Board Position Handbook

Guild President

The President shall be the official representative of DOQ, shall preside at all meetings of the general membership and the Board of Directors, and shall perform any other duties as authorized by the Board of Directors.

Duties

  • Run the board and the general member meetings. Keep the meetings to their time-tables as much as possible and control who speaks at member meetings.
  • Provide an agenda for the board meetings as well as an email reminder of the time and date.
  • Write a message from the president in every newsletter which keeps members abreast of changes or happenings that are not covered by the other articles.
  • Acquire the key to the audio room at St. Thomas More on the third Monday of every month, between 8:30AM and 4PM from the main office.
  • Return the key to the drop box in the main parish office after the general member meeting on the third Monday.
  • Mediate any conflicts within the board.
  • Appoint committees and request volunteers as needed for various events and projects.
  • Run the annual business meeting including overseeing the annual election of new officers.
  • Encourage participation by all guild members in guild activities including service positions, elected positions, working on the quilt show, making donation quilts, attending workshops, and welcoming new members and visitors.

Program Vice-President

The Program Vice-President shall, in the absence of the President, perform the duties of the President and shall coordinate DOQ Programs.

Duties

  • Make a list of potential speakers, soliciting ideas from other members, board members, etc. Presentations should be on quilting related topics.
  • Develop a plan for each year: local speakers for January, February, March so that weather cancellations are less problematic. Speakers from farther afield for the other months.
  • Coordinate with the workshop chair to have the workshop presenter also provide a lecture for the Monday evening meeting. There are usually two workshops per year.
  • Contact each potential speaker regarding their availability, price, and extra needs. Provide them with the date you want them to take, and perhaps one other as well. If they decline, email them “thanks” and ask if they know of someone who may be willing to present.
  • As each speaker and date are taken, send out the completed “Written Agreement” that you have filled in with date, time, place and lecture topic. Sign it on behalf of the guild. I have been scanning these documents and emailing them to the speakers. All but a very small number have email. I ask them to sign the document and complete the items they will need and their lecture fee. They can either scan it and email it back or mail it to my home address. You do not have a confirmed speaker until you have their signed written agreement.
  • Keep a list of potential speakers in case of cancellations, scheduling issues and health. Some of these can be guild members or very local folks.
  • Work ahead. Finish one year and begin scheduling the next. It is easier to find someone willing to be the next Program Chairman if you have already arranged the first 6 months of their term.
  • Pay attention to the budget. We need to balance the costs of nationally known lecturers including their travel and accommodations against the DOQ budget. Fortunately, we have a silent auction every other year (no program), quilt show turn in (no program), quilt finishing school (done by volunteers from the guild- no cost), and holiday sewing (done by volunteers from the guild- no cost). December is the holiday party (no program). October is the business meeting and we have a short program.
  • Organize and run the silent auction. Need to have many tables set up to hold items that members bring. Need a small group (say 5 people) to assist in setting out items and putting out the auction sheets. You will need to make many copies of the auction sheet. I made 500 and had leftovers. I also brought a couple bags of large elastic bands to group items and about 10 pens to leave on the tables. These were hotel pens from my business travels and not a purchased item. Once everything is set up, start time and let the auction begin. I allowed 30 minutes. As soon as the time is up, ask everyone to sit down. Call out the winning bidder for each item and have a runner take the item and the auction sheet to the winner. Two or three runners is sufficient. Once all the items are distributed, ask members who brought items that did not sell to recover their items or choose to let you sell the items for $0.25 in cash. Most will not want to take items home. Then go item by item until all the items are gone. Then ask those who purchased items to see the cashiers at the back of the room. The Treasurer is  responsible for the receipts of payments and the cashiers, as well as getting money to make change. Checks are acceptable, made out to DOQ. Ask members to pace going to the cashiers so that no more than 5 people are in each line. This worked really well last year. The Business Meeting can go on as people are paying for their items
  • You may need to step in to run the meeting (either Board or Guild) if the President is unable to attend.
  • You need to attend the meetings of the Board.
  • You will introduce the speaker at the guild meetings and will arrange for people to hold quilts during the presentation.
  • It will be helpful if you actively recruit someone (s) to replace you during July or August of the end of your term. This can be a single person or a small group.

Workshop Vice President

The Workshop Vice-President shall, in the absence of both the President and the Program Vice-President, perform all the duties of the President and shall coordinate DOQ Workshops.

Suggested steps to organize quilt workshops:

  • Contact the chosen quilt instructor for her/his class availability
  • Complete the instructor’s contract and secure a site for the workshop. New Hope Fire Department building has been an option for several years. Sue Wilkins in the contact person for the building.
  • Once the contract is received and the dates are confirmed for the workshop(s) then an announcement of the upcoming workshop can be made to the guild members through the newsletter and announced at monthly meetings.
  • For the out-of-town instructor, lodging will need to be arranged.
  • For instructors using airline transportation, a guild member will need to meet at the airport and take to the hotel.
  • 3 months prior to the workshop begin registration for the class(es)
    • Sign-up sheet with member’s name, email, and phone number for the class. If there are 2 classes, 2 sign-up sheets will be needed.
    • Request payment for the class at time of sign-up.
  • If class has not been filled by DOQ members by the designated date, then the class may be opened for non-members with an additional fee.
  • Week of workshop- arrange to secure the key to the facility.
  • Day of workshop-set-up tables and chairs, extension cords, ironing stations, cutting/teaching station, and instructor’s retail table.
  • Order lunch meal(s) for instructor’s during the workshop dates. Another option is to arrange evening meal(s) with interested DOQ members on the day(s) of the workshop and lecture (if applicable)
  • At the end of the workshop(s) clean the facility as per instructions.
  • The instructor will provide a receipt for services either at the end of the workshop(s) or before the lecture. This will be given to the treasurer for payment. If the payment cannot be made at the conclusion of the workshop ask the instructor if a check can be mailed or to send a receipt prior to workshop in order for a check to be written.
  • Give all workshop checks and money to the treasurer for deposit after the workshop is completed.

Membership Coordinator

The Membership Coordinator shall collect dues, maintain and distribute a directory and update membership email lists.

Duties

  • Collect annual Guild dues.
    Members pay dues by check or with cash at monthly meetings or via USPS. Someone should be present at every meeting to collect the dues and ensure that the membership forms are correctly filled out with amount paid, form of payment and contact information. Checks and cash collected must be recorded in the membership spreadsheet and turned over to the Treasurer for deposit. Starting in 2014, annual dues are $30 to cover the 12-month period from January to December. New members who join after October may pay a pro-rated amount as determined by the Board.
  • Maintain Guild membership roster.
    The Guild maintains a spreadsheet with all member names, dues payments and contact information. The spreadsheet must be updated when new members join, current members renew membership for another year, or member contact information changes.
  • Update Google Groups with annual membership data for newsletter distribution. As members pay dues for a new year, the Membership Committee must update the Google contact list and add each paid-up member to the appropriate Google group. The Newsletter editor uses these groups to distribute the monthly newsletter.
  • Publish and distribute the membership directory.
    Members who have paid their annual dues by the end of February will be listed in the membership directory, published once a year in March or April. The directory contains general information about the guild, quilting services offered by members and sponsor advertisements. Publishing the directory consists of:

    • sending out solicitation letters and advertising contracts to advertisers
    • formatting the guild information, member listings and ads into a directory document
    • emailing the directoriy to Guild members and advertisers
    • distributing printed copies of the directory to members without email
  • Maintain member check-in lists.
    Have an attendance list available at each meeting for members to check in.
  • Pick up Guild mail.
    Since most of the mail sent to the Guild consists of membership dues, the Membership Committee visits the Guild PO Box to pick up mail, dues payments and directory advertisement payments.

Secretary

The Secretary shall keep minutes of all meetings of the Board of Directors and general membership, shall conduct general correspondence as required, and shall assume all duties usual to the office.

Duties

  • Attend and take minutes at the monthly board meeting
    Use prior month’s minutes and current agenda as an outline for typing in notes from the meeting. Minutes should go out via email to all Board members within a week. Additions and corrections are made at subsequent board meetings prior to approval.
  • Attend and take minutes at the monthly membership meeting
    Minutes from monthly membership meetings are emailed to all Board members prior to the next board meeting, then reviewed and approved at board meeting.
  • Copies of approved meeting minutes are saved digitally on flash drive for newly elected secretary.

Newsletter Editor

The Newsletter Editor shall prepare and distribute the newsletter to all members.

Duties

The newsletter is published monthly.

  • All articles for the newsletter are due the Friday after the Board Meeting. Send out email reminders to board and service positions; the deadline is stated in the monthly newsletter as well.
  • Proofread and make appropriate changes to articles.
  • Accept advertising for the newsletter. Rates are included in the newsletter. All checks should be payable to DOQ.

How to publish the newsletter:

  • Copy last month’s word document to use as a template. Update the date at the top of the first page and in the header. Update dates in the sidebar on the first page.
  • Format and add the articles and advertising
  • When the newsletter is complete – save/print as a PDF file.
  • Log into the newsletter email address: doqdispatch@gmail.com. Write an accompanying email (such as “Attached is the newsletter for May 2016). You can also state any other subject matter that is important.
    Very important! – Address email to doqdispatch@gmail.com in TO field and put Membership group in the BCC field, otherwise the emails will end up in spam folders.
  • Mail hard copies in black and white to members who do not have an email address as well as 3 copies to take to the guild meeting. Take the newsletter and have copies made and go to the post office to mail. Ask for a volunteer to help with the circulation. Any costs incurred will be reimbursed by the guild.

Treasurer

The Treasurer shall have charge of DOQ funds and keep an accurate record of all receipts and disbursements (checks may be signed by either the Treasurer or the President), shall be responsible for depositing the annual dues, and shall make all disbursements approved by the Board of Directors. Whenever required, the treasurer shall furnish the Board of Directors or the general membership an account of all transactions. A financial statement and proposed budget shall be published in the newsletter preceding the annual business meeting and shall be presented to the membership at that meeting.

Duties

  • Deposit funds received (dues, silent auction proceeds, contributions, workshop fees paid by participants, advertising, raffle ticket monies, quilt show proceeds, special trips/events)
  • Disburse funds, mostly via online checks or manual checks, for rent, program and workshop expenses, newsletter costs, supplies for donation quilts, library, administrative and membership materials and other expenses for guild operations and/or quilt shows hosted by the guild
  • Make sure all transactions are made “on time”
  • Balance (reconcile) bank statements to book balances monthly
  • Make sure adequate documentation of transactions is obtained, reviewed and authorized
  • Keep documentation of transactions in orderly system, for time required by law (5-7 years)
  • Summarize all transactions, via a monthly statement to the board and an annual statement for DOQ membership
  • Attend board meetings
  • Maintain the banking relationship with banks who hold guild accounts
  • Prepare tax information as required by IRS and NC law
  • Be aware of tax requirements, changes and laws that can affect guild operations
  • Prepare DOQ budget for next year with input from all officers and committee chairs

Key busy times:

  • January – Make sure President is authorized signer on all accounts
  • January, February – deposit dues from members
  • January 2016 – Silent auction
  • Workshop/major speakers – prepay workshop space rental, pay teacher fees and expenses with documentation from program/workshop chairs
  • Pay PO box rent in August
  • September – file annual tax report with IRS (efile postcard unless otherwise directed)
  • Prepare budget draft and final budget for presentation in Sept newsletter
  • Present budget to guild membership in October at annual business meeting
  • Education and Outreach Position

Outreach/Education Coordinator

The Outreach/Education Coordinator shall arrange educational and charitable service opportunities benefiting the membership and the community.

Duties

  • Initiate and respond to requests for teaching/training regarding quilting and making of quilt/sewing related articles for donation:
    • Durham Orange quilters web page requests
    • Requests from DOQ Board members
    • National teaching models
    • Ideas from other state/national quilting guilds
  • Maintain Teaching Tote to be used by DOQ members fulfilling requests.
  • Maintain budget (currently $200/year) and turn-in receipts for reimbursement to current DOQ Treasurer.
  • Maintain record of requests, contact information, response of DOQ and continued follow-up if ongoing contribution made, e.g. therapy dolls.
  • Make announcements to DOQ Board and members of DOQ at meetings and post information in DOQ newsletter.
  • Organize events in response to requests including: identify and gather materials needed, request volunteers to assist, assemble equipment (tables, chairs, electrical outlets, tools, sewing machine, signs, handouts) and create evaluation if appropriate.
  • Provide Annual Summary of Response to Requests

 

Service Positions

DOQ Webmaster

  • Update the durhamorangequilters.org website at least once a month with current guild activities, and local events.
    The website is built using WordPress, with several custom pages, so knowing how to add content in Wordpress and some basic html skills are helpful.
  • Keep the DOQuilters@gmail.com calendar up to date for display on the website.
  • Check the DOQuilters@gmail.com email regularly for inquiries to the website, and forward to the appropriate people.
  • Keep the board member list, quilters list and bee lists up to date.
  • Update newsletter advertisers list (local quilt shops) each year.
  • Add links to other interesting content, like nearby quilt shows, teacher websites, etc.
  • Make sure the hosting fee and domain fee is paid to Bluehost.com each year by April 1st (currently we have paid for 3 years – until 2017).

Donation Chair

  • Collect and store all fabric that is donated for distribution to members to make donation quilts.
  • Distribute quilts to the various organizations that request them and keep records of quilts made and their distribution to these organizations.
  • Buy batting or fabric using the allotted budget.
  • Optionally, set up donation quilt workshops to make quilts and interact with guild members.

Librarian

  • Bring books to the guild meetings, unless the library is not needed because of other activities (e.g. December’s holiday
    meeting, quilt show turn-in, silent auction).
  • Stay with books during social time, to make sure books are not returned to the storage boxes without their cards or books are not just picked up without being checked out.
  • Keep the books at home or find someone to keep them.
  • Maintain a card box with names of the books and the person who checked them out, verifying that the person is a member. Send emails to persons who have not returned their books within 2 months.
  • Purchase new books according to the budget.
  • Make announcements at meetings.

Publicity Coordinator

  • Works with Board to set goals for the growth and advancement of DOQ.
  • Initiates new ways to promote DOQ.
  • Designs a flyer during June and July for distribution in early September; includes information such as the name of the organization, its purposes and goals, location, meeting dates and times, activities, contact persons, arranges for printing of flyers, approximately 300; arranges for members to distribute 15 to 20 flyers to each establishment, including quilting and fabric stores, community/recreation centers, libraries, and other retail stores.
  • Prepares press releases for local newspapers, e.g. the Chapel Hill News, the Durham Herald, the News and Observer, etc.; submits them monthly, as required by individual newspaper editors.
  • Establishes a rapport with local newspapers; obtains permission to submit Quilt of the Month for publication; obtains from the members the appropriately sized JPEG images of the QOMs and submits them for publication.
  • Clarifies expenses with the Treasurer or President prior to incurring. Submits detailed receipts for reimbursement or arranges for prepayment.