Officer Role Descriptions

Officer Expectations:

Attend most monthly Guild meetings, sew days, and guild programs.
Attend quarterly Guild Board meetings.
Actively participate in leadership and decisions about annual planning, programs, events, challenges, budgeting, and membership.

PRESIDENT

Oversee the smooth running of the Guild and ensure the Guild’s mission and purpose are followed.
Arrange for, schedule, and facilitate general meetings and Board meetings.
Prepare and post the agenda for monthly Guild meetings and quarterly Board meetings.
Maintain (or delegate maintenance of) the Guild email box.
Assist the Social Media & Technology Chair with maintaining the Guild website and social media accounts.

VICE PRESIDENT (VP) & VP ELECT

The Vice President-elect will be elected to a 2-year term, assuming the Vice President position in the second year.
Facilitate the current year’s programs set up by the previous VP while sourcing and scheduling programs for the next year. The VP Elect concentrates on securing programs for the year following their term as VP.
Perform the duties of the President if needed, including presiding at the monthly meeting.
Plan and prepare recommendations for Board approval for regular meeting programs, challenges, and demos.
Actively recruit member and guest speakers for meeting demos and presentations on topics of interest, especially as they relate to modern quilting style and techniques.
Submit an annual programming budget to be approved by Membership.
Provide program and event details to Social Media/Technology Chair and Secretary, so information is shared through email, website, and social media formats.
Retreat Chairperson will report to VP. If there is no one in the Guild to serve as Retreat Chair, VP will serve as Chairperson.

SECRETARY

Take minutes at monthly Guild & quarterly Board meetings.
Correspond as necessary with organizations who have dealings with the Guild.
Maintain documentation of sign-in sheets, agendas, and minutes.
Forward potential new member information from sign-in sheets to Membership Chair
Act as backup to the Social Media Chair to take photos during meetings, sew days, charity events & programming.

TREASURER

Maintain the Guild financial accounts and records, including preparing reports for monthly Guild meetings and quarterly Board meetings.
Prepare the Guild budget for the Board’s approval.
Make authorized payments for Guild expenses and reimbursements.
Oversee all Guild funds, including collecting membership dues and other income.
Serve as backup to Membership Chair to maintain membership records, including new membership forms, a spreadsheet/database of updated members, and a membership directory.
File all required official paperwork and tax returns on time.

SOCIAL MEDIA / TECHNOLOGY CHAIR

Responsible for the maintenance of the Guild website and social media accounts.
Post monthly minutes, announcements, guild business, etc. to the Guild website.
Take pictures at meetings, sew-ins, and other Guild events and post on social media accounts.
Provide technical support for virtual guest speakers, hybrid meetings, and other virtual events.
Coordinate with other officers to communicate events and announcements to the Guild through the website and social media accounts.
Assist with efforts to publicize and recruit new members to the Guild.

MEMBERSHIP/SOCIAL CHAIR

Coordinate with the Treasurer to maintain membership records, including new membership forms, a spreadsheet/database of updated members, and a membership directory.
Coordinate with the Treasurer to maintain the Guild’s membership roster with The Modern Quilt Guild.
Responsible for organizing social activities outside of regular monthly meetings, including sew-ins and field trips.
Provide a welcoming presence at Guild meetings for new members and visitors.
Create and lead a plan for membership acquisition activities.
Assist with games and ice-breakers for monthly meetings.

CHARITY CHAIR

Coordinate annual charity project(s) and promote philanthropy for the Guild.
Provide encouragement and instruction to members to fulfill charity projects.
Provide Social Media Chair & Secretary details of events to keep members aware of charity projects.

FUNDRAISING CHAIR

Oversee fundraising activities for the Guild.
Work with the Board to create a fundraising goal for the year then lead the coordination of events to achieve goals.
May also need to form subcommittees if a large-scale event is planned.

QUILTCON COMMUNITY QUILT CHAIR

Once the MQG releases the parameters for the Community Quilt (usually April or May), encourage members to submit design ideas.
Conduct a vote to choose which design the guild will submit for the next QuiltCon.
Work with the designer and recruit additional committee members, if needed, to create a pattern, purchase materials, package kits, etc.
Submit the design on the first day entry submission opens (usually October) to ensure it is accepted.
Oversee the construction of the quilt by members including piecing, quilting, and binding.
Ship the completed quilt to the MQG on time (usually December).