Rouge Valley Quilters Guild. Committee Responsibilities

Transcription

1 Rouge Valley Quilters Guild Committee Responsibilities President Chairs monthly executive meeting held one week after General Meeting (see Executive Meeting outline) Gives direction to any executive member or member-at-large who inquires about the guild activities Chairs the monthly general meeting (see General Meeting outline) Chairs the Annual General Meeting (see May AGM outline) Appoints people not part of the executive with certain tasks Co-signs cheques the Treasurer issues Signs all official paperwork pertaining to the guild Hosts Pot Luck lunch/dinner at the end of the year for executive and incoming executive members. This meeting is held one week after May General Meeting Submits monthly message for the newsletter and submits it to the Newsletter Convenor the Friday after the Monthly General Meeting Submits expense receipts attached to the RVQG Expense form to Treasurer prior to receiving a further cash advance Updates Winter Storm Cancellation Schedule for Executive along with Membership Help set Administration Budget for the next year with Vice-President, Secretary and Treasurer Updates list of responsibilities and inventory list at year end Inventory / equipment lists: Red Book Binder with all Committee Responsibilities, and Constitution and By-Laws

2 President, cont d. GENERAL MEETING OUTLINE 1) Welcomes everyone 2) Greets new members and guests 3) Introduces Executive Members to Membership and Guests (September meeting) 4) Announcements from Bee Night, Membership, Quilt Show, Library, Quilts from the Heart, Special Events and Workshops 5) Block of the Month draw. Introduction for the Block of the Month for the next Month 6) Program Convenor/Quilter of the Month will introduce Guest Speaker or Program, she will arrange for someone to thank the Guest Speaker 7) Break 20 minutes sign up for Bee Nights, Workshops and pick up Library Books, check out members quilted Display items on display downstairs 8) Ask that suggestions be put in the suggestion box at the membership table 9) Members come forward to display their quilted items 10) Other announcements 11) Announce Dates for the next General Meeting and Bee Night nb Order of the Agenda can be amended to suit the occasion

3 EXECUTIVE MEETINGS 1. Reviews past minutes and personal notes before meeting and ensures prior issues discussed can be answered at the next meeting. 2. Ensures that convenors provide the executive with reports on a monthly basis. If the convenor is not present, the President should prompt the convenor to forward a report to the Secretary or President to be read at the meeting. 3. Chairs monthly meeting and ensures discussions are kept on track. When chatter starts, bring attention back to point of discussion. Ask if there are any more suggestions, if there is not would someone like to make a motion? Seconded, all in favour, opposed. Carried or Not Carried 4. The first executive meeting of a new season, it is important to review duties again for the new convenors. 5. Inform the President or Secretary if you cannot be present at a meeting. 6. Report to be submitted to the executive and items of interest for Newsletter Convenor when membership needs to know 7. If you are unable to fulfil your job at a general meeting let the President know well in advance, if possible, so a replacement can be found. 8. Familiarize yourself with all executive and convenor responsibilities. 9. Work with Vice-President(s) closely so gradually they are learning what is required of the President. Delegate some duties to them and allow them to be responsible for one executive meeting and one general meeting the year before their tenure.

4 FEBRUARY EXECUTIVE MEETING 1) Ensure that the Membership Form is up-to-date and included with the April newsletter (Membership Form should show on Website). Publish a cut off date for membership renewals so that the Membership Convenor can process new applications for others wishing to join us. MARCH EXECUTIVE MEETING 1) President should request annual reports from convenors to be submitted in April. These will be published in the April Newsletter. -- Display, Historian, Library, Membership, Workshops, Bee Night, Program/Quilter of the Month, Special Projects, Block of the Month. 2) If there are any amendments to the constitution, ensure the Newsletter Convenor has correct wording and that the amendments are published in the newsletter one month prior to the May Annual Meeting. 3) Ensure the Past President/Nominating Chair submits a slate of officers to the executive at the April, meeting and it is published in the newsletter one month prior to the May Annual General Meeting. 4) Request the retiring convenors submit an updated job description. This will be given to the person updating the files, so they may be distributed to the incoming executive by Year End Executive Meeting (generally held one week after May Annual General Meeting). 5) Request chatelaines and Red Books are returned by retiring convenors to be turned over to the new convenor or executive member at Year End Executive Meeting. Up-to-date Job Descriptions and other schedules are to be given out at Year End Executive Meeting to the incoming convenors. 6) Request all convenors submit a list of any expenses along with receipts to the Treasurer by the end of May. 7) Establish who and when the books will be audited. (Executive and Quilt Show) 8) Ensure that the permits for our meetings have been applied for. Ensure that the A/V person has been contacted and our meeting dates have been forwarded to the Executive 9) Thank you cards and gifts are given or sent to the required people at the end of the year. (ask convenors) 10) Determine if you want to have desserts and finger foods at the May Annual General Meeting and ensure that this is published in the newsletter.

5 OCTOBER EXECUTIVE MEETING 1) Determine and/or publish in the October/November newsletters information about the Christmas Meeting 2) Determine if the Exec wants donations for door prizes and what method is to be used for draw at Christmas Meeting 3) Determine if the Exec wants food donations for Food bank and/or money for Charity of our choice. Need baskets to collect donations of food or money for Christmas Meeting. 4) Food: savoury and sweet. Break up the membership list, approx. 65% savoury, and 35% sweet 5) Tablecloths, centrepieces, etc. Ask for volunteers to assist Social Convenor 6) Library will it be open or closed

6 MAY ANNUAL GENERAL MEETING Before to Dinner Break (Savoury / Sweet and Beverages) 1) Approval of the Agenda 2) Approval of Minutes of the previous Years Annual General Meeting 3) Ask membership about Proposed Amendment(s) to the Constitution a. moves that the amendment(s) be adopted b. will someone second the motion (record name) c. all in favour/opposed 4) Financial Report 5) Thank members that are not on the executive who always assist (have them stand as names are called out. i.e. assistants for social and display, hostesses, library, bee nights, workshops and program. Also any other member who acted in a temporary executive position ask for applause 6) Introduction of present RVQG Executive Committee Members Applause 7) Present Thank you gifts to retiring RVQG Executive Committee Members Applause -Asks all executive members to take their seats 8) Ask Nominating Chair to come up to present slate of nominations for open Executive Committee positions 9) Ask for Nominations for positions still open. 10) Asks the nominated slate of officers for the following year to come forward 11) Nominating Chair introduces the nominees a. moves that this slate of officers be accepted as presented b. will someone second the motion (record name) c. all in favour/opposed 12) Adjourn for dinner break Rest of Meeting to be held downstairs 13) Call to Order 14) Announcements 15) Any other business 16) Block of the Month 17) Challenge Awards presentation (if challenge has been held)

7 18) Display - Quilts on parade 19) Adjournment nb - Order of the Agenda can be amended to suit the occasion

8 EXECUTIVE MEETING OUTLINE Date: 1) Call meeting to order and announce any regrets 2) Are the minutes from the last meeting acceptable? a. Yes hearing no objections, the minutes of the last meeting are accepted b. No - make changes -motion to accept/seconder/carried 3) Reports from: Vice President Treasurer Secretary Bee Night Block of the Month Display Facilities Historian Library Membership Newsletter Program/Quilter of the Month Quilts from the Heart Quilt Show Social Special Events Website Workshop Business carried over from last meeting New Business Business to be carried over to next meeting New Policy Statements

9 President, cont d. Record of Executive Position Name Term Ends Comments President Chris Reid Laura Zimmerman Vice President Nicole Brewster Past President Ingrid Jack-Edwards Treasurer Joy Baptista May 2014 Secretary Margaret Brown May 2014 Bee Night Block of the Month Janet Bray Terry Skelton Sally Sirard Cathy Philp Janet Powell Display Jane May Facilities Bea Banner May 2014 Historian/Photographer Monica Fenc May 2014 Library Francis Ardizzi Membership Sylvia Mehta Hetty Gruener May 2014 Program/Quilter of Month Elaine Wells May 2014 Quilts From the Heart Quilt Show Social Special Events Carole Brisebois June Lambden Donna Schinkel Sharon Kerswell Pat Dandrige Nicole Brewster May 2014 May 2014 May 2014 Website Monica Fenc May 2014 Workshop Hazel Holt May 2014