Mountain
Laurel Quilt Guild
Role
and Responsibilities of the President
ROLE:
The role of
the President is to provide leadership and continuity to the Mountain Laurel
Quilt Guild by observing the by-laws and guiding principles that it provides.
The president will also support the purpose of the guild, which is to further
the art of quilting through education, to provide a means of sharing ideas,
materials, skills, and fellowship, and to encourage self-expression through the
art of quilting.
RESPONSIBILITIES:
1.
Preside
at monthly meetings of the guild, whenever possible. If the President or Vice
President is unable to attend another member may be substituted
2.
Call
and preside over at least three board meetings each year in order to gather
input from members and the board, plan guild activities, and manage guild
policy.
3.
Call
special Board meetings as deemed necessary
4.
May
attend all committee meetings
5.
Shall
be authorized, along with the treasurer, to sign checks
6.
Write
a brief message to members to be published in the monthly newsletter
7.
Be
custodian of the Gmeiner key and security code
8.
Establish
a nominating committee according to the schedule in the by-laws and hold
election of officers
9.
Assist
the treasurer in building a budget for the next year.
---------------------
Role
and Responsibilities for Vice President
ROLE:
The role of
the Vice President is to assist and work with the President to ensure there is leadership
at every meeting and to plan and support monthly programs for monthly Guild
meetings.
RESPONSIBILITIES:
1.
Collaborate
with and support the President in leading the life of the Guild
2.
Preside
at any meeting that the President is unable to attend
3.
Attend
meetings of the Guild’s Board of Directors
4.
Create
and manage the annual budget for the programs. The VP is responsible for all activities
and monies used for programs
5.
Chair
the Program Committee
6.
The
Program Committee shall perform the following duties:
a.
Contact
membership on an annual or semi-annual basis to discover programs that the
membership may be interested in.
b.
Contact
potential speakers/presenters considered for program presentation
c.
Schedule
programs for the two years. This schedule calendar will begin for the year
after the VP takes over the role. This will mean that the programs for the
first year of the role will be completed by the Program Committee of the prior
VP tenure and will continue for one year after the VP is out of office. In the
case of a one year tenure the Program Committee will schedule to next year.
d.
Keep
accurate records of any monies spent and request reimbursement for any personal
expenses on a timely basis
e.
Ensure
equipment and any materials that are needed for a program are at the Gmeiner on
the night of the program
f.
Ensure
any accommodations for out of town guests/lecturers are scheduled and provided
for
g.
Coordinate
activities for the picnic and the Christmas party with the Hospitality
Committee.
7. The Vice President will send regular program
updates and information to the newsletter editor
--------------------------------
Role
and Responsibilities for Secretary
Role:
The Secretary acts as recorder of
meeting minutes and manages correspondence for the guild.
Responsibilities:
1.
Record the minutes of
monthly business meetings and board meetings
2.
Prepare a clean copy of
minutes for the monthly newsletter, sending it to the newsletter editor by
email after checking spelling, especially of names.
3.
If unable to attend a
monthly meeting, the secretary shall notify the president of her absence and
secure a substitute who will take notes and prepare the copy for the
newsletter.
4.
Attend Board meetings
5.
Other tasks as requested by
the president and/or Board
------------------------------------
Role
and Responsibilities for Treasurer
Role:
The
treasurer is responsible for managing and tracking guild funds, paying bills,
and overseeing the budget using a computer based fiscal software or spreadsheet
Responsibilities:
1. Deposit
any funds received from guild activities such as meeting door prize, membership
dues, payments for classes and retreats
2. Record
receipts and payments made by budget category in an electronic spreadsheet.
3. Provide
payment vouchers for any request for payment.
Write and mail checks to pay guild bills in a timely manner
4. Maintain
the checking account either in the checkbook or on a spreadsheet. Is
authorized, along with the president, to sign checks
5. Prepare
a finance report for the president and board showing expenditures year to date
by budget category compared to the budget.
Recommend any budget adjustments needed.
6. Assist
in preparation of the next year’s budget.
Provide a printable format to the newsletter editor for distribution to
the membership in the newsletter.
7. Make
books available for review periodically during her term if requested, and at
the end of her term
8. Attend
Guild Board meetings
---------------------
Role
and Responsibilities for Retreat Chairperson
ROLE:
The role of a
Retreat Chairperson is to secure the venue for the retreat, manage registration
for the retreat, plan some special activities, and act as general hostess for
the retreat. Retreats are managed for the benefit of the membership of the
Guild.
RESPONSIBILITIES:
1.
Prepare
and pass out the Retreat Sign-up sheet during approximately 3 months before the
scheduled retreat. The notice shall also be put in the newsletter with
information about time, place, and cost.
2.
If
there is a contract, the chair manages it, using it to determine the cost to
participants
3.
Members are given first preference for space
at the retreats. If any seats remain they may be offered to non-members.
Non-members are charged $10.00 extra.
4.
Schedule
and manage participant activities during the retreat.
5.
Discretion
is given for any expenditure up to the maximum budget amount. All receipts for
reimbursement or payment will be submitted in a timely manner
6.
Attend
Guild Board meetings
-------------------------------------------
Outreach Chairperson
Role:
The
Outreach Chairperson leads Guild activities of a charitable nature. She is the liaison between the Guild and any
recipient organization and encourages members to participate in the outreach
efforts.
Responsibilities:
1. Planning outreach
projects and communicating these to members at meetings and in the newsletter
2. Contacting charities or
organizations to determine their need to receive our donations
3. Storing fabric and
supplies
4. Scheduling work bees to
prepare kits or a mini-retreat for an outreach project
5. Collecting finished
quilts/items
6. Delivering finished
quilts/items to charities or organizations
7. Documenting quilts
finished and distributed
8. Attend Guild Board
meetings
--------------------------------------------
Newsletter Editor
Role:
The
newsletter editor’s role is to compose and publish a monthly newsletter using
copy submitted by officers and chairpersons as the primary means of Guild
communication.
Responsibilities:
1. Must have computer skills in word processing
and email in order to create the newsletter and send it to members
electronically
2. Receives copy from officers and chairs
electronically. Edits as needed to fit material
into the newsletter. Embellishes with
clip art and color. Checks spelling.
3. Gets up to date roster from the membership
chair. Creates and maintains a current
electronic contact list for distribution of newsletter by email.Prints and
mails paper copies to members without email
4.
Sends other email messages to the
general membership such as the proposed budget, revisions of by-laws, or
policies as needed
5. Maintains an archive of
newsletters electronically.
6. Attend Guild
Board meetings
-----------------------------
Membership
Chairperson
Role: The
Membership Chair performs all duties required for enrolling new and continuing
members to the Guild and maintaining electronic membership records
Responsibilities:
1. Keep an accurate listing of all members by means of an
electronic spreadsheet roster, updated as new members are added.
2. Provide roster to officers and to newsletter editor, who
can send it to members quarterly.
3. Collect money for dues and any sales and give all monies
to the treasurer.
4. Take attendance at meetings and report the status of
membership in the newsletter or at the monthly guild meetings.
5. Print new membership cards for distribution at meetings
or by mail
6. Supply new members with a membership card, new member
information sheet, by-laws, and a name badge.
7. Keep a sufficient supply of name badges for new members
or for members who wish to purchase a replacement.
8. Attend Guild board meetings.
-------------------------------
Hospitality
Chairperson
Role:
Purpose: The
Hospitality Chair takes the lead for any Guild occasions which require food and
celebration.
Responsibilities:
1. Christmas
Party and Dinner- With Vice President, secure meeting place, arrange the room
with tables and chairs. Plan decoration
for tables. Provide beverages, cups and
napkins, several large garbage bags.
2. Summer
Picnic- Reserve picnic pavilion. Provide ice and beverages, napkins, clean up
supplies, etc.
3. Exhibit
Opening Night Reception- Enlist members to provide and serve food and
beverages, arrange table decorations, replenish supplies, and clean up.
4. Attend
Guild Board meetings
----------------------------------
Historian
Role:
The historian records the life of the Guild through
photographs and words
Responsibilities:
1. Take, or cause to be
taken, photographs of Guild events
2. Maintain an archive of
digital photographs and scanned articles of importance to the Guild
3. Attend Guild Board
meetings
-----------------------
National Teacher
Chairperson
Role:
The National Teacher
Chairperson has overall responsibility for workshops presented under the
Guild’s auspices which feature a nationally recognized teacher, and which occur
outside of regular Guild meetings. It
has been our practice to invite a nationally recognized teacher once a year who
will present a lecture at our Guild meeting and a workshop the following day.
Responsibilities:
1. May form a committee to assist in the work of
identifying a suitable candidate to invite, based on interest among members and
dates of availability
2. Issues the invitation to a teacher, manages the
contract, and maintains contact during the interim
3. Arranges for lodging and meals for guest
4. Locates and reserves a venue for the class
5. Sends workshop information to Guild newsletter
editor
6. Creates an information flyer for guild members
(hand out or in newsletter)
7. Takes reservations and class fees (See
reservations policy)
8. Acts as hostess to the guest teacher-
transportation, meals, etc.
9. Is reimbursed promptly for any costs incurred
as hostess and chair
10. Attend Guild Board meetings
----------------------------
Workshops Chairperson
Role:
The Local Workshop
Chairperson plans and manages all aspects of "local" workshops for
guild members. These can include mini-retreats and classes on various quilting
techniques/patterns. Teachers are guild members or someone who lives relatively
close to Wellsboro and who requires no accommodations, travel expenses,
contracts, etc.
Responsibilities:
1. Arranges
scheduling/renting of workshop location
2. Determines cost based on
space, supplies, and food
3. Takes reservations for
participants and their payment
4. Buys door prizes, food,
as needed
5. Although guild members
who teach are not paid, the Guild provides their lunch.
6. Coordinator picks topics
for workshops based on input from guild members.
7. Attend Guild Board
meetings
-----------------------------
Publicity Chairperson
Role:
Act
as liaison with area media to publicize Guild activities
Responsibilities:
1. Maintain contact
information for local newspapers (Wellsboro Gazette, Corning Leader, Elmira
Star Gazette, Williamsport Sun Gazette)
2. Write an article about
each monthly meeting and submit to newspapers for the week prior to the meeting
date
3. Publicity for the
Biennial Quilt Exhibit is managed through the exhibit committee
4. Attend Guild Board
meetings
--------------------------------
E-Communications
Overall
Role:
To
enhance communication among Guild members through the Guild’s blog, Facebook,
and other electronic/internet means
Blog Guru Role:
The blog guru’s role is
to ensure that important information about guild activities is made publicly
available on the guild’s blog in a timely manner.
Blog Responsibilities:
1. Publish blog posts about
guild meetings/workshops/retreats/etc.
2. Be familiar with using
blogspot.com.
3. Attend Guild Board
meetings
Facebook
Role:
The role of the
Facebook administrator is to work with the blog administrator and the newsletter
editor to provide current and up to date information about guild happenings to
the membership.
Responsibilities:
1. Fulfill
the job of administrator as Facebook defines it.
2. Assure
that all postings meet the standards of the Guild.
3. Post
photos from events and guild functions.
4. Share
or post information to the benefit of the guild such as information from other
guilds, sales from local quilt shops, etc.
5. Promote
guild events such as the exhibit, workshops, or travel opportunities.
6. Post
cancellations due to weather or unforeseen circumstances in a timely fashion
7. Attend Guild Board meetings
