|President/Co-President||Treasure_||Librarian||Quilt Show Chair||Sound Equipment Coordinator|
|Vice President||Consortium Delegate||Membership Chairman||Recycle Shop||Website Liaison|
|Recording Secretary||Event Coordinator||Newsletter Editor||S.C.R.A.P.S.||Activities Coordinator|
|Corresponding Secretary||Historian||Program Chair||Service Project Coordinator|
REVISED JOB DESCRIPTION-FINAL 2013
The President/Co-Presidents shall convene and preside over regularly scheduled Board of Directors meetings, and shall preside over general Guild meetings or arrange for a member of the Executive Board to preside in the following order: Vice-President, Recording Secretary, Treasurer, and Corresponding Secretary.
The President/Co-Presidents serves for a one-year term. The President/Co-Presidents is responsible for appointing a chairman or coordinator for each committee/activity/event of the Guild. As part of the Executive Board, the President/Co-Presidents is subject to the direction of the Board of Directors. The Executive Board has the powers and authority of the Board of Directors in the intervals between meetings. The Executive Board may appoint committees as needed. The Executive Board consists of the President/Co-Presidents, Vice-President/Co-Vice-Presidents, Treasurer, Recording Secretary, and Corresponding Secretary.
The outgoing (past) President/Co-Presidents shall serve one year on the Board of Directors as a non-voting advisor. The past President/Co-Presidents is also responsible for the President’s gift. (Members may be asked to assist.)
The Vice-President or Co-Vice-Presidents shall preside in the absence of the President or Co-Presidents and will compile information and print the "Monthly Minder" to be distributed at the regular meeting of the Guild.
The Vice-President/Co-Vice-Presidents is in charge of the Guild Scholarship (see Section 12 of Standing Rules).
The Vice-President/Co-Vice-Presidents shall distribute all Job Descriptions along with budget amounts as appropriate.
This is a one-year term. The Vice-President/Co-Vice-Presidents is a member of the Executive Board and the Board of Directors. The Executive Board has the powers and authority of the Board of Directors in the intervals between meetings. The Executive Board may appoint committees as needed. The Executive Board consists of President/Co-Presidents, Vice-President/Co-Vice-Presidents, Treasurer, Recording Secretary, and Corresponding Secretary.
The Recording Secretary shall be responsible for keeping records of regular meetings and Board actions, including the taking of minutes, distributing copies of Board minutes, making regular minutes available to members at meetings, sending out announcements when requested by the President or Co-Presidents and assuring that Board and regular meeting records are maintained.
At the end of a Guild year, the Recording Secretary shall give a complete set of the year’s minutes for Board meetings and general meetings to the Guild Historian.
This is a two-year term, elected in even years.
The Recording Secretary is a member of the Executive Board and the Board of Directors. The Executive Board has the powers and authority of the Board of Directors in the intervals between meetings. The Executive Board may appoint committees as needed. The Executive Board consists of President/Co-Presidents, Vice-President/Co-Vice-Presidents, Treasurer, Recording Secretary, and Corresponding Secretary.
The Corresponding Secretary shall be responsible for the written correspondence to and from the Guild which is not a function proper to other offices or to committees. If correspondence of an official character is to be read, it is normally read by the President or Co-Presidents.
The duties shall include retrieving all mail directed to the Post Office Box at least twice monthly; sorting and directing the mail to the appropriate person(s); sending cards and notes to Guild members and others as directed by the Board; attending Guild Board meetings. Stamps for correspondence shall be purchased by the Corresponding Secretary with the cost being reimbursed by the Treasurer.
The Corresponding Secretary shall request a memorial gift, currently $25, from the Treasurer, to send to a charity in memory of a Guild member who has passed away, with a request that the family be notified of the donation.
This is a two-year term elected in odd years.
The Corresponding Secretary is a member of the Executive Board and the Board of Directors. The Executive Board has the powers and authority of the Board of Directors in the intervals between meetings. The Executive Board may appoint committees as needed. The Executive Board consists of President/Co-Presidents, Vice-President/Co-Vice-Presidents, Treasurer, Recording Secretary, and Corresponding Secretary.
The Treasurer shall make a report at each Board and regular meeting of the Guild. The Treasurer is responsible for developing and reviewing the annual budget with Executive Board members. The Executive Board must approve any major changes to the budget. The financial records of the Guild are public information and shall be made available to the general membership and Board members at the respective meetings. An annual review of financial statements and bank records shall be performed by the Executive Board.
Treasurer responsibilities include
Attending monthly meetings and paying expenses incurred for such meetings along with reimbursements to members for expenses paid by them. Collecting any monies and depositing into the bank account in a timely manner.
Keeping the bank account and monthly bookkeeping current and providing reports of income and expenses to the Board of Directors monthly. A member of the Executive Board should be the second name on the Guild account.
Chairing the annual budget meeting and providing financial reports for determining yearly budgets.
Paying all other expenses timely.
Paying liability insurance annually and requesting certificate of insurance for meeting and event locations.
This is a two-year term elected in odd years.
The Treasurer is a member of the Executive Board and the Board of Directors. The Executive Board has the powers and authority of the Board of Directors in the intervals between meetings. The Executive Board may appoint committees as needed. The Executive Board consists of President/Co-Presidents, Vice-President/Co-Vice-Presidents, Treasurer, Recording Secretary, and Corresponding Secretary.
The President appoints a Delegate and an alternate to attend the Consortium meetings. The Delegate is responsible to attend and participate in the quarterly meetings to maintain the Guild’s "Good Standing" membership status. In the event the Delegate is unable to attend, the Alternate will attend and has the same responsibilities as the Delegate.
Will prepare a brief description of Guild programs and events for the introduction and announcement portion of the Delegate meeting.
Inform Guild members of Consortium meeting information and Consortium activities and encourage their participation. Every member of the Guild is also a member of the Consortium. You may photocopy the Delegate Meeting and other invitations from the Networker Notes for the Towpath Newsletter. Encourage the members to visit the website www.qcnys.org for more information.
Handle annual renewal of Guild membership and officer information. The renewal paperwork is given out at the October Delegate meeting.
Inform the Consortium Board of any Officer or Delegate changes within the Guild in order to assure everyone receives Consortium information in a timely fashion.
Maintain the Delegate’s Notebooks. Updates and corrections are distributed at the Delegate meetings. Be sure to add the quarterly updates, Networker Notes and Delegate meeting minutes to the notebook. If a new Delegate is appointed, pass the notebook on to that person.
The Consortium Delegate is a member of the Board of Directors and attends meetings to keep the Board apprised of Consortium activities.
In accordance with Consortium Bylaws, the Delegate is responsible for the Guild’s participation in the planning and implementing of Consortium events.
The Events Coordinator will be responsible for overseeing the following standing committees which are formed for a one-time event and then are dissolved:
February Workshop, National Quilting Day, June Picnic, August Workshop, the Holiday Party and State Fair Coordinator.
The President or Co-Presidents, with the Events Coordinator, will appoint a chairman for each event and assist the chairmen in recruiting members to work on the various events. The Coordinator will provide other assistance to each event chairman as needed, including reservation of rooms, use of kitchen equipment and Guild supplies to include extension cords and beverage supplies. Key for storage room is available from the church secretary. The Coordinator will be available to attend the individual event meetings in an advisory capacity. The chairman will provide reports to the Coordinator; and as a member of the Board of Directors, the Events Coordinator attends Board meetings to keep the Board apprised of these events.
Each event will have a budget and the Coordinator will distribute this budget to each chairman. The Coordinator is responsible for keeping the financial records based on input from the event chairman. The Coordinator will maintain a notebook with forms, event descriptions, financial records, a final report for each event and other information to pass on to the next Events Coordinator.
The February Workshop is open to all Guild members at no cost. The instructors for the classes are Guild members and are paid by the Guild; the amount varies depending on the budget. The Workshop chairman will recruit 5-6 instructors, with a variety of skills. Class descriptions, samples and instructor handouts and sign-up sheets will be available October through December for class registration.
The committee is responsible for having the proper classroom space and setting up and breaking down the classrooms, determining the requirements of the instructors, having extra extension cords as needed. The Guild has some extension cords that can be used. Check with the Program Committee Chairman.
Provide a list of instructors and the facility charge to the Treasurer for payment.
The chairman will give the Events Coordinator a Workshop report to include number of classes, number taking classes, number that attended and did not take class, and any other information on the Workshop.
National Quilting Day
National Quilting Day is in March each year. The chairman will select a location for the Guild to present some type of quilting activity. The chairman and committee will ask Guild members to be a part of the day to give demonstrations of a particular quilting skill or technique. Depending on location, a Certificate of Liability may be required. If so, contact the Treasurer.
The committee will be responsible for setting up and taking down tables, chairs or visual aids used for the day. Raffle quilt tickets may be sold if the venue allows. It has been past practice to provide baby quilts to first-born babies on this day at each of the three local hospitals.
The Events Coordinator will be given a report of the day’s activities to include how many Guild members participated, any costs to be reimbursed, approximately how many people attended, and any other pertinent information.
The June Picnic is the last meeting before summer break. It is also the annual meeting in which elections are held, Scholarship winners are selected and the January Service Project items are presented to the Project recipients.
The Picnic chairman and committee select the location and theme and entertainment for the Picnic. They decide what type of food--potluck or catered. The cost of the food and supplies should be figured into the per person cost. A budgeted amount is available for the event.
The chairman is responsible for reserving the location and making the deposit if one is required. Contact the Treasurer for deposit check or keep the receipt to be reimbursed. Depending on location, a Certificate of Liability may be required. If so, contact the Treasurer.
The Events Coordinator will be given a report of the day’s activity to include expenses, theme, all costs, attendance and other information that will detail the Picnic activities.
The purpose of the August Workshop is to provide Guild members an opportunity to get together during the summer break and to learn new techniques. There is a charge for the Workshop to pay for the lunch and defray the cost of the teachers and the facility charges. Non-members or guests may attend unless the classes are full. They will pay a higher charge. Also, Guild members may attend and not take a class, in which case they will be charged only for the lunch if they ordered one. The Workshop chairman may take a class free of charge.
The Workshop chairman and committee will select a location, which can change from year to year. However, as a rule it is not held at the same location as the Guild meetings. The committee will also recruit teachers (from the Guild members who are paid) and decide what classes will be taught. Offering 4 to 5 classes is desirable, including at least one class that does not require a sewing machine.
The committee will decide on the lunch and select the source to provide it. Members may be asked to bring goodies for morning coffee; if so, their names are usually entered into a drawing. Expenses will be reimbursed for "hospitality" items.
Check with caterer, if using, and teachers one to two weeks prior to Workshop date.
The committee is responsible for setting up and taking down tables, chairs, etc, and making sure there are extension cords, (check with the Program Chairman for the ones the Guild has).
Depending on location, a Certificate of Liability may be required. If so, contact the Treasurer.
The chairman will give the Events Coordinator a Workshop report to include number of classes, number taking classes, number that attended and did not take class, who supplied the lunch and cost, where held and any other information on the Workshop.
The Holiday Party is held at the same location as the Guild meetings.
The committee should meet in September to decide on potluck or catered. If catered, arrangements need to be confirmed by the end of October. Cost of the food and supplies should be figured into the cost per Guild member. Check with the June Picnic committee for paper goods, coffee and teas that may be needed. If the committee wishes to have the party catered, the committee must have Board approval for additional funds. Members are asked to bring morning snacks; the Guild provides coffee and teas.
The committee determines what kind of activities and decorations.
The Holiday Party chairman will prepare a report for the Events Coordinator to include how many attended, what kind of food, potluck or catered, what kind of activities, any special presentations and a financial report to include all expenses and income.
All supplies left should be passed to the February Workshop chairman.
State Fair Coordinator
The State Fair Coordinator organizes member volunteers who demonstrate hand -quilting techniques at a quilting information table from 10 am until 4 pm each day for four weekdays, typically Monday through Thursday, during the first full week of the GREAT New York State Fair.
In late winter/early spring, the Coordinator corresponds with the Superintendent of the Agriculture Museum on the State Fairgrounds to confirm the dates, times, and anticipated volunteer numbers to fulfill the Guild's commitment. The Superintendent uses this information to obtain general admission and parking pass quantities for distribution to the Coordinator later in the year.
Starting in early summer, before the Guild breaks for summer recess, the Coordinator announces and solicits volunteers from the membership to fill the available slots for State Fair dates through meeting announcements, Newsletter posts, and e-mail blasts. Members typically commit to one or more full day to sit at the table, demonstrate hand-quilting techniques of their choice, converse with museum visitors at the fair, and distribute literature about Guild membership. During Quilt Show years, volunteers are also responsible for setting up the raffle quilt for display at the beginning of the day, selling tickets, then storing and securing the quilt and rack in the Superintendent's office.
The Coordinator tracks and schedules member volunteers for each day of the Guild's Fair commitment, tracks any changes due to last-minute cancellations or schedule adjustments, and solicits additional member volunteers until the table is staffed with at least two volunteers for each day, preferably three volunteers each day, especially during Quilt Show years when raffle tickets are sold. The Coordinator also provides a business card form with website information for New York State quilt guilds.
In early to mid-August, once the Coordinator receives State Fair general admission and parking passes from the Museum Superintendent, the Coordinator sends appropriate numbers of passes, instructions, and directions to each volunteer by mail. During Quilt Show years, the Coordinator also arranges with the Quilt Show Leadership to have the raffle quilt, display racks, and adequate raffle tickets
to sell. During Quilt Show years, the Coordinator also arranges to have the quilt, rack, tickets, and Quilt Show literature delivered to the museum for the first day of
the Guild commitment, and picked up from the museum at 4 pm of the last day of the Guild commitment.
The State Fair Coordinator will provide a brief summary to the Events Coordinator after the Fair to include how many Guild members participated, any costs to be reimbursed, approximately how many people attended, and any other pertinent information.
The Historian maintains archival storage of Guild papers, to include
Board of Directors meeting minutes received from the Recording Secretary at the end of the Guild year
General Guild meeting minutes received from the Recording Secretary at the end of the Guild year
Quilt Show Publications
Newspaper Articles and Photos
The Historian may also elect to share photos or information with Guild members through displays.
The Historian is a member of the Board of Directors and attends Board meetings.
The Librarianmaintains the records of the Guild’s library books. There is an alphabetical listing by author and by title. Books are also numbered, stamped with Towpath stamp and shelved in numeric order on the library cart.
The Library is available to the members at the regular meeting. One to three books may be checked out for a month at a time or other designated times.
The Librarian notifies members when a book is overdue. Books may be renewed for more than one month. Up to five books may be checked out in May and are due back in September. Up to five books may be checked out in November and are due back in March.
New books are purchased throughout the year to keep the library current. The library also has subscriptions to several magazines. Guild members are encouraged to request books to be purchased for the Library. A budgeted amount is available for these purchases.
Periodically books not being checked out are culled and sold to the members for a small charge.
The Library also takes donations of books, which are either sold or put into the inventory.
The Librarian is a member of the Board of Directors and attends meetings to keep the Board apprised of the Library’s activities.
The Membership Chairman is responsible for all matters relating to Guild membership. These include
~ collecting dues and guest fees
~ updating the membership form as needed
~ assigning big sister/big brother to new members
~ giving the new member the "Membership Packet", which includes the Bylaws and Standing Rules
~ maintaining the membership list
~ overseeing the Guild Directory which is published yearly.
The chairman may enlist Guild members to help at the regular meetings to greet guests, make sure they sign in, have a "Welcome" name tag and if not with a regular member, introduce them to a member who will be their buddy for the meeting. Members may also be asked to greet Guild members, make sure they sign in both for attendance records, and if wearing their nametag, to be eligible for the "fat quarter" drawing.
The Guild Directory shall include a list of the paid members, elected officers, committee chairmen, meeting dates and programs, special events, and a copy of the Bylaws.
Responsibilities for the preparation and distribution of the Guild Directory include typing the Directory and proofing for corrections before printing. Directories are distributed at the November meeting to paid members. A budgeted amount is available for Directory and Nametag printing.
Other Responsibilities for Membership Chairman:
~ Assist the Nametag and Directory committees as needed.
~ Keep record of expenses.
~Attend Board of Directors meeting to keep the Board apprised of committee activities.
~Compile a notebook of information to include financial records, resources used and other information that may be useful to the next chairman.
The Membership Chairman will recruit a member to create Nametags.
Responsibilities for creating Nametags include
~Receiving updated membership list of paid members from the chairman to prepare the nametags to be given out at the October or November meeting.
~Creating the nametag which is 3" x 4", and includes the Towpath Logo, "Towpath Quilt Guild", and space for member’s name. The Board recommends that the Towpath logo be used; stickers may be used to designate new members, officers, etc. Consult with the Membership Chairman regarding printing. Make extras to have for new members. If a member loses the nametag, there is a small charge to replace it.
Expenses are reimbursed for nametag covers as well as printing and stickers.
It is important for a representative to be present at all meetings to prepare nametags for new members.
"Along The Towpath"
The Newsletter Editor prepares and edits the newsletter, with only two qualifications: (1) NO copyrighted material will be used without the specific permission of the owner of the copyright and (2) a letter from the President or Co-Presidents is always included. All other material is included at the discretion of the Editor.
The Editor may correct grammar or improve on sentence structure in contributed articles. Any other changes, deletions or additions are to be done with the permission of the author of the article.
The Editor advises the Advertising Editor of ad space available.
Articles will be solicited from the membership with set deadlines for submitting material to the Newsletter, Along the Towpath, which is e-published and printed (only for those members without e-mail) four times a year, normally August, November, February and May.
A finished copy of the Newsletter is submitted to the Distribution Editor, observing time line for distribution to the membership and to the Web Liaison.
The Editor keeps a notebook of information that relates to the Newsletter to pass on to the next editor.
Expenses are submitted to the Treasurer for reimbursement.
The newsletter editor provides a copy of each newsletter to the Historian.
The Newsletter Editor is a member of the Board of Directors and attends meetings to keep the Board apprised of activities.
~ Solicits ads for the Newsletter from local quilt shops and quilt-related businesses. Ads will also be paid for up front.
~ Prepares a list of advertisers and payment and gives to Treasurer.
~ Submits ads to the Newsletter Editor in a timely manner for publication in the Newsletter.
~ Keeps a notebook of information and forms to pass on to the next Advertising Editor.
~ Submits expenses to the Treasurer for reimbursement.
~ Prepares a report and sends to the Newsletter Editor.
~ Receives a list of the active members who do not have e-mail addresses from the Membership Chairman and maintains a list of other guilds, businesses and organizations which receive Towpath Newsletter. Updates the list quarterly.
~ Copies, collates, makes mailing labels, stamps and mails the Newsletter to members without e-mail and others as noted above.
~ Should be computer knowledgeable including knowledge on printing labels.
~ Submits expenses to the Treasurer for reimbursement.
The Program Chairman and Co-Chairs are responsible for asking any additional Guild members to serve on the Committee, which is created one year before the programs are presented.
Programs for the year need to be in place before August to be included in the Guild Directory, which is published in November of each year. A Program Brochure may be distributed at the June Picnic.
The Program Chair must attend the annual budget meeting and present the projected lecture and workshop expenses.
The Program Chairman is on the Board of Directors and will attend the monthly Board meeting to give the committee report.
A Committee representative will attend the monthly Guild meeting to report the plans and execution of the upcoming programs.
Responsibilities of the Program Committee:
Complete the appropriate contract when booking workshop instructors and/or lecturers to include contact information, title of workshop or lecture, cost, including supplies or books that are being provided, transportation charges (mileage at current IRS rate), audio visual etc., if overnight room accommodations, meals.
Research teachers through national publications, recommendations from other guilds, recommendation from a member, internet directories, using local talent and exchanging ideas with program chairmen at the Consortium program meeting. A variety of quilting techniques should be chosen. Not every meeting has to have a workshop and a lecture. A half-day workshop after a regular meeting or a full-day workshop, the day before or the day after the meeting, are options.
Coordinate travel and lodging arrangements for guest lecturers and organize social events (pot luck dinner, lunch, etc.),
Advertise the programs through the "Monthly Minder", Guild Newsletter and web site, QCNYS Information Chairman, and local media. Include name of workshop, date and time and workshop fee. If workshops do not fill, the workshop may be promoted to other guilds and individuals. Workshops may be canceled for non-participation as per contract. A workshop should pay for itself or be subject to
cancellation with Executive Board approval. No refunds will be given after the cut-off date as stated on the sign-up sheet, unless the class is canceled.
Coordinate all audio-visual needs of the presenters as well as set-up and clean-up of the rooms. Make available materials and supply lists for each workshop to the members that have registered and paid. Samples or photos should be available at least two (2) months in advance at the general membership meetings.
Collect all income and bills related to the program, along with the contract, and submit to the Treasurer. In addition, provide a financial account of each program to be presented at the Board meeting.
Maintain complete and detailed records of the Committee to pass on to the next program committee, including the actions they have taken, notes on problems, workshops that did not go well, etc. A copy of the Towpath Quilt Guild Programs for the year will be submitted to the Historian.
Towpath Quilt Guild organizes a biennial Quilt Show, held in odd-numbered years, to showcase our members’ quilts and to promote awareness and stimulate interest in quilting. Planning the show is the responsibility of the Quilt Show Chairs. The Quilt Show Chairs shall recruit members to be in charge of the committees needed to organize and successfully run the show. The committees include
Layout with setup/take down
Raffle quilt—In even-numbered years, a committee is chosen to make a raffle quilt.
Raffle tickets –Each Guild member is responsible for selling a minimum of thirty (30) quilt raffle tickets.
The Chairs shall select a location for the show (with Board of Directors’ approval) and coordinate the rental of such location. The Chairs shall organize meetings of the Quilt Show Chairs and other interested members. The Quilt Show Chairs are members of the Board of Directors and attend meetings to keep the Board informed of proceedings, plans and any schedule.
A shopping venue for members is provided through donations of quilt-related items by members. This "store" is set up in the church sanctuary for meetings in the months so designated by the chairperson or co-chairpersons. Money realized from this is to be donated to the Guild’s general operating fund.
New or gently used quilting notions, patterns, UFOs and unwanted fabric are solicited on a time-line provided by the chair.
The chairperson is responsible for sorting, pricing and storage and/or disposal.
The chairperson of the Recycle Shop is a member of the Board of Directors and attends Board meetings to keep the Board apprised of activities.
Service Coordinator Representing All Projects Sewn
(also Knitted and Crocheted)
The S.C.R.A.P..S Coordinator will
coordinate times for working on projects with committees and encourage Guild members to participate in the various projects.
coordinate displays of projects at the Towpath Quilt Show.
update the Board of Directors on current service projects and present highlights of new projects.
maintain notebook of photos, patterns, etc., for charitable projects done by members
provide contact information of possible recipients
The S.C.R.A.P.S. Coordinator is a member of the Board of Directors and attends meetings to keep the Board apprised of projects.
JANUARY SERVICE PROJECT COORDINATOR
The January Service Project Coordinator is responsible for the January Guild Service Project, including identifying and contacting the recipient organization.
Obtains Towpath Board of Directors’ approval of the recipient organization.
Submits information to be included in the Guild newsletter and on the web site.
Selects the pattern(s) for the Project.
Is responsible for purchasing fabric and batting as needed. A budgeted amount is available for these purchases.
Assigns members for working on the Project—either in groups or alone.
Submits articles of interest in the local newspapers and other media sources as appropriate.
Coordinates with June Picnic committee for display and presenting the service items to chosen organization.
Compiles a notebook to include type of Service Project, recipient and general information about the project.
Is a member of the Board of Directors and attends meetings to keep the Board apprised of the project.
Responsibilities: Ensure that the sound equipment and supplies are in working order as needed.
1. Recruit 2-3 members who will assist the coordinator in management of the equipment.
2. Ensure that one member is available to get the equipment out, set up, monitor its use and return to storage as needed. This includes taking the batteries out of both microphones at the end of each use and storing them in small plastic bags.
3. Keep adequate supplies (batteries) on hand. Suggest that each member of the committee have a supply to carry.
4. Contact Brown Sound Equipment, or current vendor, if problems occur with microphones or sound equipment.
5. If the speaker is needed off site where there is no electricity, make sure the battery is fully charged.
6. The coordinator does not have to attend Board meetings unless she wishes.
7. The equipment can be used for Towpath Quilt Guild functions as needed at the discretion of the President or Co-Presidents.
8. The main unit takes batteries which have to be pre- ordered and need to be changed every few years. The batteries are recharged when plugged in for meetings. This battery is different from the batteries for the mics. Contact the Treasurer for ordering information.
Website Liaison/Email Communications Position
This person is responsible for sending communications to Towpath members via e-mail. This person also is responsible for sending appropriate information to the Webmaster for inclusion on the Towpath Website.
Maintain an e-mail distribution list of current Towpath members based on information received from the Membership Chairman. Past members’ addresses should be removed from the list if they do not rejoin in the fall.
Send relevant information to members via e-mails in a timely manner. These include communications about meetings, deadlines, programs, and other announcements. Send the completed Newsletter to members (four times/year).
Do not send information about commercial (businesses) activities.
Do not send information about non-Towpath items (ex – Political, Humorous Stories, Sales, etc.)
Confer with the President/Co-Presidents if unsure about whether an email should be sent to the membership.
Use the BCC (Blind Copy) when sending out e-mails, so that members e-mail addresses will not appear in the heading of the sent e-mails.
Forward to the Webmaster any information that should be on the Towpath Website. This includes the Newsletter and Block of the Month.
The Website Liaison/Email Communications person is a member of the Board of Directors and attends meetings to keep the Board apprised of activities.
The Activities Coordinator is responsible for overseeing the following sub-committees: Block of the Month Raffle, Monthly Fat Quarter Raffle, Monthly Raffle Basket, Friendship, and Wednesday Stitchers. The President or Co-Presidents, with the Activities Coordinator, will appoint a chairman for each activity, who will serve for a one-year term. These activities normally require one person. In the event the person doing one of the activities is unable to attend the meeting, the Activities Coordinator will either fill in or ask another Guild member to do so. The Activities Coordinator will keep records of expenses and income for each activity. As a member of the Board of Directors, the Activities Coordinator attends Board meetings to keep the Board apprised of these activities. Other duties may be requested by the President or Co-Presidents.
Block of the Month Raffle: A block pattern will be chosen for each month the Guild meets. The block information will be given to a Vice-President at least one month before the meeting so that it may be printed in the Monthly Minder and also to the Newsletter Editor and website liaison so the information may be published both in the newsletter and on the website. At the meeting the blocks will be displayed; members that bring a block will enter their name into a drawing for that month’s blocks. In the event a large number of blocks are made, more names may be drawn as determined by the raffle chair. Provide paper and a container for drawing the winner. Submit a summary of activities, including any expenses and income, to the Activities Coordinator.
Monthly Fat Quarter Raffle: A color or theme will be chosen for each month the Guild meets. This information will be given to a Vice-President at least a month in advance so the information may be included in the Monthly Minder and to the Newsletter Editor. For each fat quarter a member provides, the member’s name will be entered into a drawing. In the event of a large number of fat quarters, more names may be drawn as determined by the raffle chair. Provide paper, pen and a container for the drawing. Submit a summary of activities, including any expenses and income, to the Activities Coordinator.
Monthly Raffle Basket: The Guild provides the funds (see Budget) per month to create a basket, which may be any container you choose. The supplies should be quilt related, and may include other items. At the meeting, raffle tickets are sold for $1 each. The raffle money is given to the Treasurer at the end of the meeting. The Treasurer will reimburse for the purchase of the supplies or the chair
may request a check in advance. Submit a summary of activities, including any expenses and income, to the Activities Coordinator.
Friendship: New Member Teas/Luncheons are held, usually twice a year, providing an opportunity for incoming members to meet veteran members and be assigned a "big sis". Sharing of first quilts has been a popular activity. These gatherings are usually held at a member’s home. Submit a summary of activities, including any expenses and income, to the Activities Coordinator.
Wednesday Stitchers: This group currently meets at the Sullivan Free Library (Chittenango) on the first and third Wednesdays of the month from 10 a.m. through lunch and if no other activities are going on, the group may stay longer. Attendees work on their own projects, or occasionally someone may present a mini-class. There is no charge for the use of the room. Submit a summary of activities, including any expenses and income, to the Activities Coordinator.
Last revised May, 2016