VOLUNTEER POSITIONS
Your Current Volunteers
The Guild is entirely made up of volunteers and for it to be successful we need your involvement. Volunteer positions are 1-year term, and if you are unable to fulfill your duties at a meeting, ask a friend to step in for you!! It is a great way to meet new friends and to help us make the Guild an enjoyable event. Please feel free to speak with any guild member currently holding a volunteer position. If you are interested in helping to shape the Langley Quilters' Guild then please consider putting your name forward for one of the many volunteer positions.
| POSITION | NAME | DESCRIPTION |
|---|---|---|
|
2nd SECRETARY (the mtg. the elected does not attend) |
Carrie Magee (Karen Thorstensen-backup) | 2nd Secretary description |
|
2nd TREASURER (the mtg. the elected does not attend) |
EVENING: Joanne Wood | 2nd Treasurer description |
| MEMBERSHIP CHAIR | Janie Schulz | Membership Chair description |
| MEMBERSHIP TABLE |
DAY: Susan Abbot, Denise Pohanke, Valerie Kahl EVENING: Torrianne Altilia, Diana Lewis |
Membership description |
| PHONE MEMBER LIST | Audrey Rutledge | |
| EMAIL MEMBERSHIP |
Nancy Walker |
|
| GUEST GREETER |
DAY: Linda Arksey, Janie Schulz, Sunny Theroux EVENING: Nuala Adderley |
|
| HOSPITALITY |
DAY: Carol Hamilton, Betty Nelson EVENING: Joanne Wood |
Hospitality description |
| PROGRAMS & WORKSHOPS |
DAY: Debra Sanderson, Jan Inouye EVENING: Karen Johnson, Wendy van Haastregt, Liz Da silva |
Programs description Workshops description |
| BETWEENS |
DAY: Kathie Robinson, Carol Monetta EVENING: Joan Tauber |
Betweens description |
| COMMUNITY QUILTS |
DAY: Dale Bell, Lana Kettley, Darlene Muench, Rita Raun EVENING: Nuala Adderley |
Community Quilts description |
| EVENT CO-ORDINATOR |
DAY: Barbara Bettles EVENING: |
|
| PHOTOGRAPHY |
DAY: Nadine Nelson EVENING: Liz DaSilva, Nuala Adderley |
Photography description |
| 50/50 DRAW |
DAY: Barb Connolly EVENING: Peggy Klaboe, Linda Eldridge |
50/50 Draw description |
| BLOCK OF THE MONTH |
DAY: Nora Fursevich EVENING: Nuala Adderley, Vivienne Pender |
Block Of The Month description |
| FAT QUARTER DRAW |
DAY: Doreen Boitard, Mary Lindholm EVENING: Joanne Wood, Wendy van Haastregt |
Fat Quarter Draw description |
| SPECIAL PROJECTS |
DAY: EVENING: Jean Jones |
Special Projects description |
| PUBLICITY |
DAY: Linda Poppy (also CQA contact) EVENING: Joanne Wood |
Publicity description |
| LANGLEY ARTS COUNCIL |
DAY: Nancy Walker EVENING: |
LAC Representative description |
| ARCHIVIST |
DAY: Eileen Leahy EVENING: |
Archivist description |
| SUNSHINE |
DAY: Marianne Moseley EVENING: Vivienne Pender |
Sunshine description |
| WEBSITE | Angie Kok | Web Page description |
| RETREAT CO-ORDINATOR |
Debbie Plett, Denise Pohanke, Ann Clemmons |
Retreat Co-ordinator description |
| NEWSLETTER | Penny Chan-Kent, Yvonne Menear | Newsletter description |
| KOURAGEOUS KIDS QUILTS |
DAY: Rita Raun, Audrey Rutledge EVENING: Nuala Adderley |
|
| MEMBER AT LARGE |
DAY: Linda Arksey, Sunny Theroux EVENING: Yvonne Menear |
Member-At-Large description |
| SIT'N STITCH | Janie Schulz | Sit'n Stitch description |
| QUILT SHOW CHAIR | Connie Blundy | |
| ROOM CO-ORDINATOR |
DAY: Barbara Bettles, Linda Arksey EVENING: Nuala Adderley |
|
| TREASURER, COMPUTER RECORDS | DAY: Lana Kettley | Treasurer, Computer Records description |
VOLUNTEER POSITION DESCRIPTIONS
2ND SECRETARY (meeting elected does not cover)
1. Keeps the minutes of the Guild meeting of her/his Chapter
2. Composes correspondence when required
3. Provide copies of previous meeting to current meeting for members to read.
4. Provides electronic copies of minutes to executive secretary.
2ND TREASURER (meeting elected does not cover)
1. Shall receive monies paid to the Guild at the meeting the Treasurer does
not attend
2. Shall forward records of monies received to the Treasurer
3. Shall deposit monies received or forwards monies collected to Treasurer
4. Provides current balances as provided by Executive Treasurer to Guild meeting
they attend (May 2010)
5. Will have signing authority and issue cheques to pay Guild liabilities
supported by an invoice or receipt. At least one of the two (2) must have
signing authority. (May 2010)
6. Will work in concert with the Executive Treasurer and attend Executive
meetings, as required, to assist in budget preparation. (May 2010)
MEMBERSHIP:
1. Sets up/takes down the membership table for each Guild meeting. Materials
are kept in the “Membership Committee” container in the Guild storage area.
2. Sits at the membership table at Guild meetings and ensures members show a
current membership card when signing in.
3. Signs up new members and ensures that they receive a “Welcome package”.
4. Membership will maintain a separate sign-in sheet for guests that includes
their name and telephone number. (December 2002)
5. Arranges for “Guest Greeter” for guests and/or new members for purposes of
orientation.
6. Renews present Guild memberships starting in May, or at such time as the
executive may decide.
7. Ensures that an application is completed for each Guild year by renewing
members and by new Guild members.
8. Distributes a membership list at the October meeting containing all the
current members in good standing.
9. Has Guild name tags printed and distributed in a timely manner to all members
in good standing.
10. Has name tag holders, guild pins and note cards for sale to Guild members at
a fee decided on by the Executive.
11. Purchases door prizes for each Guild meeting not exceeding $10.00 per
meeting.
12. Draws the door prize at the Guild meeting from the names of those members
signed in at the meeting.
13. Completes a “meeting tally sheet” to record monies taken in to accompany
money handed over to treasurer.
MEMBERSHIP CHAIR:
1. Maintains and updates the membership list in spreadsheet format, preferably Excel.
2. Provides monthly membership lists to the Executive and Volunteers in PDF format.
3. Provides to the “Email Membership List” volunteer the spreadsheet in .csv format.
4. Provides to the “Phone Membership List” volunteer a “hard copy” list of those members who do not have email access, only when any updates are done.
5. Prints Guild name tags for all current Executive and volunteers.
6. Keeps the “Membership container” stocked.
7. Creates and has printed new membership cards for the next Guild year.
8. Ensures the guidelines for PIPA (Personal Information Protection Act) are adhered to.
9. In the last month of the current Guild year – retains, prepares, and date marks all membership applications and membership list for a 2 year archival filing. After 2 years they are destroyed.
10. Provides input to the Executive for budget planning.
11. Maintains all expenses within budgetary allowance.
PROGRAM COMMITTEE:
1. Program, workshop and betweens committees to work in conjunction with each
other to provide representative of all three to attend executive meetings.
2. Submits minutes or report of committee meetings to the President/Executive.
3. Finds out what workshops the members would like to take and sets up same.
4. Arranges for a place where the workshops will take place.
5. Supervises the sign-up and collects funds for the workshop issuing receipts.
6. Ensures the Treasurer receives the workshop sign-up fees.
7. Keeps a record of the workshops that have been done before and critiques them.
8. Organizes a sample showing of workshop projects.
9. Attends the workshops and assists the teachers as required.
10. Establishes fees for workshops based on instructor fee, facility fee and
minimum class size.
11. Provides advertisement at Guild meetings, website and in the newsletter if
applicable.
12. Makes provision for photos of workshop projects.
13. Distributes supply lists provided by each instructor.
14. Makes judgment call regarding cancellation of workshop if paid fees are
below required minimum and the opening of the workshop to non-members.
15. Arranges refunds for canceled classes.
16. Makes arrangements for any equipment needed - irons, ironing boards,
extension cords, etc.
17. Obtains coffee supplies for workshop.
18. Is responsible for ensuring the general cleanliness and safety of the
workshop area.
18. Provides name tags to all participants in workshops.
20. Distributes fees to instructors and facility.
21. Keeps record of each workshop for inclusion in the workshop binder.
22. Provides comment sheets for each workshop.
23. Provides webmaster with photos of members' projects.
WORKSHOP COMMITTEE:
1. Program, workshop and betweens committees to work in conjunction with each
other to provide representative of all three to attend executive meetings.
2. Submits minutes or report of committee meetings to the President/Executive
3. Finds out what workshops the members would like to take and sets up same
4. Arranges for a place where the workshops will take place
5. Supervises the sign-up and collects funds for the workshop issuing receipts
6. Ensures the Treasurer receives the workshop sign-up fees
7. Keeps a record of the workshops that have been done before and critiques them
8. Organizes a sample showing of workshop projects
9. Attends the workshops and assists the teachers as required
10. Establishes fees for workshops based on instructor fee, facility fee and
minimum class size
11. Provides advertisement at Guild meetings, website and in the newsletter if
applicable
12. Makes provision for photos of workshop projects
13. Distributes supply lists provided by each instructor
14. Makes judgment call regarding cancellation of workshop if paid fees are
below required minimum and the opening of the workshop to non-members
15. Arranges refunds for canceled classes
16. Makes arrangements for any equipment needed - irons, ironing boards,
extension cords, etc
17. Obtains coffee supplies for workshop
18. Is responsible for ensuring the general cleanliness and safety of the
workshop area
18. Provides name tags to all participants in workshops
20. Distributes fees to instructors and facility
21. Keeps record of each workshop for inclusion in the workshop binder
22. Provides comment sheets for each workshop
23. Provides webmaster with photos of members‟ projects
BETWEENS COMMITTEE:
1. Program, workshop and betweens committees to work in conjunction with each
other to provide representative of all three to attend executive meetings.
2. Submits minutes or report of committee meetings to the President/Executive.
3. Finds out what workshops the members would like to take and sets up same.
4. Supervises the sign-up and collects funds for the betweens, issuing receipts.
5. Ensures the Treasurer receives the betweens sign-up fees.
6. Keeps a record of the workshops that have been done before and critiques them.
7. Organizes a sample showing of workshop projects.
8. Attends the workshops and assists the teachers as required.
9. Establishes fees for workshops based on instructor fee, and minimum class
size.
10. Provides advertisement at Guild meetings, website and in the newsletter if
applicable.
11. Makes provision for photos of workshop projects.
12. Distributes supply lists provided by each instructor.
13. Makes judgment call regarding cancellation of betweens if paid fees are
below required minimum.
14. Arranges refunds for canceled classes.
15. Makes arrangements for any equipment needed - irons, ironing boards,
extension cords, etc.
16. Obtains coffee supplies for betweens.
17. Is responsible for ensuring the general cleanliness and safety of the
workshop area.
18. Provides name tags to all participants in workshops.
19. Distributes fees to instructors.
20. Keeps record of each between for inclusion in the between binder.
21. Provides comment sheets for each workshop.
22. Provides webmaster with photos of members' projects.
COMMUNITY DONATION QUILTS:
1. Liaison with groups within the community that the Guild has selected to
benefit.
2. Submits minutes or report of committee meetings to the President/Executive.
3. Collects community donation quilts from guild members.
4. Keeps a record of the quilts made and the numbers distributed.
5. Organizes Guild activities to produce community donation quilts (e.g. by
challenges or by organizing workshops).
6. Provides Guild label for the quilts and affixes labels prior to distribution.
7. Makes available quilt construction requirements for the various groups.
8. Ensures that thank-you notes are forwarded to the appropriate parties and/or
read at Guild meetings.
9. Submit minutes or report of any committee meetings to the President/Executive
as required. (April 2010)
10. Distribution of community quilts may be made through the “Quilts From The
Heart” society.
HOSPITALITY:
1. Purchases the necessary supplies & provides refreshments at Guild meetings.
PHOTOGRAPHY:
1. Provides use of own digital camera for picture taking at her/his Chapter
meeting.
2. Photographs items brought in for show and tell at Guild meetings.
3. Maintains a digital library of all guild photos.
4. Forwards monthly show & tell photos to webmaster in the week following the
meeting.
5. Takes photographs as requested by executive.
6. Maintains existing guild albums of show and tell.
50/50:
1. Shall be responsible for selling tickets, collecting of funds, and the
collected amount will be split with half to the Guild and half to the winning
ticket holder.
2. The President (or delegate), Co-President (or delegate) and the 50/50
salesperson cannot buy tickets for the 50/50 Draw that they oversee.
3. The President (or delegate) and Co-President (or delegate) MUST draw the
winning ticket wearing short sleeves or sleeves pushed up when drawing.
4. Winner of the 50/50 draw MUST sign the ticket stubs.
5. Both tickets with the winning number must be retained in a designated "50/50
Record Keeping Book‟.
6. Must include the winner's name, address, contact # and $ amount of the win.
7. Items #2 to #6 are a requirement of the B.C. Gaming Commission.
BLOCK OF THE MONTH:
1. Shall be responsible for selecting, constructing a sample block, and
providing instructions for the block of the month draw to be held at each Guild
meeting.
2. Each block submitted by a Guild member shall be eligible for an entry, with
the winning name being drawn the recipient of the blocks.
FAT QUARTER:
1. Shall be responsible for the collection of fat quarters at the Guild
meeting and co-ordinating the draw.
2. Decide on the theme for the next Guild meeting.
SPECIAL PROJECTS:
1. Shall be responsible for the selection of Special Projects during the
Guild year.
2. Special Projects can be completed over a period of time and not necessarily
monthly.
3. Submits minutes or report of committee meetings to the President/Executive as
required.
PUBLICITY:
1. Has responsibility for all Guild publicity.
2. Submits minutes or report of committee meetings to the President/Executive.
3. Co-ordinates participation in community events, such as the Arts Alive
Festival and the Campbell Valley Country Celebration and others as they arise.
4. Ensures that Guild reports are sent regularly to the Canadian Quilter (CQA
newsletter) and Connections (B.C.).
5. Ensures that notice of Guild meetings is in the local newspapers each month.
6. Notifies local newspapers of special guild activities and if possible
arranges for coverage by a reporter and photographer.
LANGLEY ARTS COUNCIL REPRESENTATIVE:
1. Acts as representative from the Guild to liaise with the Langley Arts
Council which support and promote artistic activity in both Langley Township and
Langley City.
2. Attends the Langley Arts Council meeting as required.
3. Submits a report when attendance at a Langley Arts Council meeting, by Guild
representative, to the Executive.
ARCHIVIST:
1. Stores all archived Guild materials in guild storage.
2. Displays archive binders at Guild meetings.
3. Shall keep the archives up to date.
SUNSHINE:
1. To send out cards to Guild members on behalf of the Guild e.g. illness or suffers a loss.
WEB PAGE:
1. Maintains the web site, updating and incorporating meetings and upcoming
events, programs & workshops, and the calendar, in a timely manner, with
information from meetings.
2. Edits all photos received, especially the Show & Tell gallery, to web size
and constructs new gallery monthly.
3. Posts monthly project info (Fat Quarter, BOM, charm squares, special events,
etc.), and the newsletter.
4. Converts guild forms and information to PDFs to be available to members.
5. Receives inquiries, comments and suggestions through the website email,
responds to general inquiries and/or forwards to appropriate people.
6. Moderates the blog, enrolling members and editing/approving content submitted
by users.
7. Makes sure the domain name registration is current.
8. Maintains back-up of the website and blog data.
RETREAT CO-ORDINATOR:
1. Retreat is an annual event usually held in October and attended by Guild
members in good standing.
2. Committee positions will be open to both day and evening members.
3. Shall be responsible for planning and organizing the weekend retreat for up
to 40 guild members. This will depend upon location and discretion of the
retreat planning committee.
4. Shall be responsible for the collection of all registration fees.
5. Shall be responsible for the planning of accommodation, food and itinerary
for all attendees.
6. Shall be responsible for hiring an instructor to teach one or more classes
during the retreat.
7. Shall be responsible for the purchase of all prizes, gifts, & miscellaneous
expenses.
8. Shall be responsible for the final record of accounting to be given to the
Executive supported by receipts for expenditures.
9. Retreat will be self-sufficient.
10. If there is a reasonable cash surplus from the Retreat then monies must be
returned equally to attendees.
NEWSLETTER:
1. Purpose: to produce a timely and regular Newsletter which acclaims the
Guild activities and its volunteer members, in a format for email, website and
hard-copy version as required.
2. Meet with other coordinators and writers to discuss content of newsletter and
develop ideas for articles and feature articles.
3. Obtain articles and images from coordinators, writers, and members.
4. Edit articles for relevance, content, length and spelling.
5. Attend to all advertising pertaining to the Newsletter and collect all monies
owed from advertisers prior to publishing.
6. Each Guild year to establish advertising rates in concert with the Executive.
7. Organize articles into newsletter template.
8. Before publishing, prepare drafts for proof-reading and approval.
9. Complete approved Newsletter within timeline.
10. Email Newsletter for Guild distribution and posting on the website.
11. All monies collected from advertising will go back into the publication of
the newsletter.
12. Shall provide a record of accounting to the Executive, income and expenses,
with all receipts for expenditures retained.
13. Submit minutes or report of committee meetings to the President/Executive as
required.
MEMBER-AT-LARGE:
1. To fulfill the duties of an absentee volunteer at the Guild meeting as
needed.
2. To assist a volunteer with their duties when extra help is needed at a Guild
meeting.
3. To act as an extra "Guest Greeter‟ as needed.
SIT'N STITCH:
1. Drop-in every 2nd Wednesday of the month for Guild members in good
standing.
2. Shall be held at George Preston Recreation Centre, Room „A‟ from 12 – 3:30
p.m.
3. Shall have a Sign-in Sheet for each Sit‟n‟Stitch.
4. Months of July, August and December shall be excluded.
TREASURER, COMPUTER RECORDS (Dec. 2011):
1. Keeps financial records on computer, including:
- Monthly entry of cash paid and cash received
- Monthly bank reconciliation
- Periodic Petty Cash Reconciliation
- Preparation of Budget with committee heads and Executive
- Preparation of year-end accounts—including accruals and prepayments leading to
production of Profit & Loss Statements, and Balance Sheets.
2. Ad Hoc Profit & Loss Accounts:
- Raffle Quilt
- Quilt Shows
- Retreats
- Community Quilts
3. Provision of information for Executive as needed.