Chilliwack PieceMakers Quilting Guild

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

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/Hospitality (2), Photography, Publicity/Advertising, Quilt Show (2).

 

PRESIDENT

The President’s role is to be the primary facilitator of the group's decision makers and, therefore, be able to work with a wide range of individuals and find the common ground and goals that everyone is comfortable working towards. 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 of the Guild, co-ordinating with the Vice-President to facilitate the flow of information.
  2. Convening and chairing the Executive Committee Meeting.
  3. Preparing the agenda for the General Meeting and all Executive Committee Meetings.
  4. Convening and chairing the Annual General Meeting and ensuring that adequate notice is given to guild members.
  5. Convening and chairing any Extraordinary Meetings and ensuring that adequate notice is given to guild members.
  6. Ensuring, with the Directors of the Executive Committee, that the Guild budget is formulated, accepted and implemented.
  7. Keeping the Guild mailbox key and collecting the mail (leaving magazine and subscription information for pick up by the Librarian).
  8. Ensuring meeting room availability.
  9. Keeping the key to the building where the General meetings are held and ensuring she is aware of security protocol of the building.
  10.  Ensuring equipment (podium, microphone and stand) is available for the General meetings and setting up equipment for the meeting.
  11.  Signing authority for cheques.
  12.  Writing “President’s Ponderings” for monthly newsletter and sending to Newsletter Editor well in advance of publication.
  13.  Representing the Guild at functions but can appoint another Guild member in her absence.
  14.  Keeping the membership aware of any developments.
  15.  Sitting on ad hoc committees as required.
  16.  Ensuring thank you notes are written as applicable.

 

VICE-PRESIDENT

The Vice-President performs the duties of the President in their absence.

The Vice-President will be familiar with the President’s Description of Duties document in order to be able to fulfil the President’s role during a scheduled or “on a moment’s notice” absence.  The Vice-President will assist the President in duties as agreed upon. 

The duties of the Vice-President also include:

  1. Has signing authority for cheques (one of two signatures).
  2. Attends Executive and General Meetings.
  3. Arranges for a replacement if unable to attend the General Meeting when the President is also absent.
  4. Holds the second key to the mailbox.
  5. Brings the banner to Guild meetings and erects it.

 

SECRETARY

The Secretary is the record keeper and holder of minutes of meetings and guild correspondence.

The duties of the Secretary include:

  1. Attending the Executive and/or General Meetings.
  2. Taking and transcribing the minutes of the Executive and/or General Meetings.
  3. Sending the minutes to the President for review. If the minutes are to be circulated the President will forward them to the member in charge of Communications.
  4. Keeping hard and/or electronic copies of both the Executive Meeting and General Meeting minutes.
  5. Composing correspondence for the Guild when required.
  6. Holding guild correspondence (not including financial) for a period of one year.
  7. Holding updated versions of the Constitution and Bylaws, the Policies, Procedures and Guidelines document and the Description of Duties documents or any other guild documentation as required.
  8. Arranges for a replacement to take minutes in the event she is unable to attend the Executive and/or General Meetings.

 

TREASURER

The Treasurer is responsible for the management of the finances of the Guild. This is a position where accuracy and diligence is imperative.

The Treasurer is an advisor to the President, Vice-President and the membership, as a whole, in relation to the balances of all bank accounts (the Guild account and the Quilt Show account). During the various meetings of the Guild, the Treasurer is required to state the balances of all accounts.

After elections signing cards (for President, Vice-President and Treasurer), held at Envision Financial on Cheam Avenue, must be updated. The Treasurer must ensure that they go to the bank to have these signature cards completed.

The duties of the Treasurer also include:

  1. Attends Executive meetings, Guild meetings and Quilt Show meetings.
  2. Collects cash and cheques at the various meetings for deposit to respective bank accounts at Envision Financial. These include, but not limited to, membership fees, revenue from the draw prizes and advertising revenue.
  3. Signing authority Guild expenses, maintains all receipts for expenses and files them for future reference
  4. Ensures payment of recurring annual expenses: annual membership to the Chilliwack Arts Council, annual membership to the CQA, yearly rental of church hall, yearly insurance fees, yearly post office fees.
  5. Reconciles Guild and Quilt show bank accounts on a monthly basis.
  6. Maintains a ledger for the Guild account and the Quilt Show account.
  7. Prepares Record of Expense Booklets for the various Committee Chairs to ensure budgets are not exceeded.
  8. Prepares a year-end Financial Statement to be presented to the Guild Members and kept on file for future reference.
  9. Meets with the President, Vice President and Executive members to discuss and prepare the upcoming annual budget.
  10.  Presents the new budget to the Guild members for their approval and comments.
  11.  Maintains all receipts for cheques written on the Guild and Quilt Show accounts.
  12.  Assembles cash boxes for the Quilt Show (approx. $100.00 in small change, per cash box). Usually three or four are required. For security reasons, cash is picked up from these boxes on a regular basis so that a minimum amount remains. The cash that is picked up must be safeguarded and deposited as soon as possible.
  13.  Provides Treasurer’s report to the Newsletter Editor for inclusion in the guild Newsletter.

 

MEMBERSHIP

The Membership positions (2) are responsible for registering members, maintaining membership information and providing guild information to new members.

The duties of the Membership include:

  1. Registering new and returning members at the September meeting and throughout the year as new members join. Membership fees are $30.00 and cover the period from September 1st to August 31st. If a new joins after January 31st, the fee will be reduced to $20.00 for the remainder of the membership year. A new membership form is to be completed if member information changes. This will ensure accurate information for the membership list.
  2. Providing new members with a completed nametag and a pattern (members to be requested to make a name tag and give to registration).
  3. Providing information package to new members (Constitution and Bylaws and Policies, Procedures and Guidelines document).
  4. Providing receipts and membership cards to members.
  5. Provides name badges for new members and guests at the meetings.
  6. Maintains a list of members who can be Guild Buddy for new members, partners the two.
  7. Introducing new members and guests (potential new members) when providing the membership report (which includes the number of full membership and the number attending the meeting) at the monthly meetings.
  8. Maintaining a current membership list (with addresses, phone numbers and email addresses).
  9. Providing an email copy of the updated membership list on an on-going basis to the all guild members.
  10.  Providing a printed copy of the updated membership list twice yearly (November and March) to those members who do not have email (via the Newsletter Editor who will attach to the printed newsletters).
  11.  Having attendance sheets on the registration table at each general meeting for members to sign in.
  12.  Obtaining door prizes for the general meeting (currently this involves contacting both Hamels and Country Folk regarding monthly gift certificates).
  13.  Sending thank you letters at the end of the year (June) to Hamels and Country Folk.
  14.  Selecting door prize winners and awarding the prizes.
  15.  Selling Guild pins from the registration table.
  16.  Providing a monthly report to the Newsletter Editor.
  17.  Attend Executive and General Meetings.
  18.  Maintain Record of Expenses expenditures in the booklet provided by the Treasurer.
  19.  Stay within budget and if there is the possibility of going over budget report to the Executive Committee for approval before over-expenditure is made.

 

PROGRAMS

The Program positions (2) plan the cultural and educational activities of the Guild presented at 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. arrange parking at the meeting building, set-up equipment, set-up tables, show and tell, etc.
  3. Organizing payment to the presenters (a cheque for the agreed amount to outside presenters or a gift certificate to guild members).
  4. Presenting all receipts to the Treasurer for payment.
  5. Providing program information to the Newsletter Editor for inclusion in the guild newsletter.
  6. Attend Executive and General Meetings.
  7. Maintain Record of Expenses expenditures in the booklet provided by the Treasurer.
  8. Stay within budget and if there is the possibility of going over budget report to the Executive Committee for approval before over-expenditure is made.

 

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. Storing the inventory of fabric that has been purchased or donated.
  2. Purchasing and storing of batting and muslin (for labels).
  3. Providing labels, batting and backing to members upon request.
  4. Collecting We Care quilts that are turned in at the monthly meetings.
  5. Maintaining a record of who has made We Care quilts and organizing a year-end draw of three gift certificates for those members who have given quilts to We Care.
  6. Attend Executive and General Meetings.
  7. Maintain Record of Expenses expenditures in the booklet provided by the Treasurer.
  8. Stay within budget and if there is the possibility of going over budget report to the Executive Committee for approval before over-expenditure is made.
  9. 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.
  10.  Distributing the quilts to the organizations that the Guild supports.
  11.  Maintaining a list of where the quilts are donated and how many.
  12.  Organizing a yearly We Care quilt workshop by:
  • Booking a hall for the workshop.
  • Choosing a pattern and presenting to the membership.
  • Making up a sign-up sheet.
  • Providing a kit containing material for the finished flimsy, binding and muslin label.
  • Providing batting and backing.
  • Arranging for refreshments, i.e. tea and coffee, etc. (members bring their own lunch).

 

NEWSLETTER EDITOR

The Newsletter Editor is responsible for publishing the Guild Newsletter on a monthly basis and in a timely manner (Sunday prior to the General Meeting) in order that the Membership has the opportunity to read the Newsletter in advance of the General Meetings.  

The duties of the Newsletter Editor include:

  1. Attends Executive and General Meetings.
  2. Maintains Record of Expenses for expenditures in the booklet provided by the Treasurer.
  3. Stays within budget and if there is the possibility of going over budget report to the Executive Committee for approval before over expenditure is made.
  4. Arranges for a replacement Newsletter editor if necessary.
  5. A PDF format of the Newsletter is to be sent to Communications (with a copy to the Guild’s email account).  Communications will in turn send a copy of the Newsletter to all members through the Guild’s email account (chilliwackpiecemakers@gmail.com).
  6. Email a copy of the newsletter to the President of the Chilliwack Quilters’ Guild.
  7. Maintain a list of members who do not receive email copies and arrange for printing of black and white copies to be brought to the general meetings for pickup.  Mail copies of newsletters that are not picked up at the meeting.
  8. Print a copy of the newsletter for the library and give to librarian for filing in archives.
  9. Information for the Newsletter to include:
  • Presidents Ponderings.
  • Listing of Executive Committee Members.
  • Reports/information from various committees.
  • Advertisements as arranged by the advertising committee.
  • Interesting quilting news, e.g. upcoming quilt shows, quilting tips, member recognition, etc.
  • Instructions, if applicable, for Project of the Month.

 

WEBMASTER

The Webmaster is responsible for maintaining the Guild Webpage in a timely manner in order that the Membership can be kept up-to-date on Guild information.

The duties of the Webpage Master include:

  1. Attends Executive and General Meetings.
  1. Maintains the guild’s web account: chilliwackpiecemakers.com through Doteasy, the president also holds the password for this account.
  2. Updates all pages on the guild website.
  3. Creates new pages for guild events.
  4. Archives all pages of past information/events.
  5. Uses photos provided by the photographer for building pages.

 

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 ie books, magazines and CDs that are held in the library.
  2. A written record of all books shall be maintained and a hard copy kept in the library cupboard and an online library documenting all the books, magazines and CDs shall be maintained at cpqg.libib.com by one of the librarians. 
  3. Putting out the books by 7:00 pm on meeting evenings and returning books to the cupboard by the end of the meeting. This shall be done at the discretion of the library committee, as members become more familiar with locating books in the online library and then finding them in the cupboard on meeting night. 
  4. Placing sign-out cards in returned books.
  5. Checking out books to members.
  6. Ordering new books/magazines as the budget allows.
  7. Re-ordering magazine subscriptions as appropriate.
  8. Keeping a record of overdue books and collecting fines ($1.00 per month per book).
  9. Contacting members who have overdue books over three months.
  10.  Reporting at monthly meetings regarding any changes in library procedure.
  11.  Providing a list of new books and/or magazines to the Newsletter Editor for inclusion in the guild newsletter.
  12.  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.
  13.  Inventory of the entire library books, CDs, etc. on an annual basis. 
  14.  Helping/providing instruction re using the online library to any new members or those members who are having difficulty accessing the online library.
  15.  Attends Executive and General Meetings.
  16.  Maintains Record of Expenses and presents bills to treasurer as they occur. 
  17.  Stays within budget and if there is the possibility of going over budget report to the Executive Committee for approval before over-expenditure is made.

 

SUNSHINE/HOSPITALITY

The Sunshine/Hospitality positions play two roles in the Guild; the first being to offer the guild’s get well and sympathy messages to fellow guild members and; secondly, to provide refreshments at our general meetings.

The duties of the Sunshine/Hospitality include:

  1. Purchasing cards and providing receipts for reimbursement to the Treasurer.  Sending out sympathy and get well cards to guild members as applicable.  Sympathy cards will be sent to members when they lose their spouse, parents, children and siblings.  Get well cards will be sent for members only.
  2. Informing the general membership at the monthly meetings of the cards sent out.
  3. Purchasing tea and coffee supplies and providing receipts for reimbursement to the Treasurer.
  4. Ensuring inventory is in working order and keeping inventory in a safe place.
  5. Making tea and coffee for members at the monthly general meetings (members are to bring their own mugs)
  6. Purchasing a small supply of paper cups for those times that guests are invited to attend a meeting.
  7. Setting up for potluck dinner in December and June and making the fruit punch as well the tea and coffee (members are to bring their own dishes and cutlery).
  8. Attend Executive and General Meetings.
  9. Maintain Record of Expenses expenditures in the booklet provided by the Treasurer.
  10.  Stay within budget and if there is the possibility of going over budget report to the Executive Committee for approval before over-expenditure is made.
  11.  Arrange for replacements to provide refreshments if unable to attend the General Meeting.

 

PHOTOGRAPHER

The Photographer takes photos of guild members’ quilts during show and tell including We Care quilts and any trunk shows. Hard copies of photographs are not kept.  All photographs are sent electronically to the Webmaster who posts them to the Guild web page and Facebook page.  

The Photographer may send show and tell pictures via email to those guild members (or their designate) who are having difficulty-accessing pictures from the web.

All photos are stored on the webpage. 

The Photographer is encouraged to take pictures of other Guild events, e.g. Pot Lucks, Programs, Guild Quilt Shows, etc. and to provide copies to the Webmaster for uploading to the Guild Web page and or Facebook group.

The duties of the Photographer include:

  1. Attends Executive and General Meetings.
  2. Maintains Record of Expenses expenditures.
  3. Stays within budget and if there is the possibility of going over budget report to the Executive Committee for approval before over-expenditure is made.
  4. Arranges for a replacement photographer if unable to attend the General Meeting.

 

WORKSHOPS

The Workshop positions are responsible for planning workshops that are of interest to the members.

The duties of the Workshops include:

  1. Researching ideas for workshops and presenting to the guild members.
  2. Planning workshops and classes.
  3. Booking facilitators.
  4. Registering participants, collecting workshop fees, writing receipts, and passing fees to Treasurer. (No refunds once a member has paid. Member will have to “sell” their spot)
  5. Booking facility for the workshop and paying the room fee.
  6. Organizing the payment for the facilitator.
  7. Presenting all receipts to the Treasurer for payment. (All planned workshops should be self sustaining)
  8. Organizing coffee and snacks.
  9. Organizing room clean up.
  10.  Providing workshop information to the Newsletter Editor for inclusion in the guild newsletter.
  11.  Attend Executive and General Meetings.
  12.  Maintain Record of Expenses expenditures in the booklet provided by the Treasurer.
  13.  Stay within budget and if there is the possibility of going over budget report to the Executive.
  14.  Committee for approval before over-expenditure is made.

 

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 of 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.  Attends Executive and General Meetings.

 

PUBLICITY

The Publicity position is an important role as it is responsible for promoting the Guild in the local community and beyond and also assists in creating revenue for the Guild by encouraging local businesses to advertise in the Guild Newsletter.

The duties of the Publicity include:

  1. Posting notice of monthly meetings in local quilt stores.
  2. Arranging the printing and purchasing of “bookmarks” advising of guild meetings time and place.
  3. Distributing “bookmarks” to appropriate venues, i.e. quilt shops and quilt shows.
  4. Annually booking the Library showcases.
  5. Arranging for display in the Library showcases.
  6. Arranging for free notice of meeting in the local newspapers, i.e. The Times.
  7. Advising reporters at the local newspapers of any interesting events related to quilting which they wish to cover.
  8. 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.
  9. Approaching local businesses that may be interested in advertising in the newsletter. Advertisements may be placed for any frequency, i.e. monthly, bi-monthly, single time, etc. Fees for non-members and members who have a business: Business Card size is $5.00 per month, 1⁄4 page is $10.00 per month, 1⁄2 page is $20.00 per month and full page is $35.00 per month. Personal advertising is free for members if quilting related.
  10.  Advising Newsletter Editor which businesses are advertising and providing the Newsletter Editor with the details (provide business cards or written advertisement and frequency).
  11.  Sending invoices to advertisers, sending receipts once payment is received and giving payments to the Treasurer.
  12.  Checking monthly Newsletter to confirm that advertisements are being published as requested.
  13.  Reminding membership to tell advertisers that they saw the advertisement in our Newsletter. 
  14.  Attends Executive and General Meetings.
  15.  Maintains Record of Expenses expenditures in the booklet provided by the Treasurer.
  16.  Stays within budget and if there is the possibility of going over budget report to the Executive Committee for approval before over-expenditure is made.

 

COMMUNICATIONS

This position plays an integral role in providing internal and external information, either by email or telephone, to all guild members.    

The duties of the 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 out emails to that distribution list when required.
  3. Troubleshooting problems with email accounts as needed (e.g. telephone members when emails are not deliverable to see if email address has changed).
  4. Maintaining a telephone list of those members who do not have email and calling those members to provide guild information when required.
  5. Liaising with the President before distributing email received from external parties.
  6. Attends Executive and General Meetings.

 

QUILT SHOW CHAIR /CO-CHAIR

The Quilt shows Chair/Co-chair are persons who handle all the operations in preparation of the bi-annual quilting show. The positions are responsible for calling meeting, setting agendas, taking minutes and providing information the to executive and membership at large.

The duties of the Quilt Show Chair/Co-Chair include:

  1. Sign up all committee positions/September meeting one year ahead
  2. Oversee all committees, checking duties are being completed on schedule
  3. Book the hall, meet with hall organizer
  4. Book Jana Seale or other entertainment
  5. Organize committee meetings/book meeting room 
  6. Take minutes of committee meetings
  7. Organize collection and return of frames/Carolyn Meeres stores them
  8. Organize a list of volunteers
  9. Write reports for the newsletter, provide info for webpage
  10.  Decide upon the set up of the church space
  11.  Oversee frame set up on the day
  12.  Collect and organize quilt stories
  13.  Send out form/ info needed in April newsletter
  14.  List of quilts entered, #, name of quilter, name of quilt size of quilt
  15.  Numerical list and alphabetical list, print copies
  16.  Print out stories on card stock, colour coordinated
  17.  Proof read, punch holes, pin