NANAIMO QUILTERS GUILD Job Descriptions Job Descriptions of the Executive and Committee Heads The following are overviews of each job. Detailed outlines with time lines for each where applicable are available from the President(s) and those holding the present position. President(s) Be familiar with the Constitution, Bylaws, Guild Handbook and all the job descriptions. Act as a signing officer for the Guild. Coordinate the Guild s activities. Preside over the monthly Executive and afternoon Guild meetings. Maintain communication with the evening Convener. Either leave written information or speak to her regarding relevant information that occurred during the afternoon Draft and e-mail out the agendas for both the Executive and Guild meetings. Book Executive meetings and Budget Meeting at the Country Grocer, Southgate Mall. Maintain communication with the manager of the Curling Club. Respond to all e-mails and phone calls. Draft and e-mail out a contact list to the present Executive and Committee Heads. Submit to the web master liaison, the up to date key Executive positions with e-mail addresses for posting on the website. Receive updated job descriptions and committee reports in May. Revise job descriptions as needed for the Members Only part of the website. Submit the monthly President s Pen to the Newsletter Editor by the 21 st of each month. Post in the Members Only part of the website, a list of the newly elected Executive and Committees. Proof-read Executive and Guild minutes for Secretary. Register with the BC Registry Services following the May AGM. Attend the Guild audit with the Treasurer. Send out e-casts to members.
Secretary Be familiar with the Constitution, Bylaws, and Guild Handbook. Act as a signing officer for the Guild. Renew membership in BC Arts Council every September. Renew General Liability and Property Insurance and Directors and Officers Liability Insurance every September. Record minutes from both the Executive and Guild meetings. Send a copy of the minutes to President for proof reading. Send copies of Executive meeting minutes to Executive and Committee Chairs. Send copy of the Guild meetings to the Newsletter Editor by the 2 nd of each month. Prepare and circulate attendance sheets at the Executive meetings. Note attendance for the Guild meetings. Send reminders to Executive and Committee Heads to submit reports to herself and the President(s) prior to Executive meetings. Pick up mail from Guild mail box and arrange for its renewal. Announce correspondence and notices at the Executive and Guild meetings. Attend to correspondence and send out cards as needed. Record motions discussed at meetings. Send copies to the President and Committee Chairpersons at the end of December and June. Treasurer Must have computer skills books are kept using accounting software. Book keeping/accounting background an asset. Be familiar with the Constitution, Bylaws, and Guild Handbook. Prepare budget for Treasurer s position for the August Budget Receive all the budget submissions from each Executive and Committee Head by the end of July. Prepare the Guild budget and convene the August Budget Present the budget to the Guild for ratification at the September Submit monthly reports to the Executive. Arrange for change of signatories on the bank account. Act as a signing officer for the Guild. Pay all required invoices. Prepare month end statements. Prepare books for review by Accountant. Receive and deposit monies collected from Membership, Raffles, Retreat and Program. Keep Guild accounts and disburse funds. Submit gaming event revenue report for Raffles License and copy to raffle committee.
First Vice-President Be familiar with the Constitution, Bylaws, Guild Handbook and job descriptions. Assist the President(s). Perform duties of the President in her absence when required. Act as a signing officer for the Guild. Update the Constitution, By-laws and Guild Handbook. Assist the hospitality committee by welcoming new members at the monthly meetings. Draft and update floor plans for Guild activities. Submit floor plans to Manager of the Curling Club. Set up Show and Share for the afternoon In the absence of a Second VP, contact new members to welcome, discuss concerns, answer questions, etc. Second Vice-President Be familiar with the Constitution, Bylaws, Guild Handbook and job descriptions. Perform duties of either the President(s) or the Vice-President during absences. Act as a signing officer for the Guild. Assist with the updating of the Constitution, By-laws and Guild Handbook. Assist the Hospitality committee by welcoming new members at the monthly meetings. Assist with Show and Share in the evening. Obtain a list of new members each month in order to telephone, welcome, discuss concerns, answer questions, etc. Past President Be available for consultation in Guild matters. Plan and organize the nominations for the upcoming year. Validate whether those who are presently on the Board will be returning. Recruit members to fill vacancies. Refer members to the web site regarding job description overviews. Refer interested members to discuss job descriptions in detail to those presently on the Board. Preside over the election at the May AGM Draft a list of the new Executive and Committees and send a copy to the Newsletter Editor for the June Newsletter. Draft a contact list of the new Executive and Committees giving the names, positions, telephone numbers, and e-mail addresses. Send a copy to the outgoing and incoming Presidents. Thank the outgoing President appropriately.
Evening Convener Receive the agenda and any relevant information from the afternoon meeting from the Guild President and add or remove items as advised by the Guild President. Chair the evening meetings. Communicate all relevant written and verbal information from the afternoon Communicate with the President any additional, essential information that may arise in the evening session. Evening Secretary This volunteer position is not an elected member of the Executive. The evening meeting is a replica of the afternoon meeting and it is not essential that a full set of minutes be taken. All afternoon Committee reports should be identical to those presented at the evening The duties of this position include: Record the attendance number, names of guest(s) and speakers at each Read/announce the correspondence and notices left by the afternoon Secretary. Display cards, brochures, etc. for the members to view. It is necessary to record important items/discussions that are on or off the agenda and to record results of votes on any motion(s). Collect the attendance sheet(s) at the end of each meeting from the evening Hospitality table. These sheets are to be added to the afternoon Secretary s day time minutes for each Forward the attendance sheets to the afternoon Secretary on a regular basis (annually); arrangements to be made with the afternoon Secretary. E-mail the afternoon Secretary the day after the meeting with all the information from the evening meeting so that everything will be included in the minutes for the Newsletter. Evening Treasurer Distribute the collection bags with the form for recording amount collected to Membership, Raffles and Program. Collect the bags which have the cash, cheques, and charge card receipts with the forms filled in. Reimburse those who have expense receipts and the required expense form filled out. Following the meeting, as per arranged with the Treasurer, deliver the collection bags to the Treasurer. Block of the Month Plan and organize the Block Draw. Post in the September Newsletter the overview plan for the coming year. Post in the subsequent Newsletters the ongoing requirements. Collect the squares each Guild meeting and have the members who donate blocks sign the label. Issue a ticket for each block turned in and draw a ticket to win all the blocks.
Give a prize to the member who completes/quilts a project(s) from the blocks won. Prepare a budget in July for the August budget Christmas Pot Luck Plan, organize and host the Christmas Pot Luck Party. Attend the November Executive meeting to provide an overview of plans for the pot luck. Advertise the activity in the October and November Newsletters and announce at the Guild meetings the activities pertaining to the Pot Luck Party and what the Guild members need to bring. Provide a report of the Pot Luck party for the January Executive Provide the President with a copy of the Pot Luck Agenda. Challenge Plan a challenge theme. Prepare a challenge kit if applicable with the rules and featured fabrics. Present challenge overview to the Guild in October. Submit to the Newsletter editor by September 22nd, the rules for the Challenge. Arrange to have challenges submitted at the April Guild meetings. Display the challenges at the May Guild Set up a voting station. Announce the winners and present prizes. If it is a show year, challenges should be displayed at the show with ribbons for winner attached. Prizes should be awarded at the show. Coffee Submit to the Newsletter editor by August 22nd, the monthly list for the year for each part of the alphabet that is required to provide the coffee break goodies. Prepare the coffee and tea and set out the goodies for coffee break. Purchase required items for coffee and tea service. Maintain ongoing communication between the afternoon and evening teams. Clean up the kitchen after each meeting and take home the tea towels and dish cloths to be laundered for the next CQA Representative Liaise with the CQA.
Send four reports a year to CQA about Guild activities. Facilitate CQA activities involving the Guild (e.g. Stitch Challenge). Communicate CQA information with the local Guild via newsletter or oral report. Donation Quilts Attend monthly Executive and Guild meetings and report the number and sizes of quilts received. Prepare and send a monthly report to the newsletter editor by the 21 st of each month. Provide cut batting, backing and labels to the Guild members at the monthly meetings and labels for the Quilt Bee. Pick up the totes of supplies and paperwork at the storage locker prior to each meeting and return them to the storage locker following the evening Maintain a monthly written record of the quilts received and those distributed throughout the year. Maintain a record of the completed receipts and donation forms. Provide a final report which indicates the number of quilts and the recipients. Arrange for distribution of the donated quilts, usually twice in a guild year. Announce at guild meetings which organizations received the donations. Food Bank Attend monthly Guild meetings. Maintain communication with the Food Bank. Acquire boxes for the collected food liquor store boxes are a good size label and bring them to the Submit a monthly reminder to the Newsletter Editor by the 21 st of each month, noting required food items. Notify the Food Bank of the date, time and location for each monthly pick-up. Historian(s) Keep the Guild history up-to-date, track records of membership, activities, events and celebrations. Collect, preserve and maintain all item(s) of interest to the Nanaimo Quilters Guild. Update the Executive as needed. Hospitality Prepare and submit a budget to the Treasurer by the end of July for August Budget
Monitor signing in of each member and provide a raffle ticket to those who are wearing their name tag. Have guests sign in the guest book. Pair a guest either the 1 st VP or 2 nd VP or, if they are unavailable, with a member to orient her to the room setup. Introduce guests and provide the number in attendance during the Draw a raffle ticket for a fat quarter prize. Provide the Secretary with the sign in/sign out sheets and names of guests. Plan, organize and host the Newcomer s Tea which is usually held in the latter part of October. Receive a list of new members from Membership by the end of September and invite new members either by telephone or e-mail or both. Announce plans for the Newcomer s Tea at the Guild meeting indicating that it is for the new members and for those who were unable to attend the previous year. Prepare a report of the Newcomer s Tea for the Hospitality binder and report to the Guild at the November Ensure that those who leave any Guild meeting, prior to adjournment, sign out. Communicate between afternoon and evening committee members to ensure sufficient supplies are available. Request the Executive bring food contributions for the Newcomers Tea and obtain an accurate number of those who will attend (RSVP is helpful). June Picnic Plan, organize and host the June picnic; a satellite group works well. Book a venue for the picnic. Suggested locations are Bowen Park, Nanaimo or Transfer Beach, Ladysmith. Advertise the activity in the April and May Newsletters. Announce at the Guild meetings the activities pertaining to the picnic and what the Guild members need to bring. Attend the May Executive meeting to discuss plans for the picnic. Give a copy of the agenda to the President. Prepare a report for the picnic binder and submit a report to the President. Library Oversee the circulation of library materials at the afternoon and evening Guild meetings. Work with and train volunteers to ensure the library runs smoothly. Manage the library budget and report to the Treasurer. Order materials for the library.
Process and catalogue new materials e.g. magazines, books, etc. Maintain a database of library materials and update for the website. Weed out/discard materials as needed. Repair materials as needed. Maintain magazine subscriptions. Submit a monthly report to the Guild Newsletter. Do an inventory of materials on an as-needed basis. Pick up library items from the Guild mailbox. Membership Must have computer skills in order to maintain a computer database of all members, produce mailing labels, membership cards and an alphabetical membership list for posting on the web site. Review and revise membership registration form as needed every January and present to the Executive for review at the February Executive Post, on the Guild website, the membership registration form by February 22 nd. Recruit assistance and appropriate training for April/May and September/October registrations. Organize and manage the above large registration sessions during which the members will submit their dues and receive their receipts, new membership cards and new password for the upcoming year. Accept applications and membership dues, issue a receipt and membership card with the password for the Members Only part of the website to each applicant. Prepare and provide the Newsletter Mailing member with a list of names for those who are to receive a hard copy of the Newsletter and mailing labels. Provide Hospitality a list of names with contact information for Newcomers Tea. Each November and March, send the Webmaster Liaison the new and updated membership list to be posted on the Website. Mail a hard copy of the updated list to members who do not have an e-mail address. Generate a list of volunteers as noted on the members registration forms and distribute to the related committees on an ongoing basis. Update all changes made to the Members contact information. Submit membership payments to the Treasurer at the end of each meeting Provide each new member, at registration, with a Buddy, Welcome letter, a current Newsletter, Website information, Password and where to locate the Hand Book, Constitution, Bylaws and lists of the Committees Executive and Membership. Provide the Phoning committee with a list of telephone numbers for the no e-mail members.
Prepare and provide the Newsletter Assistant with: (b) mailing labels (ideally, a 10 month supply for renewed members and as needed for new members) Provide the President, Newsletter Editor, First Vice-President and Second Vice President with a list of members and their contact information. Update each, as needed, with NEW member contact information. Newsletter Advertising E-mail all advertisers from the previous year to assess their intent to continue. Advertising letter available. Request an update of the advertising form from each advertiser. Form available. Remind all advertisers of the deadline by the 21 st of each month prior to the ad. Receive cheque payments from advertisers. Set up your computer for tracking payments and ads received. See binder for details. Follow up requests for casual ads from Guild members, businesses and other interested nonmembers. Receive and review the newsletter from the Newsletter Editor prior to publishing to validate its accuracy. Reciprocate with other Guild s to provide free advertising about their upcoming Quilt Show. Provide a report at the end of the year to the President. Newsletter Editor Receive an up to date membership list from the Membership chair and ongoing updates. Receive from the membership chair a list of names with contact information of those who require a newsletter mail out. Receive monthly reports from the Executive and Committee Heads. Receive advertising articles by e-mail from the advertising person in a format suitable for publishing. Prepare, produce and distribute a monthly Newsletter. Send a copy of the newsletter to the Newsletter Advertising person to validate its accuracy prior to publishing. Convert a copy of the Newsletter to a PDF file. Forward a PDF copy to the Web Liaison Person for posting on the website. Forward a PDF copy to Print Three for printing with instructions as to the number required. Notify the membership when the Newsletter is posted online. Ensure Newsletter Mailing obtains a list of names from Membership with contact information of those who require a Newsletter mail out Have Print Three notify Newsletter Mailing when the newsletters are ready for pick up.
Newsletter Mailing Receive, from membership Chair, a list of names with contact information of those who require a newsletter mailed out. Receive mailing labels from the Membership chair in August and each subsequent month for the rest of the calendar year. Receive a monthly e-mail notification from the Newsletter Editor when the newsletters are available for pick up. Purchase required stamps and envelopes and submit original receipts to Treasurer for reimbursement. Pick up the newsletters from Print Three and mail out to those who have paid for the mail out service and to the Honorary Members. Ensure that Print Three includes three extra Newsletters in their print run; two copies for the Membership Committee and one for the Historians. Placemats Purchase batting and cut into 19 x 13 portions to be distributed at each Guild Collect placemats donated by the members at each Guild Store the placemats in the Guild s storage unit. Contact the representatives of the organizations to whom we regularly donate. Note the number of placemats that each organization requires. This is usually done for Christmas. Arrange a meeting with each representative in order to deliver the placemats. Receive signed receipts (copies in the binder) for the placemats from each organization and submit to the Treasurer. Submit a monthly report, if required, to the Newsletter Editor by the 21 st of each month. Inform the Guild if extra placemats are required. Provide a year-end report at the end of May to the President. Program Plan and organize the programs and workshops for the upcoming year; host the monthly programs and workshops. Arrange for speakers, teachers and presenters for the monthly meetings and teachers for the workshops.
Discuss room setup plans with Executive if different from the standard plan e.g. garage sale, mini demos. Draft an overview of the year s events (program and workshops) and submit to the Newsletter Editor for publishing in the September Newsletter and to the Web Master Liaison for posting on the website. Draft a workshop registration form to be posted in September on the website and available at Guild meetings. Collect workshop and program fees, issue receipts. Place announcements in the monthly newsletter regarding upcoming events by the 21 st of each month. Announce upcoming events and other program items of interest at each Guild Introduce teachers and/or presenters to the Guild members. Arrange payments for teacher/presenters and venues. Conduct periodic surveys pertaining to future workshops and activities. Ensure that necessary program equipment is in proper working order and is delivered to the venues in a timely matter. Record all payments on the required forms and give to the Treasurer along with payments, on a monthly basis. Book the venue in June for the upcoming year workshops and Quilt Bee. Publicity Notify Nanaimo Bulletin and Shaw Cable on the first of each month of our monthly Guild meeting; they will put the notice in the Community calendars. Notify Nanaimo Bulletin of any upcoming events pertaining to the Guild. Submit pictures and a short write up of any special event...especially in a show year. (Publicity Show Committee will help with that). Submit to Harbor Living online website our meeting dates. Quilt Bee Attend monthly Executive and Guild meetings with updates. Plan, organize and host the annual Quilt Bee. The venue is booked by the Program committee in June and is usually held in late January. A suggested venue is at the Oliver Woods Community Centre. Maintain a list of members who will attend. Purchase necessary supplies (batting and material). Supplies include 2 rolls of batting (cut into 45 x 60 ), backings (1.6 m) and any prizes/thank yous (fat quarters). Accept, sort and process any donated fabric. Obtain quilt labels from the Donation Quilt Committee and ensure all donated quilts have a label before they are given to the Haven Society. Prepare and provide the material for backing and batting to members at the Guild meetings.
Prepare 9 or 10 kits for use by Quilt Bee participants when additional fabric is available. Submit to the Newsletter editor by the 21 st of each month, information pertaining to the Quilt Bee. Promote the Guild and Quilt Bee through the Nanaimo News Bulletin. Submit a floor plan to the vendor; usually 1 week before the event. On the morning of the event, set up cutting/sewing/basting tables using leg extensions, cutting mats, irons and ironing boards, extension cords (taped down), power bars plus coffee and tea. Communicate with the Haven Society about the Quilt Bee including an invitation to the event as well both the afternoon and evening meetings in February to receive the quilts. At the February Guild meeting encourage members to show and share any completed quilts. Maintain a record of the number and sizes of quilts received. Complete the receipt forms, which the Haven Society representative is to sign, and submit to the Treasurer. Inform the Guild of the final number of quilts donated. Provide a year-end report to the President(s). Maintain the binder of the Quilt Bee details, making any changes necessary. Information for 3 years is kept in this binder. At the end of the year, discard any photocopies of receipts and pass the info from the oldest year on to the Guild historians. Quilt Show Attend Executive meetings as required, especially the year of the Quilt Show. Coordinate the entire show. Preside at the Quilt show meetings. Rent a show facility. Address issues as they arise. Provide up to date reports to the Guild during Quilt Show year. Submit update reports to the Newsletter Editor. Raffles Prior to the first meeting in September, apply for a Class D Gaming License from the B.C. Gaming Policy and Enforcement Branch for the entire Guild year. Send copies of the Gaming License to the Treasurer, President(s) and keep one copy in each Raffle Box. Purchase raffles prizes for monthly meetings. Purchase two meters of Mystery Fabric for monthly meetings. Purchase raffle tickets as needed. Maintain a record of each winner and post in the monthly Newsletter.
Store the winning tickets for two years in the Guild Storage Unit. Submit all original invoices to the Treasurer for reimbursement. Report expenditures and revenues to the President, Treasurer, and Secretary at the monthly Executive meetings. Submit revenue collected from each meeting to the Treasurer. Submit a year-end report to the Treasurer, President(s) which includes total expenditures and revenue. Retreat Attend the October Executive meeting to discuss plans for the retreat. Plan, organize and host the retreat. Plan bed and table assignments and buy gifts for the games. Liaise with the manager of the retreat venue to schedule the annual retreat. Draft a registration form and information sheet and arrange to have it posted on the web site. Inform the members at the Guild meetings and in the Newsletter about the retreat. Collect deposits and final payments from each participant. Submit payments to the Treasurer. Receive payment for the camp invoice from the Treasurer. Inform camp manager regarding number attending, food requirements and any other special requests. Plan bed assignments. Recruit a few participants to assist with bringing equipment (ironing boards, irons, cords, etc.) to the retreat site. Plan various activities for the participants, e.g. mini demos, games, contests. Submit a final report. Telephone Check with Membership as to who has volunteered to help. Check the membership list for those who do not have e-mail addresses. Assign each assistant with names and phone numbers to call. Call those who do not have e-mail when the Guild meeting is required to be cancelled due to inclement weather or other unforeseen circumstances. Web Liaison Liaise with the Web Master. Receive all announcements, photos etc. that are to be posted on the web site. Forward all information to the Web Master. Write a short introductory article each month to post on the Home Page. Check that the information sent to the Web Master appears correctly.
Web Master Responsible for construction and maintenance of the Guild s website. Post updated information sent by the Web Liaison in a timely manner. July 2016