Job Description:

Responsible for planning programs for the coming year, including scheduling of and contracting with instructors. Other activities include planning for guild Stash to Treasure, Birthday Party and Christmas meeting. This is an elected position and is a member of the Executive Board.
Requirement is one year, however, may perform duties for two years. Presides over meetings
in the absence of the President.
Specific Responsibilities:

Specific Responsibilities

  • Attends monthly Board meetings
  • Advises Board of programs planned as well as contracted speakers.
  • Contacts program speakers, completes contact, and ensures that all required tables, props, sound system, lights, etc. are arranged prior to the presentation.
  • Once budget is established by the Board, must stay within budgeted amount.
  • Arrange with the Treasurer for the speaker to be reimbursed for fees and expenses as per contract.
  • Maintain ACQG website to keep updated with monthly programs and events; if not
    proficient with computer, inform webmaster so site can be updated.
  • Coordinate efforts of the Board and Committee Chairpersons to make a quilt to present to the President as an outgoing gift.
  • Maintain and update documents related to this position in the Procedure Manual
  • Any other duties as assigned by President.

Tips for Success

Board

  • If you are unable to attend a Board meeting, it is important for you to inform the President of your absence.
  • If the President is unable to preside over a Board meeting or general membership meeting, the 1 st VP will assume this responsibility.
  • There are standard agendas for both meetings. Ask for the agenda prior to either meeting to facilitate the meeting.
  • Generally, the President keeps the speaker system at her home.
  • For a general membership meeting, ensure you will have access to the speaker system prior to the meeting.

Programs

  • Keep the Board informed regarding plans for speakers or other events for the meetings. Review past speakers to ensure a variety of speakers for new programs.
  • The Board will submit a tentative budget to membership for approval. Once approved, you will be informed of you budgeted amount to spend for programs and other events.
  • Use the guild’s standard contract, ACQG Special Events Contract to secure speakers for programs. If the speaker has their own contract, you may use that one. A copy of each contract must be given to the President. The original is maintained in the 1 st VP Procedure Manual.
  • It is your responsibility to track expenses and ensure that costs do not exceed budgeted
    amount. Use form Budget and Actual Expenses form. Form is available in Excel if preferred.
  • If you anticipate that costs will exceed the budgeted amount, the extra anticipated expenses will need to be presented to the Board for approval.
  • If the speaker needs overnight expenses, you must make reservations. The Adelaide Inn is generally used for the guild’s guests. Inform the speaker to include the fees in the invoice
    they submit to you to cover the costs of the hotel.
  • For speakers to get paid, an Expense/Deposit Voucher form must be filled out along with an invoice from the speaker. This is submitted to the Treasurer and she will prepare a check
    for the speaker.
  • It is important to communicate with the Hospitality Chairperson to coordinate with her regarding providing pie, cake, ice cream, etc. for some meetings. The Hospitality budget is separate from the 1 st VP budget.
  • It is your responsibility to keep the guild’s website up to date regarding programs. The webmaster can assist in training you to post items on the website. If you prefer, you may complete the form for the webmaster to post the items.
  • It is also your responsibility to submit a written report for the newsletter every month to inform members of upcoming programs.
  • It is your responsibility to maintain a record of programs and speakers to ensure that past programs are recorded. Use the form Yearly Guild Education / Program Summary.
  • The guild has a PowerPoint projector that cannot be placed in the storage facility due to excessive heat. The projector is usually housed by the 1st or 2nd VP.

From Trash to Treasure

  • For this event you will need to collect the table fee of $10 for each table. Use the receipt book in the procedure manual. After you collect the funds, you will need to complete the Expense/Voucher sheet for the Treasurer.
  • Purchases are not allowed until after the general membership meeting.

Birthday Celebration

  • This is usually a potluck with the membership bringing the main dishes. Hospitality will provide cake and ice cream.
  • Volunteers are requested from the membership to host a table. This means that this person will provide a tablecloth, dishes, silverware, etc. for one table. You must be prepared to set up several tables in addition to the volunteer tables. Purchase at least 2 sets of plastic tablecloths, plate, cutlery, etc. and set them up.
  • A theme can add to the event if desired.

President’s Quilt

  • It is responsibility of the 1 st VP to coordinate the creation of a quilt to be presented to the President at the end of her term.
  • The quilt should be a group effort among the Board members and Committee Chairpersons.
  • There should be some funds allocated to the quilt from the budget. Often Board members and Committee Chairpersons donate fabric if possible.
  • It is recommended that the quilt process starts well ahead of the desired completion date, as it is a group effort and will take longer to complete. It is also recommended that a pattern be selected that does not contain too many small blocks as it can be difficult to pull these blocks together for a large quilt.