Officers and Their Duties
- President.
The President
shall receive detailed annual reports from all officers and committee chairs at
the June Executive Board meeting and shall serve as an ex-officio member of all
standing and ad hoc committees of the Guild, except the Nominating and Audit
Committees. After the April Executive Board meeting (or as soon as convenient)
and at a meeting scheduled separately from an Executive Board meeting, the
incumbent or outgoing President shall conduct a special orientation meeting for
the incoming Executive Board and committee chairs concerning their
responsibilities as board and committee members with respect to Guild policies
and procedures, and bylaws.
- First Vice-President
The First Vice-President shall arrange programs for the monthly meetings of the
general membership, shall coordinate advance notice of
such programs with the Newsletter Editor and Publicity Committee Chair, shall
solicit from the Executive Board and/or the general membership the preferred
choice of workshop topics from program speakers, and shall forward this
information to the Third Vice-President. The First Vice-President shall secure
a location for general membership, Executive Board, or special meetings, with
the assistance of the Property Management Chair at the meeting location, for
the appropriate equipment and amenities to be provided for the meeting(s) and
properly secured following the meeting(s), in accord with the terms of the
lease for the meeting location.
- First Vice-President Elect.
With
the cooperation of the First Vice-President, the First Vice-President Elect
shall take advantage of the availability of speakers and networking
opportunities with other guilds to schedule and arrange for programs which will
take place after the conclusion of the term of office as First Vice-President
Elect and shall make other program preparations for the following year to be
served as First Vice-President.
- Second Vice-President.
The
Second Vice-President shall receive all dues and transfer those dues to the
Treasurer for deposit, and shall maintain up-to-date membership information,
including names, addresses, phone numbers, and other pertinent data. The Second
Vice-President shall furnish lists of new members, as well as renewals and/or
corrections to the roster, to the Newsletter Editor and to the Bee Coordinator
each month; shall maintain a membership mailing list; and shall provide mailing labels to the
newsletter printer each month. The Second Vice-President shall maintain an accounting of the number of
persons present at Guild membership meetings; keep an adequate stock of
membership applications for distribution; and shall maintain a member-interest
file. The Second Vice-President shall maintain the Guild’s e-mail list.
- Third Vice-President.
The Third Vice-President shall provide a three-month advance notice of workshops to
the Newsletter Editor, Publicity Committee Chair, and Web Manager; shall secure
a meeting room for workshops; shall arrange, with the assistance of the
Property Management Chair at the workshop location, for the appropriate
equipment and amenities to be provided for the workshop and properly secured
following the workshop, in accord with the terms of the lease for the meeting
room; shall attend and supervise the workshop (or shall appoint a designate who
is not a workshop participant to carry out this responsibility). The Third
Vice-President shall collect any monies required for the workshops and transfer
these funds to the Treasurer with accurate records.
- Field Trips / Bus Trips.
>In the event of interest in a
field trip, the Third Vice-President shall contact a minimum of three travel agencies to request itineraries
and other specific details for the proposed field trip and shall submit this
information to the Executive Board for final approval and selection based upon,
but not limited to, such factors as price and reputation. If the field trip is
approved, the Executive Board will turn all details of the trip over to the
travel agency, relinquishing all rights and legal responsibilities. Guild
members wishing to participate in the field trip shall communicate directly and
solely with the travel agency, shall pay all fees pertaining to the field trip
to the travel agency, and shall abide by the rules and regulations of the
travel agency. The Third Vice-President shall act as an intermediary between
the Newsletter Editor and travel agency, but shall not act as a tour guide or
be responsible to members of the Guild in any way. One-day field trips will be
handled totally by the Third Vice-President.
- Recording Secretary.
The
Recording Secretary shall provide the Newsletter Editor with a copy of
minutes of all corporate membership, special, and Executive Board meetings.
- Corresponding Secretary.
The
Corresponding Secretary shall send an appropriate card in case of
death or serious illness of a member or a member’s immediate family. The Corresponding
Secretary shall maintain a file of annual reports from outgoing officers,
standing committee chairs, and special ad hoc committee chairs; and shall
retain a file of current bylaws in the Guild records. The Corresponding
Secretary shall maintain a supply of official Guild stationery and business cards, reorder supplies as necessary and dispense supplies to Guild members for appropriate purposes. The Corresponding Secretary shall
pass copies of newsletters received from other Guilds to the Newsletter Editor
so information in them can be considered for publication in the Quips. The
Corresponding Secretary shall inform Guild members by e-mail of special
invitations received in the mail and shall place quilt show flyers received in
the mail at the Hospitality Table at general meetings.
- Treasurer.
The treasurer shall maintain financial records of the Guild using a financial software
program authorized by the Executive Board. The Treasurer shall submit a monthly
financial report to be published in the newsletter. The Treasurer shall be
responsible for preparing or overseeing the preparation and submission of all
required local, state and federal tax reports and tax returns. The Treasurer
shall prepare an annual budget from information provided by the appropriate
members of the Executive Board for approval by the Executive Board and Guild
membership. The Treasurer shall maintain both hard copy and software back-up
copies of any financial information and related correspondence. Candidates for
the office of Treasurer shall have access to the appropriate computer equipment
and be able to use the Guild’s software and any other appropriate software to
maintain the Guild’s financial records.
- Bee Coordinator.
The Bee
Coordinator shall act as a liaison between Beekeepers, as well as members-at-large, and the Executive Board, relaying pertinent information discussed at the Executive Board meetings to the Beekeepers
and members-at-large through the newsletter or by other means as required;
shall report to the Executive Board on the service projects of the bees and
members-at-large; shall work closely with the Second Vice-President to provide
bee membership information for the roster and to make the bee activities and
openings known to new members; shall help to form new bees and aid in the
selection of a Beekeeper for new bees, either through election by the new bee
members or through the recruiting of a volunteer. It shall be the duty of the
Bee Coordinator to inform all Beekeepers of any Guild activities and coordinate
any bee-related activities.
- Librarian.
The Librarian shall maintain Guild-owned literature and
materials, shall keep library materials organized in a usable system, and shall make all materials available to
members at monthly general membership meetings unless the Executive Board approves closing the library for a meeting. The Librarian shall purchase supplies and publications and shall assess the fines for overdue
items and the check out and renewal policies, subject to the approval of the
Executive Board. Current library practices are described elsewhere in these
policies and procedures.
- Special Events Coordinator.
The
Special Events Coordinator shall be in charge of all special projects approved
by the Executive Board and shall act on behalf of the Guild as a liaison with
other community service organizations and at requested functions. The Special
Events Coordinator shall receive and coordinate all requests for quilts and/or
services as described in these policies and procedures. The Special Events
Coordinator shall serve as the chair of the Special Events Committee.
- Newsletter Editor.
The
Newsletter Editor shall publish and distribute the monthly newsletter, which
shall be mailed in sufficient time to reach members before the next general
membership meeting. The newsletter must include, but is not limited to,
notification of general membership and Executive Board meetings, programs,
workshops, membership roster revisions and additions, the minutes of corporate
membership meetings, and the current Treasurer’s report. The issue that is
distributed immediately prior to the March corporate membership meeting shall
contain the slate of officers being proposed by the Nominating Committee. The
issue that is distributed immediately prior to the June corporate membership
meeting shall contain the line-item budget being proposed by the Executive
Board. The Newsletter Editor shall act in accordance with the guidance and
direction of the Executive Board and shall work with the following assistant,
who shall be nominated and appointed in the same way as are the standing
committee chairs:
- Advertising Manager.
The
Advertising Manager shall solicit quilt-related business
advertising, bill and collect payments for such advertising and for
classified advertisements from members, and transfer monies and records of these
transactions to the Treasurer.
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