The roles on our Executive committee turn over every two years. This gives people the chance to get the hang of the role, get things done, and prepare to hand the role off to the next person. Roles can be shared among two members if needed.
Role description:
President
The President oversees all areas of the guild’s operations. Duties include:
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- Preparation of agendas for executive, guild and annual general meetings.
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- Receiving communications from other guilds, guild members and the public.
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- Acting as a bank signing officer.
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- Preparation of reports required by Societies Act.
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- Picking up mail from guild’s postbox.
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- Ensuring that executive members are kept up to date on events and tasks.
The President attends monthly executive meetings, monthly guild meetings and our annual planning meeting. Experience working with or volunteering on committees that meet regularly is helpful. The President should be flexible, able to see areas where help is needed and be comfortable using technology.
The president should be open to sharing ideas, be consultative and able to respond to feedback, without sweating the small stuff.
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Role description:
Vice President (VP)
The VP supports the President and assists other members of the executive team as necessary. This includes:
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- Acting as President when President is not available.
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- Acting as bank signing officer.
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- Serving as the executive liaison to the Showcase Committee (biannual).
The VP can also be involved in one-time projects. Examples of recent projects are:
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- Preparing a Conflict of Interest policy for executive members.
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- Preparing a Privacy Policy for the guild.
The VP attends monthly executive meetings, monthly guild meetings and our annual planning event. Experience working with or volunteering on committees that meet regularly is helpful.
The VP role is best suited to someone willing to step in where needed. Flexibility is an asset.
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Role description:
Treasurer
The treasurer is responsible for handling all aspects of the guild’s finances. This includes:
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- Registering income and expenses.
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- Making payments on behalf of the guild.
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- Drafting and seeking approval for an annual budget.
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- Reconciling books with bank statements.
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- Regular reporting of our guild’s financial position to the executive.
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- Securing insurance through CQA
The treasurer attends monthly executive meetings, monthly guild meetings and an annual planning meeting. Experience working with or volunteering on committees that meet regularly is helpful.
The treasurer must have some bookkeeping knowledge. They must be comfortable with using Excel spreadsheets and worksheets as well as preparing and monitoring budgets. Online banking experience is helpful.
This treasurer’s workload is ongoing throughout the year. Busiest times are month ends and from September to November. The role is best suited to someone who can work on their own, can problem solve and can keep current with the recording and reporting.
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Role description:
Secretary
The secretary is responsible for keeping an accurate and up-to-date record of the guild’s business events and meetings. This includes:
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- Recording minutes of monthly executive meetings.
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- Preparing draft and final copies of monthly meetings.
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- Sending meeting agendas to executive.
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- Record any motions passed.
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- Maintaining documents in Dropbox.
The secretary attends monthly executive meetings, monthly guild meetings and an annual planning event. Experience working with or volunteering on committees that meet regularly is helpful.
This role is best suited for someone who is organized, can work on their own and is able to prepare and distribute documents in a timely manner.
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Role description:
Communication and Social Coordinator (CSC)
The Communication and Social Coordinator is responsible for guild communication and social media platforms. This includes preparing:
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- Monthly and mid-month members’ newsletter (writing, editing, design and layout, coordinating contributor content from other members and external contributors).
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- Invitations to and reminders of meetings, workshops and other events.
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- Post to our website; post or coordinate others to post on our social channels such as Instagram and Facebook.
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- Update and maintain our guild’s website.
The CSC attends monthly executive meetings, guild meetings, and our annual planning meetings. Experience working with or volunteering on committees that meet regularly is helpful.
The CSC should be familiar with, or willing to learn WordPress, Facebook, Instagram, Dropbox and Cyberimpact (our email marketing software). They must be able to work collaboratively with others, be organized and be comfortable with technology. Creative skills such as design and layout, and working with photography and graphics are a bonus.
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Role description:
Membership Coordinator (MC)
The MC is responsible for all aspects of membership. This includes:
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- Signing up new members.
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- Renewing current members.
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- Liaising with treasurer to ensure payments/memberships balance.
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- Liaising with MQG to keep accurate member counts and to trouble-shoot members’ issues.
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- Answering questions re: membership and guest attendance.
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- Keeping accurate and up-to-date rosters.
The MC attends monthly executive meetings, monthly guild meetings and an annual planning event. Experience working with or volunteering on a committee that meets regularly is helpful.
This role is best suited to someone who is organized and can work on their own. As there is a lot of contact with members and potential members, it is important that the MC enjoys helping people in a timely manner. They must be comfortable with technology, including Excel spreadsheets and Cyberimpact (our email marketing software).
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Role description:
Education Programming
The role of the Education team is to provide learning and/or social activities for guild members. This includes:
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- Sourcing presenters and instructors for lectures and workshops.
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- Coordinating all aspects of guild workshops. This includes promoting event, tracking registration and payment, preparing and sending materials to participants.
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- Booking Zoom for workshops, sew-ins and hosting same.
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- Arranging swaps, sew-ins, Round Robin, Block Lotto and community projects, often in conjunction with other guild members and volunteers.
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- Preparing/hosting the monthly Show and Tell PowerPoint presentation.
The members of the team attend monthly executive meetings, monthly guild meetings and an annual planning event. Experience working with or volunteering on a committee that meets regularly is helpful.
This role is, at minimum, a two-person role. The members of the team should be organized and able to work well together. They should be familiar with different techniques used in modern quilting and be able to source online and in-person presenters. Good communication skills and comfort with technology, (especially online searching), are assets.
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Role description:
Member-at-Large (ML)
The role of the ML is flexible. Like the VP, the ML assists the executive team and can take on one-time or infrequent projects. Examples of recent projects are:
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- Designing and coordinating inter-guild swaps.
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- Updating the logo for the guild.
Other areas where a ML might help are:
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- Assisting Treasurer with budget.
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- Assisting Membership at renewal time.
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- Planning and coordinating Community Quilts for our guild, for non-profit organizations, or for QuiltCon.
The ML attends monthly executive meetings, monthly guild meetings and an annual planning event. Experience working with or volunteering on committees that meet regularly is helpful.
The ML should be flexible, able to see areas where help is needed and be comfortable using technology.
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