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Title
Primary Duties
Additional Duties
Order
President
1. Serve as a member and the chairperson of the Executive Officers. 2. Attend all meetings of the Board and act as a voting member of the Board of Directors. 3. Preside over all Board Meetings. 4. Attend and preside over all Business Meetings and all Program Meetings. 5. Appoint the following committees and any other committees as necessary. Serve as ex- officio member of all committees. 5a. Appoint members of the Nomination Committee in April, consisting of 2 board members and 3 general members. 5b. Appoint members of the Finance Committee in June, consisting of President, President-elect, Treasurer, Treasurer elect, and 3 general members. 5c. Appoint members of the Audit Committee in June, consisting of President, Ways and Means Chair, and 2 general members. 6. Responsible, with the Treasurer, for the following legal compliance: 6a. See that the annual non-profit form is filed with the Secretary of State and that the required tax forms are filed on an annual basis. This is to be done no later than January 15th. 6b. See that the annual Charitable Trust Registration Renewal is filed with the California Attorney General’s Office. This is to be done no later than January 15th. 6c. Register with the California Attorney General’s office for the annual Raffle Permit to allow sales of Opportunity Quilt tickets, business meeting raffles, Retreat raffles, Holiday party raffles, and any other raffles held under the auspices of the Guild. This is to be done no later than June 30th. 6d. See that the annual Raffle Report is filed with the California Attorney General’s Office. This is to be done after August 31st and no later than October 1st. 7. Organize, with the help of the Board of Directors, the Installation dinner. 8. Write a column for the monthly newsletter. 9. Act as Tri-Guild Liaison. 10. Monitor the President's email account and take appropriate action as needed.
a. Perform all duties listed in the President’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including President’s Binder, with the incoming President before Installation.
1
Vice President
1. Serve as a member of the Executive Officers. 2. Attend all meetings of the Board and act as a voting member of the Board of Directors. 2. Attend all Business meetings. 3. Preside over Business meetings, Program meetings, and Board meetings in the absence of the President. 4. Act as primary liaison with the Veterans Memorial building staff. 5. Arrange for, negotiate, and maintain all MQSC lease and rental agreements. 6. Coordinate outgoing President’s gift. 7. Coordinate and present the annual Vice President’s quilt challenge to the membership. 8. Coordinate and present the annual UFO challenge to the membership. 9. Submit articles to the newsletter editor and content to the webmaster as needed. 10. Act as ex-officio member of all committees. 11. Monitor Vice President's email account and take appropriate action as needed.
a. Perform all duties listed in the Vice President’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Vice President’s Binder, with the incoming Vice President before Installation.
2
Secretary
1. Serve as a member of the Executive Board. 2. Attend all meetings of the Board and act as a voting member of the Board of Directors. 3. Record minutes of the Board of Directors meetings. 4. Attend all Business meetings. 5. Record minutes of Business meetings. 6. Submit both Board and Business meeting minutes to the Newsletter Editor for publication. 7. Coordinate correspondence under the President’s direction. 8. Maintain all official documents of the guild. 9. Maintain a list of guild owned property. 10. Monitor Secretary's email account and take appropriate action as needed.
a. Perform all duties listed in the Secretary’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Secretary’s Binder, with the incoming Secretary before Installation.
3
Treasurer
1. Serve as a member of the Executive Officers. 2. Attend all meetings of the Board and act as a voting member of the Board of Directors. 3. Attend all Business Meetings. 4. Provide a brief summary of income and expenses at each Business meeting. 5. Participate as a member of the Finance Committee. 6. Prepare the final copy of the budget for distribution to the general membership at the September business meeting. 7. Responsible, with the President, for the following legal compliance: 7a. See that the annual non-profit form is filed with the Secretary of State and the required annual non-profit tax return for federal and state governments. This is to be done no later than January 15th. 7b. See that the annual Charitable Trust Registration Renewal is filed with the California Attorney General’s Office. This is to be done no later than January 15th. 7c. See that the annual Raffle Permit is registered with the California Attorney General’s office to allow sales of Opportunity Quilt tickets, business meeting raffles, Retreat raffles, Holiday party raffles, and any other raffles held under the auspices of the Guild. This is to be done no later than June 30th. 7d. See that the annual Raffle Report is filed with California Attorney General’s Office. This is to be done after August 31st and no later than October 1st. 7e. See that a Statement of Information is filed with the California Secretary of State in accordance with the State schedule. This is done generally at least every two years. 8. Maintain and update insurance policies. 9. Provide required documentation to the Audit Committee and attend Audit Committee meetings. 10. Adhere to all audit committee guidelines. 11. Receive and deposit all money and pay all bills for all guild activities. 12. Disburse guild funds in accordance with the annual budget and as directed by the Board. Un-budgeted or over budget items that exceed $100 in a single expenditure must first be approved by the Board and then by the general membership. 13. Reconcile books at least monthly. 14. Maintain treasury related source documents, such as documents in support of legal compliance, 1099s to independent contractors, and annual state sales tax return. 15. Pick up mail from the P.O. Box at least once a week and distribute as needed. 16. Monitor the Treasurer's email account and take appropriate action as needed.
a. Perform all duties listed in the Treasurer’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Provide articles to the Newsletter Editor as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Treasurer’s Binder, with the incoming Treasurer before Installation.
4
Historian
1. Attend all MQSC meetings and events and take photographs. This position must have access to a digital camera. 2. Keep a copy of the annual roster, a list of all fair awards distributed, and a copy of all newsletters for the year. 3. Maintain the historical scrapbooks/albums and periodically provide opportunities for members to view them (i.e., at meetings, by checking out, etc.) 4. Maintain and organize digital information with Website Coordinator and Newsletter Editor. 5. Report all expenditures to the Secretary. Voting liaison to the Board of Directors for this position is the Secretary.
a. Perform all duties listed in the Historian’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Provide articles to the Newsletter Editor as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Historian’s Binder, with the incoming Historian before Installation. f. This position is encouraged to attend all Board of Directors meetings.
5
Community Relations Chairperson
1. Attend all meetings of the Board and act as a voting member of the Board of Directors 2. Attend all Business meetings. 3. Oversee the budgets and duties of: 3a. Community Quilts Coordinator 3b. Cat/Dog Cuddles Coordinator 3c. Fair Events Coordinator(s) 4. Fill Coordinator vacancies under this position, as needed. 5. Coordinate “Sewcial” events twice per year. 6. Operate the grant program according to MQSC rules. 7. Respond to public requests for information regarding donations in kind to MQSC. 8. Monitor the Community Relations email account and take appropriate action as needed.
a. Perform all duties listed in the Community Relations Chairperson’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Provide articles to the Newsletter Editor as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Community Relations Chairperson’s Binder, with the incoming Community Relations Chairperson before Installation. f. This person may also hold a coordinator position under Community Relations.
6
Community Quilts Coordinator
1. Attend all Business Meetings. 2. Organize the Community Quilts Program and arrange for presentation(s) and donation(s) to designated charity group(s). 3. Collect and inventory bag-alongs, quilts, fire survivor bags, etc. for donations. 4. May provide supplies for construction of community quilts to members at Business meetings. 5. Provide articles to the Newsletter Editor as needed. 6. Report all expenditures to the Community Relations Chairperson. Voting liaison to the Board of Directors for this position is the Community Relations Chairperson.
a. Perform all duties listed in the Community Quilt Coordinator's Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Community Quilt Coordinator’s Binder, with the incoming Community Quilt Coordinator before Installation. e. This position is encouraged to attend all Board of Directors meetings.
7
Cat/Dog Cuddles Coordinator
1. Attend all Business meetings. 2. Provide instructions on construction of cat/dog cuddles. 3. May provide supplies for construction of cat/dog cuddles to members at Business meetings. 4. Collect and distribute finished cat/dog cuddles among the designated charity group(s). 5. Provide Friendship Block credit slips to the makers for each completed cat/dog cuddle. 6. Organize and set up cat/dog cuddles table at the Quilt Show each year. 7. Provide articles to the Newsletter Editor as needed. 8. Monitor the Cat & Dog Cuddles email account and take appropriate action as needed. 9. Report all expenditures to the Community Relations Chairperson. Voting liaison to the Board of Directors for this position is the Community Relations Chairperson.
a. Perform all duties listed in the Cat/Dog Cuddles Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Cat/Dog Cuddles Coordinator’s Binder, with the incoming Cat/Dog Cuddles Coordinator before Installation. e. This position is encouraged to attend all Board of Directors meetings.
8
Fair Events Coordinator
1. Coordinate guild involvement/awards at the Cloverdale Citrus Fair and the Sonoma County Fair each year. 2. Coordinate volunteers and judging at each fair. 3. Report fair award winners at Business meetings. 4. Provide articles to the Newsletter Editor as needed. 5. Report all expenditures to the Community Relations Chairperson. Voting liaison to the Board of Directors for this position is the Community Relations Chairperson.
a. Perform all duties listed in the Fair Events Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Fair Events Coordinator’s Binder, with the incoming Fair Events Coordinator before Installation. e. This position is encouraged to attend all Board of Directors meetings.
9
Membership Chairperson
1. Attend all meetings of the Board and act as a voting member of the Board of Directors 2. Attend all Business and Program meetings. 3. Oversee the budgets and duties of: 3a. Sunshine Coordinator 3b. Hospitality Coordinator – including Installation Potluck Coordinator, Holiday Party Coordinator, and Tri-Guild Luncheon Coordinator. 4. Fill Coordinator vacancies under this position, as needed. 5. Collect and submit dues to the Treasurer. 6. Compile and maintain master list (“Roster”) of all current, new, and returning members. 7. Provide updates and changes to the Roster to all Board members quarterly or upon request. 8. Provide complete and current Roster to all members upon request, either via the website or in person. 9. Maintain sign-in lists from all Business and Program meetings. 10. Prepare and distribute copy of the member handbook to new members along with a name tag kit. This includes purchasing and assembling items for kits and handbooks and silkscreen printing of logo fabric for name tag kits. 11. Host a new member social at least once a year. 12. Maintain Affiliate roster. Send out Affiliate renewal forms to non-quilt show Affiliates in August. Send copies of updated Affiliate rosters to Quilt Show Vendor Chair, Website Coordinator, Newsletter Editor, and Email Blaster. 13. Distribute MQSC information flyers to local fabric stores. 14. Provide articles to the Newsletter Editor as needed. 15. Monitor the Membership email account and take appropriate action as needed.
a. Perform all duties listed in the Membership Chairperson’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Membership Chairperson’s Binder, with the incoming Membership Chairperson before Installation.
10
Sunshine Coordinator
1. Attend all Business meetings. 2. Handle guild communications regarding birthdays, births, deaths, illnesses, etc. 3. Send cards and make announcements at Business meetings as requested by members. 4. Meet new members and show them around the business meeting. 5. Conduct a birthday drawing at each Business meeting. 6. Provide article to the Newsletter Editor each month. 7. Collect magazines and resell them for 25 cents each. Turn in collected money to the Treasurer. Person in this position needs some amount of space to store magazines and the ability to carry bags/boxes of magazines to and from meetings. 8. Report all expenditures to the Membership Chairperson. 9. Monitor the Sunshine Coordinator's email account and take appropriate action as needed. Voting liaison to the Board of Directors for this position is the Membership Chairperson.
a. Perform all duties listed in the Sunshine Coordinator’s Binder/Folder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Sunshine Coordinator’s Binder, with the incoming Sunshine Coordinator before Installation. e. This position is encouraged to attend all Board of Directors meetings.
11
Hospitality Coordinator
1. Attend all Business and Program meetings. 2. Set up refreshment area 30 minutes prior to each Business and Program meeting and clean up afterward. 3. Purchase supplies (paper goods, tableware, etc.) for use at all guild meetings and events. 4. Report all expenditures to the Membership Chairperson. 5. Maintain duty binders for Holiday Potluck, Installation Potluck, and Tri-Guild Luncheon coordinators. 6. Coordinate refreshments with: 6a. Holiday Potluck Committee 6b. Installation Potluck Committee 6c. Tri-Guild Luncheon Committee 7. Submit articles to the Newsletter Editor as needed. Voting liaison to the Board of Directors for this position is the Membership Chairperson.
a. Perform all duties listed in the Hospitality Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Hospitality Coordinator’s Binder, with the incoming Hospitality Coordinator before Installation. e. This position is encouraged to attend all Board of Directors meetings.
12
Installation Potluck Coordinator
1. Obtain Installation Potluck Committee Binder from Hospitality Coordinator. 2. Arrange the annual Installation Potluck dinner for the Installation in September in coordination with the Hospitality Coordinator. 3. Provide articles to the Newsletter Editor as needed. 4. Report all expenditures to the Hospitality Coordinator. This committee consists of the members of the outgoing Board of Directors. The outgoing President heads this committee.
a. Perform all duties listed in the Installation Potluck Committee’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Return the Installation Potluck Committee’s Binder to the Hospitality Coordinator after the Holiday Potluck dinner.
13
Holiday Potluck Coordinator
1. Obtain the Holiday Potluck dinner Binder from the Hospitality Coordinator. 2. Plan and arrange the annual Holiday Potluck dinner for the Business meeting in December. 3. Determine the set up for the room and provide a floor plan to the Vice President. The Vice President coordinates the room set up with the Vets Building. 4. Coordinate with the Hospitality Coordinator regarding table cloths, beverage set up, table ware, etc. 5. Arrange to obtain and create raffle baskets for the Holiday Potluck dinner. Ensure that the raffle baskets are delivered to the dinner during dinner set up. Coordinate with the Raffle Coordinator who will run the raffle at the dinner. 6. Choose a theme for the party and communicate the theme to the general membership no later than the October Business meeting. 7. Send informational eBlasts to the membership regarding the dinner and provide articles to the Newsletter Editor as needed. 8. Report all expenditures to the Hospitality Coordinator.
a. Perform all duties listed in the Holiday Potluck Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Return the Holiday Potluck Coordinator’s Binder to the Hospitality Coordinator after the Holiday Potluck dinner.
14
Tri-Guild Luncheon Coordinator
1. Obtain the Tri-Guild Luncheon Binder from the Hospitality Coordinator. 2. Organize the Tri-Guild Luncheon every third year, generally in March or April. 3. Arrange a committee to participate in planning and organizing the Luncheon. 4. Coordinate with the Hospitality Coordinator. 5. Determine needed budget and present it to the Board for approval no later than the December Board meeting. 6. Arrange for raffle baskets for the Tri-Guild Luncheon. Coordinate with the Raffle Coordinator who will run the raffle at the Luncheon. 7. Provide articles to the Newsletter Editor as needed. 8. Report all expenditures to the Hospitality Coordinator.
a. Perform all duties listed in the Tri-Guild Luncheon Committee’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Return the Tri-Guild Luncheon Committee’s Binder to the Hospitality Coordinator after the Tri-Guild Luncheon.
15
Newsletter Editor
1. Coordinate writing, editing, and publishing of newsletter. 2. Coordinate distribution of newsletter to members via website, meetings, and mailings. 3. Coordinate with Website Coordinator to update board member and coordinator changes, as needed. 4. Report all expenditures to the Communications Chairperson. 5. Monitor the Newsletter email account and take appropriate action as needed. Voting liaison to the Board of Directors for this position is the Communications Chairperson
a. Perform all duties listed in the Newsletter Editor’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Newsletter Editor’s Binder, with the incoming Newsletter Editor before Installation.
16
Email Blast Coordinator
1. Maintain e-mail list of members wanting to receive email blasts. 2. Send email blasts to membership as requested. Email blasts must meet guild guidelines for membership status and content. 3. Report all expenditures to the Communications Chairperson. Voting liaison to the Board of Directors for this position is the Communications Chairperson
a. Perform all duties listed in the Email Blast Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Email Blast Coordinator’s Binder, with the incoming Email Blast Coordinator before Installation.
17
Website Coordinator
1. Attend all Business Meetings. 2. Keep content on the website current using Wix front-end tools. 2a. Monthly - Newsletter, Block of the Month, Show & Tell, Quilter of the Month, etc. 2b. As information becomes available - the google calendar associated with the mqscwebmaster gmail account, Program and Basic Skills information, Library lists, VP Challenge, Retreat Info, Community Relations, Medallions, Quilt Show, etc. 3. Be familiar with general “netiquette” regarding web pages for viewability and page loading speed. 4. Act as back-up for all generic email addresses and set-up new generic email addresses as needed. 5. Make sure the bills are paid on time 5a. Domain Name Registration 5b. Wix Hosting Services 5c. Wix Events Calendar App 6. Provide budget input to Communications Chair in time for budget meetings. 7. Develop and maintain information to enable signing up and paying for classes online. This includes feeding signup information to Program and/or Basic Skills coordinators. 8. Develop additional online capabilities as needed. This is a technical job, so some technical background is useful. Some programming may be required. Familiarity with an object-oriented programming language (using properties, methods and events) is useful. Wix uses its Velo development environment, Javascript and its own API to allow customization of web pages. 9. Design/create datasets as needed to allow for dynamic pages and to collect / retrieve information. An example of this is the online meeting sign-in sheet which collects information in a dataset. It's more like a spreadsheet, so if you can do Excel, this is similar. The Medallions sign-up uses a dynamic page connected to a dataset. 10. Maintain site membership list and private tools/groups to keep the site secure. 11. Keep current of new developments and features in Wix. It is evolving and new features may be of use to us down the road. 12. Monitor the Website Coordinator email account and take appropriate action as needed.
a. Perform all duties listed in the Website Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Website Coordinator’s Binder, with the incoming Website Coordinator before Installation.
18
Program Chairperson
1. Attend all meetings of the board and act as a voting member of the Board of Directors. 2. Oversee the budgets and duties of the following Coordinator positions: 2a. Basic Skills Workshop Coordinator 2b. MQSC Quilter of the Month Coordinator 2c. Show and Tell Coordinator 2d. Round Robin Coordinator 3. Fill Coordinator vacancies under this position as needed. 4. Oversee scheduling of the guild’s programs and workshops for the year. 5. Act as the NCQC Representative and attend NCQC events, including “Meet the Teachers” events. 6. Contact, negotiate and arrange contracts with selected teachers/speakers. 7. Supply the program schedule for the current year to the Newsletter Editor, Website Coordinator, and President. 8. Promote and advertise upcoming programs and workshops to members. 9. Submit articles to the Newsletter Editor as needed. 10. Provide current content to Website Coordinator as needed. 11. Provide samples and materials for workshops and collect sign-ups and fees. 12. Act as guild host to the teachers/speakers helping to make arrangements for lodging as needed. 13. Attend all program meetings to ensure the speakers/teachers have equipment and supplies necessary to make their presentations. 14. Coordinate class site contracts with Vice President. 15. Coordinate sites and dates to accommodate teachers and members needs. 16. Ensure that the Treasurer is provided copies of all teacher/speaker contracts signed on behalf of the guild. 17. Obtain W-9 from all teachers/speakers. 18. Monitor the Programs email account and take appropriate action as needed. This person may also hold a coordinator position under Programs.
a. Perform all duties listed in the Program Chairperson’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Program Chairperson’s Binder, with the incoming Program Chairperson before Installation.
19
Basic Skills Workshop Coordinator
1. Request class/teacher ideas from membership. 2. Coordinate with instructors for dates, locations and topics of classes. 3. Secure and schedule locations for the classes. 4. Advertise and announce workshops at meetings, in the newsletter, and via eBlasts. 5. Submit website content to Website Coordinator. 6. Coordinate with instructors to provide a supply list and any other requirements for their respective classes to the attendees. 7. Supply stipend request form to instructors. 8. Monitor the Basic Skills email account and take appropriate action as needed. 9. Report all expenditures to the Program Chairperson. Voting liaison to the Board of Directors for this position is the Program Chairperson.
a. Perform all duties listed in the Basic Skills Workshop Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Basic Skills Workshop Coordinator’s Binder, with the incoming Basic Skills Workshop Coordinator before Installation.
20
Round Robin Coordinator
1. Recruit teachers/presenters for the event. 2. Coordinate with the Vice President for the use of the hall, layout of tables, and equipment needed. 3. Make announcements at the Business meetings, beginning at least two months before Round Robin or submit announcement to be read at meetings. 4. Submit article to the Newsletter Editor announcing Round Robin event. 5. Provide content to the Website Coordinator with event details. 6. Monitor the Round Robin email account and take appropriate action as needed. 7. Report all expenditures to the Program Chairperson. Voting liaison to the Board of Directors for this position is the Program Chairperson.
a. Perform all duties listed in the Round Robin Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Round Robin Coordinator’s Binder, with the incoming Round Robin Coordinator before Installation.
21
Quilter of the Month Coordinator
1. Recruit Moonlight Quilters of the Month and introduce them before their presentation. 2. Provide information/article to the Newsletter Editor the month before their presentation. 3. Present small gift of appreciation to the Quilter of the Month. 4. Maintain a list of all Moonlight Quilters of the Month, by year. 5. Monitor the Quilter of the Month email account and take appropriate action as needed. 6. Report all expenditures to the Program Chairperson. Voting liaison to the Board of Directors for this position is the Program Chairperson.
a. Perform all duties listed in the Moonlight Quilter of the Month Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Moonlight Quilter of the Month Coordinator’s Binder, with the incoming Moonlight Quilter of the Month Coordinator before Installation.
22
Show & Tell Coordinator
1. Attend all Business meetings. 2. Bring clothespins, sign up sheet, and numbered raffle tickets for fat quarter drawing to Business meetings, the Installation Dinner, and the Holiday Party. 3. Ensure that there is a stepladder available at Business meetings, the Installation Dinner, and the Holiday Party. Currently a stepladder will be brought into the room by the Vets building crew. 4. Introduce Show and Tell and record the name and title of each quilt shown. In the case of remote meetings (e.g. via Zoom), create a slide presentation using photos and descriptions guild members email to the Show and Tell Coordinator. Play slideshow during the Zoom meeting. Save slideshow presentations in a central shared location for access by Website Coordinator. 5. Pull the name of one presenter (using the numbered raffle tickets) who wins a fat quarter. The fat quarter is provided by the President. Fat Quarters are not awarded during remote meetings. 6. Provide an article to the Newsletter Editor each month listing all of the people who did Show and Tell that month, along with the name of their entry. Also include the name of the raffle/fat quarter winner. 7. Monitor the Show and Tell email account and take appropriate action as needed. 8. Report all expenditures to the Program Chairperson. Voting liaison to the Board of Directors for this position is the Program Chairperson.
a. Perform all duties listed in the Show and Tell Coordinator’s Binder / Folder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Show and Tell Coordinator’s Binder/Folder, with the incoming Show and Tell Coordinator before Installation.
23
Activity Chairperson
1. Attend all meetings of the Board and act as a voting member of the Board of Directors. 2. Oversee the budgets and duties of the following Coordinator positions: 2a. Block of the Month Coordinator 2b. Friendship Block Coordinator 2c. Fabric Exchange Coordinator 2d. Medallion Coordinator 2e. Library Coordinator 3. Fill Coordinator vacancies under this position as needed. This person may also hold a coordinator position under the Activity Chairperson.
a. Perform all duties listed in the Activity Chairperson’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Submit articles to the Newsletter Editor and Website Coordinator as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Activity Chairperson’s Binder, with the incoming Activity Chairperson before Installation.
25
Block of the Month Coordinator
1. Attend all Business Meetings. 2. Select, prepare and distribute Block of the Month pattern and fabric (if needed). 3. Send Block of the Month pattern and image to Website Coordinator before it is revealed. 4. Send eBlast with BOM info after it is revealed at the Business Meeting. 5. Display the collected blocks and draw winner(s) at the Business Meeting. 6. Submit article to the Newsletter Editor that contains (a) a photograph of the collected blocks from that month (b) the name(s) of the winner(s) of the blocks (c) a photograph of the next month’s block of the month (d) information regarding where to obtain the pattern (the website) and when the block is due 7. Report all expenditures to the Activity Chairperson. 8. Maintain BOM binder with patterns, winners and photos of the blocks. 9. Monitor the Block of the Month email account and take appropriate action as needed. Voting liaison to the Board of Directors for this position is the Activity Chairperson.
a. Perform all duties listed in the Block of the Month Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Block of the Month Coordinator’s Binder, with the incoming Block of the Month Coordinator before Installation.
26
Friendship Block Coordinator
1. Attend all Business Meetings. 2. Maintain record of the number of Friendship Block Credits for each member. 3. Distribute Block Kits and maintain record of members who sign out, complete, and return each Friendship Block Kit. 4. Provide a quarterly report of Friendship Blocks that are sixty days overdue. 5. Present completed Friendship blocks to recipients at Business Meetings. 6. Monitor the Friendship Block email account and take appropriate action as needed. 7. Report all expenditures to the Activity Chairperson. Voting liaison to the Board of Directors for this position is the Activity Chairperson.
a. Perform all duties listed in the Friendship Block Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated website content regarding this position to Website Coordinator as needed. d. Provide articles to the Newsletter Editor as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Friendship Block Coordinator’s Binder, with the incoming Friendship Block Coordinator before Installation.
27
Fabric Exchange Coordinator
1. Attend all Business Meetings. 2. Choose type of exchange and plan monthly themes for the year. 3. Supply calendar of monthly themes to President, Newsletter Editor, and Website Coordinator 4. Draw winners and make announcements at Business Meetings. 5. Monitor the Fabric Exchange email account and take appropriate action as needed. 6. Report all expenditures to the Activity Chairperson. Voting liaison to the Board of Directors for this position is the Activity Chairperson.
a. Perform all duties listed in the Fabric Exchange Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated website content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Fabric Exchange Coordinator’s Binder, with the incoming Fabric Exchange Coordinator before Installation.
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Medallion Coordinator
1. Attend all Business Meetings. 2. Maintain records of those participating in each medallion. 3. Ensure timely transfer of each Medallion Project to the next quilter. 4. Collect, organize, and store finished medallion tops. 5. Advertise and provide members with the guidelines for participating in the next year’s Medallion Program and collect new starts. 6. Display finished medallions at the Installation Dinner in September and oversee drawing for winners. 7. Monitor the Medallions email account and take appropriate action as needed. 8. Report all expenditures to the Activity Chairperson. Voting liaison to the Board of Directors for this position is the Activity Chairperson.
a. Perform all duties listed in the Medallion Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated website content regarding this position to Website Coordinator as needed. d. Provide article to the Newsletter Editor each month as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Medallion Coordinator’s Binder, with the incoming Medallion Coordinator before Installation.
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Librarian
1. Attend all Business Meetings. 2. Unload book and magazine boxes from Library Cart at start of Business Meetings and reload Library Cart at end of Business Meetings. Library Cart will be delivered to each Business Meeting by the Vets building crew. Must be able to lift book and magazine boxes. 3. Maintain current list of library inventory and make available for member use. Submit updated list of library inventory including Title, Author, and Category to Website Coordinator periodically. 4. Maintain check-out list/card file of magazines, books, videos, and CDs. 5. Oversee purchase of library materials. 6. Maintain an overdue library list. Contact members to return overdue materials, as necessary 7. Arrange for the sale or disposal of unused or obsolete library inventory. 8. Monitor the Library email account and take appropriate action as needed. 9. Report all expenditures to the Activity Chairperson. Voting liaison to the Board of Directors for this position is the Activity Chairperson.
a. Perform all duties listed in the Library Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated website content regarding this position to Website Coordinator as needed. d. Provide articles to the Newsletter Editor as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Library Coordinator’s Binder, with the incoming Library Coordinator before Installation.
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Quilt Show Chairperson
1. Attend all meetings of the Board and act as a voting member of the Board of Directors. 2. Coordinate with the Treasurer on budget / financial / contract needs. 3. Coordinate with the Vice President on venue / contract needs. 4. Form a team of members to work on planning and organizing the event and related activities which include but are not limited to: 4a. Advertising the event in conjunction with other guild publicity efforts. 4b. Contacting vendors and affiliates for show activities. 4c. Reviewing and updating the Guild website and social media content, as needed. 4d. Coordinating with other guilds and organizations for participation. 4e. Providing articles to the Newsletter Editor as needed. 4f. Securing adequate volunteers to set-up, staff, and take down the show 5. Promote and oversee the quilt show on a continuous basis throughout the year. 6. Oversee the education of the membership about show-related jobs and responsibilities with announcements at meetings when necessary. 7. Monitor the Quilt Show email account and take appropriate action as needed. The Quilt Show Team may consist of the following positions/coordinators: Admissions Boutique Entries Equipment Set-up Equipment Transportation Featured Artist Hospitality Layout Programs Publicity Quilt Hanging Quilt Return Quilt Take Down Take-In Vendors Volunteers
a. Perform all duties listed in the Quilt Show Chairperson’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated website content regarding this position to Website Coordinator as needed. d. Provide articles to the Newsletter Editor as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Quilt Show Chairperson’s Binder, with the incoming Quilt Show Chairperson before Installation.
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Ways and Means Chairperson
1. Attend all meeting of the Board and act as a voting member of the Board of Directors 2. Attend all Business Meetings. 3. Oversee the budgets and duties of the following Coordinator positions: 3a. Opportunity Quilt Designer and Construction Coordinator 3b. Opportunity Quilt Marketing Coordinator 3c. Spring Fundraiser Coordinator 3d. Raffle Coordinator 4. Ensure that the Raffle Coordinator complies with all state rules regarding raffles, including providing income and expenditure information to the Treasurer. 5. Make announcements at meetings as needed. 6. Act as custodian of duty binders for coordinators under this position. 7. Monitor the Ways and Means email account and take appropriate action as needed. This person may also hold a coordinator position under the Ways and Means Chairperson.
a. Perform all duties listed in the Ways and Means Chairperson’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated website content regarding this position to Website Coordinator as needed. d. Provide articles to the Newsletter Editor as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Ways and Means Chairperson’s Binder, with the incoming Ways and Means Chairperson before
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Opportunity Quilt Designer
1. Attend all Business Meetings. 2. Choose a quilt pattern / design and fabrics within budget and acquire any needed permissions. 3. Present proposed design to the Board for approval at the December Board meeting. 4. Breakdown the design for membership participation. 5. Solicit membership participation and oversee the construction, quilting, and completion of the quilt. 6. Complete the annual Opportunity Quilt by the end of the fiscal year, August 31st. 7. Provide access to the finished quilt to the Opportunity Quilt Marketing Chairperson for photography for publicity purposes. 8. Present the finished quilt to the members at the October Business meeting and pass it to the Opportunity Quilt Marketing Chairperson for marketing in the upcoming year. 9. Report all expenditures to the Ways and Means Chairperson. Voting liaison to the Board of Directors for this position is the Ways and Means Chairperson.
a. Perform all duties listed in the Opportunity Quilt Designer and Construction Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated website content regarding this position to the Website Coordinator as needed. d. Provide articles to the Newsletter Editor as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Opportunity Quilt Designer and Construction Coordinator’s Binder, with the incoming Opportunity Quilt Designer and Construction Coordinator.
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Opportunity Quilt Marketing Coordinator
1. Attend all Business meetings. 2. Make sure the Opportunity Quilt is displayed at all guild meetings and functions, except when it is on display at other guilds or elsewhere. 3. Research and request input from members for appropriate venues for ticket sales opportunities. 4. Arrange for volunteers as needed to market the quilt. 5. Ensure volunteers have needed supplies at sales locations, including, but not limited to: 5a. Opportunity Quilt 5b. Quilt stand 5c. Tickets, cash box, and cash 6. Arrange for printing of tickets. 7. Promote and sell tickets for the quilt at MQSC meetings. 8. Keep a record of ticket sales indicating those members that have paid for their tickets and those that have taken tickets to sell elsewhere. 9. Arrange for the quilt to be shown at the Wine Country Quilt Show. 10. Keep separate total of monies collected at the Wine Country Quilt Show. 11. Coordinate the year-end drawing, notify winner, and arrange for delivery of the quilt to the winner. 12. Promptly turn in all monies collected to the Treasurer or deposit directly into the MQSC account. 13. Oversee all notices that go in the newsletter and on the website. 14. Report at the Business meetings current status of fund raising efforts and where the quilt will be displayed. 15. Monitor the Opportunity Quilt email account and take appropriate action as needed. 16. Report all expenditures to the Ways and Means Chairperson. Voting liaison to the Board of Directors for this position is the Ways and Means Chairperson.
a. Perform all duties listed in the Opportunity Quilt Marketing Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated website content regarding this position to the Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Opportunity Quilt Marketing Coordinator’s Binder, with the incoming Opportunity Quilt Marketing Coordinator before Installation
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Spring Fundraiser Coordinator
1. Attend Business Meetings to solicit donations and volunteers to assist at the fundraiser. 2. Obtain binder from the Ways and Means Chairperson and return binder after the event. 3. Determine format of fundraiser. If it is decided a raffle will be included, coordinate with the Raffle Coordinator and follow the raffle guidelines. 4. Organize a committee and delegate tasks. 5. Solicit and store donations year round. 6. Advertise and market the event to local guilds and the public. 7. Coordinate with the Treasurer regarding financial arrangements. 8. Report all expenditures to the Ways and Means Chairperson. Voting liaison to the Board of Directors for this position is the Ways and Means Chairperson.
a. Perform all duties listed in the Spring Fundraiser Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated website content regarding this position to the Website Coordinator as needed. d. Provide articles to the Newsletter Editor as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Spring Fundraiser Coordinator’s Binder, with the incoming Spring Fundraiser Coordinator before Installation.
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Raffle Coordinator
1. Attend all Business Meetings. 2. Oversee all guild raffles including monthly, Holiday Party, Tri-Guild Luncheon, and Spring Fundraiser. 3. Ensure all money collected for all raffles is counted, recorded, and given to the Treasurer. 4. Purchase supplies for all raffles (such as tickets). 5. Organize a raffle of six to eight selections at each Business Meeting. 6. Ensure tickets and cash box (with any necessary change) are present at each Business Meeting raffle. 7. Arrive early to set up and display items and to sell tickets before the meeting begins. Also sell tickets at the break. 8. Oversee the Business Meeting raffle drawing held after the break. 8. Ensure the Coordinators of the Holiday Party Raffle, Tri-Guild Luncheon Raffle, Spring Fundraiser Raffle, and any other Raffle aside from the Business Meeting Raffle, organize and gather appropriate selections. 9. Oversee each raffle including but not limited to basket setup, ticket sales, cash collection, and drawing to pick winners. 10. Report all expenditures to the Ways and Means Chairperson. Voting liaison to the Board of Directors for this position is the Ways and Means Chairperson.
a. Perform all duties listed in the Raffle Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated website content regarding this position to the Website Coordinator as needed. d. Provide articles to the Newsletter Editor as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Raffle Coordinator’s Binder, with the incoming Raffle Coordinator before Installation.
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Holiday Celebration Raffle Coordinator
1. Attend all appropriate Business Meetings. 2. Coordinate with the Holiday Potluck Coordinator for theme. 3. Solicit quality items or finished raffle baskets from members, mini-groups, and Affiliates. 4. Deliver raffle baskets to the Raffle Coordinator at the Holiday Potluck. Baskets should be delivered well before the start of the Holiday Potluck so that the raffle may be set up and tickets sold before the Holiday Potluck begins. The Raffle Coordinator runs the raffle itself. 5. Pricing of the raffle tickets to be determined by the Board. 6. Report all expenditures to the Ways and Means Chairperson. Voting liaison to the Board of Directors for this position is the Ways and Means Chairperson.
a. Perform all duties listed in the Holiday Potluck Raffle Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated website content regarding this position to the Website Coordinator as needed. d. Provide articles to the Newsletter Editor as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Holiday Potluck Raffle Coordinator’s Binder, with the incoming Holiday Potluck Raffle Coordinator before Installation
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Tri-Guild Luncheon Raffle Coordinator
1. Attend all appropriate Business meetings. 2. Coordinate with the Tri-Guild Luncheon Coordinator for theme. 3. Solicit quality items or finished raffle baskets from members, mini-groups, and Affiliates. 4. Deliver raffle baskets to the Raffle Coordinator at the Tri-Guild Luncheon. Baskets should be delivered well before the start of the Luncheon so that the raffle may be set up and tickets sold before the Luncheon begins. If the Raffle Coordinator has delegated the running of the raffle to the Tri-Guild Luncheon Raffle Coordinator, then the Tri-Guild Luncheon Raffle Coordinator sets up the baskets, sells tickets, collects cash, and picks the winners, otherwise the Raffle Coordinator is responsible for running the raffle itself. 5. Count and turn over raffle proceeds to the Treasurer in a timely manner. 6. Receive raffle ticket pricing guidance from the Board. 7. Report all expenditures to the Ways and Means Chairperson. Voting liaison to the Board of Directors for this position is the Ways and Means Chairperson.
a. Perform all duties listed in the Tri-Guild Luncheon Raffle Coordinator’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated website content regarding this position to the Website Coordinator as needed. d. Provide articles to the Newsletter Editor as needed. e. Arrange for a meeting to pass on and review duties and materials of the position, including Tri-Guild Luncheon Raffle Coordinator’s Binder, with the incoming Tri-Guild Luncheon Raffle Coordinator before Installation
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NCQC Liaison
1. Attend meetings of the Northern California Quilt Council. These meetings are quarterly and usually held outside of Sonoma County. Driving will be required. 2. Report all expenditures to the President. 3. Voting liaison to the Board of Directors for this position is the President. The Programming Chair generally holds this position.
a. Perform all duties listed in the NCQC Liaison's Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including NCQC Liaison’s Binder, with the incoming NCQC Liaison before Installation. e. This position is encouraged to attend all Board of Directors meetings.
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Communications Chairperson
1. Attend all meetings of the Board and act as a voting member of the Board of Directors 2. Attend all Business meetings. 3. Oversee the budgets and duties of: 3a. Newsletter Editor 3b. Blast Email Coordinator 3c. Website Coordinator 4. Fill Editor and Coordinator vacancies under this position, as needed. 5. Maintain list of members requesting meeting reminders via text and list of message senders. 6. Submit articles to the Newsletter Editor as needed. This person may also hold a coordinator position under Communications.
a. Perform all duties listed in the Communications Chairperson’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Communications Chairperson’s Binder, with the incoming Communications Chairperson before Installation.
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Global Quilt Connection Liaison
1. Attend quarterly Zoom meetings regarding guild operations and report to Board of Directors. 2. Attend Meet the Teachers Zoom Events. 3. Follow GQC on Facebook and subscribe to monthly newsletter sent via email. 4. Report all expenditures to the President. This position is generally held by either or both the President and the Programming Chair. Voting liaison to the Board of Directors for this position is the President.
a. Perform all duties listed in the GQC Representative’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including NCQC Representative’s Binder, with the incoming NCQC Representative before Installation. e. This position is encouraged to attend all Board of Directors meetings.
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Past President
1. Attend all Business meetings and act as a voting member of the Board of Directors. 2. Assist in-coming President with duties as needed.
a. Perform all duties listed in the Past President’s Binder. b. Maintain and update duties and guidelines as needed. c. Review and submit updated website content regarding this position to Website Coordinator as needed. d. Arrange for a meeting to pass on and review duties and materials of the position, including Past President’s Binder, with the incoming Past President before Installation.
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