Kansas Capital Quilters Guild PRESIDENT Job Description

Transcription

1 PRESIDENT Job Description 1. Plans, organizes and presides at the regular monthly meetings. 2. Plans, organizes and presides at Board meetings. 3. Appoints committees as the need arises and sees they are functioning properly. 4. Selects appointed officers. 5. Appoints the Ways and Means Committee, if needed. 6. Compiles membership application forms in a notebook for use by other Board Members. 7. Appoints budget committee that will meet in January. 8. Coordinates Board review of by-laws and policies to be presented at annual membership meeting. 9. Is responsible for checking the KCQG President s account.

2 VICE PRESIDENT Job Description 1. Presides at meetings in the absence of the President. 2. Acts as President-elect for the coming year. 3. Maintains guest book. 4. Organizes the thank-you gift for the President. 5. Finds alternate meeting place when needed. 6. By May appoints and coordinates with the next years Quilt Show Chair(s) (the one who will be in charge of the quilt show when the VP is President. 7. Introduces new members at each meeting and provides new member packet. 8. Appoints hostess greeter(s) to meet and greet guests at Guild meetings. 9. Is responsible for checking the KCQG President s account as a backup person for the President.

3 SECRETARY Job Description 1. Takes minutes at Guild and Board Meetings and posts them on the bulletin board for review by the membership. Copies to be given to Board Members and to be kept in a notebook by the Secretary in the Library. 2. Also keep the minutes available by for anyone who wants them. 3. Provides copies of the by-laws to the general membership at the business meeting each year if substantive changes have occurred during the previous year. 4. Handles all official correspondence. 5. Checks the mailbox weekly. 6. Sends get well cards to Members who are ill and sympathy cards as appropriate.

4 TREASURER Job Description 1. Handles financial responsibilities such as collecting dues, paying bills, paying rent for the meeting rooms, ordering Guild pins and files all required forms and reports, etc. 2. Issues a printed financial report to Members at the January meeting and the July meeting. 3. Provides updated Treasurer s report each month at the second meeting and files all required reports, etc. 4. Maintains an updated membership list. Distributes copies of membership list in September to general membership. Provides all name and address changes to newsletter editor. Gives membership cards for New Members to the vice-president at each meeting. 5. May appoint an assistant to help collect monies. 6. Presents proposed non-budgeted expenditures to be authorized by the majority vote of the Board. 7. Require two signatures on Guild checks. Those authorized to sign are: President, Vice-President and treasurer. 8. Treasurer will make available the Guild s financial records to be audited at the end of the term by CPA designated by the Board. 9. Compiles membership applications and provides copies to the President.

5 NEWSLETTER EDITOR Job Description 1. Gathers information for newsletter. 2. Prepares newsletters, arranges for printing, and distributes at the first meeting of each month those which aren t ed to members. 3. Mails all remaining newsletters within three days of the meeting to paid Members and to other guilds, quilt shops, and advertisers as approved by the Board. 4. Provides attendance sheets and keeps membership mailing lists current. 5. Updates the notebook containing copies of each newsletter. 6. Solicits advertisers for newsletter ads for the next calendar year by Nov. 1 and maintains list of advertisers.

6 FIRST PROGRAM CHAIR (Current Year) Job Description 1. Plans, organizes and implements programs and workshops with input from Guild Members for the current calendar year (January through December). 2. Contacts and schedules guest speakers and write thank-you notes to guest speakers. 3. Coordinates programs and activities with Second Program Chair as needed. 4. Maintains workshop equipment. 5. Send information about the first meeting of the month to the Capital- Journal for the Clubs, Meetings section in the Sunday paper.

7 SECOND PROGRAM CHAIR (Next Year) Job Description 1. Plans, organizes and implements programs and workshops for the following calendar year. 2. Represents the Guild at Heartland Quilt Network and finds replacement if unable to attend the meetings. (Note, the permanent contact person for the Heartland Quilt Network will be chosen by the President). 3. Progresses to First Program Chair following their term of office. 4. Coordinates program and activities with First Program Chair as needed. 5. Assists First Program Chair as needed.

8 PAST PRESIDENT Job Description 1. Serves as advisor to current president as needed. 2. Appoints the nominating committee in August. 3. Chairs nominating committee. 4. Presents the slate of elected officer nominees to the membership in October. 5. Installs officers in December. 6. Contacts insurance carrier and makes sure insurance coverage for the Guild is in force.

9 LIBRARIAN Job Description 1. Maintains collection of books and other media for use of the Guild. 2. Operates library check-out and return service for the Members at each meeting. 3. Houses notebooks in the library for secretary s minutes, treasurer s reports, newsletters, and historian s scrapbooks. (Provided by those officers.) 4. Responsible for purchasing and auditing of the library collections. 5. Maintains liaison between our Guild and the Topeka and Shawnee County Public Library in regards to memorial donations and making suggestions for new acquisitions.

10 HISTORIAN Job Description 1. Organizes a Guild notebook including records of Guild activities, photographs and copies of Guild publicity for the year by March 15 the following year. 2. Display a variety of past notebooks at the second meeting.

11 QUILT SHOW CHAIR Job Description 1. Organizes and supervises the annual quilt show. 2. Appoints committees to carry out the duties necessary for implementation of the quilt show. 3. Updates quilt show notebook and passes it on to the next chair. 4. Acts as advisor to the next Quilt Show Chair as needed.

12 COMMUNITY RELATIONS CHAIR Job Description 1. Co-ordinates National Quilting day activity for the Guild. 2. Updates and supplies Guild information and visitor flyers at Guild sponsored activities and meetings. 3. Selects a committee as needed to implement activities. 4. Coordinates all Guild activities other than quilt shows to bring increased awareness in the community of our Guild and its opportunities. 5. Brings to the Guild Board any inquiries for Guild participation. 6. Submits Guild meeting information to newspapers and other appropriate Kansas publications. 7. Coordinates Guild literature at community locations for availability to those interested in Guild membership, i.e. Kansas History Museum, Library, Chamber of Commerce, area quilt shops, etc. 8. Keeps Guild bulletin board updated at each meeting and reports new additions and events at meetings. 9. Takes care of all publicity and news releases for Guild activities and recognition. 10. Coordinates with quilt show publicity committee as needed. 11. With Board approval, promotes exhibits of Guild Member s works (other than the quilt show).

13 PROPERTY CHAIR Job Description 1. Maintains detailed listing of items and durable equipment, including but without limitation, inventory acquired by or used by the Guild, such as but not limited to: quilt show items, quilt racks, collars, display racks, tablecloths, tickets, etc. 2. Lists shall include location, condition, amounts, any contract for rental, etc. 3. Serves as the contact person regarding the rental of the storage area for the quilt racks, including keeping the key to the storage area.

14 APPOINTED STANDING COMMITTEES Job Description 1. Budget Committee. Consist of Past President and the current President, Past and Current Treasurer, current Vice-President and a Member-at-large. The Budget Committee will prepare and propose a budget for the coming year based on current and anticipated revenues and expenses with the final agreed budget presented at January business meeting in printed form. 2. Ways and Means Committee. Consist of two Board Members, a chair selected from the general membership and three other Guild Members. When necessary, this committee will recommend fund-raising projects to the board.

15 WEBMASTER Job Description 1. Gathers information for the website. 2. Maintains and updates the website with current information as it becomes available, including but not limited to: Programs and Events, Workshops, Advertisers, Newsletter, Business Meeting Minutes, KCQG Quilt Show, Opportunity Quilt, and Membership Forms. 3. Maintains the USER ID and PASSWORD for the guild members to access the Members Area section. Changes the Password annually to coincide with a new membership year. The new Password will be announced via to the current members with addresses, and mailed through the Post Office to members without Publish website to the internet as it is updated and maintain prior versions of the site as backups. 5. Maintain website address inboxes for all executive board members. These addresses will be forwarded to the private address for each board member. A link is used to protect the privacy of the board members. These will be changed at the first of every calendar year. 6. Maintain a notebook of all information related to the website including web hosting contracts and passwords. 7. Create and maintain a notebook of instructions as to how to update the various types of files, links, text, photographs, passwords, links, etc. and other website building techniques.