Descriptions of Officer Positions and Committee Chairs

ORLANDO MODERN QUILT GUILD

DESCRIPTIONS OF OFFICER POSITIONS AND COMMITTEE CHAIRS

REVISED 12/8/16

PRESIDENT (elected by the members)
The President’s primary functions are overseeing the smooth running of the entire guild and making sure The Guild’s mission and purpose are being followed. The President must feel comfortable speaking in front of a large group of people. Knowledge of technology and social media is important. Organization is necessary and follow through is a must.
Tasks include, but are not limited to:

• Arranges for, schedules and facilitates general meetings, sew days and board meetings.
• Assists, coordinates and approves the planning of monthly meetings and sew days.
• Prepares and posts the Agenda for monthly guild meetings and board meetings.
• Actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.
• Takes suggestions from all members under advisement, discusses relevant issues with the board, and works with individuals as needed.
• Maintains the guild’s email account by checking email activity frequently, replying to all emails in a timely manner, and shares relevant email information with the board.
• Coordinates and shares information with the Social Media Chairperson/Committee in maintaining the guild’s social media accounts including the blog, Facebook, Twitter, Instagram, Fickr, Pinterest and Periscope.
• Attends monthly guild meetings, sew days, board meetings, and guild programs.

VICE PRESIDENT (elected by the members)
The VP’s primary functions are assisting the President in overseeing smooth running of the guild and coordinating monthly programs with the Program Chairperson. The VP must feel comfortable speaking in front of a large group of people. Knowledge of technology and social media is important. Organization is necessary and follow through is a must.
Tasks include but are not limited to:

• Perform the duties of the President if needed, including running the monthly meeting.
• Responsible for programs at monthly guild meetings including the Block Lotto, any challenges, swaps, member demos, etc. With input from the Monthly Program Coordinator, plans and prepares recommendations for Board approval for regular meeting programs and demos.
• Assists the Block Lotto Committee to ensure there are monthly blocks ready for to show at meetings and instructions are posted on our website.
• Actively recruits member and guest speakers for meeting demos and presentations on topics of interest especially as they relate to modern quilting style and techniques.
• Along with the other officers, actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.
• Attends monthly guild meetings, sew days, board meetings, and guild programs.

SECRETARY (elected by the members)
The Secretary’s primary functions are documenting the activities of the guild, communicating information within and outside the guild. The
Secretary must be knowledgeable in taking pictures and posting information online. Knowledge of technology and social media are required.
Tasks include but are not limited to:

• Takes notes and photos at monthly meetings.
• Posts monthly minutes to The Guild’s blog including announcements, guild business, presentations, show and tell, etc.
• Assists in maintaining The Guild’s social media accounts.
• Along with the other officers, actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.
• Corresponds as necessary with organizations who have dealings with The Guild.
• Corresponds as necessary with members within in The Guild.
• Maintains documentation of sign-in sheets, Agendas, minutes, etc.
• Attends monthly guild meetings, sew days, board meetings, and guild programs.

TREASURER (elected by the members)
The Treasurer’s primary functions are maintaining The Guild’s finances, membership records and official paperwork. The Treasurer must be knowledgeable in bookkeeping and computer software to generate monthly financial records. The Treasurer must be comfortable in navigating The Modern Quilt Guild community website. Knowledge of technology and social media is required.
Tasks include but are not limited to:

• Maintains The Guild’s bank account, making deposits and paying bills in a timely manner.
• Manages participating lists for any activity (such as classes or retreats) where money is collected. Ensures all bills are paid for each event.
• Manages the Mentoring Program for new members.
• Prepares reports for monthly meetings and board meetings.
• Prepares budget for The Board’s approval.
• Handles membership dues collection throughout the year.
• Maintains membership records including new membership forms, spreadsheet/database of updated members, and membership directory.
• Provides brief summary of financial and membership information monthly.
• Coordinates with The Modern Quilt Guild regarding our guild’s membership including adding new members to the MQG
• Community site monthly and filing/paying our annual dues to The Modern Quilt Guild annually.
• Files all required official paperwork and tax returns in a timely manner.
• Along with the other officers, actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.
• Attends monthly guild meetings, sew days, board meetings, and guild programs.

CHARITY PROGRAM COORDINATOR (elected by the members)
Organization is necessary and follow through is a must. Knowledge of technology and social media is required.
Tasks include but are not limited to:

• Reports regularly to The Board regarding current and proposed charity projects.
• Coordinates approved charity project(s) and promotes philanthropy for The Guild in accordance with our Mission Statement.
• Provides encouragement and instruction to members to fulfill charity projects.
• Utilizes appropriate social media resources to keep members aware of charity projects.
• Attends monthly guild meetings, sew days, board meetings, and guild programs.

WORKSHOP/EDUCATION COORDINATOR (elected by the members)
Must be comfortable communicating with prospective teachers. Organization and follow through is a must. Knowledge of technology and social media required.
Tasks include but are not limited to:

• Actively researches and recruits teachers, guest speakers and program events for special Guild programs and workshops with a focus on the modern quilt aesthetic.
• Communicates above information to the Board for approval.
• Based on Board approval, arranges contract, travel and other necessary details to bring guest to guild.
• Communicates program and event information for members through email and/or our social media platforms.
• Communicates regularly with The Board on upcoming speakers and status of planned speakers.
• Supports the planning, implementation, maintenance and documentation of The Guild’s public programs and educational initiatives.
• Attends monthly guild meetings, sew days, board meetings, and guild programs.

MEMBER AT LARGE (elected by the members)
The member at large represents and is accountable to the general membership.
Tasks include but are not limited to:

• Communicates regularly with The Board on member suggestions.
• Takes suggestions from all members under advisement, discusses relevant issues with the board, and works with individuals as needed.
• Along with the other officers, actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.
• Attends monthly guild meetings, sew days, board meetings, and guild programs.

FOUNDING OFFICERS (Board position)
The founding officers serve on the board and consist of the original President, Vice President, Secretary and Treasurer who maintain their guild membership. As of 12/1/15 the founding officers are Rene’ Martinez (founding President) and Michele Lancaster (founding Treasurer).
Tasks include but are not limited to:

• Actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.
• Assists the Guild Officers and Committee Chairs with meetings, projects and events as needed.
• Assists with the transitioning of outgoing and incoming officers.
• Responsible for maintenance of all social media accounts such as our blog, Instagram, Twitter, Facebook, Pinterest, Flicker,
• Periscope and Katch.me and assists with guild communications.
• Provides checks and balances by receiving the guild’s bank statements and assisting in filing annual reports.
• Reserves the community room at the Dr. Phillips Library for monthly sew days.
• Attends monthly guild meetings, sew days, board meetings, and guild programs.

MONTHLY PROGRAM COORDINATOR (Board appointed position)
Works closely with the Vice President to plan programs for the monthly guild meetings and oversees those relevant Committees including Block Lotto and Challenges/Swaps Committees. Organization is necessary and follow through is a must. Knowledge of technology and social media is required.
Tasks include but are not limited to:

• Actively recruits members or guest speakers to share demonstrations, information, techniques, etc. with a focus on the modern
• quilt aesthetic at our monthly guild meetings.
• Actively works on future months’ programs, events, projects, challenges and Block Lotto to ensure a steady stream of activities.
• Coordinates giveaways, challenges or events based on the programs presented.
• Works closely with and communicates all of the above to the Vice President for monthly guild meeting planning.
• Communicates regularly with The Board on upcoming monthly programs.
• Attends meetings of The Board as needed to make proposals to The Board on monthly programs.
• Attends monthly guild meetings and Sew Days.

BLOCK LOTTO COMMITTEE (Board appointed position)
Assists the Monthly Program Coordinator. Knowledge of technology and social media is required.
Tasks include but are not limited to:

• Communicates information to the Monthly Program Coordinator and Vice President.
• Members of this Committee rotate selecting a modern block to make for The Guild’s monthly block lotto.
• Posts instructions and helpful links to The Guild’s blog before the monthly meeting for making the blocks.
• Shows a sample at each guild meeting of the following month’s block.
• Attends monthly guild meetings and Sew Days.

CHALLENGES/SWAPS COORDINATOR (Board appointed position)
Assists the Monthly Program Coordinator. Knowledge of technology and social media is required.
Tasks include but are not limited to:

• Actively solicits ideas for upcoming challenges and swaps with a focus on the modern quilt aesthetic and communicates those ideas to The Board for approval.
• Coordinates with the Monthly Program Coordinator and Vice President regarding proposed and upcoming challenges and swaps.
• Communicates Board approved challenges and swaps to the members.
• Utilizes appropriate social media resources to keep members aware of upcoming challenges/swaps.
• Attends monthly guild meetings and Sew Days.

MENTOR PROGRAM (Board appointed position)
Currently run by the Treasurer, this program matches interested new guild members with existing guild members.

ELECTION PROCESS COMMITTEE (Board appointed position)
Organization is necessary and follow through is a must. Knowledge of technology and social media is required.
Tasks include but are not limited to:

• Follows the guidelines set forth in the Bylaws to ensure a smooth election process and transition of officers.

LIBRARIAN (Board appointed position)
Organization is necessary and follow through is a must. Knowledge of technology and social media is required.
Tasks include but are not limited to:

• Maintains all guild quilt books and ensures they are returned timely and in good condition.
• Maintains accurate and current records of guild book inventory including lists of books checked out to members.

SOCIAL MEDIA COMMITTEE (Board appointed position)
Assists the Founding Officers in maintaining all social media accounts. Knowledge of technology and social media is a must.
Tasks include but are not limited to:

• Working with officers and other chairpersons, assists in posting information to all social media platforms including The Guild’s blog, Twitter, Facebook, Instagram, Pinterest, Flickr and Periscope accounts.
• Assists in maintaining The Guild’s website making sure the calendar is updated, links are current, blog authors are added/deleted, blog posts are published, inquiries are answered, etc.
• Assists in the maintenance of Instagram, Twitter and Periscope accounts by posting current information, following, responding and interacting with others as relevant and necessary.
• Assists in the running of the The Guild’s Facebook Group, Pinterst and Flickr groups by adding relevant members, posting current information and overseeing appropriate content.
• Attends monthly guild meetings and Sew Days.