Monterey Peninsula Quilters Guild Standing Coordinators

Transcription

1 Monterey Peninsula Quilters Guild Standing Coordinators Position Page Activities Standing Coordinator 2 Communication Standing Coordinator 5 Community Outreach Standing Coordinator 8 Membership Standing Coordinator 11 Program Standing Coordinator 13 Updated June 2014 Page 1

2 TITLE OF POSITION: ACTIVITIES COMMITTEE ACTIVITIES STANDING COORDINATOR CHALLENGE QUILTS HOSPITALITY LIBRARY RAFFLE QUILT DESIGN & PRODUCTION UFO PROJECT Specific details regarding this position are found in Briefing Notebook. GENERAL RESPONSIBLITIES 1. Familiar with the MPQG Bylaws and Standing Rules. 2. Attendance at the following meetings: Board of Directors, monthly general membership, Board of Directors Annual Orientation and Planning Meeting and the Annual Coordinators Committees Meeting. 3. Voting member of Board of Directors. 4. Serves as the Board contact to members of the Coordinator s Committee assign to her/him by the Board. 5. Submit regular reports to the Board in area of responsibility. 6. Respond to Board member s s in a timely manner. 7. Complete the Expense Form with receipts for reimbursement by Guild Treasurer. 8. Conduct regular communication with Coordinator s Committee members a. Meet with them at the beginning of the fiscal year and during the year as needed. b. Check in with each committee member before each Board meeting in order to learn what each is doing, if there are questions, help is needed, and/or a report to the Board and/or Web Site/newsletter is necessary. c. Be supportive, encouraging and helpful when and as needed. d. Ensure that those reporting to the Coordinator have the Job Notebooks in their areas of responsibilities. e. Monitor the budgets for the Coordinator s Committee and include budget matters in committee reports presented to the Board of Directors. 9. Review job descriptions for the members of the Coordinator s Committee and notify Second Vice President of any changes in the job descriptions. 10. Maintain Coordinator Briefing Notebook with records, details and useful information for area of responsibility. 11. Return Briefing Notebook to Second Vice President before the end of term. 12. May also be responsible for tasks assigned to Coordinator s Committee in absence of that committee member. 13. Fills committee positions with the help of other committee members and Second Vice President. 14. Participate in training of the next Coordinator. Updated June 2014 Page 2

3 Responsibilities of the Members of the Activities Coordinator s Committee Details regarding the activities of each of the committee members are listed below. Each member will have a Job Notebook. Challenge Quilt 1. Determine the theme for the annual challenge quilts. 2. Purchase, cut, and make available packets for distribution to the membership. 3. Give Treasurer reports of income, expenses and receipts for reimbursement. 4. Responsible for the hanging of the Challenge Quilts at a Guild meeting, the Monterey County Fair and the MPQG Quilt Show. 5. Work in conjunction with the Community Outreach Coordinator and Quilt Show Chair. 6. Report budget information or budget requests to Activities Coordinator. Hospitality 1. Solicit other guild members to assist with hospitality duties. 2. Provide for refreshments between 6:30 and 7:15 at monthly MPQG meetings. 3. Set up, clean up and store supplies for monthly meetings. 4. Maintain sufficient supplies for general meetings. 5. Use signup sheet or other method to solicit member participation in bringing refreshments and send reminders as necessary. 6. Provide an article to newsletter/web Site editor, thanking those who ve provided refreshments. 7. Coordinate with the Annual Fund Raiser for the refreshments for the Annual Fund Raising event. 8. Complete the Expense Form with receipts for reimbursement by Treasurer and provide Activities Coordinator with duplicate copy of the Expense Form for his/her files. 9. Report budget information or budget requests to Activities Coordinator. Library 1. Set up and display books at general member meetings. 2. Utilize Book Librarian Plus (Guild-owned software) to maintain an inventory of all items in the library; produce printouts that can be made available to members at the table during general meetings. 3. Check out books to members; keep records utilizing Book Librarian Plus; check in returned books. 4. Contact members regarding overdue books, collect appropriate overdue fines forwarding money to Treasurer. Stay current on new publications (books, magazines, DVDs and related material) and make additions to library as budget allows. 5. Retire old, rarely borrowed books, in order to keep the size of library manageable. Keep the key to MPQG meeting place closet; store library materials in Guild closet between meetings. 6. Complete the Expense Form with receipts for reimbursement by Treasurer and provide Activities Coordinator with duplicate copy of the Expense Form for her/his files. 7. Report budget information or budget requests to Activities Coordinator. Updated June 2014 Page 3

4 Raffle Quilt Designer Selected by the Board to design the annual raffle quilt. 1. Select and purchase quilt fabric and prepare packets. 2. Distribute quilt packets with directions and deadline dates to members at a Guild meeting. 3. Collect completed blocks and assemble quilt. 4. Arrange for the quilting and binding of the quilt. 5. Arrange for a photograph of the finished quilt and supply a photograph to the Raffle Quilt Marketer. 6. Deliver the completed quilt to the Raffle Quilt Marketer for the Monterey County Fair. UFO Project (Unfinished) 1. Promote the completion of member s UFOs. That is, once compelling quilting projects now living as unfinished objects lurking in boxes and the backs of drawers. 2. Promote a sense of friendly competition to encourage the completion of set aside projects. 3. Promote the sense of satisfaction that comes with a project completed. 4. Use any means such as raffles and prizes to create a sense of excitement about completing projects. 5. Use the Web Site and Newsletter and announcement time at the membership meeting to promote the above goals. 6. Report budget information or budget requests to Activities Coordinator. Updated June 2014 Page 4

5 TITLE OF POSITION: COMMUNICATION COMMITTEE COMMUNICATION STANDING COORDINATOR ADVERTISER LIAISON CIRCULATION NEWSLETTER EDITOR WEB SITE PROOF READER WRITER/PHOTOGRAPHER/CALENDAR Specific details regarding this position are found in Briefing Notebook. 1. Familiar with the MPQG Bylaws and Standing Rules. 2. Attendance at the following meetings: Board of Directors, monthly general membership, Board of Directors Annual Orientation and Planning Meeting and the Annual Coordinators Committees Meeting. 3. Voting member of Board of Directors. 4. Serves as the Board contact to members of the Coordinator s Committee assign to her/him by the Board. 5. Submit regular reports to the Board in area of responsibility. 6. Respond to Board member s s in a timely manner. 7. Complete the Expense Form with receipts for reimbursement by Guild Treasurer. 8. Conduct regular communication with Coordinator s Committee members a. Meet with them at the beginning of the fiscal year and during the year as needed. b. Check in with each committee member before each Board meeting in order to learn what each is doing, if there are questions, help is needed, and/or a report to the Board and/or Web Site/Newsletter is necessary. c. Be supportive, encouraging and helpful when and as needed. d. Ensure that those reporting to the Coordinator have the Job Notebooks in their areas of responsibilities. e. Monitor the budgets for the Coordinator s Committee and include budget matters in committee reports presented to the Board of Directors. 9. Review job descriptions for the members of the Coordinator s Committee and notify Second Vice President of any changes in the job descriptions. 10. Maintain Coordinator Briefing Notebook with records, details and useful information for area of responsibility. 11. Return Briefing Notebook to Second Vice President before the end of term. 12. May also be responsible for tasks assigned to Coordinator s Committee in absence of that committee member. 13. Fills committee positions with the help of other committee members and Second Vice President. 14. Participate in training of the next Coordinator. Updated June 2014 Page 5

6 SPECIFIC RESPONSIBILITIES 1. Meet with committee members at the beginning of the fiscal year and during the year as needed to establish monthly MPQG Communication goals for the Web Site and newsletter. 2. Issue to committee members the first of each month, a general list of articles by priority to appear on the Web Site and in the newsletter along with deadlines for all activities. 3. Solicit articles for the Web Site from the Board and Coordinator Committees. Edit as needed and forward to Web Site Manager. Following the monthly board meeting. 4. Establish and enforce such deadlines as required in order to facilitate editorial and newsletter mailing procedures. Responsibilities of Members of the Communication Coordinator s Committee Details regarding the activities of each of the committee members are listed below. Each member will have a Job Notebook. Advertiser Liaison 1. Proof read and correct Advertiser Web Site copy prior to assembly of newsletter. 2. Adhere to deadlines as required in order to facilitate editorial and newsletter mailing procedures. 3. Work with Member Directory and Quilt Show Program committee members to properly feature local advertisers. Circulation 1. Obtain current list of MPQG members, advertisers and others, who received the newsletter via the USPS from Web Site. 2. Inform Newsletter Editor of the necessary number of newsletters to be printed. Add 10 copies for the Membership Coordinator to give to new members.. 3. Each month, pick up newsletter form the printers, purchase and prepare mailing labels; purchase stamps; mail newsletters for timely delivery (ten days prior to meeting). 4. Send receipts to Treasurer for reimbursement. 5. Report budget information or budget requests to Communication Coordinator. Newsletter Editor 1. Prepare newsletter draft and send electronically to Proof Readers and Communication Coordinator. Edits corrections as needed. 2. Prepare corrected newsletter copy and send electronically to designated printer. 3. Allow time for newsletter mailing to be done by eleven days before the next guild meeting. 4. Enforce such deadlines as required in order to facilitate editorial and newsletter mailing procedures. 5. Send newsletter digitally to Communications Coordinator, Advertiser Liaison and Web Site Manager. 6. Report budget information or budget requests to Communication Coordinator. Updated June 2014 Page 6

7 Proof Reader 1. Proof read and correct Web Site copy prior to assembly of newsletter. 2. Proof read newsletter draft and pass comments to Communications Coordinator or Web Site Manager. 3. Adhere to deadlines as required in order to facilitate editorial and newsletter mailing procedures. Web Site Manager 1. Maintain MPQG Web Site in an accurate and timely fashion with news and information for MPQG members and any other interested readers. 2. Keep the site fresh and appealing, updating and deleting as appropriate. 3. Post information received from all board members, coordinators and coordinator committee members, most specifically program and workshop descriptions and Quilt Show information and details. 4. Maintain Members Only section. 5. Update mailing list for blasts and notification of newsletter availability 6. Establish links on Web Site according to guidelines stated in the Standing Rules after approval by the Board of Directors 7. Maintain current year plus past two years of newsletters on Web Site. 8. Maintain Calendar of Events of interest to MPQG members, gathered from the NCQC and San Jose Museum of Textiles Web Sites. 9. Take photos at monthly meeting of Show & Tell and publish (optional) 10. Monitor the keep passwords of all accounts. 11. Report budget information or budget requests to Communication Coordinator. Writer, Photographer, Calendar 1. Prepare Web Site copy and photographs and send digitally to Communications Coordinator. 2. Adhere to deadlines as required in order to facilitate editorial and newsletter mailing procedures. 3. Report budget information or budget requests to Communication Coordinator. Updated June 2014 Page 7

8 TITLE OF POSITION: COMMUNITY OUTREACH STANDING COORDINATOR COMMUNITY OUTREACH COMMITTEE ANNUAL FUND RAISER CHARITY QUILTS DOOR PRIZE RAFFLE TICKET MARKETING Specific details regarding this position are found in Briefing Notebook. GENERAL RESPONSIBLITIES 1. Familiar with the MPQG Bylaws and Standing Rules. 2. Attendance at the following meetings: Board of Directors, monthly general membership, Board of Directors Annual Orientation and Planning Meeting and the Annual Coordinators Committees Meeting. 3. Voting member of Board of Directors. 4. Serves as the Board contact to members of the Coordinator s Committee assign to her/him by the Board. 5. Submit regular reports to the Board in area of responsibility. 6. Respond to Board member s s in a timely manner. 7. Complete the Expense Form with receipts for reimbursement by Guild Treasurer. 8. Conduct regular communication with Coordinator s Committee members a. Meet with them at the beginning of the fiscal year and during the year as needed. b. Check in with each committee member before each Board meeting in order to learn what each is doing, if there are questions, help is needed, and/or a report to the Board and/or Web Site/Newsletter is necessary. c. Be supportive, encouraging and helpful when and as needed. d. Ensure that those reporting to the Coordinator have the Job Notebooks in their areas of responsibilities. e. Monitor the budgets for the Coordinator s Committee and include budget matters in committee reports presented to the Board of Directors. 9. Review job descriptions for the members of the Coordinator s Committee and notify Second Vice President of any changes in the job descriptions. 10. Maintain Coordinator Briefing Notebook with records, details and useful information for area of responsibility. 11. Return Briefing Notebook to Second Vice President before the end of term. 12. May also be responsible for tasks assigned to Coordinator s Committee in absence of that committee member. 13. Fills committee positions with the help of other committee members and Second Vice President. 14. Participate in training of the next Coordinator. SPECIFIC RESPONSIBLITLITES 1. Serve as liaison between the Guild and various community organizations within the area. 2. Screen requests (such as quilts for an organization) from the community and decide feasibility of meeting these requests. 3. Receive Board approval if needed. 4. Coordinate with the Charity Quilt position approved requests to plan and arrange activities required to meet the requests. Updated June 2014 Page 8

9 5. Form committee(s), with Board approval, which will help to carry out the appropriate Guild activities. 6. Coordinate activities for Guild participation at the Monterey County Fair. a. Work with the County Fair Home Manager to make arrangements for Guild participation to include displays, chairs and parking permits and security. b. Be available on the day of setting up the displays to coordinate the hanging of Challenge Quilts, Community Quilts, and the Raffle Quilt. Responsibilities of Members of the Outreach Coordinator s Committee Details regarding the activities of each of the committee members are listed below. Each member will have a Job Notebook. Annual Fund Raising Event 1. Fundraising profits are used to fund grant request. 2. Plan for the Annual Fundraising Event at least four months in advance of the scheduled event. 3. Publicize event in the Web Site/Newsletter, and make announcement to the general membership. 4. Arrange location for event and decide how it will be set up. 5. Provide for recognition of participants and volunteers, including an article in the Web Site/Newsletter. 6. Report budget information or budget requests to Outreach Coordinator. Charity Quilts 1. Plan and arrange quilting activities requested by the Community Outreach Coordinator or the Board of Directors to meet requested community quilting projects. 2. Form quilting groups to carry out the appropriate quilting projects. 3. Write and submit Web Site/Newsletter items as needed. 4. Coordinate an annual charity quilt service activity for an MPQG monthly meeting. 5. Purchase materials as needed for charity quilts. 6. Assemble quilt kits for distribution at Guild meetings to membership for completion. 7. Report budget information or budget requests to Community Outreach Coordinator. 8. Submit Expense Forms to the Treasurer. 9. Coordinate the hanging of community quilts with Community Outreach Coordinator, when requested. 10. Participate in Guild meetings for the purpose of distribution of charity quilts. Door Prize 1. Responsible for having monthly door prize raffle as Guild fund raiser. 2. Seek door prize donations from members or businesses. 3. Draw winning ticket(s); acknowledges donors and winners in Web Site/Newsletter, when requested. 4. Maintain records of expenses and receipts, giving income to treasurer. 5. Make available MPQG Tax Donation Form for donors. 6. Report budget information or budget requests to Community Outreach Coordinator. Updated June 2014 Page 9

10 Raffle Quilt Marketer 1. Works with the Raffle Quilt Designer to prepare marketing materials for the quilt. 2. When the quilt is in its final assembly stage, arrange for printing of raffle tickets (see notebook for details). 3. At general meetings and in Web Site/Newsletters, encourage members to sell tickets. 4. Distribute tickets to the general membership. 5. If members are available to help, coordinate the display of the quilt and sale of tickets at a variety of local venues (local shops, Salinas Valley Fair, etc.). 6. Arrange for promotional material about the quilt such as MPQG brochures or post cards about the quilt and the guild. 7. Recruit members to sign up to sit with the raffle quilt during the Monterey County Fair, coordinating efforts with the Community Outreach Coordinator. 8. Arrange for a cash box to collect funds at the Monterey County Fair and MPQG Quilt Show. 9. Coordinate with the Quilt Show Chair for the display and tickets sales at the Quilt Show 10. Arrange for the raffle quilt drum for the Quilt Show if needed. 11. Report budget information or budget requests to Community Outreach Coordinator. Updated June 2014 Page 10

11 TITLE OF POSITION: MEMBERSHIP STANDING COORDINATOR MEMBERSHIP COMMITTEE DIRECTORY : FRIENDSHIP GROUPS GREETER & MENTOR Specific details regarding this position are found in Briefing Notebook. GENERAL RESPONSIBLITIES 1. Familiar with the MPQG Bylaws and Standing Rules. 2. Attendance at the following meetings: Board of Directors, monthly general membership, Board of Directors Annual Orientation and Planning Meeting and the Annual Coordinators Committees Meeting. 3. Voting member of Board of Directors. 4. Serves as the Board contact to members of the Coordinator s Committee assign to her/him by the Board. 5. Submit regular reports to the Board in area of responsibility. 6. Respond to Board member s s in a timely manner. 7. Complete the Expense Form with receipts for reimbursement by Guild Treasurer. 8. Conduct regular communication with Coordinator s Committee members a. Meet with them at the beginning of the fiscal year and during the year as needed. b. Check in with each committee member before each Board meeting in order to learn what each is doing, if there are questions, help is needed, and/or a report to the Board and/or Web Site/Newsletter is necessary. c. Be supportive, encouraging and helpful when and as needed. d. Ensure that those reporting to the Coordinator have the Job Notebooks in their areas of responsibilities. e. Monitor the budgets for the Coordinator s Committee and include budget matters in committee reports presented to the Board of Directors. 9. Review job descriptions for the members of the Coordinator s Committee and notify Second Vice President of any changes in the job descriptions. 10. Maintain Coordinator Briefing Notebook with records, details and useful information for area of responsibility. 11. Return Briefing Notebook to Second Vice President before the end of term. 12. May also be responsible for tasks assigned to Coordinator s Committee in absence of that committee member. 13. Fills committee positions with the help of other committee members and Second Vice President. 14. Participate in training of the next Coordinator. SPECIFIC RESPONSIBILITIES 1. Responsible for the membership procedures as outlined in the Membership Coordinator Briefing Notebook. 2. Provide the Directory Member committee member with the membership database for the purpose of the publication of the directory. 3. Maintain New Member s Brochure. Updated June 2014 Page 11

12 Responsibilities of Members of the Membership Coordinator s Committee Details regarding the activities of each of the committee members are listed below. Each member will have a Job Notebook. Friendship Groups 1. Provide information about friendship groups to individuals and the Guild. 2. Complete the Expense Form with receipts for reimbursement by Treasurer and provide Membership Coordinator with duplicate copy of the Expense Form for her/his files. 3. Report budget information or budget requests to Membership Coordinator. Greeters/Mentors 1. Work with a committee of greeters/mentors between 6:30 and 7:15 pm; greet new members and guests each month at the membership table. 2. Present gift to new members such as one fat quarter and a logo name badge as directed by Membership Coordinator. 3. Make new members and guests welcome while introducing them to MPQG members and explaining what takes place at guild meetings (Library, Door Prize, Charity Quilts, signup lists, etc.) 4. Explain to new members and guests the benefits of guild membership (Friendship Groups, Charity Quilts, Workshops, etc.) 5. Learn how actively new member would like to participate in the Guild. 6. Be certain new member or guest has someone to sit with her/him during the meeting. 7. Follow up with phone calls or s to encourage new member or guest to return. 8. Complete the Expense Form with receipts for reimbursement by Treasurer and provide Membership Coordinator with duplicate copy of the Expense Form for her/his files. 9. Report budget information or budget requests to Membership Coordinator. Member Directory 1. Receive membership database from Membership Coordinator for publication of Member Directory. 2. Solicit advertisers for the directory; send details to Treasurer for invoicing. 3. Prepare directory for publication (See notebook for what to include). 4. Publish and distribute new directory at the November guild meeting. 5. Report budget information or budget requests to Membership Coordinator. Updated June 2014 Page 12

13 TITLE OF POSITION: PROGRAM COMMITTEE RESPONSIBLITIES Specific details regarding this position are found in Briefing Notebook. PROGRAM STANDING COORDINATOR COMMUNICATIONS LIAISON FACILITIES PROGRAM WORKSHOPS GENERAL RESPONSIBLITIES 1. Familiar with the MPQG Bylaws and Standing Rules. 2. Attendance at the following meetings: Board of Directors, monthly general membership, Board of Directors Annual Orientation and Planning Meeting and the Annual Coordinators Committees Meeting. 3. Voting member of Board of Directors. 4. Serves as the Board contact to members of the Coordinator s Committee assign to her/him by the Board. 5. Submit regular reports to the Board in area of responsibility. 6. Respond to Board member s s in a timely manner. 7. Complete the Expense Form with receipts for reimbursement by Guild Treasurer. 8. Conduct regular communication with Coordinator s Committee members a. Meet with them at the beginning of the fiscal year and during the year as needed. b. Check in with each committee member before each Board meeting in order to learn what each is doing, if there are questions, help is needed, and/or a report to the Board and/or Web Site/Newsletter is necessary. c. Be supportive, encouraging and helpful when and as needed. d. Insure that those reporting to the Coordinator have the Job Notebooks in their areas of responsibilities. e. Monitor the budgets for the Coordinator s Committee and include budget matters in committee reports presented to the Board of Directors. 9. Review job descriptions for the members of the Coordinator s Committee and notify Second Vice President of any changes in the job descriptions. 10. Maintain Coordinator Briefing Notebook with records, details and useful information for area of responsibility. 11. Return Briefing Notebook to Second Vice President before the end of term. 12. May also be responsible for tasks assigned to Coordinator s Committee in absence of that committee member. 13. Fills committee positions with the help of other committee members and Second Vice President. 14. Participate in training of the next Coordinator. Updated June 2014 Page 13

14 SPECIFIC RESPONSIBILITIES: 1. Maintain current Program and Workshop Fiscal-Year Budget records. 2. Prepare quarterly report for Board with details of all program and workshop income and expenses. 3. Ensure insurance requirements for rental venues (general meeting & workshop) are completed. 4. Ensure MPQG program meeting facilities and workshop facilities are paid in a timely manner by the Treasurer. 5. Secure MPQG program meeting dates/facility on a calendar year basis. 6. Oversee annual calendar for MPQG general meetings and workshops; inform Board of calendar dates and ensure that meeting and workshop venues are reserved and paid for in a timely manner. Responsibilities of Members of the Program Coordinator s Committee Details regarding the activities of each of the committee members are listed below. Each member will have a Job Notebook. Facilities 1. Act as contact between the Pacific Grove Recreation Department (or other agency) from whom we rent space for the MPQG general meetings; after Board approval, sign necessary contracts; notifying facility of meeting dates for the year as well as floor plan(s) for the meeting set up. 2. Ensure meeting room is set up prior to the MPQG general meeting. 3. Be available for set-up requests during the start of the meeting. 4. Make certain all guild equipment/boxes/papers are stored or removed from the building before leaving building. 5. Turn lights on/off before, after, and during program. Check that all doors and closed and locked by 9:30 pm. 6. Find new facilities for the general meeting if necessary in cooperation with the Program Coordinator. 7. Send invoices for rent to Program Coordinator. 8. Report budget information or budget requests to Program Coordinator. Program 1. Work closely with the Program Coordinator to arrange workshops for the general membership. 2. Send, receive and sign contracts for monthly programs appropriate for membership and budget with a mix of traditional & art quilt topics. 3. With Program Coordinator, develop a projected budget for the current year as well as one additional year. 4. Engage speakers for the current fiscal year plus one additional fiscal year. A contract may be made beyond that timetable if approved by the Board. 5. Arrange travel plans, local accommodations, and hospitality details for speakers and teachers. 6. Keep Program Coordinator advised of signed contracts and related Program costs. 7. Report budget information or budget requests to Program Coordinator. Updated June 2014 Page 14

15 Program: Newsletter/Web Site Liaison 1. Write and distribute electronically the monthly program and workshop information to the Newsletter Editor and Web Site Manager. (See comments, details and deadlines in notebook.) 2. Keep Program Coordinator advised of signed contracts and related program costs. Workshops 1. Work closely with the Program Coordinator to arrange workshops for the general membership. 2. Announce and show samples of upcoming workshops at Guild meetings. 3. Take signups and fees for workshops; keep records of income & expenses, submitting them to Program Coordinator. 4. Submit timely information to Newsletter Editor and Web Site Manager. 5. Keep Program Coordinator advised of signed contracts and related program costs. 6. Make supply lists available to workshop participants and local fabric stores. 7. Reserve and sign contracts for classroom rentals. 8. Be at workshops, or appoint someone, to set up room before the workshop, be hostess to teacher and clean and close up classroom at end of workshop. 9. Attend NCQC bi-annual Teachers and Speakers program, as needed. 10. Report budget information or budget requests to Program Coordinator Updated June 2014 Page 15