Positions of Responsibility
The following Positions are Directors of the Guild and as such, are members of the Executive Committee: President, Vice-President, Secretary, Treasurer, Membership (2), Programs (2), Workshops, Bus Trips, We Care (2), Newsletter, Webpage, Communications, Library (2), Sunshine, Photography, Publicity/Advertising, Quilt Show (2).
BUS TRIPS
The Bus Trip position provides opportunities for guild members to enjoy visits to quilt shows, quilt shops and other quilting points of interest with fellow quilters. This position may work in conjunction with a member from the Chilliwack Quilters’ Guild so that trips can accommodate more people and, therefore, be more affordable. Each guild will be offered one-half of the seats for initial sign-up. If there are seats available after the first month they will be offered to non-members.
The duties of the Bus Trips include:
1. Asking the membership for suggestions as to where they are interested in going.
2. Making decision as to the destination based on membership interest.
3. Researching trip prices as applicable (bus, meals, hotel, etc.)
4. Advising the members of all the trip details.
5. Determining estimated cost per person.
6. Distributing a sign-up sheet to determine numbers of participants.
7. Receiving payment from the members, writing receipts and submitting monies to the Treasurer.
8. Maintaining a “standby/waiting” list.
9. Advising members that once they have paid for their trip there will be no refunds and that members are responsible to find a replacement.
10. Arranging for payment to the bus/tour company.
11. Establishing an itinerary for the trip (which may include “things to do” on the bus, pit stops, etc.).
12. Providing bus trip information to the Newsletter Editor for inclusion in the guild Newsletter.
13. Attending Executive and General Meetings.
COMMUNICATIONS
The Communications position provides internal and external information by email to guild members.
The duties of Communications include:
1. Maintaining the guild’s email account: chilliwackpiecemakers@gmail.com. The president also holds the password for this account.
2. Maintaining an email distribution list of members and sending emails when required.
3. Creating additional distribution lists as needed.
4. Troubleshooting problems with email accounts as needed, e.g. phoning members when emails are not deliverable in case email address has changed.
5. Liaising with the President before distributing information received from external parties.
6. Keeping copies of minutes in Google Drive.
7. Keeping copies of quilt show photos for each year in Google Drive.
8. Attending Executive and General Meetings.
LIBRARIAN
The Librarian positions are responsible for providing quilting reference materials to guild members.
The duties of the Librarian include:
1. Keeping a record of all materials, i.e. books, magazines and CDs, that are held in the library.
• A written record of all books shall be maintained, a hard copy kept in the library cupboard, and an online library documenting all the books, magazines and CDs maintained at cpqg.libib.com
2. Opening the Library for members to use by 6:15 pm.
3. Placing sign-out cards in returned books.
4. Checking out books to members.
6. 5. Ordering new books and/or magazines as the budget allows. Keeping a record of overdue books and collecting fines of $1.00 per month per book.
7. Contacting members who have books overdue more than three months.
8. Providing a list of new books and/or magazines to the Newsletter Editor for inclusion in the guild newsletter.
9. Reviewing old books/magazines for possible disposal and discussing options for disposal (e.g. sell to members at reduced prices, sell to the public at Quilt Show) with the Executive Committee.
10. Conducting an annual inventory of the library.
11. Providing instruction for using the online library to any new members or those members who are having difficulty accessing the online library
12. Attending Executive and General Meetings.
NEWSLETTER EDITOR
The Newsletter Editor is responsible for publishing the monthly Guild Newsletter in a timely manner (Sunday prior to the general meeting) in order that the membership can read the newsletter in advance of the general meetings.
The duties of the Newsletter Editor include:
1. Advising members, particularly Executive members, the date that information for the newsletter is required.
2. Using current software technology, preparing a monthly newsletter (Sept to June).
3. include in the Newsletter:
a. President’s Message
b. List of Executive Committee Members
c. Reports and/or information from various committees
d. Advertisements as arranged by the advertising committee
e. Interesting quilting news, e.g. upcoming quilt shows, quilting tips, member
recognition, etc.
f. Project of the month instructions, if applicable.
4. Forwarding a pdf version of the Newsletter to Communications (with a copy to the guild’s email account). Communications will in turn send a notification to all members through the guild’s email account (chilliwackpiecemakers@gmail.com) that the newsletter is posted on the website.
5. Attending Executive and General Meetings.
PHOTOGRAPHER
The Photographer takes photos during guild events and submits them electronically to the webmaster for posting on the guild website.
The duties of the Photographer include:
1. Taking photos of members’ quilts during show and tell, We Care display, trunk shows, and of prize winners.
2. Taking photos of other guild events, e.g., potlucks, programs, guild quilt shows, sew days, workshops, etc.
• Hard copies of photos are not kept
3. Arranging for a replacement photographer if unable to attend a general meeting or special event.
4. Attending Executive and General Meetings.
PRESIDENT
The President is the primary facilitator for the guild’s decision makers. The President also ensures that all activities are in accordance with the organization's mission.
The duties of the President include:
1. Chairing the General Meetings and the Annual General Meeting.
2. Convening and chairing Executive Committee Meetings.
3. Preparing the agendas for the General and Executive Committee Meetings.
4. In conjunction with the Treasurer and Vice President, generating the guild budget to be presented to the executive, and forwarded to the guild membership for voting.
5. Maintaining signing authority for the guild bank account.
6. Ensuring meeting room availability.
7. Working with the Webmaster to ensure links are sent to the membership for ZOOM meetings.
8. Keeping the key to the building where General meetings are held, while maintaining security protocol for the building.
9. Ensuring any necessary equipment is available and set up for General meetings.
10. Writing the “President’s Message” for the monthly newsletter and sending to the Newsletter Editor by the requested date.
11. Attending the annual Guild Gatherings meeting with the Program Chairperson.
12. Ensuring membership in Canadian Quilt Guild is maintained.
13. Maintaining necessary codes for the guild, i.e. Library padlocks, Google account code, WIFI password for meeting space.
14. Recognizing volunteers in accordance with guild policy.
15. Ensuring thank you notes are written as applicable.
16. Updating guild position descriptions prior to new President being elected.
PROGRAMS
The Program positions (2) plan the cultural and educational activities of the guild for the monthly General meetings.
The duties of the Programs include:
1. Booking presenters (presenters can be from outside the guild, or can be guild members).
2. Assisting presenters in preparation and during their presentations at the guild meeting, e.g. arranging parking at the meeting building, setting up equipment and tables, show and tell, etc.
3. Organizing payment to the presenters.
4. Working within the allocated budget. If it is anticipated more funds will be needed, discuss with Executive before going over budget.
5. Presenting all invoices to the Treasurer for payment.
6. Providing program information to the Newsletter Editor for inclusion in the guild newsletter.
7. Attending annual Guild Gatherings meeting.
8. Attending Executive and General Meetings.
PUBLICITY
The Publicity position is responsible for promoting the guild in the local community and encouraging local businesses to advertise in the Newsletter.
The duties of the Publicity include:
1. Advising reporters at the local newspapers of any interesting events related to quilting which they may wish to cover.
2. Asking current advertisers (in August/September) of their plans to continue to advertise in the guild newsletter and, if so, asking for any changes to the advertisement.
3. Approaching local quilting related businesses that may be interested in advertising in the newsletter.
4. Advising the Newsletter Editor which businesses are advertising, and providing the Newsletter Editor with the details (provide business cards or written advertisement and frequency).
5. Sending invoices to advertisers, sending receipts once payment is received and forwarding payments to the Treasurer.
6. Checking the monthly Newsletter to confirm that advertisements are being published as requested.
7. Attending Executive and General Meetings.
QUILT SHOW CHAIR/Co-chair
The Quilt show Chair/Co-chair handle all the operations in preparation of the bi-annual quilting show.
The duties of the Quilt Show Chair/Co-chair include:
1. Signing up all committee positions – September meeting one year ahead.
2. Organizing committee meetings via Zoom or in person.
3. Taking minutes of committee meetings.
4. Overseeing all committees, checking duties are being completed on schedule.
5. Writing reports for the newsletter and providing information for the website.
6. Ensuring the quilt entry form is sent out in April via email.
7. Determining show categories – small, medium, large, challenge, and special items.
8. Booking the hall and meeting with hall organizer.
9. Book Jana Seale or other entertainment.
10. Organizing a list of volunteers for show days.
11. Organizing collection and return of frames.
12. Deciding on the set up of the church space.
13. Overseeing frame set up on the day.
14. Being in attendance all day on both days.
15. Overseeing all setup and takedown procedures.
16. Requesting reports from committee leaders.
17. Updating committee job descriptions after reports are completed.
18. Maintaining a binder of all show related information.
SECRETARY
The duties of the Secretary include:
1. Attending Executive and General Meetings.
2. Recording the minutes of the Executive and General Meetings.
3. Sending the completed minutes to the Webmaster for forwarding to the membership within 7 days of each meeting. The Webmaster will post them to the guilds google accounts.
4. Composing correspondence for the guild as required.
5. Advising the President if unable to attend a guild meeting.
SUNSHINE
The Sunshine position offers get well and sympathy messages to fellow guild
members.
The duties of the Sunshine include:
1. Sending appropriate cards to members who need well wishes regarding illness or death of a loved one.
2. Purchasing cards and providing receipts for reimbursement to the Treasurer.
3. Informing the membership at General meetings of the number of cards sent out.
4. Attending Executive and General Meetings.
TREASURER
The Treasurer is responsible for the management of the Guild finances. The Treasurer is an advisor to the President, Vice-President, and the membership, in relation to bank account balances.
The duties of the Treasurer include:
1. Organizing signing authority for the President, Vice President and Treasurer. This requires facilitating with bank staff, and requires these persons to attend the bank to establish signatures.
2. Establishing the guild budget in conjunction with the President and Vice President, for approval by executive and for forwarding to membership for voting.
3. Receiving funds from various committees either in cash or by e transfer.
4. Maintaining a system for receipts and expenses.
5. Reconciling guild bank accounts monthly using computer accounting software.
6. Submitting monthly financial statements to be sent via email to the Executive and membership.
7. Ensuring payment of recurring expenses: annual membership to the CQA, Insurance with CQA, and monthly rental at church hall.
8. Establishing an appropriate and acceptable manner for members to make payments to the guild by e transfer, cheque or cash.
9. Preparing a year-end financial statement.
10. Working with the Quilt Show Committee to establish the budget, arrange for use of Square Technology, and arrange cash boxes and floats as necessary, and reconciling funds following the show.
11. Attending Executive meetings, General meetings, and Quilt Show meetings.
VICE-PRESIDENT
The Vice-President performs the duties of the President in their absence. The Vice-President is familiar with the President’s Description of Duties, to fulfil the President’s role as needed.
The duties of the Vice-President include:
1. Maintaining signing authority for the guild bank account.
2. Arranging a replacement if unable to attend the General Meeting when the President is also absent.
3. Organizing community financial donations each year if money for such has been allocated in the budget, i.e. donation to Quilt Canada and local organizations
4. Attending Executive and General Meetings.
WEBMASTER
The Webmaster is responsible for maintaining the guild website in a timely manner to keep the membership up to date on guild information.
The duties of the Webmaster include:
1. Maintaining the guild’s web account: chilliwackpiecemakers.com through Doteasy. The president also holds the password for this account.
2. Updating all pages on the guild website.
3. Creating new pages for guild events.
4. Archiving pages of past information/events.
5. Using photos provided by the photographer for building pages.
6. Maintaining Doteasy account payment.
7. Attending Executive and General Meetings.
WE CARE CO-ORDINATOR
The We Care Co-ordinators (2) are instrumental in ensuring that the Guild provides the Chilliwack and surrounding communities with quilts for agencies with the greatest need.
The duties of the We Care Co-ordinator include:
1. Attending Executive and General Meetings.
2. Arranging for storage for fabric that has been purchased or donated.
3. Purchasing and storing batting.
4. Arranging for the printing of We Care labels.
5. Monitoring the We Care email piecemakerswecare@gmail.com.
6. Providing labels, batting and backing to members upon request.
7. Making up kits (as time and fabric permit) so members can take one if they wish.
8. Collecting We Care quilts that are turned in at General meetings.
9. Maintaining a record of who has made We Care quilts and organizing a year-end draw of gift certificates for those members who have donated quilts to We Care.
10. Working within the allocated budget. If there is the possibility of going over budget, report to the Executive Committee for approval before going over budget.
11. Keeping two or three quilts aside in the event the guild would like to present one of our members with a quilt if they are going through a significant illness.
12. Maintaining an inventory of quilts currently on hand.
13. Distributing quilts to the organizations that need them.
14. Maintaining a list of where the quilts are donated and how many.
15. Advising the membership where quilts have been donated.
16. Organizing occasional We Care workshops. This includes:
a. Booking a hall for the workshop., possibly free at Sardis Library
b. Choosing a pattern and presenting to the membership (members are welcome to work on their own We Care Project)
c. Making up a sign-up sheet
d. Ensuring backing, batting, and labels are available for members to complete their quilts after the workshop
e. Arranging for refreshments, i.e. tea and coffee, etc. (members bring their own lunch)
17. Posting on the guild Facebook Page, i.e. Sew Days, delivery photos to charities, available flimsies to finish and any other pertinent We Care news.
WORKSHOP
The Workshop chairperson is responsible for planning workshops that are of interest to the members.
The duties of the Workshop chairperson include:
1. Researching ideas for workshops and presenting to the guild members.
2. Booking the educator.
3. Arranging a date and booking a facility.
4. Deciding how much of the workshop cost will be from funds allocated in the guild budget.
5. Setting the cost of the workshop, considering fees for the presenter, facility cost, cost of coffee, amount provided from the guild budget.
6. Arranging to obtain a pattern if necessary.
7. Providing workshop information to the Newsletter Editor for inclusion in the guild newsletter.
8. Registering participants, collecting workshop fees, writing receipts, and paying fees to Treasurer. Coordinate with treasurer to arrange payment of fees via e-transfer.
9. Maintaining a wait list, if necessary.
10. Obtaining from the educator any pre course requirements and a list of what to bring to class.
11. Sending invitations to other guilds if there are spaces that need to be filled, sent via guild gatherings email.
12. Organizing payment for the facility.
13. Organizing the payment of the educator.
14. Forwarding all receipts to the Treasurer.
15. Organizing coffee and snacks.
16. Organizing facility set up and clean up.
17. Attending Executive and General Meetings.
ZOOM COORDINATOR
The Zoom Coordinator maintains the Zoom account and sets up all meetings.
The duties of the Zoom Coordinator include:
1. Maintaining the guild’s Zoom account. The President also holds the password for the account.
2. Scheduling Executive Zoom meetings and sending links to the executive members prior to the meetings.
3. Scheduling the January and February General Zoom meetings and sending links to the members prior to the meetings.
4. Scheduling Zoom meetings for We Care, quilt show or others as needed and sending a link to the meeting leader for distribution.
5. Maintaining the Zoom account payment.