venues for the holiday party by completing the Venue Questionnaire provided.
  • Upon board approval, provide selected venue with deposit to secure date and location.
  • Plan and organize the Guild annual birthday party.
  • Organize party content such as games, favors, other foods, etc.
  • Update the board monthly before board meetings. Update will be presented at guild meeting.
  • Organize snacks and food for meetings and other events.
  • Responsible for maintaining lists of current bees.
  • Helps connect interested Guild members with bees in their area.
  • Work closely with the board to provide guild with list of possible retreat venues.
  • Secure venue & organize retreat upon board approval.
Swaps, Lotteries, and Challenges-Open
  • Provides the board with ideas related to modern quilting.
  • Works closely with the board to plan programs for the monthly guild meetings including swaps, block lotteries & challenges. Organization is necessary and follow through is a must.
  • Actively works on future months’ programs, events, projects, challenges and block lottos to ensure a steady stream of activities.
  • Communicates regularly with the board on upcoming monthly programs.
  • Shows a sample at guild meetings two months prior to the swap/lottery.
  • Provides the members with any swap, block lottery, and challenge rules/ instructions.
  • Communicates Board approved challenges, lotteries and swaps to the members.
  • Works closely with the Social Events Committee for potential swaps if needed (ex. Holiday party).
  • Communicates with the Social Media Coordinator for the blog postings regarding any swap, block lottery, and challenge rules/ instruction write-ups.

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